Best CMMS Software Of 2024

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Why We Picked CHAMPS

CHAMPS Software is a comprehensive CMMS solution that helps businesses streamline maintenance operations and enhance asset reliability.

The system excels in work order management and maintenance scheduling, as evidenced by its high score in our analysis and success stories from clients like Quaker Oats.

It has proven to be adaptable and efficient, meeting the diverse needs of industries ranging from utilities and construction to entertainment and food and beverage.

Despite the system offering high customizability, it does have some limitations. The absence of AI-powered features and a comprehensive search function might be a drawback for some users.

Additionally, its subscription-based pricing, while eliminating large upfront costs, translates to ongoing expenses that you should consider when evaluating the overall value.

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Pros & Cons

Robust Preventive and Predictive Maintenance Capabilities: Excels in condition-based monitoring, maintenance checklists and meter readings.
Good Resource Management Tools: Offers superior labor, material cost, certification, and time tracking compared to FTMaintenance and MPulse.
Data-Driven Decision Making: Enables custom dashboards/reports, scheduled reporting, data export (PDF, Excel, CSV), and role-based access.

Lack of AI-Based Capabilities: The system doesn’t offer any AI-based capabilities like automated fault detection, AI-powered analytics and demand forecasting.
No Global Search Function: Lacks a unified search bar for assets, tasks, parts, purchase orders and vendors.
Compatibility Issues: Integrating your CMMS platform with existing enterprise systems like ERP or CRM can be challenging, causing data consistencies.

Key Features

Maintenance: Streamline your maintenance workflows to reduce equipment downtime and eliminate unforeseen hazards.
- Equipment: Create detailed equipment profiles with specifications, purchase info, warranty and maintenance history. Tailor them by creating custom fields to capture specific data points. Choose from various field types (text, numeric, date, dropdown, etc.) to suit your organization's specific needs. Organize assets by location, type or department.
- Preventive Maintenance: Create and maintain a centralized library of standardized maintenance tasks with detailed procedures. Schedule routine tasks like inspections or lubrications to occur at regular intervals (e.g. operating hours or on specific dates). Auto-reserve and assign labor, parts, materials and permits for scheduled maintenance tasks.
- Work Order Management: Employ various work order types (emergency, short form or blanket) with pre-set workflows. Enforce spending approval limits for work order initiation.
- Scheduling: Schedule tasks across multiple days to plan your resources effectively and make sure nothing falls through the cracks. Keep tabs on who's available and when, ensuring that you're not overloading your team. The backlog window gives you a bird's-eye view of all your pending tasks, sorted by priority.
- Job Plan: Create detailed job plans outlining steps, materials, tools and resources for specific tasks. You can save it as a template to use for similar tasks. Attach manuals, diagrams or even videos to give your technicians all the info they need. Easily turn your job plans into work orders, or use them to schedule regular maintenance tasks.
- Meter Reading: Track all sorts of things like how many miles your truck has driven, how hot your machines are running or how many units they've produced. Set specific trigger points for each meter, so that when a value reaches a certain threshold, it automatically triggers a corresponding preventive maintenance task.
Workforce Management: Keep track of your employees' info, skills, and even their emergency contacts. Set up training programs, see who's certified and make sure everyone's up-to-date. Get reports that show you how your team is doing, where you can improve and how to get the most out of your workforce.
Time Card: Allow employees to record their labor time, which can be charged to specific work orders, projects or accounts. There's a handy interface for clerks to manually enter time data, and it even checks for errors before submitting.
Inventory: Access a real-time view of inventory quantities across your entire organization or at specific plant locations.
- Parts and Inventory: Every part you purchase gets its unique code (SKU). You can classify SKUs as miscellaneous (like shipping costs), inventoried (things you stock) or receivable (items on order). Define units of measure for each SKU and set up conversions so you can buy in bulk and track usage in smaller units.
- Valuation Method: Select the best method for your business, whether it's FIFO (first in, first out) or LIFO (last in, first out).
- Material Request: Need parts for a job? Create a material request to reserve everything you need, all in one place. No need to request each part individually. Bundle them all into one request to save time. Make sure your requests are linked to the correct site by setting up default company and location settings for your users.
- Bill of Materials: Create different BOMs to meet your specific needs, whether it's for equipment maintenance, repair jobs or even product manufacturing. Manage how items are added to your BOMs, ensuring accuracy and preventing unauthorized changes.
Procurement: Handle the entire procurement cycle, starting from initial requests (requisitions) to final payments.
- Purchase Order: Customize the approval process to fit your company's rules, so you always know who's signing off on what. Compare your purchase order, the goods you receive and the supplier's invoice to make sure everything matches up. If you need to modify a PO after it's been issued, the system makes it easy to create and track change orders.
- Vendor Management: Keep track of all your vendors' info, from their addresses to who their sales reps are. Group vendors by location, product type they sell, or any other way that makes sense for your business. Set up templates to capture supplier details quickly.
- Accounts Payable: Pay vendors by check and wire or electronic transfer. See which invoices are due and when to manage your cash flow. Automatically calculate sales and taxes, including VAT and GST, so you don't have to worry about getting the numbers wrong.
Mobile: Access data from anywhere, anytime from mobile devices.
- Barcode Scanning: Simply point your phone's camera at a barcode on equipment, a part or even a work order to pull up all the relevant details.
- Dashboard: You get a personalized view of the most important information for your role, like open work orders, upcoming tasks or inventory alerts.
- Real-Time Tracking: You can see who's working on what, how long tasks are taking and if any issues are cropping up.
- Document Approval: Need to approve a work order or purchase request? No need to go back to your desk. You can do it right from your phone.
- Offline Access: This is essential if your team works in areas with spotty reception. They can still access and update work orders, capture data, and even take photos or videos. Once they're back in range, everything syncs up automatically.
Optional Modules: You can access additional modules to make the best use of the system.
- Lockout/Tagout: If multiple jobs need the same breaker locked out, there's no need for a sea of tags. The system smartly links them, so one tag covers multiple tasks. It also stores step-by-step instructions for locking out different equipment types, so workers don't have to rely on memory or outdated manuals.
- Project Tracking: Need to distinguish between a pump repair and a roof leak? The system lets you assign specific codes to different project types, making it easy to filter and sort them later. The conveyor belt replacement is halfway done? Just update the project in the app, and you'll see a visual representation of its progress, like a bar graph filling up.
- Calibration: It's easy to forget when a tool needs calibration, especially if you have hundreds of them. You can set up reminders based on pre-defined schedules or usage to ensure nothing falls through the cracks. Not just anyone can calibrate a precision instrument. The system tracks technician qualifications, ensuring you assign the right person for the task.
- Condition Reporting: Whether you're an operator, technician or manager, if you see something amiss, you can easily create a condition report. You can describe the issue (leaky pipe or foundation damage), location and any potential risks. A single report can spawn multiple actions including repair work orders and evaluations to assess the root cause.

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eMaint

Start Price

^$69

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Why We Picked eMaint

eMaint is a CMMS solution designed to streamline maintenance operations, boost equipment uptime and improve overall productivity across various industries. Its user-friendly interface and adaptability make it suitable for organizations of all sizes.

The system's strength lies in its comprehensive work order management, enabling efficient creation, assignment, tracking and completion of maintenance tasks.

The integration of Fluke sensors and the ability to trigger data-driven work orders further enhance the platform’s proactive maintenance capabilities.

Users particularly appreciate the responsive customer support, which provides timely assistance and guidance throughout the implementation.

Furthermore, the mobile app, while having room for improvement, offers valuable offline access and enables technicians to manage work orders on the go.

Now, no system is flawless. Some users find the reporting a bit tricky to set up, and the mobile app could use a bit of a makeover. Also, if you're diving into the more advanced features, be prepared for a bit of a learning curve.

But overall, eMaint is a solid choice for anyone looking to streamline their maintenance operations. It may not be the fanciest tool out there, but it gets the job done, and its user-friendly approach and helpful support make it a valuable asset for any team.

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Pros & Cons

User-Friendly & Adaptable: Users consistently highlight the system’s user-friendly interface and adaptability to various maintenance needs, making it suitable for different industries and company sizes.
Efficient Work Order Handling: The system streamlines maintenance tasks with its robust work order management system, from creation and assignment to tracking and completion.
Responsive Customer Support: Users praise the vendor’s responsive, helpful and knowledgeable customer service.

Limited Reporting Flexibility: Users find the reporting configuration complex and desire more customizable options for data visualization and analysis.
Mobile App Lacks Robustness: Users report limitations with the mobile app, including restricted search capabilities, excessive scrolling and a less intuitive interface compared to the desktop version.
Advanced Features Difficult to Manage: Configuring complex functionalities and integrating new modules can be challenging, and occasional server issues or bugs after updates have been reported.

