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Track a cycle and print reports

Open the Cycles tab of a plan, follow progress and compliance on the cycle board, reassign, approve, or close a cycle, and print field sheets and reports or export them to Excel.

Written for Account operators User guide last reviewed on 2026-10-29

The Cycles tab on Inspection Plans and Preventive Maintenance Plans lists every occurrence of your plans as a cycle, with its progress, outcome, and compliance. Open a cycle to reach its Cycle board, where you follow the work, act on it, and print or export the results.

The Cycles tab

Each row shows the plan, the Period, the Status, the Progress, the Outcome, and the Compliance. Outcome counts done, failed, pending, missed, and skipped lines; overdue and not generated counts appear as flags under the plan name. The same Filters band as the plan list applies here, plus Cycle status (Planned, In progress, Awaiting approval, or Closed), Execution style, and Cycle period. Plans on the Standard execution style appear too, marked Standard occurrence: each due date gathers what the plan generated for it, so you get the same KPIs and reports without changing the plan. A standard occurrence has no phases or work packages, so its board shows only the KPIs, the settings, and the asset table. To list only one kind, set Execution style to Team visit / Spread or Standard. On these plans each asset can follow its own dates, so a line becomes Missed only when its own period ends.

Read the cycle board

The header shows the plan, the period, and the cycle status, with the work days and Finish by — the last day of the cycle (the day before the next due date). Days after the last work day are a grace period: unfinished lines are overdue and can still be done until then. When the period ends, pending lines become Missed and, on preventive maintenance plans, requests nobody started are cancelled automatically (status note: the cycle period ended) unless the plan keeps them open; started requests stay open. If a request cannot be cancelled, the cancellation is tried again every night until it goes through. Below it:

  • KPI tiles — exceptions first: Overdue, Failed (inspection plans: forms whose answers met an automatic request rule, even when no new request was opened because the asset already had one), Not generated (only when some lines could not be created), Pending (with how many lines are resolved), Done, Missed, and Skipped, then Compliance with the Planned count under it.
  • Phases — each work date with its progress. A phase the Working Calendar moved shows the original date.
  • Work packages — per phase, each assignee’s package with its line count. From Package actions, open the package sheet (inspection), reassign the package (preventive maintenance), or print it.
  • Assets and properties — one row per asset line: work date, assignee, status, and result. Inspection plans show a Form column and a Request column (the request an auto-request trigger opened); preventive maintenance plans show the Maintenance request column. A line whose form was deleted shows no form link.

On preventive maintenance plans a line is Done when its request reaches Executed, Awaiting Payment, or Completed, and Skipped when the request is canceled, so there is no Failed count or result filter. If the request moves back to an earlier status, or a canceled request is reopened, its line is Pending again. A line already recorded as Missed stays missed, and a cycle that was approved or closed early keeps its figures.

Compliance counts done and failed lines finished by the end of the period, out of planned lines minus skipped ones. It shows “—” while nothing is due yet.

Filter the table by phase, assignee (including Unassigned), status, result, property, asset, or search by name, serial number, or property. On inspection plans, Failed only narrows to failed lines; Unanswered only narrows to inspection lines with blank answers. On inspection plans, switch Table view from List to Matrix to see one column per checklist question; failed lines and unanswered cells are highlighted.

Reassign, approve, or close early

These actions are available on cycles of plans that use Team visit or Spread over the period.

  1. Reassign a preventive maintenance package to another technician. Requests whose work has not started move to the new technician. Started work stays with its assignee. Every not-started request of the package moves together: if some of them belong to a branch outside your current view, nothing changes and a message asks you to switch to All Branches or ask an account administrator. When the account uses branches, the list offers only technicians assigned to the package’s branch. Inspection packages are not reassigned: to change who fills the forms, edit Inspection forms filled by on the plan.
  2. Approve cycle appears when the plan closes after approval and every line is resolved: the cycle becomes Awaiting approval and everyone who can approve it gets a notification — users who can manage and edit plans of that type and, when the account uses branches, are account administrators or are assigned to every branch of the cycle. The notification opens the cycle board and shows the cycle dates. Anyone who can edit the plan and sees every line of the cycle can approve it; approving closes the cycle. To find cycles waiting for you, set Cycle status to Awaiting approval on the Cycles tab.
  3. Close cycle ends a planned or in-progress cycle early. Enter the reason. Pending lines are recorded as Missed, and this cannot be undone from the board. An early close is the sign-off itself, so the cycle skips Awaiting approval even when the plan requires approval. On preventive maintenance plans, Cancel the maintenance requests nobody has started (ticked by default when the plan’s period-end rule cancels requests) cancels requests nobody started; started requests stay open until the technician finishes them and their lines stay Missed. If some of those requests cannot be cancelled, the cycle still closes, a warning says so, and the remaining requests are cancelled automatically a few minutes later, then every night until they are. Requests a technician starts in the meantime are left open. On inspection plans, forms not submitted yet are locked. A red Cycle closed early bar at the top of the board shows who closed it and why.

When some lines of the cycle belong to branches outside your current view, the board shows a notice instead of Approve cycle and Close cycle: approve or close the cycle from All Branches, or ask an account administrator.

Note: Closing early does not delete draft forms, and it cancels requests only when you tick the option above. Handle the other open requests from their maintenance request profile.

Field sheet, package report, and cycle report

Use Print report in the header:

  • Blank field sheet — the route-ordered list of lines with empty boxes, for the team to take to the property. Inspection sheets have a box per question; preventive maintenance sheets have Done, Failed, and Remarks boxes.
  • Cycle report — KPIs, phases, packages, and the result of every line for the whole cycle.

From Package actions, Print field sheet and Print package report do the same for one package. Every printout carries your account logo and ends with technician, supervisor, and client representative sign-off blocks.

A printout lists up to 1,000 lines. When the cycle or package has more, it shows a message instead of the lines: print one work package from Package actions, filter the table on one phase before you choose Print report, or use Export to Excel, which has no such limit.

Export to Excel sends the table — with the filters you applied — to the Data Export Center. You get a notification when the file is ready, or if the export fails. The file has a lines sheet (one column per question on inspection plans) and a summary sheet.