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- Machine Maintenance (CMMS)
- Who it's for
- Facility equipment maintenance
Facility equipment maintenance
Facility maintenance often begins with a location description: a pump in a basement, a ventilation unit on a roof or equipment serving a particular building. Machine Maintenance (CMMS) gives the team a stable asset identity behind that description and a work order that follows the intervention through review. The Maintenance Manager can use the resulting service history when planning the next visit.
How Machine Maintenance (CMMS) is set up for you
Find the equipment
Record a useful location beside the asset tag and serial number. Similar units across buildings need distinct identities so a Technician can find the correct equipment and the Maintenance Reviewer can assess its service history.
Coordinate access
Review the intended maintenance window and authorize its safety permit before the Technician starts. A delayed visit may need a fresh authorization conversation if the approved interval no longer covers the work.
Retain the outcome
Record what was performed and which parts were used. Inspection acceptance produces the service outcome for the selected equipment, with a next due date the Maintenance Manager can compare against the preventive plan.
Facility maintenance often begins with a location description: a pump in a basement, a ventilation unit on a roof or equipment serving a particular building. Machine Maintenance (CMMS) gives the team a stable asset identity behind that description and a work order that follows the intervention through review. The Maintenance Manager can use the resulting service history when planning the next visit.
Pilot a cooling pump with an identified location and a recurring inspection. Bring its asset details, the last completed service date and the plan evidence into the setup conversation. Assign an active Technician and agree who will review the result. Rehearse both an on-time visit and a visit delayed beyond its permit window.
After the accepted case, inspect the recorded next due date and confirm that it suits the facility's operating plan. Agree any connection to an existing building management or service-request system separately, including who owns the equipment identity in that handoff. Expand the asset register when the team can consistently find the machine and trace its completed service.
Features to start with
Roles on the team
- Maintenance Manager
- 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.
- Maintenance Reviewer
- 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.
- Technician
- 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.
Set up Machine Maintenance (CMMS) your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.