Plan, authorize and record maintenance against each asset.
Facility Maintenance Mgmt organizes maintenance around an asset and its work order. A manager can see requested, scheduled and active work; a planner can connect the assignee and due date; and a technician can record the work performed.
Facility Maintenance Mgmt · Parts & Service History
Spare Part Catalog
Spare parts
New
Part number
Name
Unit
Quantity on hand
Reorder point
SP-36331
Air handler drive belt, 42 in
mm/s
160
530
SP-43025
Chiller filter cartridge, 10 in
degrees C
250
670
SP-66669
Elevator door roller, 2 in
kilopascals
20
510
SP-90120
Boiler gasket kit, 3 in
amperes
870
240
SP-77186
Roof fan bearing, sealed
hours
900
370
6 of 6 records
Air handler drive belt, 42 inSpare parts · SP-36331
Unitmm/s
Quantity on hand160
Reorder point530
Example screen with sample data
Process
From request to accepted service
Authorize and complete asset work ships ready to use. 3 steps need a named approval before the work moves on: Issue safety permit (Permit Issuer), Plan and authorize work (Maintenance Planner) and Inspect and close work (Maintenance Manager).
Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.
Request asset work
Name the equipment and describe the service need.
Work order WO-2026-0418WO-89134 · Maintenance Manager
Request asset workBy Maintenance Manager
Issue safety permit
Permit Issuer approves an interval for the exact work order.
Work order WO-2026-0418WO-89134 · Permit Issuer
Issue safety permitBy Permit Issuer
ApprovalPermit Issuer approves the permit and its validity interval.
Plan and authorize work
Maintenance Planner verifies permission and sets the assignee and due date.
Work order WO-2026-0418WO-89134 · Maintenance Planner
Plan and authorize workBy Maintenance Planner
ApprovalMaintenance Planner checks the Approved permit and authorizes the scheduled assignment.
Perform and record work
Technician records the work performed and sends it for review.
Work order WO-2026-0418WO-89134 · Technician
Perform and record workBy Technician
Inspect and close work
Maintenance Manager accepts the result and preserves service history.
Work order WO-2026-0418WO-89134 · Maintenance Manager
Inspect and close workBy Maintenance Manager
ApprovalMaintenance Manager accepts the evidence and closes the order.
Review service history
Use the completed outcome when planning the next visit.
Work order WO-2026-0418WO-89134 · Maintenance Planner
Show the open corrective orders for the rooftop equipment. For each one, identify its assigned technician, due date and current permit interval. Leave the authorization decision to the planner and permit issuer.
The team remains responsible for the physical condition of an asset, permit approval and acceptance of performed work.
Integrations
Connects to the tools you use
Set up connections through ERP.AI and Proto workflows, with every change logged.
Facility Maintenance Mgmt
Condition instruments
Purchasing
Identity
Data model
Your data, in tables you can change
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Start with one team and one process, then add the rest once the basics are running.
Prepare records
Agree asset tags, locations, team identities, part units and starting quantities. Enter the equipment and people needed for the pilot.
Set access
Give Permit Issuer, Maintenance Planner, Technician, Maintenance Manager and Parts Coordinator their operating scope. Rehearse a denied action for each decision boundary.
Plan service
Record one preventive interval and one condition metric. Check the next due list and a threshold reading against the correct asset.
Run a job
Request work, issue a valid permit, assign a technician, record evidence and parts, then accept closeout. Compare the resulting asset state and service history.
Expand
Add more locations and assets only after the team can explain the pilot’s records and handoffs.
Click Get started, then use Proto to configure Facility Maintenance Mgmt for your business. Begin with a small group of assets, team members, one preventive plan and a representative work order. Rehearse the permit and closeout decisions before expanding.
What does a work order track?
It names the asset, work type, description, request date, assignee, due date and current state. The same order links the permit, performed work, used parts and completed service history.
How is work authorized?
Permit Issuer approves a permit for the order and a valid date interval. Maintenance Planner checks that approval before scheduling an assignee and due date.
Can we plan recurring service?
Yes. Preventive schedules record an asset, interval and next due date. A work order carries the assignment and execution for a particular visit.
What happens when a condition reading reaches its limit?
The reading is recorded against its asset and the asset is flagged for maintenance. Maintenance Manager can review the result and request the appropriate work.
How do technicians record what they did?
Work evidence links the technician, time interval and description of performed work to the work order. Maintenance Manager reads it during close review.
How are spare parts handled?
Part usage links a catalog part and quantity to the order. Posting reduces on-hand stock once and checks the reorder point.
What is saved when work closes?
An accepted closeout marks the order Closed, creates service history for the asset and returns an asset flagged for maintenance to service.
Can we connect a purchasing system?
Yes. Agree a handoff from the reorder review to your purchasing system during setup, with a named owner for stock decisions.
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