Professional Services

Guided Implementation Product Terms

1. Scope of Implementation Services or Professional Services

• Coordination and communication with the Customer’s Dedicated Project Manager.
• Consulting services on MaintainX configuration and best practices from an implementation specialist.
• Configuration of customer data into MaintainX modules for Assets, Locations, Parts, Meters, Preventive Maintenance Plans, and Vendors.
• Configuration of customer workflows in MaintainX.
• Digitize and upload up to 50 Procedures into MaintainX for scheduling Work Orders.
• Training to Full Users and Administrators in app.
• Assistance with interpreting reporting metrics and KPIs through MaintainX’s reporting module.
• Modification and set-up user permissions for Enterprise plan customers as required.
• This Service is provided in English only.
• MaintainX provides the Implementation Services or Professional Services solely to facilitate Customer’s successful adoption of the MaintainX software application.  Customer is solely responsible for the design, evaluation, maintenance, and planning of Customer’s machinery, equipment, facilities, structures, systems, or works, including a licensed professional where required.  MaintainX is not authorized or licensed to practice, and does not engage in the practice of engineering.  Neither the Implementation Services, Professional Services, or the Services nor anything provided by MaintainX in connection with the Implementation Services, Professional Services, or the Services will be construed as the practice of engineering by MaintainX or any MaintainX employee.

2. Assumptions

• Customer Project Manager will provide data in a clean, structured, and editable format.
• Customer Project Manager will attend meetings, confirm data configured is compliant with customer requirements and ensure users complete training within the timeframe suggested by the implementation specialist.
• Timely customer engagement is essential to meet the implementation timeline.

3. Exclusions

• Integrations with IoT Sensors, PLC, ERP systems (e.g., SAP), or business intelligence tools.
• Historical Work order data (previously completed work orders) configuration.
• Checklist/Procedure digitization beyond the 50 included within scope.
• On-site services.

4. Customer Responsibilities

• Assign a dedicated Project Manager who speaks English to work with the Implementation Specialist to:
  • Complete the assigned Guided Implementation MaintainX Academy training site.
  • Organize and collect required data into the MaintainX Import Workbook.
  • Ensure user access to MaintainX on all necessary devices.
  • Schedule time for team members to complete training assigned by Implementation Specialists.
• Complete the Import Workbook.xlsx and upload it on the Guided Implementation MaintainX Academy training site.
• Review and approve imported data into MaintainX modules for accuracy. Customers will have thirty (30) business days to review and provide written feedback or approval.

5. Schedule

• The first meeting occurs within a maximum of four weeks of signed agreements, unless otherwise agreed upon.
• The first meeting is a Guided Implementation Introduction (15 minutes) meeting.
• Once the Guided MaintainX Academy training path is completed by the Project Manager, the customer will receive up to three Progress Check-in Meetings (30 minutes each).
• Milestones for Go-Live include:
  • Critical Assets, Locations, and Parts imported.
  • Standard Operating Procedures and Work Orders digitized.
  • Preventive Maintenance Plan scheduled.
  • Training for users complete
• Go-Live enables immediate use of MaintainX for Work Orders and PM tasks.

Expert-Led Implementation Product Terms

1. Scope of Implementation Services

• Coordination and communication with the Customer’s Dedicated Project Manager(s).
• Consulting services on MaintainX configuration and best practices from an implementation specialist.
• Configuration of customer data into MaintainX modules for Assets, Locations, Parts, Meters, Preventive Maintenance Plans, and Vendors.
• Configuration of customer workflows in MaintainX.
• Digitize and upload up to 50 Procedures into MaintainX for scheduling Work Orders.
• Training to Full Users and Administrators in app.
• Assistance with interpreting reporting metrics and KPIs through MaintainX’s reporting module.
• Modification and set-up user permissions for Enterprise plan customers as required.
• This service can be provided in English, French or Spanish.
• MaintainX provides the Implementation Services or Professional Services solely to facilitate Customer’s successful adoption of the MaintainX software application.  Customer is solely responsible for the design, evaluation, maintenance, and planning of Customer’s machinery, equipment, facilities, structures, systems, or works, including a licensed professional where required.  MaintainX is not authorized or licensed to practice, and does not engage in the practice of engineering.  Neither the Implementation Services, Professional Services, or the Services nor anything provided by MaintainX in connection with the Implementation Services, Professional Services, or the Services will be construed as the practice of engineering by MaintainX or any MaintainX employee.

2. Assumptions

• Customer Project Manager will provide data in a clean, structured, and editable format.
• Customer Project Manager will attend meetings, confirm data configured is compliant with customer requirements and ensure users complete training within the timeframe suggested by the implementation specialist.
• Timely customer engagement is essential to meet the implementation timeline.
• Customized tasks may extend beyond the standard three-week schedule.

3. Exclusions

• Integrations with IoT Sensors, PLC, ERP systems (e.g., SAP), or business intelligence tools.
• Historical Work order data (previously completed work orders) configuration.
• Checklist/Procedure digitization beyond the 50 included within scope.
• On-site services.

