A CMMS provider should never be chosen based on a flashy product demo. Instead, it should depend on how well the solution matches your pre-defined, comprehensive set of system requirements.
Without them, it is easy to fall for a solution with advanced functionality that misses the mark on some basic features.
This guide lays out a simple framework for defining CMMS system requirements in 2025. Instead of a generic feature checklist, we’ll focus on setting core capabilities your maintenance software must deliver to work for your team and operations.
1. Seamless work order management
Work order management is the operational engine of a CMMS. A modern system should streamline the entire lifecycle of a work order — from the initial request to final close-out. It must act as the central hub for both planned and unplanned maintenance tasks, giving your team clarity and control over daily workflows.
Your system requirements for work order management should include:
- Centralized dashboard: Get a real-time view of all open work orders, including status, priority, and assigned technician.
- Mobile accessibility: Technicians must be able to receive, update, and close work orders in the field, with the ability to add photos and notes.
- Automated workflows: The system should route requests to the right person, automate approvals, and instantly notify technicians when jobs are assigned.
- Labor and cost tracking: Built-in tools to record labor hours and parts usage for accurate cost reporting and analysis.
2. Robust asset management
Your CMMS should serve as the single source of truth for all equipment. And effective asset management is the foundation of any proactive maintenance strategy. It gives you a complete digital logbook for every critical asset in your facility or plant floor.
Your system requirements for asset management should include:
- Asset hierarchies: The ability to organize assets in parent-child structures (e.g., Plant > Production Line > Conveyor > Motor) to track costs and pinpoint problem areas.
- Complete maintenance history: Automatically log every work order — planned and reactive — directly to the asset profile, creating a permanent, searchable service record.
- Centralized document storage: Attach OEM manuals, schematics, warranties, and other critical documents to each asset profile for quick access in the field.
- QR code and barcode functionality: Generate and attach scannable codes to physical assets, allowing technicians to pull up histories or create work orders instantly from their mobile device.
Tip: Take the time to build accurate asset hierarchies during CMMS implementation. Proper structures unlock powerful reporting, letting you roll up maintenance costs by line, system, or facility. You will see where your resources are going — and where you can cut waste.
3. Ability to run preventive and predictive maintenance
A modern CMMS must provide the tools to shift your team from a reactive to a proactive maintenance strategy. Its core purpose is to help you get ahead of equipment breakdowns through a strong preventive maintenance engine, with a clear path toward predictive strategies as your program matures.
Here’s what you should ask from your CMMS in this area:
- Flexible PM scheduling: Options to schedule tasks by multiple triggers, including fixed calendar dates, meter readings, or condition-based alerts.
- PM checklists and procedures: The ability to create and attach step-by-step checklists directly to recurring PM work orders to ensure consistency and completeness.
- Predictive maintenance (PdM) capabilities: The ability to integrate with IoT sensors to capture real-time asset health data (e.g., vibration, temperature) and use it to predict failures before they happen.
Keep in mind: Predictive maintenance requires a strong foundation of clean, high-quality maintenance data. Prioritize CMMS platforms that excel at preventive scheduling first — this sets the stage for a successful PdM program later.
4. Integrated inventory and parts management
You can’t repair equipment without the right parts. A modern CMMS must include a comprehensive parts inventory management module to give you control over MRO (Maintenance, Repair, and Operations) inventory. Done well, this reduces equipment downtime and keeps maintenance costs in check.
Your CMMS system requirements for parts inventory should include:
- Real-time stock levels: An accurate view of how many parts you have and where they are, whether in a central storeroom or on a technician’s truck.
- Multi-location inventory management: The ability to manage parts across multiple storerooms, warehouses, or facilities while maintaining a consolidated view of overall stock.
- Automated procurement: The option to set minimum stock levels for different items that trigger purchase alerts or requests when supplies run low.
- Parts and work order integration: A capable CMMS automatically links parts to work orders and assets. This helps you track costs and see which assets consume the most inventory.
Here’s why it matters: With integrated inventory, a technician can confirm on their mobile app that the three filters needed for a PM are in stock and reserved. They pick them up, complete the task in one trip, and move on. Without it, they arrive at the storeroom only to find parts missing — turning a 30-minute task into a week-long delay.
