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A computerized maintenance management system (aka, CMMS software) is many things a digital repository, a vital communication channel, an audit log and a business investment to name a few. But one thing it usually isn’t is free. Luckily, there are some excellent free CMMS software solutions on the market. To help you in your search, we’ve made a list of the best free maintenance management software for the upcoming year.
Compare Top CMMS Software Leaders
This Article Will Cover:
What is CMMS?
First, let’s explore those “many things” CMMS software is and can do. CMMS software optimizes the maintenance process by centralizing communication, digitizing tasks, streamlining workflows and tracking maintenance histories.
It’s used across many industries, particularly those that require continual upkeep of physical assets such as science equipment, machinery and trucking fleets.
Some other software categories that perform CMMS functions or cross over with CMMS are:
While every CMMS software (free or paid) offers different modules and functions, the core CMMS features are more or less uniform across the board. The key CMMS requirements include:
- Asset Management
- Work Order Management
- Inventory Management
- Procurement Management
- Program Management
- Preventive Maintenance Management
- Materials Management
- Reporting and Analytics
Some systems offer more features and others offer only selected capabilities. Identifying which features are most important to your organization can help you decide whether to get maintenance software free or at cost.
For an in-depth look at CMMS, visit our CMMS research center.
Open Source vs. Free Software
You may have come across the concept of open source software in your search for free CMMS. On the surface, they may seem similar or even identical, but if you dig a little deeper you’ll find a different story.
Since there are both open source and free CMMS solutions on the market, let’s break down the definitions of both so you know what you’re getting.
Open Source
Open source software can be free, but that’s where its similarity to free software ends. The hallmark of open source platforms is that they provide the source code (hence the name) so anybody can modify it. There are different types of open source licenses, but the availability of the base code is the key thing to remember.
The biggest draw of free open source CMMS software is the level of control. Because you can access and change the source code, it’s % customizable. However, that’s also its main drawback. If you don’t have the proper expertise or an IT team to handle the technical aspects, it won’t do you much good.
Free
Free maintenance management software, in contrast, refers to a solution open source or proprietary that you don’t have to pay to use. When looking for a free CMMS, proprietary software is the most common option. Offered by a specific vendor, it’s usually the free version of a premium solution, a topic we’ll cover more in the next section.
For the purposes of this article, we’ll strictly focus on proprietary maintenance software that’s free.
Compare Top CMMS Software Leaders
Should You Choose Free Software?
If CMMS does so many things, how can software providers make CMMS free? Typically, free maintenance software comes from vendors that also offer paid versions they offer CMMS software free so that as users’ organizations grow or needs change, they’ll upgrade to the paid version rather than seeking out a different free option. Think of it as an extended free trial program with benefits for both parties.
Additionally, the cost of CMMS can be a significant hindrance to implementation, so offering it for free lowers that barrier to entry, giving smaller operations a chance to give CMMS software a try without the cost of an expensive platform.
That being said, most free CMMS software has significant limitations compared to its paid counterparts to incentivize this upgrade process. Free CMMS platforms have less robust functionality, offer limited or no support without a subscription, and may have restrictions such as limiting the number of users who can access it or the number of work orders you can generate.
While free software can seem like a huge perk, it’s important to consider what you’re missing out on. Free solutions are a viable option, but we encourage you to carefully consider whether the pros of a free system truly outweigh the benefits you’d get with a full-fledged, premium CMMS.
To sum up, free CMMS software is really only for small businesses or organizations trying their very first CMMS. If your organization is a mid-sized organization or enterprise, there are plenty of affordable CMMS options out there that won’t break the bank.
How CMMS Can Help Your Company
Technology is changing industries right and left, and the maintenance space is no exception. Gone are the days of paper stacks, complicated spreadsheets and inefficient processes. A CMMS system can change the game at your company by:
- Streamlining Maintenance Scheduling: Many of the best CMMS solutions enable you to schedule routine maintenance to prevent asset downtime or failure. The software handles it for you, removing the need to tackle it manually.