4. Customer Responsibilities

• For multi-site customers, assign a leader for key decisions on project progress, standardization and user adoption.
• Assign a dedicated Project Manager to work with the Implementation Specialist per site.
  • Organize and collect required data (Assets, Locations, and Procedures).
  • Ensure user access to MaintainX on all necessary devices.
  • Schedule training sessions for team members.
• Complete the Import Workbook.xlsx per site or provide clean and editable data files from existing systems. The Project Manager is responsible for clarifying any inaccuracies found by the Implementation Specialist.
• Review and approve imported data into MaintainX modules for accuracy.

5. Schedule

• Implementation will occur over three weeks per site if customer data is provided on time. The first meeting occurs within a maximum of four weeks of signed agreements, unless otherwise agreed upon.
• Up to four meetings per site with the Project Manager: Kickoff (1 hour), Progress Check-ins (30 minutes each), and Go-Live (30 minutes). Additional meetings are provided on an as-need basis.
• Milestones for Go-Live include:
  • Critical Assets, Locations, and Parts imported.
  • Standard Operating Procedures and Work Orders digitized.
  • Preventive Maintenance Plan scheduled.
  • Training for users complete
• Go-Live enables immediate use of MaintainX for Work Orders and PM tasks.

1. Scope of Integration Services

Available Workflows

2. Assumptions

• Source of Truth: QuickBooks Online will act as the source of truth for Customer and Parts records.
• MaintainX Locations must represent QuickBooks Online Customers, and the Locations feature cannot be repurposed for other functions (e.g., tracking physical locations).
• The Unit Cost on the MaintainX part will correspond to the Selling Price on the Quickbooks Product.

3. Exclusions

• Custom Fields or Procedure Fields entered in MaintainX are not transferred to the QuickBooks Online Invoice.
• Parent Hierarchy for Parts is not supported in this integration.
• An Invoice in Quickbooks Online will not generate a Work Order in MaintainX.
• After an Invoice/Estimate is generated in Quickbooks, further changes to the Work Order in MaintainX or the Invoice/Estimate in Quickbooks will not sync between the two systems.

4. Customer Responsibilities

• QuickBooks Online Administrators must assist with necessary configurations.
• Customer’s project manager and/or technical support staff will participate in meetings, data sharing, and coordination to facilitate integration progress. MaintainX will consolidate requests to minimize impact, though additional support may be needed for unplanned requirements during the build and testing phases.

5. Schedule

• Project Timeline: MaintainX Professional Services will work to meet the Customer’s schedule, contingent upon the Customer’s Project Manager and the Customer’s internal processes. The integration process is expected to follow a 3-week timeline and begins after implementation (if purchased).
  • Requirements & Data Gathering: 1 week
  • Configuration of Integration: 1 week
  • Testing & Deployment: 1 week

Motive Integration Product Terms

1. Scope of Integration Services

Workflow Selection: The Customer will receive access only to the specific workflows they have purchased from the available options listed below. Integration workflows are modular and may be purchased separately. Integration workflows that are not listed in the below list are currently not available for purchase.

Each integration workflow constitutes an Implementation Service or Professional Service, as defined in the Terms of Service (or any other applicable agreement) between Customer and MaintainX.  The Terms of Service (or any other applicable agreement) is incorporated herein and applies to such Implementation Service or Professional Service.

Available Workflows

A. Motive Asset Mapping (included in all workflows below)

• Motive Assets and Vehicles to MaintainX Assets: Each Motive Vehicle and Asset is mapped to a corresponding MaintainX Asset. The Motive Vehicle and Asset ID is stored in a custom field on the MaintainX Asset, and the Motive Vehicle/Asset Name is used as the MaintainX Asset Name.
• Automatic Creation: When a new Motive Vehicle is created, a MaintainX Asset is automatically created with the same name and Motive Vehicle ID stored in a custom field.
• Manual Creation: When a new Motive Asset is created, it must be manually created in MaintainX by an administrator, with the Motive Asset ID entered manually.

B. Motive Fleet Data Integration

• MaintainX Meters associated with an Asset containing a Motive ID will sync odometer readings and/or engine hours from Motive on a daily basis if changes have occurred since the last reading.
• Manual Meter Setup: A new Motive Vehicle or Asset requires a manually created Odometer and/or Engine Hours Meter in MaintainX, assigned to the appropriate MaintainX Asset.

C. Motive Fault Codes Integration

• Motive Vehicle Fault Codes will generate a Work Order or Work Request on a daily basis, including fields for Title, Priority, Location, and assigned Asset.

D. Motive Inspection Reports Integration

• Motive Vehicle Inspection Reports will be synced as a MaintainX Work Order or Work Request on a daily basis, including fields for Title, Priority, Location and assigned Asset. Once completed or declined, the Inspection Report will be set to “Corrected” in Motive.

