Learn the basics and set up your first maintenance system
Overview of FreeMaint CMMS and its capabilities
FreeMaint is a Computerized Maintenance Management System (CMMS) with a Core that's free forever — built to help organizations of all sizes manage their maintenance operations efficiently. Whether you run a factory, manage properties, or oversee facility services, FreeMaint provides the tools you need. Advanced modules (HSE, Purchase Orders, Workflows) are available on optional paid tiers from $29/mo.
Ready to get started? Follow the Quick Setup guide to have your system running in under 5 minutes.
A CMMS is software that centralizes maintenance information and facilitates maintenance operations. It helps teams schedule work, track equipment history, manage inventory, and analyze performance metrics.
Key terms and concepts used throughout FreeMaint
Understanding the core concepts and terminology helps you navigate FreeMaint effectively. This glossary covers the most important terms.
Every entity has an auto-generated reference (WO-1, ASS-1, PM-1, etc.) for easy identification and search.
Get your FreeMaint workspace ready in 5 simple steps
Follow these five steps to have your maintenance system up and running in minutes. You can always add more detail later.
The onboarding wizard guides you through industry selection, module configuration, and optional sample data loading.
Set up your facility structure with locations
Locations represent physical spaces — buildings, floors, rooms, or zones where maintenance happens. Setting up locations first makes organizing everything else easier.
Use consistent naming with identifiers like building codes: 'BLD-A / FL-1 / RM-101'.
Add equipment to your asset registry
Assets are the equipment your team maintains. Registering them enables maintenance history tracking, PM scheduling, and cost analysis.
For equipment with sub-components, use parent-child hierarchy. Set main equipment as parent.
Learn to create and manage a work order
Work orders describe what needs to be done, who does it, what parts are needed, and track time and costs.
Include symptoms, error codes, and safety precautions in the description.
Add team members and assign roles
Invite your maintenance team, managers, and requesters. Each person gets a role controlling their access.
Create teams (e.g., 'Electrical Team') and assign work orders to entire teams instead of individuals.
Overview of the 12 built-in roles
FreeMaint starts every new workspace with six core roles — Admin, Manager, Supervisor, Technician, Requester and Viewer. The specialized roles listed below (Maintenance Planner, Warehouse Manager, Warehouse Keeper, Buyer, Operator) are ready-made templates you can add in one click whenever you need them, and you can build fully custom roles too. Any role you delete stays deleted — the system never recreates it.
Create custom roles in People > Roles > Create Role with any combination of 140+ permissions.
FreeMaint CMMS
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