- Providing Quick Access to Asset Data: Rather than digging through files or spreadsheets to find historical info, you can quickly navigate to asset and equipment data. Everything is stored in the system, so you’re never missing info and it’s easy to keep records updated.
- Simplifying KPI Tracking: The biggest problem with manual processes is how scattered information can become. CMMS platforms solve this by centralizing data and providing summaries via reports and dashboards so you can monitor KPIs without all the hassle.
One thing worth noting is that some common benefits will be hard or impossible to realize with a free CMMS. For example, automated maintenance scheduling may only be offered in a paid version or you may have to upgrade if you want dashboard capabilities.
Best Free CMMS Software
Time to get down to business and explore the best free CMMS software on the market. Our analysts examined dozens of solutions in search for the top CMMS free of charge so you don’t have to. Here are their picks:
ManWinWin
First on our list is ManWinWin. With paid plans and a free version, alongside the choice to deploy in the cloud or on-premise, it offers a lot of flexibility for companies.
Core features enable users to manage assets, fleets, financials and purchase orders, as well as maintain buildings and facilities. Additionally, the free option comes with an impressive array of capabilities including item types, stock item coding standards, cost centers, work order calendars and usage history.
A calendar showing work orders in ManWinWin.
Top Strength
ManWinWin’s free version provides reporting and analytics capabilities for one user and a max of assets. This gives you real-time insights into metrics such as mean time between failure (MTBF), mean time to retire (MTTR) and mean wait time (MWT). You can apply filters, choose an analysis period and create your own indicators using a formula editor.
Free Features Include:
- Maintenance Management: Schedules provide details such as forecast cost, materials, man-hours, duration and tasks involved, giving you a complete picture of what the job requires. The system lets you group maintenance tasks into different types and includes a logic structure that shows relationships.
- Dashboard: This feature provides a high-level summary for data like asset status, overall maintenance expenses, work order progress, purchase orders, the cost to maintain each asset and more.
- Work Orders: The software logs interventions in the form of work orders. Statuses, color-coded alerts and a calendar view of scheduled maintenance provide you with full visibility into every project. You can also tie tasks, services and materials to a specific cost center, work order or piece of equipment.
- Asset Management: With a meticulous record for each asset documentation, images, specs and more you can easily keep track of the information for physical equipment.
- Fleet Maintenance Management: Manage everything from fuel consumption and documentation to parts and preventative maintenance with this module. A calendar facilitates planning maintenance schedules while reports and customizable KPIs grant insights into performance.
Note: All above features are restricted to assets and a single user.
Pay to Get:
- Purchase Requests: Offered as an optional module, this capability provides a comprehensive system for managing orders, for both services and materials. Statuses let you see where every purchase stands, and you can filter them for greater precision.
- Store Management: Handling multiple stores is possible with this feature, also provided optionally. An article file enables you to manage stock movement and levels. Key elements the module supports include store entries, outputs and transfers, as well as material printing.
- Cost and Budget Management: This robust toolset incorporates budget and cost control tools that you can leverage to monitor and manage all maintenance financials. Through integrated processes, it lets you store accounting documents, record cost items, assign and monitor budgets, and use cost centers.
Limitations:
- Key and lock management isn’t offered.
- The system doesn’t include tagout or lockout features.
Company Size Suitability: S M L
MaintainX
Next up in our free CMMS list is cloud-based MaintainX. Catering to companies of any size across many industries, it provides all the basics, from work order management to inventory to asset management.
On the free side, expect features such as maintenance management, audit trails, reporting and reactive maintenance. There are some limitations to the free plan it only offers a month of historical data for reporting and analytics, and work orders have a monthly max of seven, five with pictures and two with forms.
Audit form information in MaintainX.
Top Strength
The free version offers a mobile app, so users don’t have to be tied to a desk in order to work. This is a huge advantage for an on-the-go workforce.
Free Features Include:
- Asset Management: Notifications of failure, asset history, inspection checklists, cost tracking and work order comments are some of the ways this feature helps keep your operations in tip-top shape. Technicians can compile reports based on the details of the maintenance, which include info for downtime and uptime, parts used, and repairs made.
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