Preventive Maintenance
Maintenance Schedules · Work Orders · Task Checklists · Maintenance History
Automated schedules. Zero missed maintenance windows. Replace paper logs, shared calendar reminders, and maintenance records that live on someone's clipboard with a controlled preventive maintenance program that generates work orders automatically, enforces task completion before closure, and keeps a complete, inspection-ready history for every asset in your facility.
Schedules that run without manual intervention
Maintenance intervals are configured once per asset type. Kintavo generates work orders on schedule, notifies assigned technicians in advance, and flags overdue work orders in the QA dashboard — without anyone maintaining a separate tracker to make it happen.
Work orders that can't be closed incomplete
Every work order is generated from a task template with defined steps, acceptance criteria, and documentation requirements. Technicians work through the checklist in Kintavo and sign off electronically. Nothing closes with incomplete steps, missing evidence, or unresolved findings.
A maintenance history that holds up under scrutiny
Every work order, every technician signature, every finding, and every service vendor document is stored on the asset record — linked to the specific maintenance event it belongs to, retrievable in seconds when an auditor asks for it.
Status locks that prevent overdue use.
When a PM is overdue, Kintavo doesn't just send a reminder — it can lock the equipment's status to prevent use on active studies or batches until maintenance is documented and complete.
PM records live alongside qualification and calibration.
Every PM in Kintavo is linked to the same asset profile as the qualification records, calibration history, and change controls — one record, complete history.
From schedule to completed record.
Every PM cycle moves through the same structured workflow — and overdue work doesn't quietly slip past.
Schedule
Configurable PM schedules by equipment type and frequency.
Generate
Work orders auto-created ahead of due dates.
Execute
Service team completes work with required documentation.
Verify
Completion record reviewed and approved.
Lock if overdue
Status locking on missed windows. Escalation triggered.
PM doesn't live alone.
Every PM links to the equipment lifecycle, the calibration records, and the deviations that surface when maintenance is missed.
Ready to see the full platform working for your organization?
Book a personalized demo. We'll show you Kintavo configured for your regulatory environment and your specific workflows — not a generic product tour.
FAQ Questions & Answers
Q: What types of equipment and assets can be managed under preventive maintenance in Kintavo?
Kintavo manages preventive maintenance for any asset your quality program requires — clinical laboratory instruments, production equipment, HVAC and environmental control systems, biosafety cabinets, centrifuges, incubators, freezers, and facility infrastructure. Each asset type can have its own maintenance schedule, task checklist, completion requirements, and documentation standards. If a failure could affect product quality, patient safety, or regulatory compliance, Kintavo can schedule and track its maintenance.
Q: How does Kintavo automate preventive maintenance scheduling?
Maintenance intervals are configured on each asset record — weekly, monthly, quarterly, semi-annually, annually, or any custom frequency your SOPs or manufacturer requirements specify. Kintavo calculates the next due date from the last completed maintenance event and generates work orders automatically on schedule. Assigned technicians receive advance notifications before due dates. Overdue work orders appear in the QA dashboard and can trigger escalation notifications if not resolved within a defined window. Nothing depends on a calendar reminder or a manual check.
Q: How are preventive maintenance work orders structured?
Each preventive maintenance work order in Kintavo is generated from a task template configured for that asset type. The template defines the specific steps to be performed, the parts or materials required, the acceptance criteria for each step, and the documentation that must be completed before the work order can be closed. Technicians work through the checklist in Kintavo, attach evidence where required, and sign off electronically. Work orders cannot be closed with incomplete steps or missing documentation.
Q: What happens when a maintenance event uncovers a problem?
If a technician identifies an issue during a preventive maintenance event — an out-of-specification finding, a component failure, or a condition that requires further investigation — they can flag the work order and initiate a deviation record directly from within the maintenance workflow. The deviation is pre-populated with the asset details and linked to the maintenance event. The asset can be placed out of service until the issue is resolved. The full chain — maintenance finding, deviation, corrective action, and return to service — is captured in one traceable record.
Q: Can preventive maintenance and calibration be managed on the same asset?
Yes. Preventive maintenance and calibration are managed as separate schedules on the same asset record in Kintavo, each with its own interval, task checklist, assigned owner, and audit trail. A single instrument can have a monthly calibration schedule and a quarterly preventive maintenance schedule running independently without one interfering with the other. Both schedules are visible on the asset record, and both contribute to the complete maintenance and calibration history that auditors expect to see.
Q: How does Kintavo handle manufacturer-required maintenance intervals?
Manufacturer-recommended maintenance intervals and task requirements can be configured directly into the maintenance template for each asset type. Supporting documentation — manufacturer IFUs, service manuals, and maintenance bulletins — can be attached to the asset record. When a manufacturer issues an updated service requirement or a field safety notice, the maintenance template can be revised with documented justification and approval, and the updated requirements apply to all subsequent work orders for that asset type.
Q: Can external service vendors perform and document maintenance in Kintavo?
Yes. Maintenance performed by external service vendors can be documented in Kintavo by internal staff uploading the vendor's service report, or by granting the vendor scoped access to complete the work order directly. Either way, the service documentation is linked to the asset record and the specific maintenance event. External vendors performing maintenance can be linked to their vendor profile in Supplier Quality, keeping their qualification status and service history connected.
Q: How does Preventive Maintenance connect to other modules?
Preventive maintenance records in Kintavo are linked across the platform. Equipment Management holds the asset record and its full maintenance history. Deviations can be initiated from maintenance findings. CAPAs can be triggered from recurring maintenance failures. Calibration records sit alongside maintenance records on the same asset. Supplier Quality links to the vendors who perform external maintenance. When a maintenance event has quality implications, the rest of the system already knows about it.
Q: Is the preventive maintenance record 21 CFR Part 11 compliant?
Yes. Every action on a preventive maintenance work order — work order generation, task completion, finding documentation, evidence attachment, and closure approval — is captured in a time-stamped, user-attributed audit trail that meets 21 CFR Part 11 and EU Annex 11 requirements. Electronic signatures are required for work order closure and any out-of-service or return-to-service decisions. The complete maintenance history for any asset is exportable for inspection in seconds.
Q: What does implementation look like for Preventive Maintenance?
Your implementation lead works with your QA and facilities teams to configure asset types, maintenance task templates, schedules, completion requirements, and escalation rules — typically within the first two to three weeks of onboarding. Existing asset lists and maintenance logs can be migrated from spreadsheets or prior systems. Most customers have their full preventive maintenance program live and generating automated work orders within 30 days of kickoff.
A missed maintenance window isn't just an administrative gap — in a regulated environment, it's a data integrity question.
Paper-based maintenance logs get lost or misfiled. Shared calendar reminders get dismissed and never rescheduled. Work orders tracked in spreadsheets close on paper without evidence that the work was actually done. And when an inspector asks for the complete preventive maintenance history of every instrument involved in a product lot — including who performed the maintenance, what tasks were completed, and whether any findings were identified — most quality teams spend hours pulling it together from multiple sources and hoping the paper trail is intact.
Kintavo Preventive Maintenance gives you a controlled maintenance program where schedules calculate automatically from the last completed event, work orders enforce task completion before they close, and every maintenance event is documented with the technician signatures and evidence attachments that make the record defensible. When a maintenance finding surfaces an equipment problem, Kintavo initiates the deviation automatically — so nothing gets discovered during a maintenance event and quietly set aside.