Managing maintenance activities can be a challenging task that involves keeping track of repairs, inventory, and equipment condition. Inefficient management can lead to equipment breakdowns, safety hazards, and other costly problems.
Computerized maintenance management system (CMMS) software automates maintenance tasks, tracks inventory, and schedules repairs, helping businesses save time and money while keeping their equipment in top condition. Let's look at the options available in 2023.
What Is a CMMS?
Also known as a computerized maintenance management system, a CMMS is a digital platform that streamlines and simplifies:
- Work order management
- Safety and quality inspections
- Preventive maintenance
- Process standardization
- Asset and parts management
- Analytics for decision making
- Reports for compliance
CMMS platforms differentiate from each other in a few key areas:
- Feature set breadth
- Cost and pricing model
- Design, ease of use and implementation
While some legacy software is only available on premise via desktop computers, most companies have evolved to a software as a service business model with a cloud based product available on both desktop and mobile.
The overall trend is leaning toward the mobile aspect these days, and the functionality between vendors can vary greatly in this regard. According to a recent survey by ‘Software Advice’ on the use of mobile CMMS software, 43% of the respondents said that mobile CMMS solutions significantly help frontline workers and managers to improve their efficiency.
Advantages of Mobile CMMS Software
The transition from traditional CMMS solutions to mobile CMMS software has resulted in numerous advantages. Some of these advantages are listed below:
- Mobile Inspections for Deskless Workers: Conduct on-site maintenance and inspection audits with ease while using mobile CMMS software. Update data in the CMMS for real-time synchronization and updates to the managers’ end.
- Remote Accessibility: Access data from any location to answer questions and provide data driven advice any time anywhere.
- Easy to Attach Images from Work Orders: Upload images to flag damaged equipment and provide evidence of work order completion for clear communication and accountability.
- Speed & Ease of Distribution of Work Orders: A robust mobile CMMS software speeds up the process of creating, scheduling, and managing work order requests. Everything is done in real time as it gets lodged, assigned, and responded to.
- Notifications and Escalations: With mobile devices, team members can receive timely alerts of assigned work which can be prioritized and escalated based on preset priority level and time to completion targets.
- Improved Data Accuracy: Mobile CMMS software allows technicians to enhance data accuracy further as they no longer rely on handwritten notes, paper trails, and vice versa. The instructions couldn’t be any clearer.
How To Implement a Mobile CMMS Software?
Buying the right software for your team is part of the solution, but software is only effective if used consistently and correctly. For this reason, managers must plan for an implementation period with a full strategy to ensure onboarding success.
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Designation of an Implementation Champion
Implementation champions are well-versed in supporting and enabling teams to embrace new technology.
If your organization hasn’t used a mobile CMMS software before, getting someone on the team with expertise and knowledge to learn the CMMS, getting the most out of its key features, and involving employees in the process is a great idea to kickstart things.
Weekly Training Sessions
Another great way of implementing mobile CMMS software is to train employees regularly. Doing so ensures that everyone is on par with the program’s latest features and upcoming features plotted on the developers’ roadmap.
Encourage Questions
Answer all questions that come directly from people responsible for using a mobile CMMS software. They might have issues regarding usability, user interface, navigation across the app. They also may have questions regarding more advanced features and functionality. Management should encourage questions early and often to identify areas for improvement.
Track progress and Identify Early Adopters
Identify early adopters of the mobile CMMS software, and pair them with team members who potentially have issues during the learning phase. Some people have a minimum learning curve, while others take a bit of time to adopt the technology to reach optimal productivity levels. Managers who can effectively leverage early adopters will have higher success rates in onboarding.
5 Best Mobile CMMS Software In 2023
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1. Xenia
Xenia is a facility maintenance and frontline workforce management program with a dedicated desktop and mobile application to solve a wide array of use cases across maintenance, operations and people management.
Xenia can handle process standardization, work order management, preventive maintenance, inspections, meter logs, and basic asset management with a seamless mobile experience. With integrated chats and flexible tools Xenia supports other frontline teams such as housekeeping, sales, customer service, security and more.
