Product Q&A

I’m setting up MaintainX for a vocational training center. I created “Edificio FP” as a parent location and “Área de Mantenimiento” as its sub-location. I now need to create three separate spaces within “Área de Mantenimiento”.I can’t find an option to create sub-locations under it. Does MaintainX limit location hierarchies to one parent and one sub-location level? If so, what structure would you recommend to represent building → area → spaces while keeping maintenance work orders and assets easy to find?Thank you!

I need to generate an Obsolete Parts Report based on the last used/transaction date. Can this be done without having to download the entire transaction records for every part (I have ~1000 inventory items)? Even better would be the ability to specify all parts with a last used/transaction date before a specific date. 

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

if i have multiple locations with the same type of asset, do i need to create multiple assets of the same type differentiated by their locations?

Is there a way to create a sub location?   Room 1sub - Line 1sub - Line 2 Room 2 sub - Line 1sub - Line 2sub - Line 3

Situation now: we report work orders in PDF weekly/monthly example for week 17.08-21.08, we setup detailed, as result we get all the work orders in this week, the date of create and time worked for this project, but this time is not splitted into datesfor example: i worked yesterday 4 hours for work order #2 und today 2 hours for #2is it possible to setup the report / or create new report that we can see like: the user Aleksej worked on work order #2 19.08.2026 4 hours, and 20.08.2026 2 hourswe can do everyday new work order but this is not what we want, our 1 work order can last about 2 months and create everydate new order the get right date+time is to much :)

Just a feature idea that I had the other day. It could be useful to include a way to pause or delay the creation of new work orders as part of an already-written Maintenance Plan that doesn’t involve messing with the Maintenance Plan itself. 

Is it possible to 1) link WOs for traceability and 2) have the completetion of one WO for one deprartment (i.e. Maintenance) attomatically trigger a request or WO from another department ( i.e Sanitation)?

Has anyone determined how to best handle assigning parts to assets when a asset requires more than one of a specific part. Example - a diaphragm pumps requires qty 2 of a certain bladder, O-ring, etc. I know you can assign parts to assets but I cannot find a good way to manage qty of each part assigned to an asset.

Has anyone determined how to best handle assigning parts to assets when a asset requires more than one of a specific part. Example - a diaphragm pumps requires qty 2 of a certain bladder, O-ring, etc. I know you can assign parts to assets but I cannot find a good way to manage qty of each part assigned to an asset.

Am i able to add Invoiced costs of repairs (split into Parts, labour, GST etc) to each Asset so we can then pull a report that shows how much an Asset has cost us in repairs over a period of time?

Does anyone know if MaintainX will be adding Overtime Rates for users into the system at any point in the near future? The system has a Rate for each user but doesn’t have overtime rates so this forces us to have our trades enter double the time when they are doing overtime just so it calculates correctly if we are billing for the work. Any suggestions on how other companies are handling this? 

What would be the easiest way to properly create a Daily repeating work order, that does not trigger on Saturdays or Sundays? If I deselect Sat/Sun during the work order creation process, it turns the work order into a weekly word order. 

I am creating some future-dated repeating work orders for inspections on machines that repeat (e.g. monthly and annual inspections dated for Sept 2026). In the part where you can set the status of an Asset to online, offline, or do not track, I had set the option to Offline. After saving the future work order, the asset’s current status was set to Offline right at that time. Is there something I should be doing to have an asset set to Offline only while the work order is in progress rather than it being set Offline right away?  Picture included.  

I’m creating some repeating future-dated work orders to cover inspections on our machines. When creating the work orders, there is the option to set the Asset Status to online, offline, etc. I chose Offline as the machines should be indicated as offline during the duration of the inspection, but in the present time the machines are active. When I saved the work order, it set the current status to Offline rather than when the work order became In Progress. Is there something I should be doing differently to only switch the Asset Status to offline when the work order actually starts?   

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. 

