CMMS: 17 Key CMMS Features to Look For

Table of Content

Essentially, the features of CMMS enable you to monitor and oversee maintenance activities across various business locations, providing maintenance managers with accessibility to necessary

information from any device and location. The computerized maintenance management system serves as integrated software, consolidating various functionalities into a unified platform.

In this article, we will explore key CMMS features essential for assessing when acquiring CMMS for your business’s maintenance operations.

 CMMS Features to Look For

List of CMMS features

Scheduling Maintenance:

A fundamental and crucial feature of CMMS involves streamlining the maintenance scheduling process. This feature supports managers and technicians in efficiently managing maintenance operations, particularly when dealing with a large number of assets. It becomes challenging to keep track of which assets have undergone maintenance and which ones haven’t. The automated CMMS program addresses this by sending notifications to the team about upcoming maintenance requirements, making it easier for technicians to prepare in advance.

Managing Work Orders:

Properly defining and managing work orders is essential to avoid a first-in, first-out approach, which can lead to issues when urgent work orders arise. Ineffective management of work orders can result in critical tasks not being completed on time. Work order management within CMMS provides details such as work priority, required time for completion, technician availability, and more. This information is available for both regular maintenance work and repairs, aiding technicians in completing maintenance tasks effectively.

Maintenance Logs:

Maintenance logs play a crucial role in helping technicians understand the actual problems with assets. They provide a record of issues faced by equipment, along with their respective solutions. All relevant information, including problems and their solutions, is stored in maintenance logs. This saves time for future operations if similar issues arise.

Checklists for Maintenance Work:

Maintenance work checklists are used to confirm the activities that need to be completed, ensuring that no essential tasks are overlooked. CMMS assists technicians by updating the status of each task in the work order checklist. This feature keeps managers informed about the progress of daily work.

Proactive Maintenance:

A proactive maintenance strategy aims to identify the root cause of issues before they become complex problems. Every piece of equipment undergoes degradation over time, leading to inefficient operation. A robust proactive maintenance strategy, facilitated by CMMS, helps extend the life of equipment and ensures optimal performance.

Tracking Inventory:

CMMS eliminates the need for organizations to rely on spreadsheets and excel for inventory tracking, minimizing errors. Accurate inventory tracking is crucial for technicians to perform effective maintenance operations. The system alerts the stock manager about low inventory levels, facilitating timely reordering.

Reports & Analytics:

CMMS software generates reports related to work schedules, work order history, preventive maintenance works, asset history, labor skills, and other essential information. These reports aid in budgeting, analyzing information, and auditing activities, providing insights into key performance indicators.

Vendor Management:

CMMS features include vendor management, allowing users to keep track of suppliers and buyers of equipment and spare parts. Information about vendors, including contract details, prices, and deals, is readily accessible.


Integral to CMMS modules, the purchasing feature initiates the procurement of materials and parts needed for maintenance operations once a work order is ready. The system notifies the maintenance manager about any unavailable items, enabling adjustments to the work schedule and avoiding unexpected delays.

Incident Management:

This CMMS feature enables users to submit accidents, anomalies, operator notifications, notices, and other information without creating a work order. Maintenance managers can stay organized and on top of all maintenance work with the support of this tool.

Safety Management:

CMMS records safety plans and compliance requirements for each asset operating in the unit. Regular maintenance tasks are created to ensure that every asset receives routine maintenance, preventing mishaps caused by neglected hazardous materials.

Integration with Other Systems:

Most CMMS software programs offer integrations with various business systems, including project management software, asset tracking systems, and accounting software. These integrations allow users to exchange data between different platforms, enhancing overall efficiency.

Labor and Resource Management:

CMMS helps maintenance managers monitor the labor hours used for maintenance tasks, enabling the generation of reports displaying labor costs for each job, asset, or work order. It also aids in scheduling maintenance employees’ work and tracking their working hours.

Document Management:

CMMS can function as a document management system (DMS), storing and organizing manuals, schematics, blueprints, and other documentation about assets and equipment.


A personalized dashboard within CMMS provides an effective way to obtain data, allowing users to track key performance indicators, view work requests and asset data, and quickly evaluate inventory levels.

Mobile Access:

CMMS platforms with mobile access ensure that maintenance personnel can access all necessary information when working on different sites. This feature significantly increases maintenance productivity and saves time by eliminating the need for calls or emails to confirm details.

Facilities Maintenance:

CMMS helps manage an organization’s facilities and assets, providing a way to oversee structures, areas, and people. Facility management ensures that issues are addressed promptly, saving money in the long run and ensuring that facilities remain in excellent condition.

Automatic Meter Reading:

Automatic meter reading involves the automatic gathering of usage, diagnostic, and status information from water or energy metering systems. This data is sent to a central database for analysis, invoicing, and troubleshooting.

What is the most unique and powerful feature of CMMS?

The most unique and powerful feature of a Computerized Maintenance Management System (CMMS) is its ability to enable predictive maintenance. Through advanced algorithms and data analytics, CMMS predicts potential equipment failures based on historical performance data and real-time monitoring. This proactive approach allows organizations to address issues before they lead to costly breakdowns, minimizing downtime and extending the lifespan of assets. Integrating predictive maintenance into the workflow empowers organizations to transition from reactive to proactive maintenance strategies, optimizing resource allocation and fostering a more efficient, cost-effective, and sustainable approach to asset management.

Why is CMMS Essential?

CMMS software plays a vital role in minimizing machine downtimes, which stands as a primary objective for any maintenance department. The reduction of downtime is directly linked to increased asset availability. A deeper understanding of machinery assists technicians in expediting repairs more efficiently. The automation of manual tasks enhances productivity, allowing for more maintenance activities to be carried out, thereby decreasing the occurrence of equipment breakdowns.

Accurate inventory management within a CMMS ensures that the appropriate equipment is consistently available in the correct quantities to support preventive maintenance efforts. This feature is another aspect of CMMS that contributes to the reduction of downtime. The reports generated by CMMS offer insights into the performance of your team, pinpointing areas for improvement to enhance the overall efficiency of maintenance operations. This capability not only saves money but also positively impacts your bottom line by significantly decreasing downtime.

What Functions Does A CMMS Contain?

Before selecting a CMMS program, a maintenance manager needs to consider several factors. In this context, these considerations would encompass the essential features found in any top-notch maintenance management software. These features include work order management, scheduled maintenance planning, inventory management, asset management, maintenance reporting, and a mobile application.

Utilizing the functionalities of CMMS can effectively address a majority of maintenance challenges. It’s crucial to take into account the daily challenges faced by your maintenance team, which can range from backlogs and equipment failures to issues like missing parts and cost overruns.


Through the implementation of CMMS, companies can effectively oversee and regulate their manufacturing facilities, tools, and equipment used in daily operations. For a software product to be classified as a maintenance management system, it must fulfill the following criteria:

  1. Manage diverse types of assets across multiple locations.
  2. Maintain an inventory of necessary replacement components, maintenance tools, materials, and supplies.
  3. Schedule maintenance tasks, encompassing replacements, repairs, and inspections.
  4. Efficiently allocate and manage manpower and replacement parts for maintenance activities.
  5. Provide comprehensive reports and analyses on mechanic productivity, maintenance costs, and asset utilization.
  6. Ensure that assets comply with all relevant safety and environmental regulations.
  7. Offer a mobile-friendly interface or mobile applications for field service technicians.
  8. Enable organizations to extend the life of assets at a minimal cost by facilitating the planning and management of assets along with associated maintenance expenditures.




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