Infraspeak Network extends beyond reactive tasks, allowing Facility Managers and Service Providers to collaborate on long-term preventive maintenance. By sharing a Planned Job, both parties gain full visibility over their maintenance calendar, ensuring that compliance and routine inspections are never missed. To see this in action, we will follow the preventive maintenance plan between Marina Maintenance (the client) and Clean Air (the supplier).


Sharing a Planned Job

Once the commercial terms for a preventive plan are settled, Marina Maintenance must share the schedule so Clean Air can coordinate their technical teams. Here’s how to share a planned job:

  • Marina Maintenance opens the Planned Jobs app

  • The manager either selects an existing plan from the list or click Create Planned Job to build a new one from scratch

  • Inside the Planned Job, they click Share on the top-right corner

  • They confirm Clean Air as the recipient and add context notes, such as: “This covers our annual HVAC preventive plan. Please review the monthly inspection dates.”

  • Upon clicking Share, Clean Air receives an email notification with a direct link to the shared planned job.


Visibility and Constraints

When Marina Maintenance shares a Planned Job, specific data is synchronized to ensure both parties are aligned, while sensitive data remains private.

  • Shared information: Locations, Interventions, Work Type, Description, and Planned Job Order dates.

  • Private Information (not shared): Cost Centers, Internal Assignees, Internal SLAs, Gatekeeper, and Customer Satisfaction data. These are marked with a locket icon in the interface.

Note: Once a Planned Job is shared, Marina Maintenance can still edit the Title, Description and Assignees, but other structural details may be locked to maintain synchronization with the supplier.  They can still stop sharing this planned job to make their necessary changes and share it again after the edits.


Receiving and Reviewing the Plan

  •  The maintenance manager at Clean Air receives the notification and accesses the Planned Job that was shared with them

  • After reviewing the plan, including details on the Planned Job Orders, Clean Air clicks Start to acknowledge and approve the work.


Technical Execution

As the scheduled dates approach, the execution follows the shared plan in real-time.

  • Clean Air views the upcoming planned job orders and briefs their technicians on the tasks and measurements required at the Marina Maintenance site.

  • When technicians arrive on-site, they update the status of tasks and measurements in Infraspeak Next (mobile app). Both Clean Air and Marina Maintenance see these updates instantly.

  • If minor issues arise during the routine inspection, teams use the Chat function within the job to handle logistics immediately.


Completion and Next Steps

  • Once the specialist completes the work, Clean Air’s manager changes the status of the Planned Job Order from Active to Closed.

  • Marina Mainatenance is informed of the completion and reviews the technical data

  • The system automatically prepares the next Planned Job Order for the following month, preserving the maintenance cycle without further manual setup.