Ask the community

HI! is there a way to add a priority choice?

Hello,We are working to setup our MaintainX CMMS. I am curious what you all do in the following situation.  Example: we have a cooking kettle as a parent asset in a processing room location The kettle has associated valves, pumps, mixer/agitator, gearmotor, etc. which seem to make sense to be child assets of the kettle.  On the other hand, we have electrical enclosures that might have 6 VFDs, many circuit breakers, fuses, harmonic filters, PLCs, etc inside. The equipment in the enclosure powers and controls 6 different assets. If the VFD for the kettle product pump motor is in the electrical enclosure, do you all make the VFD a child asset of the parent kettle asset?, or do you make the electrical enclosure the parent asset and everything of great enough value inside the enclosure is a child asset of the electrical enclosure?Or would you have a parent electrical asset for each production room and then breaker panels, electrical enclosures and everything inside, conduits/wiring in the r

Is there a way to assign a condition rating “1-5” to my assets, update the rating from 6 monthly visual assessments and track the changes in condition rating over time?   Thanks,Ben

When I add time track to a work order I filled in the pay rate I make, not knowing it would lock it in permeantly. I want pay removed from the time tracker… Can this be done?   I have talked to customer service, and they said they fixed it, but they did not.  I need it removed for 2 reasons I don't need my staff seeing how much I make, and it also distorts my monthly supply amounts, please help me get rid of the it LOL.

hello all, Looking for a way to repeat a work order hourly. I have several pieces of equipment that require hourly inspections while running.I am trying to avoid making 24 work orders for every day that this inspection is required. any suggestions would be greatly appreciated.Thanks Tom 

Hello,Does anyone know if MaintainX plans to implement a GPS system? Recently, I’ve been creating work orders for tasks like emergency lighting tests, fire system checks, and legionella testing. However, as the company I facilitate for continues to grow and we onboard more staff, it’s becoming increasingly challenging to ensure these tests are being completed at the correct locations.I’ve heard unfortunate stories of staff claiming to have completed compliance tests without actually visiting the buildings. A GPS system would not only help verify the completion of tasks at the required sites but would also help reassure clients that compliance standards are being met.Thank Ste

When I create a new asset does the system automatically create a unique id number for it? In the tutorial it stated to include a unique identifier to enable searches for specific assets. In other systems there is an ID# and description, how does MaintainX handle this?

Is there a way to indicate if an asset is down in the service request? Once a work order is created from the request identifying asset is down can MaintainX automatically change status to DOWN then upon WO completion automatically return to ONLINE? Trying to remove manual tracking to reduce potential human error.

How do I restore a deleted asset using the maintainx API?

In a recent article our CEO, Chris Turlica, highlights a critical challenge facing many organizations: the potential loss of irreplaceable maintenance knowledge as experienced professionals retire. The stakes are high, with studies showing North American aviation companies losing 11.5% of their maintenance workforce annually, and up to 40% of maintenance professionals potentially retiring across industries within five years. Chris suggests a straight-forward solution: combining human expertise with AI to create intelligent systems that can capture, preserve, and distribute this critical knowledge. Rather than replacing workers, these AI copilots would enhance their capabilities, helping document insights and making crucial information more accessible to both veteran technicians and new recruits.Read the full article here. Join the conversation! What challenges have you faced in preserving institutional knowledge at your organization, and how do you think AI tools could help bridge the

I recently wrote a piece for Smart Industry about something I keep seeing out in the field. Companies are under pressure to “do something with AI,” but many are skipping a key step: getting buy-in from the teams who actually use it.  Check out the article here:https://www.smartindustry.com/artificial-intelligence/article/55276845/if-ai-isnt-the-problem-what-is-maybe-trust-from-frontline-teams Here’s the gist: If your technicians don’t trust the system, they’re not going to follow its recommendations. And honestly, they’re often right not to. I’ve watched smart people ignore alerts because the data didn’t make sense, or worse, because they couldn’t tell where it came from.  My take? Building a unified data foundation (a single source of truth) should come first. It creates the shared operational reality and transparency your team needs to trust AI in the first place. That means your AI tools should be pulling from credible sources like OEM equipment manuals, standard operating procedure

How do you reassign equipment, so the meters and all related information follow the reassignment?

Need to view Hierarchy without having to go by System/Sub-system level instead is there a way to view everything on a higher level to see how its being laid out ?

