Machine Maintenance (CMMS) runs equipment maintenance from an asset-linked request through permit authorization and inspection to service history. The asset register gives each machine a recognizable identity and location.
Work orders in one list
The Maintenance Manager checks the job and approves its safety permit for the intended window.
Every feature works on the same records. Pick one to see the screen your team works in.
Give each maintenance request a clear machine identity and operating context.
Close waits for the maintenance reviewer
| Work order no | Asset | Assigned to | Work type | Description | Status | |
|---|---|---|---|---|---|---|
| WO-2026-1041 | Hydraulic press 4 | Marta Ilyin | Preventive | Replace worn drive belt on packaging line | Inspection | |
| WO-2026-1042 | Packaging conveyor 2 | Hiro Tanaka | Corrective | Trace oil seep at press manifold | Inspection | |
| WO-2026-1043 | Forklift 5 | Hiro Tanaka | Inspection | Change compressor intake filter | Inspection | |
| WO-2026-1044 | Hydraulic press 4 | Elena Mbaye | Preventive | Check spindle runout after vibration | Inspection | |
| WO-2026-1045 | Air compressor 1 | Kofi Mensah | Corrective | Repair leaking pump mechanical seal | Inspection |
Turn an equipment request into a scheduled job with an assigned technician and clear scope.
Work orders
| Work order no | Asset | Description | Due date | Status | Assigned to | |
|---|---|---|---|---|---|---|
| WO-2026-1041 | Pallet wrapper 1 | Replace worn drive belt on packaging line | 31 Oct | Requested | Owen Farouk | |
| WO-2026-1042 | Cooling tower fan 2 | Trace oil seep at press manifold | 31 Oct | Approved | Owen Farouk | |
| WO-2026-1043 | Cooling tower fan 2 | Change compressor intake filter | 03 Nov | Scheduled | Lucia Ortega | |
| WO-2026-1044 | Packaging conveyor 2 | Check spindle runout after vibration | 23 Oct | In Progress | Nadia Rahman | |
| WO-2026-1045 | Cooling tower fan 2 | Repair leaking pump mechanical seal | 14 Oct | Inspection | Amina Velasquez |
Check the approved permit and its validity window before maintenance starts.
Approval waits for the maintenance manager
| Id | Permit type | Work order | Valid from | Valid to | Issued by | |
|---|---|---|---|---|---|---|
| PERMIT-2026-041 | Lockout and tagout | Inspect press hydraulic leak | 04 Nov | 07 Nov | Marta Ilyin | |
| LOG-2026-184 | Hot work | Balance cooling tower fan | 18 Oct | 26 Oct | Sanjay Menon | |
| PM-2026-027 | Confined space entry | Service compressor intake filter | 22 Oct | 26 Oct | Rafael Costa | |
| READ-2026-311 | Electrical isolation | Balance cooling tower fan | 01 Nov | 08 Nov | Hiro Tanaka | |
| SERVICE-2026-086 | Working at height | Replace forklift battery cable | 01 Nov | 08 Nov | Elena Mbaye |
Record the repair, send its evidence for inspection and retain the accepted service outcome.
Work logs
| Id | Work order | Technician | Started at | Ended at | Work performed | |
|---|---|---|---|---|---|---|
| PERMIT-2026-041 | Balance cooling tower fan | Marta Ilyin | 21 Oct | 29 Oct | Installed belt and checked tracking | |
| LOG-2026-184 | Replace conveyor drive belt | Owen Farouk | 13 Oct | 18 Oct | Tightened manifold fitting | |
| PM-2026-027 | Replace conveyor drive belt | Nadia Rahman | 12 Oct | 19 Oct | Replaced filter and reset indicator | |
| READ-2026-311 | Inspect press hydraulic leak | Elena Mbaye | 11 Oct | 19 Oct | Measured spindle runout at speed | |
| SERVICE-2026-086 | Reset pallet wrapper sensor | Hiro Tanaka | 23 Oct | 01 Nov | Installed seal and pressure tested |
Review maintenance intervals and turn an approved due cycle into a work request.
Preventive plans
| Id | Asset | Interval days | Interval hours | Last completed at | Next due at | |
|---|---|---|---|---|---|---|
| PERMIT-2026-041 | Boiler feed pump 3 | 16 | 16 | 19 Oct | 23 Oct | |
| LOG-2026-184 | Air compressor 1 | 15 | 15 | 09 Oct | 17 Oct | |
| PM-2026-027 | Pallet wrapper 1 | 17 | 9 | 13 Oct | 22 Oct | |
| READ-2026-311 | Air compressor 1 | 12 | 11 | 17 Oct | 22 Oct | |
| SERVICE-2026-086 | Pallet wrapper 1 | 7 | 7 | 10 Oct | 14 Oct |
Record equipment measurements with their units, measurement time and action limit.