2. Assumptions

• The Motive Vehicle ID is fixed on the MaintainX Asset once inputted.
• The Customer acknowledges that any new Vehicles or Assets created in Motive require manual configuration of Meters in MaintainX to associate with the corresponding Asset.

3. Exclusions

• New Motive Assets will not automatically be added to MaintainX, nor will new MaintainX Assets automatically create Motive Assets or Vehicles.
• Motive-triggered Asset Fault Codes will not generate Work Orders in MaintainX.
• Motive Inspection Reports without Defects, or with the “Corrected” or “Harmless” statuses, will not generate Work Requests/Work Orders in MaintainX.

4. Customer Responsibilities

• Motive Administrators must assist with necessary configurations.
• Customer’s project manager and/or technical support staff will participate in meetings, data sharing, and coordination to facilitate integration progress. MaintainX will consolidate requests to minimize impact, though additional support may be needed for unplanned requirements during the build and testing phases.

5. Schedule

• Project Timeline: MaintainX Professional Services will work to meet the Customer’s schedule, contingent upon the Customer’s Project Manager and the Customer’s internal processes. The integration process is expected to follow a 3-week timeline and begins after implementation (if purchased).
  • Requirements & Data Gathering: 1 week
  • Configuration of Integration: 1 week
  • Testing & Deployment: 1 week

Samsara Integration Product Terms

1. Scope of Integration Services

Workflow Selection: The Customer will receive access only to the specific workflows they have purchased from the available options listed below. Integration workflows are modular and may be purchased separately. Integration workflows that are not listed in the below list are currently not available for purchase.

Each integration workflow constitutes an Implementation Service or Professional Service, as defined in the Terms of Service (or any other applicable agreement) between Customer and MaintainX.  The Terms of Service (or any other applicable agreement) is incorporated herein and applies to such Implementation Service or Professional Service.

Available Workflows

A. Samsara Asset Mapping (included in all Samsara workflows below)

• Samsara Assets to MaintainX Assets: Each Samsara Asset is mapped to a corresponding MaintainX Asset. The Samsara ID is stored in a custom field on the MaintainX Asset, and the Samsara Vehicle/Asset Name is used as the MaintainX Asset Name.
• Manual Creation: When a new Samsara Asset is created, it must be manually created in MaintainX by an administrator, with the Samsara ID entered manually.

B. Samsara Fleet Data Integration

• MaintainX Meters associated with an Asset containing a Samsara ID will sync odometer readings and/or engine hours from Samsara on a daily basis if changes have occurred since the last reading.
• Manual Meter Setup: A new Samsara Vehicle or Asset requires a manually created Odometer and/or Engine Hours Meter in MaintainX, assigned to the appropriate MaintainX Asset.

C. Samsara DVIR Integration

• When a Driver Vehicle Inspection Report (DVIR) is submitted in Samsara, a Work Request or Work Order will be generated in MaintainX, including fields for Title, Priority, Location, and Asset. Any images attached to the DVIR will transfer to the Work Request/Order. Once completed, the Samsara DVIR will be resolved by a designated default user (to be provided by the Customer) or to the MaintainX user that completed the Work Order depending on the configuration. DVIR Defects can all be resolved upon completion of the Work Order.

D. Fault Code-Triggered Work Orders

• If a Vehicle Fault Code is triggered in Samsara, a Work Request or Work Order will be generated in MaintainX with fields for Title, Priority, Location, and Asset.

E. Samsara Location Integration

• All assets that match between Samsara and MaintainX will have a clickable link to the Samsara Live Page within MaintainX when going through implementation.
• Manual Creation: If Assets are added in the future, the Samsara Live Page will need to be manually created and added into MaintainX.

F. Samsara Geofence Integration

• If an Asset enters or exits a Samsara-defined Geofence, a MaintainX Work Request or Work Order will be generated with a Title, the Geofence name, and whether the asset entered or exited the Geofence.

2. Assumptions

• Samsara ID will remain unchanged on the MaintainX Asset after input.
• The Customer acknowledges the setup of two reserved Meter Units for Samsara data sync.

3. Exclusions

• Meter readings from Trailers are not supported for sync with MaintainX.
• Samsara Fault Codes will not be automatically resolved when the corresponding Work Order is completed.
• Individual Samsara DVIR Defects will not map to individual MaintainX Procedure Fields. It is assumed that once the Work Order is completed, all DVIR Defects have been resolved.

4. Customer Responsibilities

• Customer’s Samsara Administrator(s) must assist with the initial Samsara configuration.
• Customer’s dedicated project manager and/or technical support staff will be available for meetings, data transfers, and overall coordination. MaintainX will consolidate requests to minimize additional impact, though further support may be required to address unforeseen needs during build and testing phases.

5. Schedule

• Project Timeline: MaintainX Professional Services will work to meet the Customer’s schedule, contingent upon the Customer’s Project Manager and the Customer’s internal processes. The integration process is expected to follow a 3-week timeline and begins after implementation (if purchased).
  • Requirements & Data Gathering: 1 week
  • Configuration of Integration: 1 week
  • Testing & Deployment: 1 week