Time and Cost Tracking EnhancementsProposed enhancements that would provide a more in-depth costing analysis of each work order.  Allowing for specific cost items or custom labelled cost items to be added would significantly improve this module, rather than just adding and/or exporting them as "Other Costs".Such as: Preliminary expenses (Architect, engineer, building consent, Insurance etc) Subcontractor cost/s Materials (Per material item) Consumables (nails, screws, adhesives) Tools & equipment (if hired or purchased) General expenses Labour Travel expenses  Transport/shipping expenses Rubbish or site wasteOther Proposed Enhancements: Having a budgeting section in the cost tracking module to allow proposed costs within a work order. Option to show or add Goods and Services Tax (GST) The ability to export the cost information as a CSV and PDF Future linking of cost data to Sage Intacct. Future linking of cost data to PowerBi. Cheers

Hi there, I have been using MaintainX for the past few months, and I really like it for the most part, however, there are some functionality issues I have found, such as: We have over (100) requesters in our system, but they currently do not receive a notification of a new comment or tagged item within their requested work order. A requester has to manually check their requested work order for the additional comms; however, they end up emailing or calling us to find out why they aren’t receiving notifications or asking what is happening with their requested work order, which is adding significant delays to the resolution of a work order and unnecessary admin. It allows you to tag their name in the comments but doesn’t notify them. Having 2-way comms within each work order would streamline the process considerably. Currently a requester will only receive notifications when their request is approved, declined or completed. Proposed improvement: Allow requesters to receive all notificatio

Hi, Parts inventory does its basic function for sure but when it comes to metrics, triggers and data struggling here. Am I the only one who can’t find easy way to do stock check and pull useful metrics (easily) on parts usage/expenditure across plants? It is also problematic when it comes to consumables as no doubt parts have own lifespan and some quite short. On top we got actual consumables which usage deviates depending on machinery condition. So as example I need a report of a part or consumable over period time? Reporting module metrics seems more concentrating on asset and labour time/costs. There is nothing dedicated to inventory usage/costs/frequency? In current global supply chain climate inventory management becoming challenging task - parts usage and risk assessment of supply chain is trendy subject than ever. Stock checks - all we have is “restock” button? There is no way to have WO with fields for stock checks? Surely those who do inventory audits might want some record et

Hi there. I have to say that when the feature of cycle counts was talked about at the end of last year, I was really excited.  We do cycle counts on a weekly basis for roughly 24-36 crucial parts in our inventory. When it was recently released as an operating feature within the software I jumped right on it. Unfortunately, it is in my opinion not realistically going to work for us without it being able to choose what parts specifically we will count. It has either a choice of location or type of part. Has anyone on here used it for actual part numbers and not part type? I would like to assign Tech “A” to count six parts which may be six different part types. The same with Tech “B”, and Tech “C”, etc. If we have a part type of O-ring, and thats assigned to a Tech “A”, that Tech would then be responsible of counting over 200 o-rings, when in reality, he only needs to count the 6 specific o-rings that are crucial to our operation. I could assign Tech “B” to count a part type of belts but

Is there a way to link a Purchase Order to a work order?For Work Orders that require one of parts, or contractor labour, it would be good to initiate a PO from the W/O and see a link between the two. 

Hi MX teamThank you for your regular updates and invitations. I’m pleased to be part of this matter.I have a concern regarding time zone management in MX within our company. We have several units around the world, and we often create work orders (WO) assigned to teams regardless of their location. However, due to the differences in time zones, the WOs sometimes switch to overdue unexpectedly.Is it possible to set a different time zone for each location on MX so that WOs can be tracked effectively?Thank you for your attention to this matter.

 As co-founder of MaintainX, I believe that manufacturers are falling into an "AI trap" by rushing to implement artificial intelligence solutions without proper understanding or foundation. In this article, I explain that while AI will reshape manufacturing within five years, most people tasked with bringing AI strategies forward don't really understand the technology or how it works. This leads to failed implementations and wasted resources.The key to success lies in building a strong data foundation that combines both machine data (from sensors/IoT) and human-generated insights (from operators and maintenance records) before jumping into AI adoption. At MaintainX, we see this pattern emerging across the industry, where pressure from boards and FOMO (fear of missing out) are driving hasty AI implementations that ultimately fail to deliver value.Read the entire article here.Engage with our Community:The article discusses the importance of capturing both machine data and human-generated

With the Premium plan in MaintainX, is it possible to generate asset maintenance reports? If so, how can I create reports that document all the work performed and costs incurred for a selected list of assets?

Is there any way of reorganizing tasks too allow for better workflow?  I have tasks assigned that are out of order and make the workflow very inefficient. I am unable to find a way to reorganize tasks for a better flow to reduce engineer travel downtime, if followed as per top to bottom on the mobile app. 

Anyone tried to manage SDS Sheets and inventory in MaintainX?I’d love to know if you’ve set something up in your system to help manage the continual bane of SDS sheet management, and what you did if you do.Right now, I’m only running a work order reminder to do my room by room checks for new materials (Because it is like gnomes sneak the chemicals in in the middle of the night without updating SDS books)Just curious if anyone has successfully found a way to adapt MaintainX to help with that particular headache in Factory/facility safety management.

Curious how folks are addressing using the inventory system to track usage of supplies that would require “less than 1 unit” per work order completed. Here is an example: Condensate pan/drain cleaner used on mid season mini split maintenance. I buy the bottles by the quart and always like to have at least a couple around. Issue is, might only use ¼ of a quart per mini split head. 1. Is there a way to handle this in MaintainX2. Or am I just over thinking this getting that granular with the tracking of inventory..

Am I able to upload videos to work orders and requests? Anytime I try, it appears as if they’re loading but then they just don’t show up.