Condition readings
| Id | Asset | Recorded at | Metric | Value | Unit | |
|---|---|---|---|---|---|---|
| PERMIT-2026-041 | Cooling tower fan 2 | 14 Oct | Bearing temperature | 180 | degrees C | |
| LOG-2026-184 | Forklift 5 | 11 Oct | Motor vibration | 590 | mm/s | |
| PM-2026-027 | CNC mill 7 | 12 Oct | Discharge pressure | 710 | psi | |
| READ-2026-311 | Cooling tower fan 2 | 22 Oct | Spindle runout | 890 | micrometers | |
| SERVICE-2026-086 | Pallet wrapper 1 | 20 Oct | Oil level | 640 | liters |
Connect maintenance consumption and purchasing to the equipment that needs the work.
Spare parts
| Id | Part number | Name | Unit | Quantity on hand | Reorder point | |
|---|---|---|---|---|---|---|
| PERMIT-2026-041 | SP-67166 | Conveyor drive belt, 45 mm | degrees C | 520 | 490 | |
| LOG-2026-184 | SP-17329 | Hydraulic seal kit, press 4 | mm/s | 870 | 50 | |
| PM-2026-027 | SP-84686 | Compressor intake filter, 8 inch | psi | 250 | 480 | |
| READ-2026-311 | SP-44842 | CNC spindle bearing set | micrometers | 890 | 960 | |
| SERVICE-2026-086 | SP-36831 | Pump mechanical seal, 2 inch | liters | 160 | 820 |
Maintenance work order ships ready to use. 2 steps need a named approval before the work moves on: Authorize work (Maintenance Manager) and Accept inspection (Maintenance Reviewer).
Identify the machine and describe its preventive, corrective or inspection task.
The Maintenance Manager approves the safety permit for the planned work window.
Confirm the assigned Technician and due date before the job begins.
Start permitted work and record labor and consumed parts against the repair.
The Maintenance Reviewer assesses the submitted evidence and accepts the eligible outcome.
Retain the completed service and next due date against the asset.
Open any work order to see its safety permits, the roles that work on it, its process stages and its approvals on one page.
Asset, Assigned to, Due date and Status.
Each line is linked to this work order.
Maintenance Manager, Maintenance Reviewer and Technician, each with their own permissions.
Request work and Schedule maintenance, with the role that acts.
Authorize work and Accept inspection, with who decides.
Boiler feed pump 3 · Preventive
| Id | Permit type | Work order |
|---|---|---|
| PERMIT-2026-041 | Lockout and tagout | Inspect press hydraulic leak |
| LOG-2026-184 | Hot work | Balance cooling tower fan |
| PM-2026-027 | Confined space entry | Service compressor intake filter |
The Maintenance Reviewer reads the evidence and uses the guarded review action for eligible decisions. Approval belongs to the submitted revision being assessed.
Signed in as Maintenance Manager
| Decision | Approver | |
|---|---|---|
| Authorize workThe Maintenance Manager approves the safety permit for the planned work window. | Maintenance Manager | |
| Accept inspectionThe Maintenance Reviewer assesses the submitted evidence and accepts the eligible outcome. | Maintenance Reviewer |
Everyone opens Machine Maintenance (CMMS) to the work that is theirs. Pick a role to see what it starts with.
Owns setup, planning, and assigned operational work. Record entry (View, View records, Create, Edit) on Assets, Work Orders, Work Logs, Spare Parts, Part Usage, Safety Permits, Preventive Plans. Read only (View, View records) on People, Service History, Condition Readings. Read access to the app pages. Restrictions: create/edit eligible drafts only - active configurations require a reviewed amendment, not a direct edit; no direct edit of posted quantities, computed balances, or reviewer decisions; actor identity resolves through people user and the authenticated runtime, never an editable name field.
This is the first screen this role sees.
Work orders · Maintenance Manager
Reviews evidence and authorizes eligible outcomes. Record entry: none - this role never gets create/edit on any table. Read only (View, View records) on People, Assets, Work Orders, Work Logs, Spare Parts, Part Usage, Safety Permits, Service History, Preventive Plans, Condition Readings. Read access to the app pages. Restrictions: review actions apply only to the exact submitted revision and only by someone independent of the preparer where required; no raw approval shortcut and no protected-balance editing; a reject action leaves the evidence and reason intact rather than deleting or overwriting them. State changes happen through the named workflows WF-01 and WF-02.
This is the first screen this role sees.
Work orders · Maintenance Reviewer
Captures assigned maintenance work and evidence. Record entry (View, View records, Create, Edit) on Work Logs, Part Usage, Condition Readings. Read only (View, View records) on People, Assets, Work Orders, Spare Parts, Safety Permits, Service History, Preventive Plans. Read access to the app pages. Restrictions: own assigned operational work only - referenced setup/master records are readable as labels and task context, never editable; configuration, rates, commercial documents, and approvals are never operator-editable; quantity posting, sign-off, and state changes go through named guarded workflows with authenticated actor and source-revision checks, not direct field edits.
This is the first screen this role sees.
