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CMMS Features Every Maintenance Department Needs

Published on February 28, 2022

Updated on April 26, 2022

Finding the right CMMS can be time-consuming and overwhelming. You need to know which CMMS features will get you the most value, so you can focus on maintaining equipment. We’ve already done all the research for you. 

In this article, you will learn which CMMS features are the most important for your maintenance team so you can streamline your maintenance operations. 

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Essential Guide to CMMS

Must-have CMMS features

If you’re reading to upgrade from Excel spreadsheets, it’s important to know what to look for in a maintenance management software. Here are the most essential functions you should look for in a CMMS:

  • Asset management
  • Work order management
  • Preventive maintenance
  • Spare parts inventory management
  • Reporting
  • Work request portal
  • User-friendly mobile app

[Guide: Essentials of CMMS]

How to use a CMMS to increase your ROI.

How to read and use reports.

What core features really make a difference to your maintenance crew.

Preview features in Limble CMMS

Asset management

Here’s what asset management looks like in Limble:

  • Maintenance logs reports: allow you to track everything that’s been happening with your assets so far (breakdowns, repairs, PMs, MTTR and MTBF, data from condition monitoring sensors if you use any, etc.)
  • Centralized asset card: allows for a clear overview of everything related to your asset (view Asset Information, Work Orders, Preventative Maintenance, logs and reports for a selected asset in one place)
  • Asset hierarchy organization: the ability to organize your assets in a parent-child hierarchy is a huge time saver (you can see how this looks like in Limble in the GIF below)

asset hierarchy example

Managing maintenance work

Here’s what managing maintenance work looks in Limble:

  • Calendar of current and upcoming tasks: clearly see what’s on the schedule in the near future and easily change dates (as illustrated on the picture below)
  • Set (and change) task priority: let your team know what order they should do their work in so the most important tasks are always completed in a timely manner
  • Automatic work logging: Work Orders and PMs are automatically logged into an asset’s maintenance log when completed
  • Manage work dashboard: view all critical information like tasks that are currently in progress, due dates, task priority, and so on 

Preventative maintenance

Here’s how setting up PMs works in Limble:

  • Automatic PM scheduling (based on time, events, or sensor meter readings)
  • Drag-and-drop calendar: allows a quick overview of all open work and upcoming PM schedules
  • Task template builder: we also call it “PM builder” as most clients use it to outline the workflow for specific PM tasks, so all technicians have a clear process they can follow (you can see one example in the picture below)

Spare parts inventory management

Here’s how managing spare parts inventory looks in Limble:

  • Barcode lookup: custom QR codes provide an easy way to track and access your inventory
  • Yearly forecasting for optimizing stock levels
  • Instant push and email notifications (when a part’s quantity reaches a set threshold)
  • Automatic part usage tracking: the inventory is automatically updated to reflect the parts used in WOs and PMs

See how these features look in action:


Here’s how data-rich reporting works in Limble:

  • Dashboard overview for tracking critical KPIs
  • Reports that are automatically generated and updated based on your maintenance logs
  • Custom report builder for creating highly customizable reports (as seen on the screenshot below)
  • Completing thorough work orders is all that’s required to compile powerful reports. Limble takes all the data and automatically aggregates it for a variety of reports — no extra work required on your part.

CMMS Maintenance Reports and Dashboards

Work request portal

Here’s how submitting work requests goes in Limble’s work request portal: 

  • Submit requests by scanning a custom QR code with a mobile phone that navigates to a unique URL. Maintenance technicians will receive the request connected to the exact asset that needs service.
  • Set up required fields in the work request portal so the maintenance team has all the information they need from the requester.
  • Easily notify the requester on the status of the repair by commenting on the work request — no outside calls or emails necessary.

Powerful CMMS features that level up your maintenance

Now that you know the basic CMMS features and how they work, we want to help you learn how to step up your game. Below we outline several powerful features that go beyond the basics and really help you take your maintenance team to the next level.