5. Customized reporting and dashboards
A CMMS is a powerful data collection tool, but the data is worthless if you can’t easily access, analyze, and share it. One of the most important system requirements in 2025 is the ability to convert raw maintenance data into actionable business intelligence. Strong reporting is critical for tracking performance, justifying budgets, and making informed decisions.
When it comes to maintenance reports and dashboards, your CMMS should offer:
- Real-time dashboards: The option to see your most important KPIs — like PM compliance, downtime, MTTR, and wrench time — at a glance with clean, visual dashboards.
- Custom, automated reporting: The ability to create custom reports (e.g., monthly maintenance cost summaries) which can then be generated and delivered to stakeholders automatically, on a recurring schedule.
- Filtering and exporting: Quickly filter data by asset, technician, or date range, and export it for deeper analysis in other tools.
- Drill-down capabilities: The ability to move from high-level KPIs into the underlying work orders, parts usage, or costs driving those numbers. This ensures your team can diagnose root causes, not just view surface trends.
6. Native mobile capabilities
Maintenance happens on the floor, not at a desk. That’s why a full-featured, user-friendly CMMS mobile app is one of the most critical CMMS requirements. The quality of mobile access directly impacts both user adoption and the accuracy of your maintenance data.
Your requirements for the mobile app should include:
- Full work order management: Technicians must be able to receive jobs, log notes and photos, track time, add parts, and close work orders from their mobile device.
- Offline functionality: The app should be able to work without connectivity (e.g., basements, remote sites) and sync data automatically once online.
- Asset information access: Technicians should be able to scan a QR code and instantly see the asset’s full history, manuals, and spare part requirements.
- Push notifications and alerts: Real-time mobile notifications for new assignments, updates, or escalations keep technicians responsive without relying on email.
Tip: Prioritize a CMMS that was truly born mobile rather than one with a stripped-down version of its website interface. Mobile-first platforms are designed for technicians in the field, delivering a faster, more intuitive, and more reliable experience. This technician-centric design approach is a hallmark of leading cloud-based CMMS platforms like Limble.
7. Deep integration options
A modern CMMS must be able to connect and share data with your other critical business systems. It is the only way to break down information silos and create a single source of truth for your entire maintenance operation.
Your CMMS requirements for integrations should include:
- Robust API: A well-documented, powerful API is a core requirement for a future-proof system.
- Prebuilt connectors: Look for ready-made integrations with common business software, especially ERPs like SAP and Oracle, to reduce implementation effort.
- IoT connectivity: The CMMS should be able to capture real-time data from IoT sensors to enable condition-based and predictive maintenance strategies.
Keep in mind: Even if you don’t plan to use integrations on day one, a strong API is non-negotiable. As your operations and technology evolve, it ensures your CMMS can grow with you — protecting your investment for the long term.
8. Strong security and compliance support
You’re trusting your CMMS with critical operational data, which makes robust security a non-negotiable. At the same time, the system should actively support your regulatory compliance obligations by making it simple to document and retrieve maintenance records.
Your system requirements for security and compliance should include:
- Strong data security: CMMS vendors must provide encryption, secure cloud hosting (e.g., AWS or Azure), SOC 2 compliance, and regular backups.
- User permissions and controls: The ability to define granular user roles so each team member only accesses the information and functions they need to do their job.
- Digital audit trail: You’ll want automatic, time-stamped, and uneditable logs of all maintenance activities to simplify audits and prove compliance.
Here’s how it works: If an auditor requests the service history of an asset from the past two years, you shouldn’t need to dig through filing cabinets. Instead, your CMMS should generate a detailed report in seconds, showing every PM and repair performed, who completed it, and when.
9. Ongoing customer support
When evaluating CMMS providers, you’re not just buying software — you’re entering a long-term partnership. Responsive, knowledgeable customer support can be as critical as the product itself. A great platform with weak support will ultimately lead to frustration and low adoption.
Your requirements for customer support should include:
- Clear service-level agreements (SLAs): The vendor should guarantee response times for support requests.
- Multiple support channels: Access to assistance via phone, email, and live chat ensures issues are resolved quickly.