Assets · Technician
Maintains account-to-person mappings and access under the setup policy; operational decisions stay with the designated maintenance roles.
Prepares maintenance purchase records and checks their source links and delivery details under the access policy agreed during setup.
This is the first screen this role sees.
Purchase orders · Manager
| PO number | Asset | Spare part | Vendor | Item or scope | Quantity | |
|---|---|---|---|---|---|---|
| PO-74906 | Cooling tower fan 2 | Conveyor drive belt, 45 mm | Cedar Mill Supply | Conveyor belt replacement kit | 830 | |
| PO-40324 | Packaging conveyor 2 | Forklift battery cable, 1.2 m | Ironbend Industrial Parts | Press hydraulic seal set | 910 | |
| PO-85650 | CNC mill 7 | Cooling fan V-belt, size B68 | Blue Valley Bearings | Compressor filter cartridges | 880 | |
| PO-26241 | Air compressor 1 | Pump mechanical seal, 2 inch | Ridgeway Fluid Systems | Spindle calibration service | 710 | |
| PO-64602 | Boiler feed pump 3 | Hydraulic seal kit, press 4 | Stonepath Safety Supply | Pump seal and gasket kit | 470 |
Review open work, labor evidence, part consumption and equipment service outcomes.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Requested | 43 | ||
| Approved | 9 | 21% | |
| Scheduled | 3 | 33% | |
| In Progress | 1 | 33% |
Sample counts per stage
Group work orders by Status and work type to distinguish Requested, Scheduled, In Progress and Inspection work.
Group work orders by assigned to and Asset, showing due date for open maintenance work.
Group work logs by work order and Technician and calculate elapsed time from started at to ended at for complete intervals.
Join part usage through work orders to Assets and summarize Quantity by Part, using spare part unit to keep item units distinct.
List preventive plans by review status with Asset, last completed at and next due at.
Compare Value with action limit within each condition readings Asset, Metric and Unit combination.
List purchase orders by Status with Vendor, expected delivery date, received date and total amount.
Group service history by Asset and show work order, completed at, Outcome and next due date.
See how Machine Maintenance (CMMS) fits your kind of team.
Coordinate machine repair and preventive servicing around equipment that production depends on.
Keep building equipment requests, permit windows and service history attached to the right asset.
Give workshop machinery a clear repair queue, parts record and inspection handoff.
Each stage of maintenance work order names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Ask for help preparing maintenance work and reviewing the records behind an operating decision.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 13 tablesStart with one team and one process, then add the rest once the basics are running.
Select an identifiable machine with an understood maintenance task. Confirm the asset tag, serial number, location and operating state with the Maintenance Manager.
Match user accounts to the intended people. Assign the maintenance responsibilities and agree Admin and purchasing access during setup. Test the Technician and Maintenance Reviewer with separate accounts.
Check the preventive plan’s evidence and next due date. Choose a condition metric and unit the team can reproduce. Confirm part identities, units and recorded opening quantities.
Create a request, approve its permit and schedule the assigned Technician. Capture labor and part usage, submit inspection and inspect the accepted service outcome with the reviewer.
Rehearse the due-plan scan and its retry behavior. Confirm the assigned person, source-order links and any external handoffs before extending the asset register.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Machine Maintenance (CMMS) for your business. Begin with a recognizable machine, a preventive plan and a corrective repair that the Maintenance Manager, Technician and Maintenance Reviewer can rehearse together.
Work orders distinguish Preventive, Corrective and Inspection work. Each job identifies its asset and assigned person, then follows planning, execution and inspection into the accepted service outcome.
The Maintenance Manager approves the safety permit for the planned window and schedules the work. The Technician's start action checks for a valid permit before moving the scheduled job into execution.
The daily scan runs at 03:35 UTC and creates Requested preventive work for reviewed plans whose next due date has arrived. It recognizes the plan and due cycle on retries. The Maintenance Manager checks the generated assignment before scheduling.
The capture workflow flags the breached action limit and submits the evidence for review. The Maintenance Reviewer examines the measurement context, and the Maintenance Manager decides the maintenance follow-up.
The Technician attaches work intervals and descriptions to the work order and records consumed parts with their quantities and usage time. The Maintenance Reviewer uses that evidence when assessing the submitted intervention.
The work order closes, its service history is published and the asset returns to Active. The workflow records the next due date using a 30-day default interval, which the Maintenance Manager checks against the preventive plan.
Purchases identify the asset, vendor, item or scope and quantity, with a spare-part link where appropriate. Agree the Manager's purchase-entry access and responsibility for delivery updates during setup. Use the source purchase for current delivery progress.
Yes, plan the required connections during setup. Agree source ownership, identity matching and reconciliation for instrument readings, inventory or financial purchasing before the team depends on those handoffs. See connections.
Submit an attributed successor with the earlier plan linked and its evidence retained. The Maintenance Reviewer evaluates the new revision so the Maintenance Manager can explain why the schedule changed.
Start free, then use Proto to change fields, steps and approvals before your team goes live.