Key Features

Asset Management: Gain visibility into your assets to optimize maintenance operations.
- Multi-Site Control: You can oversee maintenance for every plant from your headquarters, while your teams in different countries work in their local languages and currencies.
- Command Center: Attach maintenance manuals, warranty information and historical repair records to assets, making these documents readily accessible whenever needed. Organize assets by facility, department, equipment type or any other relevant criteria.
- Life Cycle Tracking: From the day a new piece of equipment is installed to the day it's decommissioned, track everything — usage, maintenance history, calibration dates and warranty information.
Work Order Management: Create, assign and track work orders with just a few clicks.
- Creation: Generate work orders through the mobile app, in bulk for multiple assets or include them as part of route-based inspections. Automatically trigger work orders based on pre-defined conditions or detected faults.
- Work Requests via QR Codes: If your technicians encounter a broken machine in the field, they can quickly initiate a work request by scanning the asset's QR code, streamlining the process and minimizing downtime.
- Preventive Maintenance Scheduling: Drag-and-drop calendar interface helps you plan and visualize preventive maintenance tasks, making it easier to create recurring PMs, assign work and address scheduling conflicts.
- Data-Driven Work Orders: Integrate with Fluke sensors or SCADA/PLC systems to collect real-time asset data to automatically create work orders when the data indicates a potential failure.
Inventory Management: Maintain optimal stock levels, control costs and ensure critical parts are readily available to keep operations running smoothly.
- Parts Tracking and Assignment: Easily search for parts by name, number or description and assign them to work orders with a few clicks, ensuring technicians have the right parts on hand for every job.
- Inventory Control: Monitor real-time inventory levels and receive automatic alerts when parts are running low, preventing unexpected stockouts. Track spending against budget to avoid overstocking on unnecessary items.
- Purchase Orders: Connect with ERP systems like SAP ERP to automatically update inventory levels after processing purchase orders.
- Global Inventory Visibility: Access and share inventory information across multiple locations or warehouses in real time. If one site is out of stock, easily locate and request the part from another site.
Condition Monitoring: Proactively identify potential machine failures and take action to prevent them.
- Machine Health Monitoring: Connect Fluke wireless vibration sensors to track equipment conditions (e.g., vibration, temperature, pressure) 24/7, giving you up-to-the-minute insights and catching potential issues early.
- Alarms and Notifications: Set personalized alerts based on specific thresholds or fault patterns, so you're notified the moment something's amiss via email, text or in-app notifications.
- Advanced Analysis: You can analyze historical data to identify trends, diagnose root causes and optimize maintenance schedules. AI-powered fault detection and recommendations further enhance your decision-making.
Reporting: Track key metrics like downtime, uptime and asset condition trends to make informed decisions, optimize maintenance strategies and improve overall equipment effectiveness
Compliance Hub: The system is built to help you comply with industry standards like FDA 21 CFR Part 11 and EudraLex Vol. 4. Access a detailed, time-stamped record of every action and change, simplifying asset history and work order verification.
Mobile App: Technicians can access, update and complete work orders directly from their mobile devices, including checking off tasks, uploading photos and even capturing electronic signatures. Work offline and everything syncs up automatically when you're back in range.
Integrations: Connect to apps like NetSuite and Salesforce or use the API for custom integrations. Tap into SCADA, PLC, and MES/MOM production data to move from a reactive to a proactive approach.

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Pricing

License/Subscription Cost	Subscription-based pricing model: per user, per month Pricing includes unlimited helpdesk support, software updates/upgrades and 24/7 online training
Maintenance Cost	Included in the subscription cost Provides unlimited front-line helpdesk support to all users at all subscription levels via phone, email and live chat Provides a Customer Success Manager to all clients to assist them at each step Software updates and upgrades are included in the monthly subscription fee Rolls out new features and functions automatically Provides a features forum and web-based workshops to keep users up-to-date on all system upgrades and enhancements Provides support in six languages: English, Spanish, Portuguese, German, Chinese and French
Installation/Implementation Cost	Cost is over and above the subscription cost Provides a dedicated account team that works closely with the client’s in-house team to set up, configure and launch products specific to the client’s business operations Besides weekly status call and project plan updates, eMaint provides Executive Management sponsorship, which is responsible for ensuring appropriate commitment of resources to the project and for issue resolution
Customization Cost	Cost varies depending on the requirements, such as work requests, user logins, access to web API, single sign-on and multi-site toolkit
Data Migration Cost/Change Management/Upfront Switching Cost	Cost is over and above the subscription cost Provides data assimilation and support services to help the client assemble their appropriate data components Provides services such as data extraction consultation, data evaluation and analysis, mapping consultation and support, and assistance with the installation of both test run and final run Provides project management and data implementation support services, which include some (or all) of the following activities: physically visit the assets, document asset details, verify asset details for accuracy, apply an identification label to each asset, record asset details on a spreadsheet, document related PM schedules and document related PM tasks
Recurring/Renewal Costs	Cost is included in the monthly or annual subscription fee, plus training and customization costs

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Maintenance Connection

Start Price

^$45

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Why We Picked Maintenance Connection

If you're looking to bring some order to the chaos of maintenance management, Maintenance Connection seems like it's got your back. It’s focused on tackling those everyday struggles — lost work orders, missed preventive maintenance tasks and communication breakdowns that can slow your team down.

Imagine having all your asset information in one place, with easy access to maintenance histories and schedule tasks like clockwork. Plus, you can manage multiple sites and keep everyone connected, even if they're miles apart.

Of course, it's not all sunshine and rainbows. Implementing a CMMS can be a bit of a learning curve, and you might find that the reporting isn't as flexible as you'd like. And while there aren’t enough specific user reviews for the system, it's worth keeping in mind that performance and user experience can vary.

They offer a free trial, so you can test it out and see if it's the right fit for you.

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Pros & Cons

Manage Multiple Sites: Remote access and collaboration features enable centralized control and support. So even if your team's spread out across the country, it's like everyone's working in the same room.
Streamline Communication: Features like work request portals and document sharing help you keep everyone on the same page.
Improve Compliance: Safety inspections, certifications, maintenance records — CMMS helps you stay on top of it all, reducing risks and keeping you in line with regulations.

Complex Implementation: Configuring everything correctly takes time and effort, and you might need help from IT or the vendor to get it right.
Limited Reporting Capabilities: Some systems might have limited options or make it difficult to get the exact data you need.
Slow Performance: If the solution is sluggish or takes forever to load, it can really slow down your team and make them less efficient.

Key Features

Asset Management: Manage your entire asset lifecycle from acquisition to disposal.
- Multi-Site Capabilities: Whether you're a factory with machines spread across multiple sites or a school district managing buildings and buses, you can stay on top of your assets with centralized data and visibility.
- Asset Hierarchy: Arrange everything neatly in folders, just like on your computer. You might have a folder for "Radiology Department," with subfolders for "MRI Machines" and "X-Ray Equipment.”
- Asset Profiles: You don't need to be a tech whiz to create a new asset profile. The drag-and-drop interface offers an intuitive way to create, search and edit asset profiles.
- Asset Search: Need to find the maintenance history of a specific equipment? Just search for it by name, location, or even its current status, like "needs repair" or “out of service.”
Predictive Maintenance: Shift from reactive to proactive maintenance with predictive maintenance tools.
- Condition Monitoring: Set up alerts that go off when things like temperature or pressure start acting up. That way, you know there's a potential problem before it becomes a major headache.
- IoT Integration: By connecting sensors to your equipment, you get real-time performance data, allowing you to catch problems early. For example, if a sensor detects unusual vibrations or a temperature change, you'll be alerted immediately.
- Configurable Dashboard: Some machines are critical for your operations and need more attention than others. Dashboards help you figure out which ones need more frequent maintenance. They also provide a clear picture of how your current maintenance strategies are performing. Are you fixing things as they break, or are you getting ahead with preventive maintenance?
Preventive Maintenance: Schedule tasks proactively, optimize technician routes and prioritize critical equipment to prevent unexpected downtime.
- Scheduling: Plan preventive maintenance tasks based on time, usage or condition-based triggers to minimize unexpected breakdowns. Imagine you've got a fleet of delivery trucks. You can set it up so that every 5,000 miles, the system automatically generates a work order for an oil change. You can set reminders for less frequent tasks like annual inspections.
- Route Management: Help technicians plan their routes, access work orders and update statuses in real time. This means less time wasted driving around and more time spent on actual maintenance.
- Prioritization: Prioritize tasks based on criticality. So, if a machine is essential for production, the system will schedule its maintenance ahead of less urgent tasks. This helps prevent those nightmare scenarios where crucial equipment fails unexpectedly.
Work Order Management: Create work orders with all the important details, like what needs fixing, how urgent it is and when it needs to be done. Assign them to the right people, so everyone knows who's responsible.
Maintenance Request Form: Open the request form on your phone, describe the issue, snap a photo if needed and hit submit. Your request goes straight to the maintenance team. Track the progress in real time — see when it’s assigned, being worked on and fixed.
Inventory Management: Tackle issues like stockouts and procurement inefficiencies with inventory management capabilities.
- Inventory Control: Automate inventory management using minimum and maximum values, reorder points and material transfers. For instance, if your spare AC filters drop below a certain number, it sends you a notification and can even generate a purchase order to restock them.
- Barcode Capabilities: Check out parts, perform inventory counts and receive new items using barcode scanners.
- Stockroom Management: Keep track of all your inventory costs and know exactly what's on hand, what's available and what's reserved.
Reporting and Analytics: Use statistical reports with 150 prebuilt designs and customizable formats to gain insight into your operations.
- Forecasting: Predictive maintenance capabilities enable you to stock just the right amount, so you're not wasting money on excess inventory or scrambling to find parts when you need them most. It also lets you estimate future work order volumes and types based on historical data to plan your team's time and resources effectively.
- KPI Dashboard: Gain a real-time snapshot of how everything's running. You can customize the dashboard to see the metrics that matter the most to you, whether it's work order completion rates, equipment downtime or anything else that keeps you up at night.
- Auto Notifications: If something goes off the rails, you can set up alerts to get notified immediately, so you can jump on it and keep things running smoothly.
- Audit Logs: Track all changes made to work orders, including who made the changes, what was changed and when. And just like a confidential file, only the right people can access this audit log, keeping your data safe and sound.
- Configurable Reports: Turn your existing dashboards into shareable reports, available in visually appealing formats and printer-friendly PDFs. Generate labor, inventory and spare parts, work orders, maintenance history, and asset and equipment depreciation reports to make informed decisions.
Mobile CMMS: The MC Kinetic app enables you to update work orders, log time, and even add new assets on the fly. Capture electronic signatures right on your phone, making the approval process faster and more efficient. Technicians can use geolocation to track location and get turn-by-turn directions to the job site.
Compliance and Audit Preparedness: See who's certified for which tasks, making it easy to assign the right people to the right jobs. Need to schedule some training? You can quickly see who needs a refresher course. The system makes sure the right tasks are done at the right time, so you avoid those "oops, we forgot" moments that auditors hate.

