Commercial HVAC teams need to schedule maintenance agreements (quarterly, semiannual and monthly filter changes) so every visit happens on time, in the building’s allowed hours, with the right technician, and without wasted driving. Crewtide builds each week’s PM visits from your agreement list with route optimization, shows what a service call bumps when you fit it in, and lists every customer whose visit moved. It doesn’t dispatch emergency calls, quote repairs or invoice.
Why PM visits slip
- Service calls win. When it’s 95 degrees, no-cool calls push PM visits back, and nobody re-plans them.
- Seasonal peaks. Spring cooling startups and fall heating checks bunch up in the same weeks.
- Building rules. Hospitals, data centers, schools and offices limit when you can shut down equipment or get on the roof.
- Skills. Chillers, boilers and rooftop units need different technicians; filter routes can go to a junior tech.
- Agreements are promises. A quarterly visit that drifts to five months is a broken contract and a cold call from the property manager.
How to plan PM weeks in Crewtide
- Import your agreements.Building, cycle (monthly filters, quarterly PM, semiannual startups), usual days, allowed hours, no-go times, time on site and usual technician.
- Build the week.Every due visit goes on a route, ordered by real drive times, with time left in each day for the service calls you know will come.
- Fit service calls with Find a spot.When a call comes in, Find a spot ranks the options and shows which PM visits it pushes back or bumps.
- Move what has to move, with a reason.Bumped visits keep their reason in the change log and go on the To notify list, so the property manager hears from you first.
- Publish.Print or export route sheets and update your service system from the change list.
Typical customer rules
| Building | Cycle | Allowed hours | Time on site |
|---|---|---|---|
| Lakeside Medical Office | Quarterly PM | Tue–Thu 7:00 AM–3:00 PM | 3 h |
| Northgate Plaza (retail) | Monthly filters | Before 9:00 AM | 50 min |
| Summit Data Center | Quarterly, chiller-certified tech | Weekdays, no-go during maintenance freeze | 4 h, 2-person crew |
| Pine Valley Schools | Semiannual (Apr, Oct) | After 3:30 PM or weekends | 2 h |
What Crewtide doesn’t do for HVAC
Keep your field service system for emergency dispatch, equipment history, quotes, parts and invoicing. Crewtide plans the recurring PM weeks around them.
Coming with Pro: texting and emailing building contacts from the To notify list, a technician phone app, and what-if weeks for comparing two versions of a peak-season week.
Comparing tools? See ServiceTitan alternatives, Crewtide vs ServiceTrade and vs Housecall Pro.
What it costs
$49 per technician on a route a month billed annually, $59 month to month. A team of 10 PM technicians pays $490 a month billed annually. Dispatchers and service managers are free.
Questions
How do I schedule HVAC maintenance agreements?
Keep one list of agreements with each building’s cycle, allowed hours and usual technician, generate each week’s due visits from it, put them on routes, and leave room for service calls. Crewtide does the generating and routing for you.
Can Crewtide handle quarterly and semiannual visits?
Yes. Each agreement has its cycle (monthly, quarterly, twice a year, seasonal) and Crewtide puts visits in the right weeks.
Does Crewtide dispatch emergency service calls?
No. Use your service system for dispatch. Crewtide’s Find a spot helps fit a call into the planned week and shows which PM visits it bumps.
Can I assign certain buildings to certified technicians?
Yes. Each customer keeps a usual technician, and the plan respects it unless you move the visit.