Guide to Using the CMMS Module (Maintenance and Work Orders)

This guide helps you configure and use the CMMS (Computerized Maintenance Management System) module to efficiently manage maintenance, repairs, and work orders for your facilities.

The module consists of three main sections: Workers (Maintenance Personnel), Assets (Goods/Equipment), and Work Orders.

1. Workers (Maintenance Personnel)

"Workers" are the professionals or external companies assigned to carry out repairs. Creating the Workers' profiles will allow you to assign work orders to a specific maintenance person/company.

Note: Creating a Worker in this section does not automatically create a SmartPMS access user. The registered maintenance person will receive an email notification when assigned a job but will not be able to access the system to update its status. (If you wish to grant system access to a maintenance worker so they can close tasks independently, see section 4 of this guide).

Procedure to add a Maintenance Worker (Worker):

  1. Visit the CMMS Section: Go to CMMS → Maintenance Personnel.
  2. Click the + ADD button.
  3. Fill in the Details:
    • Name, Phone, and Email: Enter the maintenance worker’s contact details (email is essential for sending automatic notifications).
    • Type: Specify the role (e.g., plumber, electrician, builder, etc.).
    • Company: select your company, associating the correct company based on which properties this maintenance worker will be able to perform work orders for.
  4. Save: Click Create to save the profile.

2. Assets (Goods and Equipment)

Assets are all those objects, systems, or equipment present in your properties that may malfunction or require maintenance (e.g., boiler, shower enclosure, air conditioning, bed).

Procedure to create an Asset:

  1. Visit the Assets Section: Go to CMMS → Assets.
  2. Add Asset: Click + ADD.
  3. Fill in the Main Information:
    • Name: Enter an identifying name (e.g., "Shower", "Main Boiler").
    • Status: Define the current status by choosing between In Service (Working), Incident (Faulty), or Out of Service (Out of order).
    • Property and Unit: Associate the object with the exact property and unit (room) where it is located.
  4. Additional Details (Optional): You can enrich the record with Model, Barcode, purchase date, or assign a default Worker for that specific asset.
  5. Save: Click Create.

Note on "Status": this updates automatically when a work order is created or completed.

If you do not know what your assets are, you can also create a generic asset such as "Ground floor apartment" where you can then assign more generic work orders. In practice, instead of creating a specific asset for the boiler, you can create a generic one.

3. Work Orders

Work Orders represent the actual intervention to be carried out on an Asset. They can be created to report a problem and assign its resolution.

Procedure to create a Work Order:

  1. Visit the Work Orders Section: Go to CMMS → Work Orders.
  2. Add Order: Click + ADD
  3. Fill in the Intervention Details:
    • Title and description: Enter a clear title (e.g., "Shower hose replacement") and provide details or instructions for the worker.
    • To be completed by: Enter the date by which the intervention must be completed.
    • Status: Set the initial status (e.g., To do).
  4. Link the Location: Select the property and then the Asset (previously created) on which the intervention must be performed.
  5. Assign Responsible Parties:
    • Maintenance Worker: Select the maintenance worker (from the Maintenance Personnel list) who will carry out the work.
    • Supervisor: Select a system user (e.g., yourself, a manager, or the head of housekeeping) who will be responsible for verifying the work.
  6. Save: Click CREATE to generate the order.

4. Granting Access to the CMMS for Staff and Maintenance Workers

By default, the CMMS module is accessible to users with advanced privileges. However, through managing User-Specific Functions, it is possible to enable this module for other types of users, such as cleaning staff.

How to enable a user for the CMMS module: If you want your cleaning staff to be able to create work orders when they notice a fault, or if you want maintenance workers to access SmartPMS to mark a job as "Done" (Done), you need to adjust the user settings.

  1. Visit the Users Section: Go to Settings → Users and create a new user or edit an existing one by clicking Actions - Edit.
  2. Assign a Minimum Role: In the "Key Roles" section, select an appropriate role. If it is an external maintenance worker for whom you want to limit access to sensitive data, we suggest selecting Read Only - Basic or Cleaning Service.
  3. Enable CMMS Functions: Scroll down, expand the Feature menu and select the desired access level for the module:
    • CMMS Viewer: The user will only be able to view work orders (without being able to modify them).
    • CMMS Editor: (Recommended choice for staff and maintenance workers). Provides full permissions to create, update the status of Work Orders, and manage Assets, thus being able to mark jobs as completed. Data deletion is excluded.
    • CMMS Administrator: Full permissions on the CMMS module, including the ability to delete data.
  4. Save: Click EDIT in the top bar to save.

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