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Pricing

License/Subscription Cost	Pricing for both on-premise and cloud-based deployment depends on the number of named users Both plans include named user licensing, a limited use license option and unlimited service requestors
Maintenance Cost	For both types of deployment, maintenance is included in the subscription/licensing cost as part of the annual support agreement Provides support through MC User Connect portal Offers support via call, email and chat with the support team Support team includes both Solution Engineers covering general questions (1st level) and specialized groups (2nd level) for more challenging topics
Installation/Implementation Cost	Cloud-based deployment has no upfront costs Implementation cost is over and above the subscription cost for on-premise deployment Provides implementation services via six-step strategy. This includes: Process planning Data migration Core configuration Process design Training/Go-live Manage results
Customization Cost	For both types of deployment, cost varies based on the functional requirements selected as add-ons
Data Migration Cost/Change Management/Upfront Switching Cost	Cost is over and above the subscription cost Provides data migration experts to coordinate a smooth database transformation and to ensure all assets and preventive maintenance systems (PMs) are configured and accurate Experts review existing data sources, map data to the system, configure data standards and import data from standard templates
Recurring/Renewal Costs	Cost is equivalent to the monthly subscription fee, pricing plan, customization cost and training services chosen

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Limble

Start Price

^$28

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Why We Picked Limble

Limble CMMS helps users generate work orders, maintain schedules, and plan for preventive maintenance. Notable features include tracking, a scheduler and customization. Reviewers also appreciated the hassle-free implementation and top-notch customer support team. In contrast, users indicated that reporting and text alerts weren’t robust enough. The mobile interface lacks functionality and task reassignment could be easier as well. However, the system can be a good fit for businesses that aren’t overly reliant on those features and are looking for an affordable, user-friendly CMMS solution.

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Pros & Cons

Easy to Use: Every user who mentions usability said that Limble CMMS has a user-friendly interface and intuitive features.
Customer Support: Every reviewer mentioning support observed that customer service responds on time with a solution to all their problems.
Preventive Maintenance: This feature reduces asset downtime, as noted by all reviews mentioning it.
Customization: 90% of reviews referring to this feature asserted that customization of tasks, assets, reports and schedules enables them to organize work efficiently.
Tracking: Limble CMMS helps keep track of maintenance updates, assets and failure patterns, according to 90% users who mention this feature.
Implementation: The implementation process is easy, according to 85% of users referring to this aspect.

Mobile Interface: Functionality of the mobile interface needs improvement, according to every review mentioning the mobile UI.
Reporting: 70% of users who mention reports observed that the dashboard for reporting needed improvement, such as converting reports to PDF format.
Tasks: 70% of reviewers who reference this feature had problems reassigning tasks.
Vendor Information: The system needs to support adding vendor and supplier contact info, according to 70% of users who reference this feature.
Text Alerts: The lack of text alerts prevents users from getting more information about pending tasks, according to all reviews mentioning this feature.

Key Features

Mobile Maintenance App: Native iOS and Android apps provide better communication and a streamlined maintenance workflow on the go. Offers almost all the same capabilities as the desktop site with a leaner collection of features specific to the needs of field technicians, including speech-to-text, work order logs, push notifications and asset search.
Asset Management: Includes maintenance logs, asset profiles, a searchable asset database and asset hierarchies that keep parent-to-child relationships organized. Managers can track KPIs and view real-time reports on asset information through IoT sensors and QR code scanning.
Work Orders: Organize, process and track work orders in a centralized database accessible from any device. View upcoming tasks in a calendar interface and edit them by dragging and dropping.
Preventive Maintenance: Automated preventive maintenance plan scheduling delivers work orders to previously assigned technicians and streamlines the work order creation process. An intuitive PM builder lets management create checklists or conditional logic scenarios that guide technicians through tasks, all of which are viewable via a calendar interface.
Predictive Maintenance: Modular IoT sensor integrations enable testing predictive maintenance techniques before committing. Offers plug-and-play sensors, condition-based monitoring, threshold alerts and automated corrective work order creation.
Reports: Custom dashboards provide insight into operations and visibility into the organization at various levels. Create custom KPIs to track the metrics and share them through email.
Inventory Management: Monitor stock levels via receiving and shipping records. Set up push or email notifications to trigger when thresholds are met to prevent low inventory. Technicians can search parts and attach them to work orders to ensure the necessary tools are in stock.

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UpKeep

Start Price

^$45

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Why We Picked UpKeep

UpKeep is a robust maintenance management solution that addresses key challenges faced by organizations with diverse asset portfolios. The platform's user-friendly interface, combined with features like streamlined work order management and preventive maintenance scheduling, simplifies maintenance operations and boosts team productivity.

However, the platform isn't without its shortcomings. Technical glitches, delayed customer support and limitations in mobile functionality have been reported by some users, potentially hindering the overall user experience.

Overall, UpKeep seems to offer a promising solution for businesses seeking to enhance their maintenance operations, but potential users should weigh the pros and cons carefully to determine if it's the right fit for their specific needs and priorities.

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Pros & Cons

User-Friendliness: Approx. 60% of reviewers appreciate the system’s intuitive interface and ease of use, with multiple mentions of how easy it is to input information, create work orders and navigate the platform.
Improved Communication: 20% of users praised organizational capabilities such as centralized document storage, making it easier to keep track of maintenance records, inventory and other important information.
Robust Preventive Maintenance Capabilities: Approx. 20% of users appreciated robust scheduling and maintenance tracking capabilities.

Technical Issues and Bugs: 40% of reviewers report encountering technical issues, including scrolling problems, bugs and errors in uploading items.
Delayed Customer Support: Some users express dissatisfaction with customer support, citing slow response times and inadequate solutions to technical problems. One reviewer specifically mentions waiting five weeks for references and receiving limited assistance from support representatives.
Feature Limitations: While the mobile app is generally praised, some users find it requires a constant internet connection, limiting its usefulness in areas with poor connectivity. Other reviewers point out specific limitations, such as difficulties in generating reports, lack of custom security options, and issues with inventory management features.

Key Features

Work Order Management: Receive requests directly from clients or create them as needed. Visualize work orders on a calendar for better scheduling and resource allocation. Track work order progress, update statuses and add comments for real-time visibility. Filter and sort work orders by asset, technician, or location or easy organization. Control who can close work orders by setting role-based permissions.
Asset Management: Store and manage asset information, including model, serial number, location, purchase date, warranty details and maintenance history. Use barcode or QR code scanning to streamline asset identification and data entry. Track asset performance (uptime and downtime).
Parts and Inventory: Track inventory levels, locations and usage in real time. Automatically update counts when parts are used in work orders. Set minimum quantity thresholds for each part and receive alerts when levels are low or reach a reorder point. Create and track purchase orders directly within the system.
Preventive Maintenance: Schedule routine maintenance tasks based on time intervals, meter readings or custom triggers. Automatically generate work orders for recurring maintenance tasks, saving time and ensuring consistency. Schedule maintenance based on calendar dates or time intervals. Create standardized checklists for technicians to follow during preventive maintenance inspections.
Analytics and Reporting: Create personalized dashboards to track the specific KPIs that matter most to the organization. Access pre-made dashboards to quickly visualize key metrics such as work order completion rates, maintenance costs, technician productivity and inventory levels. Export reports in various formats (PDF, CSV, etc.) for further analysis or sharing.
Safety and Compliance: Generate reports to demonstrate compliance with regulatory requirements, such as OSHA or ISO standards. Store and manage safety documents, permits and certifications. Build customizable checklists for safety inspections, audits and other compliance-related tasks.
Cost Analysis and Forecasting: Compare depreciation data with downtime data to assess asset life span and determine whether it’s worth repairing, selling or scrapping. Track depreciation and repair cost data to make more accurate cost predictions for purchasing future assets. Track technician hours and break down work time on different tasks to identify problem areas.
Integrations: Integrate with 500+ other platforms, including Google Workspace, Slack, QuickBooks Online and Zapier to avoid duplicate data entry. Integrate with Okta, Google or other SAML providers to set up single sign-on to avoid getting distracted by multiple login screens. Access Webhooks and API for real-time data sync.

