CMMS User Manual

This Computerised Maintenance Management Software System is easy to operate. This CMMS Manual is for Users (rather than Managers) and covers the basic functions of our free CMMS software package.

Runs on your internal network, your website or a stand alone computer!

CMMS Manual

To log into the application, the MAINTENANCE SOFTWARE CMMS System requires a valid User ID and Password.

After keying the User ID and Password into their respective panel boxes, click the Login button. The Maintenance Software system verifies the User ID and Password. If there is no discrepancy, user is permitted access to the application.

Maintenance Software - Admin Home Page

On successful Entry, the Administrator home screen appears as shown below.

The CMMS Administrator home screen displays a menu-bar with the following options.

  • Categories
  • Departments
  • Employees
  • Vendors
  • Equipment
  • Parts
  • W O Priority
  • Displays who has logged as what access level namely Admin, Manager or Support
  • Logout

Under this Menu bar there is Search menu from which one can search the following

  • Categories
  • Departments
  • Employees
  • Vendors
  • Equipment
  • Parts

Users may elect to exit the application at any time by selecting the Logout menu option.

Maintenance Software - Categories

Clicking on the Categories menu will display the screen below.

The fields shown on the screen are:

ID - An ID number generated by The Maintenance Software system assigned to a specific category.

Category Name The category name; 200 characters.

Description The category description, 200 characters.

Delete Indicates the column from which a record can be deleted. If you want to delete a specific record, place the mouse over the delete column of that specific record and click on it. The following message will be displayed.

Are you sure you want to delete category XXX? (where XXX is the category id)

If you click on Yes the record will be deleted and if you click Cancel the record will continue to remain.

To Add a new category

To add a new category click on the menu Add a new category. Clicking on the menu will display the screen below.

The fields shown on the screen are:

ID - An ID number generated by The Maintenance Software system assigned to a specific category.

Category Name The category name; 200 characters.

Description The category description, 200 characters.

While the category id is a CMMS system-generated number the user can enter the Category Name and Description .

Once the user has entered the fields he can either Submit the record by pressing the SUBMIT button or clear the fields by pressing the RESET button. If the user presses the SUBMIT button the record gets added.

By clicking the link named List in this screen the user can view all the record present in this screen below.

To View an existing category:

If you want to view a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id.

To modify an existing category:

If you want to modify a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id. The user can then make the necessary modifications.

Maintenance Software - Departments

Clicking on the Departments menu will display the screen below


The fields shown on the screen are:

ID - An ID number generated by The Maintenance Software system assigned to a specific category.

Departments Name The category name; 200 characters.

Description The Department description, 200 characters.

Delete Indicates the column from which a record can be deleted. If you want to delete a specific record, place the mouse over the delete column of that specific record and click on it. The following message will be displayed.

Are you sure you want to delete category XXX? (where XXX is the category id)

If you click on Yes the record will be deleted and if you click Cancel the record will continue to remain.

To Add a new Department

To add a new Department click on the menu Add a new Department. Clicking on the menu will display the screen below.

The fields shown on the screen are:

ID - An ID number generated by The Maintenance Software system assigned to a specific department.

Department Name The department name; 200 characters.

Description The Department description, 200 characters.

While the Department id is a system-generated number the user can enter the Department Name and Description .

Once the user has entered the fields he can either Submit the record by pressing the SUBMIT button or clear the fields by pressing the RESET button. If the user presses the SUBMIT button the record gets added.

By clicking the link named List in this screen the user can view all the record present in this screen below.

To View an existing Department:

If you want to view a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id.

To modify an existing Department:

If you want to modify a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id. The user can then make the necessary modifications.

Maintenance Software - Employees

Clicking on the CMMS Employees menu will display the screen below.


The fields shown on the screen are:

ID - An ID number generated by The Maintenance Software system assigned to a specific employee.

Name The employee name; 200 characters.

Title The employee title , 200 characters.

Department The department name; 200 characters.

Delete Indicates the column from which a record can be deleted. If you want to delete a specific record, place the mouse over the delete column of that specific record and click on it. The following message will be displayed.

Are you sure you want to delete Employee XXX? (where XXX is the employee id)

If you click on Yes the record will be deleted and if you click Cancel the record will continue to remain.

To Add a new Employee

To add a new Employee click on the menu Add a new Employee. Clicking on the menu will display the screen below

The fields shown on the screen are:

Employee ID - An ID number generated by The Maintenance Software system assigned to a specific employee.

First Name The first name of the employee; 200 characters.

Middle Name The middle name of the employee; 200 characters.

Last Name The last name of the employee; 200 characters.

Title The title of the employee.

Email The e-mail id of the employee.

Work Phone The work phone number of the employee.

Extension The phone extension of the employee.

Fax The fax number of the employee.

