How to get started with Smartspanner:

Smartspanner CMMS is a light weight maintenance management software tool designed for small to medium sized companies.

It is easy to use and intuitive so typically after a 45 minute online demo, users are able to start implementing Smartspanner in their workplace.

Self On-Boarding

Smartspanner CMMS is a self-onboarding cloud software application. We intend to make it easy to get up and running with Smartspanner after minimal training, which is backed up with unlimited free online and telephone support and advice. This support section will guide you through the first steps to set up your Smartspanner account.

Getting Started: Site and Users

Each user is set up with an email ID, their role in the software and the sites that they have permission to access.

The hourly rate is used from each user profile to calculate the cost of labour for each works order.

A site can be different locations or buildings such as location A, Location B. It can also be used to group assets or to separate areas such as office block, production, 2nd floor, plant room and so on.

Adding Assets

The asset list consists of all your assets, it can be plant and machinery, rooms, vehicles and even just areas. Each asset must belong to a site.

We can import assets for free from a spreadsheet. You can download our template and contact us to arrange import to your account.

Works Orders

This section covers the essential elements of creating and processing tasks (works orders), assigning them to your team and getting your team to complete the works orders.

A works order is a maintenance requirement of any type, that defines what is required, when it should be completed and who is responsible for doing it.

Each maintenance requirement is categorised in to types; Breakdowns, Preventative Maintenance, Inspection and Calibrations, Health and safety and so on. Selecting the type helps to analyse performance of the business and provide reports for compliance and auditing.

Works Orders with Recurring Schedules

Any works order with any "type" can be used on a recurring schedule. This typically applies to preventative maintenance tasks and inspections and used a fixed time frame to repeat the works order.

New works are generated as soon as the previous works order is completed.

Managing Requests

For a requestor account, users can create maintenance requests directly into Smartspanner.

Dashboard and Alerts

Once your team start to create and complete works orders, there are a few ways to keep on top of work and up to date with changes in Smartspanner.

Dashboard: The dashboard covers key alerts for tasks, spares and overdue work.

Alerts and Notifications: Smartspanner provide two types of email notifications – a work orders reminder and a daily digest.
The reminders are specific to an individual task and remind users prior to the deadline. The daily digest email send a summary each morning of any changes that have taken place within the last 24 hours.

Labour Logs

To capture the labour cost of each works order, the labour logs will capture time spent on the works order and use the hourly rate of the user to determine the cost for the task.

Spare Parts

The spare parts inventory is maintained by linking a spare part to an asset and then adding spares into each works order. When the works order is completed the spare will be removed from the inventory.

The dashboard contains an alert section for inventory below your minimum stock level.


When you have several assets with similar requirements, or need to use a controlled and defined procedure, this feature allows you to create a procedure and use it on any asset. Work Order procedures cannot be edited by technicians and can store files such as images, pdf and word, excel files etc.


If you use a subcontractor as part of all of the scope of a works order you can assign a subcontractor within a works order. The works order will store the the job and the cost of work performed by the subcontractor.


The checklist features sets a list of items for users to tick off during a works order.

Checklists can be created from templates or created ad-hoc.

Condition Monitoring

If you want to log readings of parameters such a the run time of a compressor, condition monitoring enables this data to be captured and then works orders can be scheduled according to the data captured through condition monitoring.

Failure Codes

Failure codes are customised to any value you require and can be assigned against any works order. The failure codes can then be used through the reporting tool to make further analysis based on the failure code.


Our reporting tools allows you to define the criteria and date range for your report and export to excel.

Mobile Apps

Our mobile apps are free to use with your account. You can download iOS and Android versions and login using your email id and password.