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Fiix

Start Price

^$45

Annual, Monthly

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Why We Picked Fiix

Fiix receives generally positive user reviews, highlighting its user-friendly interface, mobile app accessibility, and affordability. Users appreciate the streamlined workflows and improved data visibility it provides, helping them transition from reactive to proactive maintenance. They also praise its integrations with other business systems, fostering data exchange and simplifying workflows. However, some users express concerns about limitations in reporting capabilities and customization options. They suggest that Fiix might not be suitable for complex needs or businesses requiring extensive data analysis. Additionally, a few users report occasional bugs and glitches, emphasizing the need for continued platform improvement. Overall, many users compare Fiix favorably to other CMMS solutions, citing its intuitiveness and user-friendliness as major advantages. Its mobile app access and affordability are also noted as key differentiators, particularly for smaller companies or those with geographically dispersed teams. While Fiix may not be the perfect fit for every maintenance management need, its positive user reviews suggest it's a strong contender for businesses seeking a user-friendly and affordable CMMS solution. One user commented, "Fiix has been a game-changer for our maintenance team. It's so easy to use and has helped us streamline our workflows and save time." Another stated, "I appreciate that Fiix is mobile-friendly, allowing me to access work orders and track progress from anywhere. It's much more convenient than our previous system." However, some users voiced concerns about the reporting capabilities, stating, "The reporting features are a bit limited. I would like to see more options for data analysis and visualization." Another user noted, "I've encountered some minor bugs with the system, but the support team is responsive and helpful." Despite the limitations, many users believe that Fiix offers a strong value proposition for small and medium-sized businesses seeking a user-friendly and affordable CMMS solution. Its strengths in ease of use, mobile accessibility, and affordability outweigh the perceived weaknesses for many users. As one user summarized, "Fiix may not be the most powerful CMMS on the market, but it's definitely one of the easiest to use and most affordable. It's been a great fit for our business."

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Pros & Cons

User-Friendly: All reviewers who mention usability said that it has a user-friendly interface and intuitive features.
Customer Support: Most reviewers mentioned that the customer team is very helpful and knowledgeable in resolving issues with quick turnaround times.
Planned Maintenance: 85% of reviewers complimented the planned maintenance scheduling feature that reduced downtime and unexpected repair costs.
API Integration: The API Integration has allowed 80% of users to build powerful integrations with other software.
Mobile App: It’s possible to track assets and continue working from anywhere, according to 75% of reviewers referring to this feature.
Work Orders: 80% of users mentioning this feature observed that it helped them automate the work order system and work through processes faster.

Reports: 90% of users who mention reporting found this feature to be complicated and provided very little or too much information.
Initial Setup: It’s difficult to navigate through the software and make changes in the initial stage, as noted by 70% of reviews referring to setting up the system.
Expensive: Almost 80% users felt that it is expensive for what it offers.
Analytical Tools: The analytical tools fail to offer detailed data and are only good for general cases.
Speed: Around 70% users said the tool becomes slow or sluggish when the workload increases.

Key Features

Search Tool: Easily search the asset repository using nameplate information, identifying details and other data.
Purchasing: Design workflows for procurement that match desired company processes. Create purchase requests, compare prices, check inventory levels, and send RFPs and purchase orders via email.
Failure Codes: Comes pre-loaded with common failure codes. Technicians can use these standardized codes to support their workflows and escalate issues.
Asset Management: Keep all asset information like preventive maintenance scheduling, asset history, machine availability and asset costs in one place. Use QR code scanning to keep asset information available on the go.
Work Order Management: Create work orders with asset attachments, templates and custom fields for repetitive tasks. Submit and complete work orders easily. Filter work orders according to priority.
Integration Hub: Collect, connect and share data drawn from integrated IoT devices with users across the organization.
Scheduled Maintenance: Schedule maintenance under different parameters like deadlines, meter readings and triggers. Create automations to standardize workflows.
Asset Tags: Generate QR codes, barcodes and information tags, then assign them to assets. The mobile app can scan these tags to pull up asset profiles and maintenance records.
Mobile App: Create, access and complete work orders from a mobile device with an internet connection.

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ServiceChannel

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^$50

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Why We Picked ServiceChannel

ServiceChannel helps users manage work orders, invoices, analysis and reporting via an intuitive interface. Users specifically call out invoicing, analytics, relevant updates and customization as advantages of using the software. However, there are no reminders for contractors when closing a ticket, and creating issue lists isn’t among the tasks that users can automate. Furthermore, the vendor training process is long. Overall, despite the product’s drawbacks, it can be a good fit for companies looking to save time and support key processes with a user-friendly CMMS.

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Pros & Cons

Customer Support: Customer Support is very helpful and quick to reply, according to 78% of reviews referring to it.
User-Friendly: The product has a user-friendly interface and intuitive features, as 90% of reviewers mention this aspect note.
Work Order: Over 88% of users referencing this feature state that it’s made the process of assigning and creating work orders easy.
Invoices: This feature helps reduce manual labor in the experience of all reviewers talking about invoices.
Frequent Updates: Its frequent and market-relevant updates are helpful, according to all reviews citing this aspect.
Analytics: Personalized analysis helps make data-driven decisions, according to 80% of users reviewing analytics.

Vendor Interface: All users mentioning this feature observe that the vendors have to choose to work with the system and the training takes a long time.
Tickets: More than 65% of reviews on this topic say that no notification for closing a ticket is sent to contractors.
Issue List: Creating an issue list takes a long time and has to be done manually, according to more than 65% of reviewers specifying issue lists.

Key Features

Provider Management: A commercial contractor directory makes sourcing and qualifying contractors simpler and more effective. Check provider credentials and insurance to stay compliant. Contractor scorecards help measure performance and cost based on detailed metrics.
Service Automation: Automate events, tasks, processes and business functions. Helps promote multidimensional visibility into business operations and streamline service processes.
Financial Management: Manage financial planning, budgeting, forecasting, asset lifespans and more, directly from the interface.
Reporting: Provides pre-built reports, data analytics and business intelligence features to help answer business questions. Receive reports that explain the breakdown of spending and work order volume based on details like trade and provider. Immediately identify issues with locations, spend and jobs, and decide the priority of work.
Work Order Management: Create, assign, monitor and complete work orders and maintenance requests easily.
Planned Maintenance Scheduling: Calendar-based maintenance scheduling helps create maintenance events in advance, set alerts to trigger when the events are due and execute maintenance plans to upkeep assets.
Asset and Energy Management: Track real-time asset data, repair and maintenance history, initial and operating cost, installation dates, warranties and asset failure reports in a centralized view. Keep track of and plan for preventative maintenance to reduce asset downtime.
Site Management: Create and manage plans for capital upgrades and repairs, status, costs and multi-level approvals. Tailor and automate maintenance plans by specifying locations, frequency and providers to ensure uptime of assets. Create a centralized catalog for staff to directly order critical supplies.

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EZOfficeInventory

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^$40

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Why We Picked EZOfficeInventory

Recent user reviews of EZOfficeInventory highlight its user-friendly interface, ease of customization, and scalable design as key strengths. Users appreciate the ability to track assets effortlessly, similar to managing items on a grocery list, but with the added benefit of functionalities like maintenance scheduling and depreciation tracking, which can be crucial for businesses managing valuable equipment or extensive inventory.

While some users expressed concerns about limited reporting options and a basic mobile app compared to competitors, others found the core functionalities sufficient for their needs and praised the software's cost-effectiveness. This balance between affordability and core functionality seems to be a differentiating factor for EZOfficeInventory, especially for businesses seeking a user-friendly and affordable asset management solution without the complexity or higher price tag of some enterprise-level software options.

Overall, EZOfficeInventory appears best suited for small and medium-sized businesses, or larger organizations with straightforward asset management needs. Its user-friendly interface, combined with its customization options and core functionalities, can streamline asset tracking and improve overall asset lifecycle management, proving valuable for businesses seeking an efficient and cost-effective solution.

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Pros & Cons

Easy to Use: More than 95% of users mentioning this aspect felt that EZOfficeInventory is user-friendly and easy to navigate.
Tracking: Users can track products, tools, equipment, assets and technology, according to all the reviews mentioning this feature.
Asset Management: More than 85% of reviews about this feature indicated that asset management is easy.
Interface: Every user who mentioned this feature noted that the interface is organized and makes it easy to import and export data.
Customer Service: Customer service is very helpful according to every reviewer mentioning support.

Implementation: It’s difficult to navigate through the software and make changes in the initial stage, as noted by 85% of reviews referring to setting up the system.
Search: Searching by asset number or location is difficult, according to 80% of users who mention this feature.
Mobile Interface: Functionality of the mobile interface needs improvement, such as its tendency to crash, according to every review mentioning the mobile UI.
Asset Processing: Multiple assets can’t be processed at the same time, according to every review referring to this feature.

Key Features

Inventory Management: Track spare parts and other inventory by location, and set alerts that trigger automatically when stock is low.
Asset Check-In/Out: Technicians can reserve these assets ahead of time to prevent booking conflicts. They can mark assets and equipment as checked in or out to keep locations and other time-sensitive information up to date.
Dashboard Calendars: Communicate asset status, availability, location and maintenance records as well as upcoming events from a central calendar interface.
Labels and Barcodes: Create labels in varying sizes and formats, then scan items quickly with an external RFID reader, third-party scanner or the mobile app. Access these items in the iOS app to perform bulk actions and attach them to assets or locations.
Maintenance History: Record repair history, warranties, asset usage, availability metrics and more to optimize asset usage.
Carts: This grouping feature helps track projects or assets across locations and perform bulk actions on asset profiles.
ID Scan: Restrict access and improve security by requiring employees to scan their ID barcode when checking out assets.