Department The Department of the employee has to be chosen by the user from the pull down menu in this field.

Date of Birth The date of the birth of the employee. This can be picked from the calendar icon that is present at the end of the field.

Date of Hire The date of hire of the employee. This can be picked form the calendar icon present at the end of the field.

Emergence Name The emergency contact name of the employee.

Emergency Phone The emergency phone number of the employee

Notes Notes can be added in this field.

Login Id The login id of the employee needs to be entered in this field..

Password The password for the employee will be given in this field. The password will be masked.

Access Level The access level of the employee can be chosen from one of the following namely Admin, Manager or Support Person.

While the Employee id is a system-generated number the user can enter / chose the other fields.

Once the user has entered the fields he can either Submit the record by pressing the SUBMIT<

By clicking the link named List in this screen the user can view all the records present in the screen below.

To View an existing Employee:

If you want to view a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id.

To modify an existing Employee:

If you want to modify a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id. The user can then make the necessary modifications.

Maintenance Software - Vendors

Clicking on the Vendors menu will display the screen below

The fields shown on the screen are:

ID - An ID number generated by The Maintenance Software system assigned to a specific vendor.

Vendor Name The vendor name; 200 characters.

Contact Name The contact name of the vendor.

Contact Title The contact title of the vendor.

Email The email id of the contact of the vendor.

Delete Indicates the column from which a record can be deleted. If you want to delete a specific record, place the mouse over the delete column of that specific record and click on it. The following message will be displayed.

Are you sure you want to delete vendor XXX? (where XXX is the vendor id)

If you click on Yes the record will be deleted and if you click Cancel the record will continue to remain.

To Add a new Vendor

To add a new category click on the menu Add a new Vendor. Clicking on the menu will display the screen below.

The fields shown on the screen are:

ID - An ID number generated by The Maintenance Software system assigned to a specific vendor.

Vendor Name The vendor name; 200 characters.

Contact Name The contact name of the vendor.

Contact Title The contact title of the vendor.

Address The address of the vendor.

City The city of the vendor.

Country The country of the vendor.

Phone Number The phone number of the vendor.

Extn The phone number extension of the vendor.

Fax Number The fax number of the vendor.

Email Address The email id of the vendor

Notes Notes can be added in this field.

While the Vendor id is a system-generated number the user can enter / chose the other fields.

Once the user has entered the fields he can either Submit the record by pressing the SUBMIT button or clear the fields by pressing the RESET button. If the user presses the SUBMIT button the record gets added.

By clicking the link named List in this screen the user can view all the records present in the screen below

To View an existing Vendor:

If you want to view a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id.

To modify an existing Vendor:

If you want to modify a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id. The user can then make the necessary modifications.

Maintenance Software - Equipments

Clicking on the Equipment menu will display the screen below

The fields shown on the screen are:

ID - An ID number generated by The Maintenance Software system assigned to a specific equipment.

Description The description of the equipment.

Status The status of the equipment can be chosen in this field. It can be either Active or Obsolete.

Category The contact title of the vendor.

Department The department of the equipment.

Manager The manager of the department to which the equipment belongs.

Support The Support person of the department to which the equipment belongs.

Delete Indicates the column from which a record can be deleted. If you want to delete a specific record, place the mouse over the delete column of that specific record and click on it. The following message will be displayed.

Are you sure you want to delete equipment XXX? (where XXX is the vendor id)

If you click on Yes the record will be deleted and if you click Cancel the record will continue to remain.

To Add a new Equipment

To add a new category click on the menu Add a new Equipment. Clicking on the menu will display the screen below.

Equipment ID- An ID number generated by The Maintenance Software system assigned to specific equipment

Description- The description of the equipment can be entered in this field.

Category- The user needs to choose the category to which this equipment belongs from the pull down menu.

Status- The status of the equipment can be chosen in this field. This can be either active or Obsolete.

Department- The department to which the equipment belongs needs to be chosen here from the pull down menu.

Vendor- The vendor who supplies this equipment needs to be chosen here from the pull down menu

Make- The make of the equipment needs to be entered in this field.

Model- The model of the equipment needs to be entered in this field.

Serial Number- The serial number of the equipment needs to be entered in this field.

Date Acquired- The date of acquisition of the equipment needs to be entered in this field.

Manager- The Manager of the equipment needs to be chosen here from the pull down menu.

Support Person- The Support Person of the equipment needs to be chosen here from the pull down menu.

While the Equipment id is a system-generated number the user can enter / chose the other fields.

Once the user has entered the fields he can either Submit the record by pressing the SUBMIT button or clear the fields by pressing the RESET button. If the user presses the SUBMIT button the record gets added.

By clicking the link named List in this screen the user can view all the records present in the screen below

To View an existing Equipment:

If you want to view a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id.