Xenia is a lightweight solution to offer core CMMS functionality at a much more affordable price point than competition. In fact, Xenia is less than 50% of the monthly cost of other CMMS services.
Key Features:
- Work order management and preventive maintenance with template attachments
- Public template library with hundreds of checklists, logs, inspections and SOPs
- Template builder for process customization and continuous improvement
- Attach unlimited images to work orders for transparency
- Detailed data tracking and easy report organization and exports
- Internal chats integrate with work orders for accountability and teamwork
- Locations feature to designate and monitor work at different site-wide areas
- Easy to use and low implementation risk
Pricing
- Free Forever Plan: Starting at $0 for up to 5 uesrs
- Starter Plan: Starting at $49 per month for first 20 users
- Premium Plan(*Best Value): Starting at $99 per month for first 20 users and unlimited access to core features
- Custom Plan: Contact for more details, or Get a Free Demo Today!
Available for up to 5 users
Premium for $99/month for the first 20 users (with free trial period)
Available on iOS, Android and Web
2. Nexgen
NEXGEN is a robust computerized maintenance management system (CMMS) integrated with cutting-edge asset management planning capabilities. As a result, operational efficiency increases, asset performance becomes easier to comprehend, and a robust risk analysis produces prioritized repair.
This CMMS tool offers actionable insights and foresight to effect meaningful, strategic change through lifecycle planning and risk mitigation across the organization. Using NEXGEN’s enterprise-wide asset management software, users can capture and manage every aspect of the asset inventory, create a compelling maintenance program, and prearrange maintenance funding through criticality and risk.
NEXGEN CMMS is a vital tool for asset managers in safeguarding budgets, turning risk into growth, and blowing up silos with its strategy-led solution.
NEXGEN Features:
- Predictive maintenance
- Intelligent risk analysis
- End-to-end asset inventory
- Asset condition assessment
- Compliance and safety audits and inspections
- Comprehensive asset management planning
- NEXGEN Mobile
- Contractor Portal
- Backflow module
- NEXGEN 311
NEXGEN Pricing:
- Free Trial
- Quote-based plan
3. MaintainX
MaintainX offers all the functionality of Xenia’s platform, plus some additional functionality such as asset management and parts inventory modules, IoT sensors, and improved data analysis dashboards. However, to get these features, businesses need to at least be on the premium pricing plan ($40 per user per month).
Their free and $10 per user per month plans have very low data storage and image attachment limits that are easily hit by any regular business use. In comparison with other CMMS solutions with similar offerings, MaintainX’s $40 price point is reasonable and offers good value for money.
The company recently launched ‘Maintain 3.0,’ a much-needed update for mobile device users who wish to receive real-time insights from the field. Some of the main features of the mobile version of this app are listed below:
Key Features:
- Work order management
- Preventive maintenance calendars
- Asset management
- Parts inventory and cost tracking
- Internet of things sensors and live meters
- Advanced data models and analytics
- Maintenance and inspections audit management
- Collaboration through in-app messaging system
Pricing:
3. Upkeep
Upkeep is a cloud-based solution that streamlines the asset maintenance and management process for small, mid-sized, and large-scale businesses.
It is a robust and powerful platform that can provide a detailed view of asset health.
Maintenance teams can use Upkeep as a tool to manage their daily maintenance life cycle activities, optimize asset vs. cost utilization, and gain insights into the ongoing performance data reports. This tool is available on desktop and mobile devices, alongside a robust cloud data backup policy where remote access to the app is guaranteed from anywhere in the world.
Compared to MaintainX and Xenia, Upkeep is a more powerful, albeit more expensive solution for maintenance management. Their features work great for large companies with many assets and loads of data that require AI driven data models to identify opportunities for improvement.
Key Features:
- All core CMMS features from work orders to inspections
- Advanced work order request and planning on the go
- Purchase order and invoice management are available on mobile devices
- Communicate effortlessly through unlimited messages
- Consistent data synchronization and auto-updates between mobile and desktop app
Pricing:
4. Fiix
Fiix is a CMMS (computerized maintenance management system) platform developed by Rockwell Automation.