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MicroMain

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^$39

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Why We Picked MicroMain

MicroMain garners praise for its user-friendly interface, affordable pricing, and robust inventory management, making it a popular choice for smaller teams and those new to CMMS. Users appreciate its intuitive design, clear navigation, and subscription model with per-user tiers, which keeps costs manageable. Additionally, features like reorder points, multi-location support, and barcode scanning help maintain optimal stock levels, a crucial aspect for many maintenance operations.

However, compared to competitors, MicroMain's limitations become apparent. Users often mention its lack of advanced reporting features, which can hinder in-depth data analysis for larger organizations. Similarly, the mobile app, while functional, falls short of competitor offerings in terms of features and offline capabilities. While open API integration is available, pre-built options are limited, potentially requiring additional development work.

Ultimately, the decision between MicroMain and similar products hinges on individual needs and priorities. If user-friendliness, affordability, and strong inventory management are paramount, MicroMain shines. However, businesses requiring advanced reporting, extensive mobile functionality, or seamless integration with existing systems might need to explore alternatives. Carefully weigh your specific needs against MicroMain's strengths and weaknesses to determine if it's the right fit for your maintenance operations.

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Pros & Cons

User-friendly Interface: Praised for its intuitive design and clear navigation, making it easy for teams with varying technical expertise to adopt quickly.
Affordable Pricing: Subscription-based model with per-user tiers caters to diverse budgets, particularly attractive for smaller teams or those starting with CMMS.
Strong Inventory Management: Features like reorder points, multi-location support, and barcode scanning help maintain optimal stock levels and avoid critical part shortages.
Customization Flexibility: Adaptable to specific needs through customizable work order forms, data fields, and reporting options, ensuring a good fit for various industries and workflows.
Improved Communication & Collaboration: Work order collaboration tools, role-based access control, and notification features streamline communication and keep teams informed.
Data Accuracy & Consistency: Customizable forms, data validation tools, and mobile data entry ensure accurate and consistent data capture across teams and devices.

Limited Reporting Features: While offering basic reports, MicroMain might lack the advanced reporting and customization needed for in-depth data analysis, especially for larger organizations.
Mobile App Limitations: The mobile app allows basic work order management, but some users mention limitations in functionality and offline capabilities compared to competitor offerings.
Scalability Concerns: Though it caters to various sizes, the subscription model might not be as cost-effective for very large enterprises, with competitor solutions offering better enterprise-level scalability.
Limited Integrations: While open API allows for integrations, pre-built options with other enterprise systems might be more limited compared to some competitors, requiring additional development effort.
Data Import/Export Challenges: Some users report challenges with importing and exporting historical data, which can hinder smooth transitions or data exchange with other systems.

Key Features

Work Order Management: Assign work orders, track tool usage, set due dates and record important asset-related information directly in the work order.
Preventive Maintenance: Create preventive maintenance plans, establish consistent maintenance practices and improve safety standards of equipment.
Predictive Maintenance: Stored data and maintenance records help make accurate predictions and perform maintenance on optimal schedules to keep assets running at their best.
Asset Management: Offers profiles to track an unlimited number of assets, organize them into groups and store detailed records, warranties and other information.
Inventory Management: Automatically record changes to inventory based on their usage in work orders and receive alerts when inventory reaches certain thresholds to only reorder when stock is low.
Workforce Management: Performance tracking helps monitor the time spent on work orders and supports generating performance reports over time.
Barcode Generation: Automatically generates QR codes for individual assets. Attach these barcodes to asset profiles and scan it to attach work orders to those assets or get instant information from the profile.

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ManagerPlus

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^$85

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Why We Picked ManagerPlus

User reviews of ManagerPlus in the past year paint a picture of a powerful asset management software with both strengths and weaknesses to consider. Many users praise its centralized dashboard and real-time tracking, providing valuable visibility into asset location, status, and usage. This comprehensive overview, compared to basic asset tracking tools, empowers informed decision-making and proactive maintenance, saving time and resources. Additionally, automated maintenance scheduling and built-in compliance features are highlighted as strengths, streamlining workflows and mitigating risks, which can be advantageous over competitors lacking these functionalities.

However, some users mention limited customization options as a drawback. While the interface is generally user-friendly, reports and dashboards might not easily adapt to specific workflows, unlike some competitors offering more flexibility. Additionally, complex features and integrations can require more technical expertise, potentially increasing training needs compared to simpler asset management software.

Another point of consideration is pricing. While ManagerPlus offers tiered plans, some users, particularly smaller businesses, find it costlier than basic alternatives. However, its comprehensive feature set and potential return on investment through improved efficiency and cost savings should be weighed against the initial cost. Ultimately, the decision depends on individual needs and budget constraints.

In conclusion, ManagerPlus offers a robust suite of features for comprehensive asset management, but its value proposition depends on your specific needs and priorities. Carefully consider its strengths, such as real-time tracking and compliance management, alongside its limitations, like customization rigidity and potential learning curve. Comparing it to similar products based on features, ease of use, and pricing will help you determine if ManagerPlus is the right fit for your asset management goals.

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Pros & Cons

Improved Visibility and Control: Centralized dashboard tracks asset location, status, and usage in real-time, empowering informed decision-making.
Streamlined Maintenance: Automated scheduling based on usage data and customizable alerts prevent downtime and optimize maintenance resources.
Enhanced Compliance: Built-in features track certifications, inspections, and audits, ensuring adherence to industry standards and mitigating risk.
Cost-Effective Management: Integrated cost tracking and depreciation tools provide accurate financial insights, enabling informed budgeting and cost optimization.
Data-Driven Decision Making: Advanced reporting and analytics tools generate actionable insights from asset data, empowering data-driven decision-making.
Mobile Workforce Optimization: Mobile app empowers field personnel with real-time access to asset data, streamlining workflows and improving operational efficiency.
Scalability and Integration: Modular architecture adapts to growing asset portfolios and integrates seamlessly with existing systems, ensuring sustainable scalability.
User-Friendly Interface: Intuitive interface simplifies asset management for users with varying technical expertise, promoting user adoption.

Limited Customization: While offering some customization options, users report rigidity in dashboards and reports, hindering adaptation to specific workflows.
Learning Curve for Complex Features: While generally user-friendly, some advanced features, like custom reports and integrations, require technical expertise, potentially increasing training needs.
Potential Implementation Challenges: Complex setups with large asset volumes or intricate integrations might require significant configuration and support, impacting deployment timelines.
Mixed Experiences with Customer Support: Users report varying levels of satisfaction with customer support, highlighting occasional slow response times or limited resolution to complex issues.
Pricing Concerns for Smaller Companies: While offering tiered pricing, some users, particularly smaller organizations, find the cost higher compared to basic asset tracking tools, requiring careful evaluation of ROI.
Mobile App Limitations: While available, the mobile app's functionality might not fully reflect the web platform's capabilities, potentially limiting field personnel's experience.

Key Features

Asset Management: Collect and unify asset information into a cohesive, accessible platform that users can launch on any device.

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Pricing & Cost Guide

See the Price/User for the top CMMS software… plus the most important considerations and questions to ask when shopping.

Buyer's Guide

The Best CMMS Software Is All About Managing and Maintaining Assets

By Riya Jamble, Technical Content Writer at SelectHub

CMMS Software Buyer's Guide Header Info

Downtime, inefficiencies and unexpected breakdowns can wreak havoc on productivity and profitability. CMMS software can address these issues and more.

But how do you choose the right CMMS system for your needs? What features should you look for? How do you implement and use a CMMS solution effectively? This buyer’s guide answers all of these questions.

Executive Summary

CMMS systems help you automate day-to-day maintenance tasks, schedule work orders, manage inventories, track assets and more.
Some core features to look for are work order management, asset tracking, preventive maintenance scheduling and reporting.
Stay updated about key trends such as preventive maintenance, asset performance management, artificial intelligence, Industry 4.0 and the IoT, and 3D printing.
Develop a software selection strategy to make informed decisions.
Ask questions to your team/vendors before committing to a purchase.

What This Guide Covers:

What Is CMMS Software?
Benefits
Basic Features & Functionality
Advanced Features To Consider
Current & Upcoming Trends
How To Choose CMMS Software
Questions To Ask Yourself
Questions To Ask Vendors
Implementation Process
Implementation Challenges
FAQs
Next Steps
Product Comparisons
Additional Resources

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What Is CMMS Software?

CMMS software, also known as computerized maintenance management system, is a digital tool that helps organizations optimize facility, asset, workplace and maintenance management.

It also assists you in reducing downtime, expanding assets’ life spans and reducing maintenance costs.

The core of a CMMS is its database, central for storing, organizing and managing maintenance and asset data. It helps you track assets’ life cycles, assess equipment reliability and plan for future maintenance needs.

It offers a centralized digital platform, often accessible through a mobile device, to help you access information quickly.

Some common types of CMMS software include:

Other applications that overlap with CMMS include:

Business continuity management software
Enterprise resource planning (ERP) tools
Fleet management platforms
Inventory management systems
Supply chain management software
Warehouse management software

Some CMMS programs may have modules that perform similar functions to these solutions, or vice versa.

History

Here's a timeline summarizing CMMS's evolution from its inception to its expected future advancements:

1960s: Began with punch cards and mainframe computers — limited and costly.
1970s and 1980s: Evolved with paper forms and minicomputers — accessible but challenging to use and adapt.
1990s: Improved with personal computers and applications like Microsoft — accessible, usable and functional but limited in maintenance management.
Late 1990s and Early 2000s: Became more common with web-based solutions and local servers — available and scalable but complicated to install and maintain.
2010s: Gained prominence with cloud-based CMMS solutions and mobile applications — practical and affordable with user-friendly interfaces. Integration capabilities also improved, enabling CMMS systems to work seamlessly with other enterprise systems like ERP and EAM software.
Present and Future: It will integrate with smart devices, IoT technology and artificial intelligence, enabling connected, data-driven, predictive and optimized maintenance operations.