Integrations with other business solutions

Integrations with other business solutions might not be important for small or medium-sized businesses but will appeal to enterprises. 

With Industry 4.0 and a growing interconnectedness of different assets and devices, companies can mine an extraordinary amount of data and are still searching for new ways to process and use that data in practice. 

Predictive maintenance capabilities

Predictive maintenance is powerful because you can base maintenance decisions on the constant flow of sensor data collection. You can get notifications in real-time when an anomaly calls for repair. 

Predictive maintenance has been proven to be the best maintenance strategy, with an ROI in the 10X range. 

Condition monitoring sensors

As more businesses look to employ advanced proactive maintenance methods like condition-based maintenance and predictive maintenance, condition-monitoring sensors become a requirement for your maintenance toolbox.

These sensors track data directly from your equipment and send it to your CMMS so that you have the most accurate information at all times, without even being onsite. 

With a wide variety of available sensors on the market today, there is no shortage of the conditions you can track. Learn more about using sensors to increase your ROI by reading about IoT sensors.

Workflow automations 

Thanks to advancements in technology and cloud-based platforms that utilize the benefits of data automation, maintenance planning and scheduling can not only be automated, but the accuracy can also be considerably improved.

Workflow automations in Limble, you will be able to set triggers on specific events so that everyday common tasks are automatically completed. 

Reach your goals with Limble CMMS 

The name of the maintenance game revolves around balancing productivity and costs, trying to answer a question: How can a maintenance department be as productive as possible with a limited budget? A CMMS is one of the solution to this challenge. 

For a deeper dive on all-things CMMS, check out our Essential Guide to CMMS.

Think Limble might be right for your team? Schedule a demo, or send us an email to learn more about how Limble can help your team reach your goals. 

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Limble Ranked #1 by maintenance experts in the field

G2 - Easiest to use 2021Software Advice - FrontRunners 2021Capterra - Shortlist 2021G2 - Best Support 2021
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  • Sept 17
    5 Star Rating

    Great Product, Even better support!

    "I started using Limble after trying out many other off the shelf CMMS software and I quickly fell in love with the ease of use, intuitiveness yet the power this tool provided me and my team. The ability to see automatically generated and customized reports meant that I could choose whether I wanted to see things at a micro level or a macro one, or both of them together."

    Aug 09
    5 Star Rating

    Great time saver

    "On average, [Limble] saves me an hour to two hours a day, depending on the workload. The biggest thing for me is being able to do things on my phone, on the fly."

    Jan 18
    5 Star Rating

    Limble is the best thing to happen to this company

    "Limble does such a good job at keeping track of what's been done and letting me know when and what I need to do next."

  • Mar 6
    5 Star Rating

    A very simple and elegant CMMS system

    "If you've had prior experience with CMMS systems, Limble is very intuitive. The ability to view and use the software on multiple platforms is very advantageous. I was able to become proficient and launched the system after only 2 weeks. Support from Limble is fantastic - very prompt and they work well with you to truly understand your questions."

    Dec 03
    5 Star Rating

    It just works

    "Honestly - the customer support has been fabulous. We had a minor feature request that was deployed within 24 hours - which is unheard of. Even better when you consider our business is located in a completely different time zone (somewhere in Australia). Limble is quite intuitive and I love the ability to have assets nested within each other."

    Jul 10
    5 Star Rating

    Great user friendly product

    "Love the fact that the product can be used on my phone, tablet, and laptop. It also has made several updates to make an even better product."

Download our Preventative Maintenance Checklist

Take the management stress away from preventative maintenance.

Preventative Maintenance Checklist
  • Cheat-sheet to better productivity and reliability
  • Steps we've learned over years working with thousands of customers
  • Important tips to help you avoid common costly pitfalls when creating your PM plan

13 Easy to-do Steps to Improved Preventative Maintenance