MaintainX Feature Glossary

MaintainX Feature Glossary

Caroline Eisner avatar
Written by Caroline Eisner
Updated over a week ago

MaintainX Feature Glossary

Let's take a quick and closer walkthrough of the MaintainX desktop.

On the left sidebar, you will see the following tabs:

  • Work Orders

  • Purchase Orders

  • Reporting

  • Assets

  • Messages

  • Categories

  • Parts Inventory

  • Procedure Library

  • Meters

  • Locations

  • Teams and Users

  • Vendors

Work Orders

The Work Orders tab displays your work orders according to filters you select, as well as by those needing to be done and those that are done. You can rank them also by unread first, creation date, due date, last updated, and priority.

Purchase Orders

The Purchase Orders tab simplifies operational workflows by integrating with Vendors, which is useful when ordering Parts and Assets. The Purchase Order feature provides cost-tracking accountability, typically standard when seeking approval for expenses and when accounting departments need to supply matching PO numbers for expenditures. MaintainX users can send Purchase Orders to anyone within their organization who is connected to MaintainX AND to those outside MaintainX via email addresses.


The Reporting tab provides information about your work orders, including a summary dashboard that displays work orders by created and completed, repeatable and reactive, status, and priority. The dashboard also provides important Time and Cost Analysis.


The Assets tab simply lists your organization’s assets. From this sidebar, you can click on any asset to view the complete entered information about an asset, edit this information, and add an asset to a new Work Order. Here you can also create a new Asset.


The Messages tab is your Maintainx communications headquarters. From here, you can create messages for individual users and for teams. MaintainX is the only CMMS on the market with this functionality. Just so you get an idea of how great this function is, those of us who work at Maintainx use this messaging tab for all of our communication.


The Categories tab lists all of the categories that your organization has created to help delineate Work Orders according to your own needs and purposes. These are listed in alphabetical order. From here, you can view any category in more detail and create new Categories to group your work orders.

Parts Inventory

The Parts Inventory tab is very powerful. Here your parts are also listed in alphabetical order. From this tab, you can create new parts, view parts in more detail, and, as you can see from this top bar, view which parts need to be restocked or view them through Type, Asset, Vendor, and Location filters.

Procedure Library

The Procedure Library tab is very exciting. Here you will find templates for an enormous range of procedures that you can tailor specifically for your own Work Orders. You can search for procedures, copy and edit procedures, and assign procedures to new Work Orders. When we talk about saving you time, this is one of the key ways. We are always collecting and including new procedures in our global Procedure Library.


The Meters tab lists your organization’s meters in alphabetical order. From here, you can record meter readings, edit and copy meters, and attach your meters to new Work Orders.


The Locations tab provides all of the locations you have created and added to Assets, Work Orders, Vendors, and Teams in charge. You can create Locations in advance or add them as you create and assign Assets and Work Orders. Again, the location information is only as useful as the information you supply.

Teams and Users

The Teams and Users tab is crucial to assigning your Work Orders to those who will get the work done. Users you have invited to MaintainX and who have accepted your invitation are listed alphabetically, as are teams, which you build by adding users.


The Vendors tab, like Locations and Assets, lists in alphabetical order the Vendors you have entered into MaintainX. You can add new Vendors directly from this tab, supplying useful information like email addresses, phone numbers, files, locations, and assets, or you can add vendors when creating assets. This information is particularly useful when ordering a part from a job site.

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