Time needed: 5 minutes.

Easily create a preventive maintenance checklist in less than 5 minutes!

1. Download the app

   If you haven’t already, install the MaintainX app on your chosen device:
   Click here to download the app for iOs.
   Click here to download the app for Android.
   MaintainX is designed to work on iPhones, iPads, Androids and Desktop computers. In this tutorial, we’ll be creating a work order via iPhone. Your screen may appear slightly different depending on which device you are using. 

2. Open the app and create a free account

   Creating an account takes less than 15 seconds!

3. Create a work order

   Select the ‘Plus’ sign as seen in the screenshot below to get started. The only required field is a Work Order title.
   
   

   

4. Describe your work order (optional)

   Next, you have the option of uploading an accompanying image and writing a work order description. The description field is great for providing assigned workers with special instructions, context, and important data.
   
   

   
   
   
   
   

5. Upload any relevant pictures (optional)

   You can add photos to help your team understand what needs to be done
   
   

   

6. Assign Team Members (optional)

   Next, select  “Assign To,” and choose who should be notified once the work order is ready. You can assign work orders to both departments and individuals. The screen will change to show a database of previously input contacts: 
   
   

   
   
   
   If you don’t already have team members saved, you will be given the option to enter them individually or upload the contacts from your smartphone.
   

7. Set a time frame

   When should this item be assigned, and how often? Select the next prompt from the Work Order home screen, and a calendar will appear. Select a date and customize the options for a due time, start date, and repeatability:
   
   

   

8. Select a Priority level (optional)

   As you can see, our work order screen now shows the assigned worker, due date, and repeatability options we selected from the previous step. Next, rate the work order a priority of none, low, medium, or high.
   
   

   

9. Add your Procedure (optional)

   Next, select “Add Procedure or Inspection” from the light-blue box. 
   
   

   

10. Create a Procedure

    This is the “heart” of the work order. Here, you will input instructions on what needs to get done and how. You have the option of adding section headers and various form fields for work order organization: 
    
    

    

11. Select the appropriate fields

    Click on the light-blue, “check box” field, and you will see drop-down options for procedure customization options, including multiple-choice, pass/fail, fill-in-the-blank, and more. We even have a new, digital signature block feature that can be included for supervisors who prefer traditional sign-offs:
    
    

    

12. Example of a customized procedure form section

    Here you can view an example of a few form items in action.
    
    

    

13. Add a signature field (optional)

    Here’s what our signature form field looks like :
    
    

    
    
    
    Once you’re finished, select “Done” from the top-right corner to save your work. You will now be redirected to the Work Order Home Screen for final customizations.

14. Add additional classifications (optional)

    From the bottom of the Work Order Home Screen, you can assign vendors, locations, assets, and more in a similar fashion to the previous steps.
    
    

    
    
    
    If you need to include any pictures or PDFs, perhaps a formal safety document for reference, you can attach that directly to your Work Order. Simply select “Add File” at the bottom of the Work Order Home Screen. This is also a  great place to add training manuals, manufacturer’s recommendations, and other important documents that are easily misplaced. 

15. Add a Location (optional)

    For example, below is what it looks like upon opening the Location Tab. If no previously entered locations are available, begin to type a name into the location field. A blue circle will automatically appear with the option to “Create Location.”
    
    

    

16. Create a Location (if necessary)

    Select “Create Location,” and you will be taken to an interface similar to the procedure form. Here, you can customize a new location entry that can be used both now and in the future. 
    
    

    
    
    

17. Utilize Comments

    Finally, don’t forget to utilize the comments feature by switching to the Comments tab at the top-right of your screen.
    
    

    
    
    
    Our comment feature is appreciated by both managers and team members alike: Managers receive real-time, verbal confirmation of task completion, and workers can quickly ask for task clarification. Both parties can also attach files and photos directly into the comment stream. That means workers can send photographic depictions of problem areas, and managers can quickly share additional documentation.
    

18. Monitor the work order

    Lastly, monitor your assigned work order for completion. Once the order is open, you will begin receiving status update notifications. The work order will remain open until you change the status to On-hold, In Progress, or Done. You can edit the work order at any time by selecting “Edit” from the top-right corner.