The Preventative Maintenance App Built for the Front Line
Sitemate’s Preventative Maintenance App is powered by Dashpivot and allows site teams to easily log preventative maintenance at the job site. Storm, Sitemate’s AI agent, can fill out reports with maintenance tasks, equipment condition, and even photos, then site supervisors can review, edit, and sign off directly on the form via e-signature.
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Why Preventative Maintenance management Is Harder than It Should Be
Time-consuming manual maintenance logging
Technicians using paper-based forms take a long time to record maintenance tasks completed on equipment.
Delays in scheduling upcoming maintenance
Paper-based maintenance records make it hard to track what’s due, which can cause upcoming maintenance to be missed or delayed.
Missing and illegible maintenance records
Paper-based maintenance logs can easily get lost or damaged.
Equipment failure due to missed maintenance
Without a clear system to track maintenance schedules, equipment can go unserviced, increasing the risk of breakdowns.
A Smarter Preventative Maintenance App
AI-assisted maintenance report creation
Storm can help turn user prompts into a complete maintenance report, pre-filled with details specific to user input.
Maintenance schedules tracked automatically
Upcoming maintenance tasks are tracked within the app, giving technicians and supervisors a clear view of what’s due and when.
Fast-tracked supervisor review
All completed maintenance reports are automatically routed to supervisors for review and sign-off before equipment is cleared for operation.
Equipment failure due to missed maintenance
The Preventative Maintenance App uses Dashpivot’s cloud storage system where all completed reports are stored. Looking into previous records can be done with a few taps and clicks.
Understanding Preventative Maintenance Software
What is a Preventative Maintenance App?
A Preventative Maintenance App is a tool that maintenance teams use to schedule and record maintenance tasks carried out on equipment before a fault or breakdown occurs. These tasks are usually planned around set intervals, such as running hours or calendar time, and cover details on the equipment serviced, the work performed, and any parts replaced. With a Preventative Maintenance App, teams can keep a digital record of these tasks, as well as the schedule for upcoming maintenance.
What does a Preventative Maintenance App help record?
- General information like equipment name, ID number, and service date
- Technician name and time spent on the task
- Maintenance schedule and interval
- Checklist of tasks performed during the service
- Condition of the equipment before and after maintenance
- Any faults identified requiring further action
- Supporting photos and attachments
Why is preventative maintenance important?
Preventative maintenance is important because it is a means by which maintenance teams can service equipment on a set schedule, rather than waiting for a fault or breakdown to occur. These schedules are often based on factors like running hours, manufacturer recommendations, or the operating conditions the equipment is exposed to. This is especially relevant to industries like construction and industrial or manufacturing plants, where unplanned equipment downtime can halt operations and affect project timelines. Additionally, preventative maintenance records serve as a basis for maintenance teams when tracking the service history and remaining lifespan of each piece of equipment.
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Feed Storm the maintenance details
Personnel conducting the maintenance can use the voice recording feature while they walk through the scheduled tasks and take photos of the equipment or completed work, eliminating the need to manually input information.
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Data mapping
Storm extracts insights from user input, voice notes, and photos, sorts the raw data, and uses those insights to populate the right data fields of the maintenance record.
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Review of maintenance draft
Personnel in charge of the maintenance should review the auto-populated fields to ensure everything is correct, and add any missing context.
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Supervisor review and approval
Supervisors will then review the record for any outstanding issues before approving the equipment as fit for continued use. Any outstanding issues will first be flagged for further maintenance or repair before the equipment is returned to service.
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See How Sitemate Has Already Helped Companies Like Yours
"Instead of spending 5 days on data entry, it's now just ad hoc time checking the data coming in electronically."
- Rhys Thomas, CFO
95% time saved
On manual HR data entry tasks
0 lost forms
Thanks to digital submission
Preventative Maintenance App with Flowsite
Flowsite automatically transfers completed preventative maintenance data from Dashpivot into asset dashboards and reporting systems, removing the need for manual re-entry. Fleet and site teams get real-time visibility of maintenance status and history, so equipment can be reviewed and actioned with minimal admin work.
Comparison: Paper Preventative Maintenance vs Digital Preventative Maintenance
Most project teams already know paper and spreadsheets aren't cutting it. Here's what changes when you move your method statements to a digital system.
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Paper |
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|---|---|---|
| Form access | Instant access to maintenance forms by scanning a QR code | Requires asset identification and printing of forms |
| Data gathering | Storm auto-populates fields using photos and voice recordings | Manual data entry, which is time-consuming |
| Maintenance scheduling | Automated reminders trigger maintenance tasks based on set schedules | Requires manual tracking of due dates on a calendar or spreadsheet |
| Escalation | Automated notifications escalate overdue or critical tasks immediately to supervisors | Requires manual hand-offs |
| Storage | Records stored in the cloud, accessed by searching or filters | Requires bulky binders, cabinets, and manual searching |
| Supervisors' approval routing | Structured approval routing and notification tracking | Requires physical sign-offs, which can delay approvals |
| Audit readiness | All maintenance records immediately available for auditing | Requires manual compiling |
Frequently asked questions about the Preventative Maintenance App
Does Dashpivot work even if offline?
Yes, the Preventative Maintenance App can work even without internet connectivity. It stores all collected data, like photos and maintenance notes, in the phone and automatically syncs when connectivity returns.
How does AI help when logging maintenance work?
Sitemate’s AI assistant Storm can extract data from photos and voice recordings and auto-fill the relevant fields on the record. This process eliminates manual data entry, which significantly streamlines how teams use this preventive maintenance app on site.
Can I update an existing preventive maintenance log template in the app?
Yes, with Flowsite, you can easily update a preventive maintenance log template in the app to align with your workflow and equipment requirements by using the powerful drag-and-drop form builder in Dashpivot.
Can I generate dashboards from completed maintenance logs?
Yes, the app can generate dashboards based on collected data from completed maintenance records. Supervisors and managers can easily track upcoming and overdue maintenance without the need to manually compile logs.
What happens to the workflow when equipment fails a preventive maintenance check?
Dashpivot’s notification system immediately alerts the relevant supervisor or maintenance lead via in-app notification as soon as a failed check is logged. From there, the supervisor can assign a corrective action to a responsible person, flag the equipment as out of service until repaired, and require a follow-up check before it’s marked back in service.
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