CMMS vs. EAM vs. Facility Management Solutions

CMMS, EAM and facility management solutions are digital tools used to manage various aspects of your organization's assets and facilities, but they serve different primary purposes and have distinct features.

Here's a breakdown of the key differences between them:

	CMMS Systems	EAM Systems	Facility Management Systems
Focus	Maintenance management	Asset management	Physical spaces and facilities management
Scope	Single/multi-site support	Multi-site and enterprise-wide support	Single/multi-site support
Users	Maintenance teams, technicians and facility managers	Maintenance, finance and procurement departments	Facility managers, space planners and real estate professionals
Core Functions	Work order tools, preventive maintenance scheduling, asset tracking apps and inventory management	Asset procurement and asset life cycle management	Space management tools, occupancy management, building maintenance systems, room reservations, and property maintenance solutions

Expert recommendations and analysis on the top CMMS programs

Benefits

CMMS programs provide many benefits to organizations’ maintenance departments. From improving safety to increasing productivity to reducing downtime, the right software can automate tasks to keep your facilities in top shape.

Let’s dive into these benefits in detail.

CMMMS Software Benefits

Improved Efficiency and Productivity

CMMS programs help improve efficiency and productivity in three ways:

Streamlined Scheduling: Schedule and plan maintenance tasks, track work orders, and monitor inventory and equipment information to help teams work more efficiently, reduce downtime and improve assets’ life spans.
Route Optimization: View task locations, technicians' current positions and traffic conditions to create the most efficient routes to minimize travel time and reduce fuel costs.
Workflow Visibility: Monitor your entire maintenance workflow, from task creation and assignment to completion and reporting.
Automation: Automate routine tasks like work order generation, preventive maintenance scheduling, inventory replenishment, and reporting and analysis to save time and focus on value-added activities rather than administrative tasks.

Reduced Costs

CMMS solutions enable you to track maintenance expenses and equipment usage to help you gain better control over your budgets.

They allow you to schedule preventive maintenance tasks based on factors like time, usage or condition, helping you identify potential issues before they escalate into costly problems.

Furthermore, they assist you in preventing unexpected breakdowns and allocating resources more effectively, resulting in cost savings.

Enhanced Asset Management

With a maintenance management system, you can view detailed information about equipment and assets, including maintenance history, service records and performance metrics. This helps you identify underperforming assets, schedule maintenance activities and make data-driven decisions about asset management.

Such solutions also serve as a knowledge repository about assets and maintenance practices. This knowledge base is valuable for current and future personnel to help them get up to speed on maintenance procedures specific to your organization.

Improved Compliance and Safety

CMMS programs provide accurate records of maintenance activities and equipment performance to help you comply with regulations and safety standards such as:

They assist you in ensuring that your equipment is well-maintained and functioning correctly, reducing the risk of accidents and minimizing potential legal liability.

Discover these benefits in detail in our article — Benefits of CMMS: Understanding the Advantages and Disadvantages.

Expert recommendations and analysis on the top CMMS programs

Basic Features & Functionality

Work Order Management	Generate, assign, process and finalize requests for maintenance activities like apartment upkeep, machinery servicing or oil changes. Set up automated reminders to address maintenance tasks promptly, preventing delays and reducing equipment breakdowns or service disruptions. Assign different priority levels (high, medium or low) based on urgency and importance of maintenance tasks. Attach relevant documents such as equipment manuals, schematics, photos or safety procedures to work orders.
Preventive Maintenance	Schedule Preventive maintenanc tasks like device calibration, filter replacement and inspections. Auto-generate work orders based on equipment usage, time or triggered events (e.g. fault code or sensor reading outside acceptable limits). Create task checklists including reference materials, safety guidelines and equipment-specific instructions. Customize and save maintenance templates to save time and ensure consistency. Send automated notifications to teams when tasks are overdue to help them stay on schedule.
Predictive Maintenance	Predictive maintenance tools help you monitor asset state and function and replace parts when data shows they’re worn out. Condition monitoring modules enable you to track real-time data on performance and machine health such as electrical currents, vibrations, temperature, pressure, oil, noise and corrosion levels, improving equipment reliability and extending assets’ life spans. Based on analytics, you can restock, distribute and reclaim maintenance, repair and operation (MRO) equipment and materials across storage areas, distribution centers and facilities.
Asset Management	CMMS helps with enterprise asset management tasks like scheduling maintenance, monitoring asset conditions, automating supply chain processes and budgeting for asset replacement. Track asset downtime, warranties, asset depreciation rates and current values. Use barcodes, QR codes, interactive maps and plans to track the exact location of assets, equipment, parts and sub-components. Set an asset hierarchy and store and view assets by name, ID, model, warranty, manuals, location and more.
Inventory Management	Conduct procurement processes, manage vendors and suppliers, track multiple sites, implement lockout-tagout systems, and maintain spare parts logs. Monitor inventory performance like stock levels, reorder points and lead times via dashboards.
Reporting and Analysis	Use BI tools to generate reports, track maintenance KPIs, monitor condition metrics, create asset-specific forecasts and more. Calculate the mean time between failures (MTBF), mean time to repair (MTTR) and overall equipment effectiveness (OEE) to make well-informed decisions. Data visualization tools enable you to produce charts and graphs and view heatmaps to help you interpret complex maintenance data and identify trends at a glance.
Audits and Compliance Tracking	Maintain detailed audit trails for historical analysis to identify patterns, trends or anomalies in maintenance and compliance activities, helping you improve processes and prevent recurring issues. Approve and authorize actions with electronic signatures to eliminate the need for physical paperwork. Integrate with regulatory databases to monitor regulatory changes and updates in real time. Schedule compliance audits and inspections at regular intervals, such as monthly, quarterly or annually.
Integrations	Integrate with third-party apps like BI tools, accounting software, CRM platforms to avoid data entry mistakes. Some CMMS programs offer API integration capabilities for custom integrations, while others integrate with biomedical devices, data importing and exporting solutions, and wireless sensing devices.

Expert recommendations and analysis on the top CMMS programs

Advanced Features To Consider

Security	Record and track employee activities, conduct security audits, configure passwords, encrypt data, ensure compliance, manage access to specific locations, and set sign-in and sign-out times.
Mobile CMMS	CSome CMMS vendors offer mobile apps to help you streamline maintenance and data collection. Mobile CMMS enables you to easily scan barcodes, update maintenance data, access work orders, track labor hours and upload documents and photos. It’s important to check if vendors support mobile web browsers, Android and iOS through responsive design.
Project and People Tracking	Project management tools enable you to schedule activities, manage task dependencies, track progress in real time and allocate resources. People tracking functionalities help you in assigning tasks to technicians based on their skills, evaluating their performance, maintaining certification records and keeping track of training history.
Purchase Order Management	Create purchase orders by inputting necessary details such as item descriptions, quantities, unit costs and supplier information. Track purchase orders throughout their life cycles, providing visibility into their statuses, from creation to approval to receipt. Some CMMS systems allow you to create blanket purchase orders, which are long-term agreements with suppliers for the purchase of goods or services over a specified period. Create an item catalog to maintain a comprehensive list of items, materials and parts commonly used for maintenance. Requisition management modules allow authorized personnel to request items or services needed for maintenance activities.
Vendor and Customer Management	Generate contracts and store important information such as contract type, purchase order number, contact details, customer records and other relevant data. Initiate the request for quote (RFQ) process to compare and secure competitive pricing before making purchasing decisions. Vendor management tools enable you to connect contracts with specific vendors and filter them based on vendor details, customer information, contract number, contract type or expiration date. Track labor hours, materials and associated costs for accurate billing and chargeback purposes.

Learn more about these features in our article — Ultimate List of CMMS Features and Functionality.

Expert recommendations and analysis on the top CMMS programs

Current & Upcoming Trends

As organizations strive to optimize maintenance operations, reduce downtime and enhance asset performance, they’re embracing a host of emerging trends in CMMS.

Let’s take a look at a few of them below.

CMMS Software Trends

Preventive Maintenance

Preventive maintenance is a proactive approach that aims to prevent equipment failures, reduce downtime, extend assets’ life spans and lower costs.

The preventive maintenance landscape is increasingly integrating condition-monitoring technology to help you detect early signs of deterioration and malfunctions.

The machine condition monitoring market is projected to grow at a CAGR of 9.65%, indicating its increasing importance.

Some CMMS programs integrate with predictive maintenance tools to help you optimize maintenance schedules and reduce costs by conducting maintenance only when it’s truly needed, based on data-driven insights.

One of the benefits of preventive maintenance is that it can reduce the environmental impact. Let’s see how below.

Sustainability

Sustainability is becoming a key focus in preventive maintenance strategies. CMMS can help organizations achieve sustainability goals in several ways:

Reduce Energy Consumption: Ensure that equipment is well-maintained and operating at peak efficiency, leading to cost savings and a smaller environmental footprint.
Extend Assets’ Life Cycles: Avoid premature replacements and conserve resources to align with your sustainability objectives.
Ensure Environmental Compliance: Track maintenance tasks associated with environmental regulations such as inspections, emissions controls or waste management.

