Tips & Tricks

I’m a new user; can anyone tell me how do I see the machine history? what were the work orders that were completed and open? and what spares have been used in this asset?

Beginner user here!  I don’t have a small QR code printer, we’ve purchased label pages (3x4 labels per page) to print from our computer.  We are trying to figure out how to print multiple copies of the same QR parts label on one sheet.  Seems like a silly question, but I need to figure out how to make it easy for the mechanics in the shop to complete!  Any brilliant ideas/solutions you’ve come across are much appreciated!

We are utilizing the Workload view in the web UI to set calendar dates for the techs to do work. Often the WO due date is later than the date we are scheduling the techs to do the work. Example is we have a planned work order with a due date of 10/15/25. The tech has availability to start and complete the WO on 10/14/25 and we use the Workload view to schedule the work on 10/14/25. The mobile app will only show to the technician the due date of 10/15/25 for that WO. Does anyone know how to switch the mobile app to show the date the work is scheduled for in the Workload view and not the Due Date as shown on the WO itself? 

My first question in MX. I have junior staff that my senior engineer prints work orders and places them in mailboxes as assignments for the day. I would like to have a user that I could assign to multiple staff to share.  Is this possible without making a new email address that could be shared by all of them.

We use the same parts for our monthly PM work orders, and I’m looking into a way that a PO for new parts will automatically be made once a certain reorder point is reached.I cannot find a way to set up this automation, and am wondering if anyone knows how to do something like this or if it is even possible.Wehn going through automation, the only trigger is a meter reading, so I’m not sure if I should be looking to automate the process or if there is something within the “PO” section that is more suited for what I’m trying to achieve.Thanks.

Three years. That’s how long a major American manufacturer — whose products you’ve likely touched today — has been evaluating digital transformation solutions. They’ve formed a committee, vetted vendors, and reached unanimous agreement that change is urgent. And yet, operations are still run on clipboards and spreadsheets from the 90s.  This isn’t an outlier. It’s happening across manufacturing — and across industrial sectors globally. Well-intentioned decision-makers are stalling progress in search of the perfect solution. The risk of choosing “wrong” feels too high. So they choose nothing at all. Here’s my recent piece in Smart Industry exploring this topic:

Hi, Before using certain pieces of equipment our operators are required to complete an inspection of the equipment and log it.Is there a way I could create the inspection as a procedure in MaintainX that can be activated by the operator as they need it? If I can do this in MaintainX it would make the standard operating procedure easy to access and create a record to show the procedure is being complete.The operators have requester level licenses   Thanks,Ben

How do I customize and automatically generate a report showing all open work orders and requests? I need to set up a report to be sent daily so others can see what work is still needing to be done. 

Hello, I would like to know if i can somehow High light a work order in the app so i know it has been handed out and printed. I get so many work orders and it gets overwhelming at times and I'm not sure if its been printed out. Thank you,JTJtroglia@suburbanpropane.com

When it comes to AI, I’ve seen a lot of teams get tripped up by the same thing: trying to push new tools from the top down — without talking to the people who actually do the work.This month I joined our product lead, Roshan Satish, on a recent episode of “Great Question: A Manufacturing Podcast” to talk about what we’re seeing work on the ground. The most effective AI rollouts don’t start with dashboards or pilots. They start with conversations, and when leaders get out on the floor and ask their teams:What slows you down?What tasks feel like busywork?What problems keep coming back?The goal isn’t to have technicians invent their own AI solutions. It’s to surface the pain points from the people who live and breathe the work so solutions can fit into their day — not add more work to it.Here’s our full conversation if you want to check it out:

Hi there, we have parts which come in with batch numbers and expiry dates, i want to be able to hold these in stock and complete stock checks on them and allocate them out for traceability. Can this be done?

Does anyone have any good ideas for giving credit for completed work orders to multiple team members. I’ve thought about creating a procedure template that can be added to work orders where multiple team members name appear on a drop down and can be selected if they worked on the work order but i don’t think that will give the other members “credit” for completed work orders in Reports. 

