Facilities Maintenance Work Order System & CMMS Lite Software Use Case

Any organization that needs to streamline their facility maintenance tracking can benefit from an automated maintenance work order system. These include:

• Operations teams managing building maintenance, equipment repairs, and facility upkeep
• Property managers overseeing multiple locations and vendor coordination
• Maintenance technicians needing organized work assignments and asset history
• Growing companies outgrowing manual maintenance processes and paper-based tracking

Comprehensive work order software offers significant benefits to small- and medium-sized businesses or other organizations. For example, you can eliminate problems such as:

• Maintenance requests getting lost in email or verbal communication, causing delays and equipment downtime
• Manual tracking of work orders across different systems without proper status visibility
• Lack of priority controls leading to critical repairs being delayed while minor issues get immediate attention
• Different departments being unable to see maintenance statuses or collaborate on facility needs
• Time-consuming manual creation of work orders and technician assignments
• Missing documentation of completed work and asset maintenance history for compliance and planning

Unlike complex enterprise CMMS solutions or basic ticketing tools, Knack lets you:

• Create role-based access: Requesters submit maintenance requests, technicians receive and update assignments, and supervisors get full visibility with approval authority for priority changes and resource allocation.
• Build custom maintenance workflows: You can create customized workflows, such as: open → assigned → in progress → on hold → completed with automatic notifications at each stage.
• Set priority and SLA controls: Configure automatic routing based on urgency levels. For example, emergency requests get immediate notification, routine maintenance follows standard scheduling, and preventive tasks integrate with calendar planning.
• Enable photo documentation: Allow requesters to attach photos of issues and technicians to document completed work, creating visual records for better communication and compliance tracking.
• Track comprehensive asset data: Maintain centralized records of equipment details, maintenance history, warranty information, service schedules, vendor contacts, and facility locations with room-specific asset assignments.
• Manage with calendar integration: View scheduled maintenance, track technician availability, plan preventive tasks, and coordinate with facility operations through integrated calendar functionality.
• Import existing data: Seamlessly import your current facility maintenance tracker data via Microsoft Excel or Google Sheets to get started quickly without losing historical information.
• Generate detailed reports: Create insights on response times, completion rates, recurring issues, asset performance, and maintenance costs to optimize operations and identify improvement opportunities.
• Ensure security and compliance: Benefit from encryption for data in transit and at rest, role-based permissions, audit trails, and automated backups to protect sensitive facility and maintenance information.

It’s time to stop chasing maintenance requests and manually tracking your facility repairs. Now, you can build your own custom CMMS lite software in a matter of hours — not months — without hiring a developer or IT consultant.

Try Knack’s Facilities Maintenance Template → [Get Started for Free – No Credit Card Required]