Asset Performance Management

Asset performance management is a strategic approach that enables you to monitor, diagnose and improve the health, availability and efficiency of your assets.

It emphasizes proactive maintenance practices by enabling you to address issues early and perform maintenance at optimal intervals, extending assets’ life spans.

Moreover, it allows you to transition from reactive maintenance to proactive and predictive approaches, minimizing emergency repairs and reducing the need for costly replacement parts and equipment.

Another critical aspect of asset performance management is its contribution to safety. It helps you reduce unexpected equipment failures that can pose safety hazards to personnel and the environment.

Artificial Intelligence (AI), Industry 4.0 and IoT Integration

Let’s look at the trio, artificial intelligence, industry 4.0 and IoT integration, below.

Artificial Intelligence (AI)

AI plays a pivotal role in maintenance by analyzing vast datasets generated by equipment and systems. It processes this data to provide you with valuable insights and recommendations for maintenance decisions.

Machine learning algorithms can predict equipment failures, suggesting when you should perform maintenance, helping you reduce downtime and minimize maintenance costs.

AI-driven analytics not only enhance maintenance operations’ efficiency but also contribute to optimizing asset performance and extending equipment life cycles.

Industry 4.0

Industry 4.0 integrates advanced technologies, including IoT-connected devices, cloud computing, big data analytics tools, robotics and AI, into manufacturing processes to create smart factories.

Smart factories encourage you to analyze real-time data from IoT sensors to help you optimize maintenance schedules and predict equipment failures, leading to increased operational efficiency and reduced downtime.

IoT analytics not only enables you to monitor asset performance in real time but also assists you in developing predictive maintenance strategies and improving equipment reliability.

Automation and robotics can perform routine maintenance tasks, while AI-driven analytics support decision-making, helping you make maintenance operations more connected, automated and optimized.

Maintenance 5.0

Maintenance 5.0 represents the next evolution in maintenance practices. It introduces concepts such as zero-defect manufacturing, which aims to achieve near-zero defects in manufacturing processes.

According to a recent research paper published in the Journal of Manufacturing Systems, key components of the maintenance 5.0 framework include:

Human-Machine Collaboration: Integrate human expertise with AI and automation for more effective maintenance outcomes.
Adaptive Learning: Allow systems to learn from their own actions and feedback, as well as from other sources of information, such as external databases, sensors or human inputs.
Proactive Decision-Making and Self-Healing Capabilities: Anticipate potential problems, diagnose root causes and execute corrective measures before they escalate into failures.
Circular Economy Principles: Reduce waste, reuse materials and regenerate resources in a closed-loop cycle to minimize environmental impact, conserve natural resources and create value from waste.

You can integrate AI, IoT and Industry 4.0 technologies into your maintenance practices to revolutionize the way you manage your assets.

3D Printing

3D printing and CMMS can work together to improve the efficiency, quality and sustainability of maintenance operations.

It enables the Equipment-as-a-Service (EaaS) model, which is a form of outsourcing where the equipment vendor provides and maintains the equipment for a fee.

Furthermore, it helps you produce customized and optimized parts for the equipment, as well as monitor and service it remotely using CMMS solutions.

It also supports the adoption of Industry 4.0 and zero-defect manufacturing (ZDM) systems to assist you in minimizing defects and errors in your production processes.

Expert recommendations and analysis on the top CMMS programs

How To Choose CMMS Software

To find the right system, you need to identify a solution that offers the key functions that align with your needs while also meeting the highest standards. And you’ll need to develop a software selection strategy for the same.

We’ve outlined crucial steps in the process below.

CMMS Software Selection Process

Determine Requirements

It's important to understand your requirements in the CMMS program selection process. You can use our free interactive CMMS requirements template to ensure you clearly understand your CMMS needs.

As each vendor provides a different feature set, it's essential to know what modules are necessary for your organization and which ones you can do without.

Consider Deployment

Next, you need to consider a deployment method that can handle complex functionalities. Base decisions on factors like your reach, number of employees and plants, budget, and IT department strength.

The two most common deployment methods are:

On-premise
Cloud-based (SaaS)

Let’s take a look at the advantages and disadvantages of both below.

On-Premise

On-premise deployment involves installing and running software on your organization's in-house servers and infrastructure.

Some advantages include:

Data Protection: You have full control over your data and can implement your own security measures. This is especially critical if you handle sensitive or confidential information.
Easy Integration: You can integrate with existing systems and databases to ensure consistency and reduce data entry errors.
Customization: You can customize the software to match your exact requirements.

Some disadvantages include:

High Cost of IT Infrastructure: You need to make upfront investments in hardware, servers and IT infrastructure. This can be a substantial financial burden, especially for smaller organizations.
High Burden of Maintenance Responsibility: You’re responsible for maintaining both the hardware and software components of your IT environment, including updates, security patches, backups, and hardware repairs or replacements, which can be resource-intensive and time-consuming.

Cloud-Based

You can access cloud CMMS via the internet.

Some advantages include:

Remote Access: Access the CMMS from any location, facilitating remote work and on-the-go maintenance management.
Low IT and Maintenance Costs: Reduce upfront capital expenses and ongoing costs associated with hardware maintenance and upgrades.

Some disadvantages include:

Cyberattack Vulnerability: You must trust the security measures implemented by your CMMS provider, which may raise concerns about data privacy and the potential consequences of security breaches.
Internet Dependence: Any disruptions or loss of connectivity can hinder your maintenance operations and access to vital data.
Customization Limitations: While cloud-based CMMS solutions offer flexibility, they may offer limited customization options compared to on-premise systems. Customization may be possible, but it may come at an additional cost, as vendors often charge extra for tailored features or integrations.

Compare CMMS Solutions

After determining your deployment needs, you should create a list of solutions that align with your requirements.

Software Considerations

Core Features: Look for CMMS solutions that provide features like work order management for task tracking, asset tracking to monitor equipment, preventive maintenance scheduling to avoid breakdowns and reporting for data analysis.
Mobile CMMS: Prioritize solutions with mobile capabilities if your maintenance teams are frequently on the go. This ensures that your teams can access and update information while in the field, improving efficiency.
Integrations: Evaluate whether the CMMS can seamlessly integrate with other systems such as your ERP, IoT devices and accounting tools.
Data Security: Check for features like role-based control to restrict access only to authorized personnel. Additionally, inquire about vendors’ data retention policies and archiving options to safeguard historical records.
Configurability: Choose a CMMS that doesn't require extensive coding or development efforts to tailor it to your specific needs.

Pricing Considerations

Software Costs: Understand cost differences between subscription-based models and perpetual licenses. Consider which pricing model aligns with your budget and long-term financial plans.
Hardware Costs: Factor in data center costs to host and maintain servers for cloud-based CMMS. Consider expenses related to purchasing and maintaining your own servers and storage devices, in the case of on-premise solutions.
Integration Fees: Some vendors charge for middleware or API services to facilitate integrations with other systems.
Scaling Expenses: Anticipate potential scalability costs as your usage expands. Understand how pricing may change as your organization grows and requires more licenses or additional resources.
Training Expenses: Assess the availability and cost of training resources. Consider whether on-site training is necessary and factor in travel expenses, if applicable.
Support Fess: Evaluate the level of support offered by the provider. Determine whether standard support is sufficient or if you require 24/7 premium support based on your operational needs.
Budget-Friendly Options: Explore free CMMS alternatives if you're operating on a tight budget. While these solutions may have limitations, they can be a viable option for small organizations or those looking to minimize upfront costs.

Don’t forget to check out our CMMS pricing guide to uncover hidden costs.

You can also read our free whitepaper on the CMMS ROI Calculator to evaluate the potential return on investment you can achieve through CMMS implementation.

Negotiate With Vendors

To effectively negotiate with CMMS vendors, initiate contact and request comprehensive proposals tailored to your organization's specific needs and expectations.

Clarify terms, pricing structures and any potential customizations or additional services required for your CMMS implementation.

During these discussions, ensure you establish a clear understanding of the contract's terms and conditions, including service level agreements, support commitments and maintenance agreements.

Moreover, consider requesting a demo or trial period to gain firsthand experience with the CMMS software in a real-world setting. This practical evaluation allows you to assess its usability, functionality and compatibility with your existing systems.

Encourage your team to actively participate in the evaluation process, gathering valuable feedback to make a well-informed decision.

Make the Final Decision

Gather feedback from your team and stakeholders, considering factors like usability, scalability, vendor reputation and cost-effectiveness.

Based on this input, choose a solution aligned with your long-term maintenance strategy.

Then, proceed with contract negotiations, implementation planning and user training to ensure a seamless transition and effective management of your maintenance operations.

Need more help? Check out our Lean Selection methodology to choose your perfect match.

Expert recommendations and analysis on the top CMMS programs

Questions To Ask Yourself

Choosing the right CMMS system can be a significant decision. To ensure you make the best choice, here are some questions you should ask while selecting a CMMS system:

What’re our specific maintenance needs?
What level of customization do we need?
What remote management capabilities do we need?
Do we have the technical resources we need to support implementing and maintaining new software, or will we need to rely on the vendor?
Do we need the CMMS to integrate with other business software like ERP?