- Dedicated account representative: A single point of contact who understands your operation and can provide proactive guidance as your needs evolve.
- Comprehensive training resources: A comprehensive knowledge base, video tutorials, and live training sessions to help your team maximize the value of the system.
See why Limble is the right CMMS for your maintenance team
Choosing a CMMS is a major decision. The right platform must meet today’s requirements while being ready for tomorrow’s challenges. A modern system should simplify your workflows, empower your technicians, and deliver actionable data that drives your business forward. Limble was built from the ground up with these principles in mind.
A user-friendly platform your team will actually use
Ease of use is the most important feature of any CMMS. That’s why we’ve designed Limble with an intuitive interface and a best-in-class mobile app. Technicians can be trained to close out their first work orders within minutes, ensuring fast adoption and reliable data from day one.
A powerful engine for proactive maintenance
Limble gives you all the tools you need to move from reactive fixes to a proactive maintenance program:
- Work order management: Streamline the entire workflow from request to completion.
- Preventive maintenance: Automate schedules with flexible triggers (time, usage, or condition-based) to reduce downtime and extend asset life.
- Asset & inventory management: Gain full visibility with robust asset tracking and real-time control of spare parts.
The data you need to prove your impact
Good data drives better decisions. Limble’s customizable dashboards and automated reporting tools make it easy to monitor asset performance, track maintenance costs, and show leadership the financial impact of your team’s efforts.
If you’re looking for a CMMS solution that is purpose-built to meet the non-negotiable requirements of modern maintenance teams, Limble is the right choice. See what it has to offer by creating a free account.
CMMS system FAQs
How do I know my maintenance data is secure in a cloud-based system?
A reputable cloud CMMS provider will have multiple layers of security. This typically includes data encryption (both in transit and at rest), secure cloud hosting on a major platform like Amazon Web Services (AWS) or Microsoft Azure, and robust user permission controls.
For added peace of mind, look for providers with third-party certifications such as SOC 2 or ISO 27001, which verify that their systems meet strict security and compliance standards.
What makes a good CMMS?
A good CMMS is one that actually makes maintenance management easier. At its core, it should streamline work order management, simplify preventive maintenance scheduling, and serve as a reliable source of truth for all asset information.
The best CMMS platforms also provide:
- Ease of use: An intuitive interface and mobile app that technicians will actually use.
- Scalability: The ability to grow with your team, assets, and facilities without slowing down.
- Strong reporting tools: Real-time dashboards and automated reports that turn data into actionable insights.
- Integration options: APIs and prebuilt connectors to connect with ERP, IoT, or other critical business systems.
- Security and compliance: Robust data protection and audit-ready recordkeeping.
Ultimately, a good CMMS is one that your team adopts quickly and continues to deliver value as your operations grow.
How much does a CMMS system cost?
Most cloud-based CMMS solutions use a subscription pricing model, billed per user per month. Entry-level plans typically range from $20–$50 per user/month, while more advanced tiers with features like analytics, IoT integrations, or advanced reporting often fall between $60–$120+ per user/month. Many vendors also offer enterprise plans with custom pricing for larger teams and multi-site operations.
Who is responsible for backing up my data?
In a cloud-based CMMS, the vendor is responsible for managing backups as part of their hosting and security protocols. This typically includes automated, frequent backups stored across multiple secure data centers to protect against data loss.
That said, it’s still good practice to confirm the provider’s backup policies — including frequency, retention period, and recovery procedures — so you know exactly how your data is safeguarded and how quickly it can be restored if needed.
Can a single CMMS handle all of our different plant locations?
This is a critical scalability requirement. Basic CMMS platforms may be limited to a single location — a truly scalable, modern CMMS solution is designed for multi-site operations.
Key features to look for include multi-site reporting, location-specific user permissions, and centralized asset hierarchies and dashboards. These capabilities ensure that each facility can operate independently day to day, while management maintains oversight and consistency across the organization.
What kind of training and support should I expect from a CMMS vendor?
This varies significantly between providers. Look for a vendor that offers comprehensive onboarding, live training sessions for your team, and ongoing technical support through multiple channels (phone, email, chat) that is included in your subscription pricing.