It allows businesses to analyze their equipment, create work orders and track the progress of those work orders. Fiix also comes with many features to help organizations streamline their operations including work order management, preventive maintenance, inspections, audits and asset management.
Fiix offers AI driven analytics that guarantee uptime of 99.5% on all equipment covered under their service agreement. Their data security is top notch, with Soc 2 Type 2 compliance and regular cloud data backups. Their platform even has in-app training videos to help with onboarding.
Key Features:
- Offline mode enables work completion without an internet connection
- Real-time mobile and desktop synchronization for workflow streamlining
- Preventive maintenance with nested scheduling
- Multi-asset work orders
- Asset and parts management
- E-signature support (enterprise)
- AI Driven analytics
- Embedded in-app video training
- Soc 2 Type 2 data security
Pricing:
5. Snapfix
Finally, we’ve got Snapfix as another mobile CMMS software for smart teams to rely on.
The application is used for both planned and reactive maintenance, with extra emphasis on being the world’s photo-first platform. I
t’s like Instagram, but especially meant for and developed for integrated teams and the task management aspect of CMMS.
Snapfix uses tags, photos, and visually appealing traffic lights to keep teams highly focused and organized. The platform has plenty of additional features for performing fire safety checks, security and health checks, pest control, meter readings, and vice versa.
Snapfix might be an expensive solution for small teams as their paid plans start at $99 per month, with unlimited users. However, if you are looking for lightweight, photo driven CMMS software for teams larger than 5, Snapfix is the best choice for you.
Key Features:
- Photo-first mobile CMMS solution
- Video uploads
- Draw and write on images before sharing
- Traffic light system with Red, Yellow and Green task priority levels
- Ideal for environment and building management
- Checklist creation and usage
- Data analytics and reports
Pricing:
Unify Team Operations, Maintenance and Safety Compliance with Xenia
Xenia unifies daily operations, maintenance management and quality assurance to help ensure teams and facilities are effective and efficient.
Our customers love Xenia's robust use cases including:
Operational Execution
✔️ Checklists & SOPs
Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
💪 Team Task Management
Assign work digitally to defeat pencil whipping and disorganized teams. Complete tasks, chat with teams on any device, track time, collect photos, and ensure high quality work.
📆 Recurring Tasks
Create recurring schedules for daily opening and closings, performance review meetings, inspections, cleanings and more.
📲 Chats & Announcements
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
📊 Team Performance Reporting
Use Xenia's analytics dashboards to view staff work reports. Filter by asset, location, category or due date and export the report in PDF or Excel
Maintenance Management
🛠️ Work Orders
Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.
🧰 Preventive Maintenance
Create a preventive maintenance calendar to ensure asset uptime is not compromised. Attach images, templates, videos and notes to every task and assign to a team or individual for completion.
📲 QR Codes
Generate and attach QR codes to equipment and facility locations to enable fast and accurate inspections and data logs.
⚙️ Work Order Requests
Receive, approve and assign work order requests from tenants, regular customers and vendors. Enable requesters to submit, track, and communicate with your team, without access to operations templates or unrelated work orders.
📁 Equipment Work History
View work history for every asset and sub asset in Xenia. Review performance data and enable corrective actions to improve your operation.
Safety Compliance & Quality Assurance
👍 Concrete Brand Standards
Put your brand standards in a clear and operational checklist to be attached to work assignments.
🔎 Smart Inspection Workflows
Xenia's operations template builder has built in conditional logic into each step. This allows you to trigger actions based on a form response such as creating a corrective action on a failed inspection step, sending a notification to management for out of range meter readings, and much more.
✨ Corrective Actions
Operationalize inspections with fast work order assignment arising from a failed inspection step. All corrective data is stored in the checklist submission for auditing and accountability.
📋 Analytics and Reports
View live dashboard summaries of tasks, employee performance, template submissions and more. Filter, organize and export compliance reports to PDF and Excel formats to simplify compliance management.
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