Questions to Ask About CMMS Software

Questions To Ask Vendors

The vendor’s caliber, experience, viability and vision for their product should play a role in the software decision. Before you settle on one of the many CMMS companies, ask:

About the Software

Does the software use IoT and connect with control systems (PLC/DCS/SCADA), sensors and PdM devices?
Is there a mobile offline mode for field technicians in areas with limited connectivity?
Are GIS/GPS/geolocation, route optimization, and/or real-time data updates and alerts supported for field personnel and mobile assets?
Can the CMMS software handle multi-site management?
Does the CMMS support barcode or RFID scanning for asset tracking?

About the Vendor

Does the vendor provide site tours and have a proven track record of success with customers and strategic partners willing to sing their praises as references?
Does the vendor’s project team understand the unique nature and needs of your specific business and industry?
Is the vendor actively investing in continuous software improvements, or is this a lower-priority solution or module?
What does post-implementation training look like from this vendor?
Is there a community or user forum for sharing best practices and getting support?

Expert recommendations and analysis on the top CMMS programs

Implementation Process

A successful CMMS implementation requires careful planning and consideration of various factors. Here are some key steps and factors to consider when implementing maintenance management software:

Define Your Goals and Objectives

Determine the specific areas of your maintenance operations that you want to improve, such as reducing downtime, increasing assets’ life spans or streamlining work orders.

You'll also assess the limitations of legacy systems and spreadsheets and recognize the need to transition to a more advanced solution like a CMMS.

Identify skills and resources required to effectively manage assets using the CMMS. This includes determining the necessary staffing levels and training needs.

Choose the Right CMMS

Research and select a CMMS vendor that aligns with your organization's needs and budget.

Evaluate the software's features, scalability, ease of use and support options.

Consider cloud-based vs. on-premises solutions based on your IT infrastructure and security requirements.

Establish a Team and Assign Roles

Form a cross-functional team responsible for overseeing your CMMS implementation process. Include representatives from maintenance, IT, finance and management.

Assign roles and responsibilities within the team, such as project manager, technical lead and end-user testers.

Develop a Plan

Develop a detailed implementation plan, including timelines, budgets and milestones. Be sure to communicate the plan to all stakeholders.

Set Up Data

Gather all relevant maintenance data, including equipment lists, maintenance procedures, spare parts inventory and historical maintenance records

Clean and organize the data to ensure accuracy and consistency.

You’ll also need to work with your vendor to migrate data into the system.

Configure the CMMS

Tailor the CMMS to reflect your maintenance terminology and procedures. For example, you can create custom fields for work orders to capture specific data relevant to your operations.

Define steps in your maintenance processes, such as work request submission, work order creation and approval workflows.

Implement role-based access to restrict unauthorized users from viewing sensitive information or making system-wide changes.

Create user accounts for individuals who’ll interact with the CMMS. Each user should have a unique login and password for security purposes.

Establish notification triggers to automate communication within the CMMS. For instance, configure notifications to alert maintenance personnel when you assign a new work order or when preventive maintenance tasks are due.

Train Users

Train all end-users on using the CMMS, including creating work orders, managing inventory and performing preventive maintenance. Provide ongoing training and support as needed.

Monitor and Evaluate

Continuously monitor and evaluate the effectiveness of the CMMS. Use performance metrics, such as equipment uptime, maintenance costs and work order completion rates, to measure the success of the CMMS implementation and identify areas for improvement.

Expert recommendations and analysis on the top CMMS programs

Implementation Challenges

Some implementation challenges you might encounter include:

Lack of Executive Leadership Support

Executive leadership plays a crucial role in allocating resources, providing budget approval and setting strategic direction for your organization. Lack of support from top-level executives may result in insufficient funding, inadequate staff commitment and a lack of prioritization.

Solution: Present a clear business case, ROI analysis and potential competitive advantages.

Misalignment of Management Vision

If management views CMMS solely as a solution without considering it as part of a broader maintenance and asset management strategy, they may not fully use its potential.

This narrow perspective may lead to the underuse of the system's features and a failure to integrate it into your organization's existing workflows and practices.

Solution: Develop a maintenance strategy that incorporates CMMS as a central component. Showcase how it can optimize your maintenance processes and improve overall operational efficiency.

Organizational Unpreparedness

Unprepared companies may face data migration challenges, workflow disruptions and resistance from employees, resulting in project delays and increased costs.

Solution: Conduct a thorough assessment of current maintenance practices, data quality and staff readiness. Develop a detailed plan for data migration, process integration and employee training.

Workers Complexity Perception

Resistance from workers can lead to poor data entry, inaccurate asset records and decreased system use, diminishing the overall effectiveness of the CMMS.

Solution: Select a user-friendly CMMS by requesting demos and trials.

Don’t forget to check out CMMS Best Practices to overcome these challenges.

FAQs

Who uses CMMS software?

The primary users of CMMS are maintenance managers, technicians, engineers and other staff who’re involved in planning, executing and monitoring maintenance tasks.

Facility managers, property managers and other professionals in industries such as manufacturing, health care, transportation and hospitality may also use it.

Will a CMMS tool work for my business?

To determine whether or not a CMMS will work for your business, consider the following factors:

Industry Type: Consider whether your industry has specific maintenance needs that a CMMS can address.
Equipment Usage: Does your business rely on a significant amount of equipment, machinery or assets? If yes, a CMMS can help you manage them.
Production Volume: If your organization produces a lot of goods and relies heavily on machinery or equipment to maintain production schedules, a CMMS can help minimize downtime and production disruptions.
Reliability Level: If you aim to maintain the reliability of your equipment and assets, a CMMS can be a valuable tool.
Budget and ROI: Consider your budget for implementing and maintaining a CMMS. Calculate the potential return on investment (ROI) by estimating the cost savings, reduced downtime and improved assets’ life spans that a CMMS can bring.
Team Adoption Rate: Evaluate whether your team is willing and able to adopt and use a CMMS effectively. Training and user adoption are critical factors in the success of CMMS implementation.

Is CMMS necessary for SMBs?

CMMS can be a valuable tool for SMBs to improve their maintenance management and achieve their business goals. However, not all CMMS systems are the same, and SMBs should consider their specific needs and budget before choosing a CMMS solution.

Why is uptime important?

A high uptime means that equipment is available and operational most of the time, which means that maintenance activities are effective and timely.

A low uptime means that equipment is frequently unavailable or non-functional, which means that maintenance activities are inadequate or delayed.

Some benefits of high uptime include:

Reduces the need for reactive or corrective maintenance, which can be costly, time-consuming and disruptive.
Increases equipment and workers' efficiency and productivity as there are fewer interruptions or delays in the production process.
Extends equipment life spans and performance as it prevents excessive wear and tear, degradation, or damage.
Improves equipment and workers' safety and compliance as it avoids accidents, injuries or regulation violations.

Expert recommendations and analysis on the top CMMS programs

Next Steps

Using computerized maintenance management systems can substantially benefit your business. However, before deciding to buy a CMMS, it's important to weigh the advantages and disadvantages of CMMS.

Still feeling overwhelmed in your product search? Check out our free comparison report to evaluate multiple products simultaneously. View their product scores, functional and technical requirements, user sentiments, and benefits.

To receive guided selection support, please reach out to us for a variety of free resources via email and contact information mentioned on our website. Good luck!

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Additional Resources

About The Contributors

The following expert team members are responsible for creating, reviewing, and fact checking the accuracy of this content.

By Riya Jamble

Technical Content Writer

Riya is a Technical Content Writer at SelectHub. She writes content for our construction scheduling and bidding, CMMS and medical billing categories. She's also a part of the social media team where she crafts posts that engage and resonate with our audience. Riya holds a Graduate Degree in Journalism and Mass Communication from Lovely Professional University, Punjab, India. Fueled by a love for black coffee, her day begins and ends with its energizing ritual. Riya enjoys a variety of TV series, including Friends, Suits, American Horror Story, and How to Get Away with Murder. During her free time, you'll find her reading or spending time with her close ones. She believes in magic and is waiting for that day when reality compromises and fairytale swirls around with a smile.

Technical Research By Shantashree Das

Senior Analyst

Hailing from the Northeastern state of Assam, India, Shantashree Das completed her Bachelor of Engineering (B.E) in Computer Science and Engineering at the Royal School of Engineering and Technology (now Royal Global University) in Guwahati. She then pursued her Master of Business Administration (MBA) in Operations Management and Marketing at Assam University, India, where she developed a strong interest in ERP. Over the course of her career at SelectHub, Shantashree has gained specialties in various ERP and construction software categories, such as Manufacturing Software, CMMS Software, Construction ERP Software, Warehouse Management Software, Supply Chain Management Software, Distribution Software, Field Service Software, Takeoff Software, Construction Bidding Software, Construction Estimating Software, Construction Management Software, Construction Scheduling Software, and Property Management Software.

Technical Review By Kankana Kalita

Principal Analyst

A seasoned business and research analyst, Kankana Kalita specializes in ERP, CMMS, manufacturing, construction, supply chain, HRMS and CRM. Prior to joining SelectHub, she earned a Bachelor's degree in Computer Science and Engineering, an MBA in Operations and Marketing, and worked in email marketing and logistics.

Edited By Ryan McElroy

Content Editor

Ryan McElroy is a Content Editor and Senior Market Analyst at SelectHub who writes and edits content on various software types, along with their broader concepts and the industries they serve, including medical, construction, CMMS, supply chain management and legal. He studied at the University of Missouri (Mizzou) and earned his BA in Journalism in 2016. During his free time, you’ll find Ryan playing video/card/board games, sipping coffee and reading speculative fiction, or listening to music his loved ones often describe as “headache-inducing.”