Has anyone tried to build a report to show downtime for a production line with multiple assets? If I have a line with 10 assets but only 5 of them cause that line to stop producing is there a way to reflect that? I thought of creating an asset for the line and list the 10 assets as sub assets of it. Then potentially set those that are critical to function of the line as critical and only track downtime on those. Would that then track the line downtime? I’m hoping someone has already solved this and can help me.Cheers everyone,John 

We utilize the 10% rule for PM completion, this means as long as the PM is completed within 10% of the frequency it’s still on time. MaintainX only counts on time as being completed by the due date and I can’t find a way to add a window either in the calculation or a scheduled start and finish date on the WO. If I could add that it should show on time if the job was completed any time during that window. Any suggestions?Reagrds,John 

I realize there is no right or wrong answer to this, but I’m curious how people are setting up asset hierarchy on something like an air conditioning unit in a tenant suite. Each AC unit has an outdoor condenser and an indoor AHU or mini split head. Often times these two units become de-coupled in age and maintenance when one is replaced and not the other, so I have trouble tracking the whole system as one asset. I also have situations where I have one condenser with 5 or more mini split heads servicing 5 or more individual tenant spaces. However, performing something like spring maintenance on them requires simultaneous work to both indoor and outdoor unit typically under one work order. Right now I have it all separate, no sub-assets at all. I’m considering changing that to: Tenant Suite # > Outdoor Condenser # > Indoor AHU or Mini split head #Just curious how others are handling this..  

Is there a way to create a procedure to be used for multiple assets? We have several similar assets that require the same PM tasks and I haven’t seen a way to create a procedure and assign it to different assets on recurring work orders. Has anyone else figured this out?Thank you

Anyone have any insight of Knapp Conveyance and or MH system metrics?looking for relevant data on machine uptimes and or pm completion rates

I have created an hour meter and a monthly task to record the readings. Is there a way to have the reading recorded into the meter from the WO? I see how to create a WO from the Meter to record the data but I would like to have the monthly work order created automatically when due and the reading populate the meter like the one created from the meter. 

As technology continues to evolve, leveraging new tools for workplace safety can greatly enhance both communication and response times to potential hazards. Let’s take a moment to reflect on how technology can play a critical role in preventing near-misses and creating a safer work environment.Discussion Topic: What safety near-miss at your workplace could have been prevented with better communication or faster reporting tools?Think about incidents where:Lack of immediate reporting delayed the response to a hazard Paper-based processes slowed down the relay of crucial safety information Clear communication channels could have alerted the team sooner Real-time data collection and analysis could have identified patterns sooner Access to digital safety manuals and procedures could have mitigated risksShare your experience with a specific near-miss scenario and discuss how modern safety tools, su

Efficient processes are the backbone of successful maintenance operations. As we look ahead to 2025, let's discuss opportunities for improvement in our day-to-day workflows.Discussion Topic: What's one maintenance process you want to improve at your facility in 2025?Consider areas like:Work order management Preventive maintenance scheduling Parts inventory control Team communication Safety procedures Documentation methods Resource allocationShare a specific workflow or procedure you want to optimize and why it matters. What impact do you hope this improvement will have? What's motivating this change?Your process improvement goals might inspire others to look at their own workflows differently, and you might discover new approaches from your peers' responses.Share your thoughts in the comments below! Let's learn from each other's improvement plans. 👇

Hi everyone, Have you ever wonder if your company culture is indirectly impacting the assets you manage?I've been there, and it really does.  From regular operators damaging equipment without suffering any consequences for their actions to top management buying new equipment without informing and asking for you opinion about it.These are all decisions that cost lots of money to your company. I will interview Mike Ungar, a former executive of Michelin with over 35 years in the manufacturing industry, who has been recently working as business and executive coach for several companies and has also founded the industry 4.0 club.We will go through questions like: - Who is responsible for the company culture?  - What makes a good company culture?- What good asset management looks like- how does culture impact asset management? - Examples and case studies- Why d

As maintenance technology continues to advance, staying current with new tools and systems can significantly impact operational efficiency and effectiveness. Let's explore what's next on your learning journey. Discussion Topic: Which new maintenance technologies or tools do you plan to learn in 2025? This could include:Advanced CMMS features Condition monitoring tools IoT sensors and systems Mobile maintenance solutions Data analytics platforms Automation tools Predictive maintenance softwareShare what technology you're planning to learn and how you expect it to impact your work. What challenges do you hope this new technology will help solve? What made you choose this particular tool or system?Your response might help others discover new tools they hadn't considered, and you might learn about solutions you weren't aware of.Share your

What are some of the most important metrics you track to measure your maintenance team’s performance?How do you currently track those metrics? Do you fully trust the data alone or does it only tell part of the story?What makes those metrics useful and actionable? For example, if you see an increase in downtime, how does that impact the next steps you take with your team?