To modify an existing Equipment:

If you want to modify a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id. The user can then make the necessary modifications.

CMMS Parts Management

Clicking on the Parts menu will display the screen below

Part ID- An ID number generated by The Maintenance Software system assigned to specific part.

Name- The name of the part will be in this field.

Description- The description of the part can be entered in this field.

Equipment- The equipment to which the part belongs will be in this field..

Vendor- The vendor who supplies this part will be in this field.

Units in Stock- The number of units of the will be here in this field.

Delete Indicates the column from which a record can be deleted. If you want to delete a specific record, place the mouse over the delete column of that specific record and click on it. The following message will be displayed.

Are you sure you want to delete part XXX? (where XXX is the part id)

If you click on Yes the record will be deleted and if you click Cancel the record will continue to remain.

To add a new Part

To add a new category click on the menu Add a new Spare Part. Clicking on the menu will display the screen below.

Part ID- An ID number generated by The Maintenance Software system assigned to specific part.

Name- The name of the part will be entered in this field.

Description- The description of the part can be entered in this field.

Equipment- The equipment to which the part belongs will be chosen in this field.

Vendor- The vendor who supplies this part will be chosen in this field.

Units in Stock- The number of units of the will be entered in this field.

Reorder Level- The re-order level of the part will be entered in this field.

Status- The status of the part can be chosen in this field. This can be either active or Obsolete.

While the Part id is a system-generated number the user can enter / chose the other fields.

Once the user has entered the fields he can either Submit the record by pressing the SUBMIT button or clear the fields by pressing the RESET button. If the user presses the SUBMIT button the record gets added.

By clicking the link named List in this screen the user can view all the records present in the screen below

To View an existing Part:

If you want to view a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id.

To modify an existing Part:

If you want to modify a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id. The user can then make the necessary modifications.

Maintenance Software Work Order Priority

Clicking on the W O Priority menu will display the screen below

ID- An ID number generated by The Maintenance Software system assigned to specific Work Order.

Description- The description of the priority will be in this field.

Delete Indicates the column from which a record can be deleted. If you want to delete a specific record, place the mouse over the delete column of that specific record and click on it. The following message will be displayed.

Are you sure you want to delete priority XXX? (where XXX is the part id)

If you click on Yes the record will be deleted and if you click Cancel the record will continue to remain.

To add a new Priority

To add a new category click on the menu Add a new Priority. Clicking on the menu will display the screen below.

ID- An ID number generated by The Maintenance Software system assigned to specific Work Order.

Description- The description of the priority will be in this field.

While the Priority id is a system-generated number the user can enter / chose the other fields.


Once the user has entered the fields he can either Submit the record by pressing the SUBMIT button or clear the fields by pressing the RESET button. If the user presses the SUBMIT button the record gets added.

By clicking the link named List in this screen the user can view all the records present in the screen below

To View an existing Priority:

If you want to view a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id.

To modify an existing Priority:

If you want to modify a specific record, place the mouse over the ID column of that specific record and click on it.

It will display the details of that specific id. The user can then make the necessary modifications.

Log out: Clicking on Log out will log out the user and display the screen below

CMMS Access Levels

With our CMMS application, you can set up an entire array of security levels so that a user is restired to the most basic elements to that of administrator rights. It's up to you to decide what employees have access to maintenance management system. More details about user rights management is listed within.

CMMS Terms

There are a lot more buzz words or acronyms common in the CMMS and Industrial Maintenance Software Industry; we have compiled a list below for your review.

  • CMM Software or CMMS: Computerised Maintenance Management Software or Computerized Maintenance Management Systems.
  • EAM: Enterprise Asset Management
  • CAFM: Computer Aided Facility Management also known as Facilities Management Software
  • FMS: Facility Management Software System also known as Computer Aided Facility Management
  • MMS: Maintenance Management System often used for manual, rather than, Computerized MMS)
  • PdM: Predictive Maintenance
  • BM or CM: Condition Based Monitoring
  • ASP: Application Service Provision or ASP web based CMMS systems used by browsers
  • BM: Breakdown Maintenance (Mantenimiento Correctivo).
  • JIT: Just In Time (Producción Justo a Tiempo).
  • LCC: Life Cycle Cost (Costo de Ciclo de Vida).
  • MI: Maintainability Improvement (Mejora de Mantenibilidad).
  • PM: Preventive Maintenance (Mantenimiento Preventivo) or Planned Maintenance
  • SPC: Statistical Process Control (Control Estadístico del Proceso).
  • TPM: Total Productive Maintenance (Mantenimiento Productivo Total -> MPT).
  • TQM: Total Quality Management (Gestión Integrada de Calidad).
  • ZD: Zero Defects (Cero Defectos).