The current Workload View is a great feature, but for larger teams where managers are very busy it’s alot of work to drag over work orders every day for each one of their team members and try to plan 1-2 weeks out. Thus it would be really cool to have an auto-assign feature. Feature Request: Auto-Scheduling / Auto-Assignment EngineEnable an “Auto-Assign” scheduling function for work orders based on configurable user-defined logic. Allow user to select target team as the scheduling pool.Scheduling Logic ConfigurationUser selects priority order of fields that drive assignment: Priority Due Date Start Date System evaluates and assigns work orders based on ordered precedence (top-down logic).Scheduling HorizonUser defines auto-scheduling window (1–4 weeks). System only schedules work orders falling within this selected timeframe.Resource SelectionAllow user to include/exclude individual team members from the scheduling pool. Respect existing availability (optional future enhancement: ca

I’m sure I am missing it, but curious as if there is a report to run that lists assets assigned to users.  For instance a report of user “A” and the lists of assets he is assigned. Then user “B” etc.  Thanks in advance!

Does anyone have any experience with creating configurations within MaintainX that are specific to their accounting/finance team? I am curious to see if your company’s accounting team needed specific reports or configurations to track how a part was being used and the specific costs for using some, how to receive into spare parts and then expense the parts, how to run adjustments vs consumptions, and reports of parts consumed and the amounts spent? I welcome any tips or advice on how people have gotten more buying/accounting/automation value from your MaintainX use.

I’m trying to figure out how to set up a weekly or checklist to keep fluids checked in trucks and make sure nothing has messed up or broken. 

I'm new to MX and have been testing it to see if it fits our potential use.As the title asks (mobile app); What does the history tab in assets actually track? So far, the only change in history that I've been able to observe is a change of location. 

We are a Clinical equipment service company. One of our main functions is to provide our Hospital customers with annual Preventative Maintenance and mandated electrical safety inspections on patient care equipment. I have been using MaintainX to generate a report in PDF for our customers that gives them the information they need for compliance audits. This works fine for our smaller facilities. What i would like to do is give the quality managers in some of our larger facilities a custom dashboard that allows them to access & search their Assets maintenance and safety records for their specific facility and it's outliers without giving them blanket full access to our asset database. This would make the hospital quality managers job easier during audits by easily pulling up asset data by ID number when the auditor requests it. Is any one doing something like this? Most of the information I've gone through here seems to be focused more using the dashboard for productivity metrics.

I have been looking at the product updates, but i can’t see anything past June 2024 when clicking the Product Updates tab ( https://community.getmaintainx.com/product-updates ).  Have the latest updates moved to somewhere else?  Mark.

Hello all!I’ve exported all of the Assets I currently have at a specific Location in order to do some admin cleanup (e.g. fill in missing fields, standardize Asset Types and naming conventions, etc). I imported the .csv file into Google Sheets to edit what I need, but I want to make sure that when I upload this after I’m done that it will NOT duplicate the assets as “new.” The .csv file DOES list the Asset ID as one of the fields, so I would assume it would be fine, but I want to make sure. This location is a test bed for correcting all of our locations throughout our CMMS, but it still has 200+ assets and sub-assets, and I’d really like to NOT cause more work for myself.Thanks in advance!

Hello, I’m new to CMMS and we’re currently rolling it out across the entire plant. I’m the system admin, and I feel like one of two things is happening: I’m not using the system correctly, or I’m missing a key component of how it should be set up Right now, I’m getting a high volume of notifications, but most of them aren’t very useful. For example, I don’t necessarily need updates every time a work order is completed.What I do need is visibility into things like: When a technician or team needs a part ordered When someone leaves a comment asking for help or guidance At the moment, it feels like I’m getting a lot of data, but not the right information to effectively manage my department. The system seems great for tracking activity, stats, and workflows—but not as helpful where it matters most for day-to-day decision-making.I’d really appreciate the chance to connect with someone who has experienced this and found a solution. I’m open to any suggestions or best practices.If I need