Generate insights, dashboards, and detailed reports
Main dashboard KPIs
Real-time overview of maintenance operations.
In Recent activity, "Group by item" (next to "Activity types") shows one card per work order, request, asset or location — its status changes, comments and closure notes together, the notes only once. Your choice is remembered for your account.
"View All Activity" opens the full log: the last 7 days by default, or any other range in "Period". Combine "Activity types", "Performed by" and an asset or location filter, then "Load More" goes back as far as the period reaches. Each line shows the machine (asset, else location), the closure note and root cause, and time entries with their hours and note. Coordinators can also pick a team in "Filter by team" (the activity of the work orders, requests, assets and locations that team owns) and save any combination under "Views", as on the work-order and request lists.
The "Needs Attention" card shows work orders awaiting validation only to users who can validate them, and those awaiting closure only to users who can close them — on the web and in the mobile app. Recent activity shows each record's reference (WO-…, REQ-…) and the new status in your language.
Tiles are clickable — jump directly to filtered lists.
Admins: Company Settings → Default Dashboard sets the starting layout for everyone who has not customized their own. It never overwrites a dashboard someone has already arranged.
The day's completed work, ready to share with your team on WhatsApp
At the end of a shift someone has to say what got done. The daily work report answers that on one screen: every work order completed on a given day, who did it, how long it took and what they wrote when closing it — plus a ready-made message you can paste straight into your team's WhatsApp group.
Filter by team, location or technician to produce a handover for one crew or one site. The counters follow the filter, so the numbers always match the list underneath them.
WhatsApp's official Business API cannot send to groups at all. It is built for one-to-one conversations between a business and a customer, and Meta has never opened group sending. Tools that claim otherwise drive WhatsApp Web unofficially, which breaks WhatsApp's terms and gets the number banned. Preparing the message and letting you choose the group is the only path that keeps your number safe.
Team, Location and Technician each accept several selections at once, so one report can cover the two or three teams that were actually on shift instead of forcing one report per team. Whatever you select is repeated in the message header, together with your own name under "Reported by", so whoever reads it in the group can tell a whole-site handover from one narrowed to a few people.
"Download PDF", next to the WhatsApp buttons, saves the same report as a PDF file for your own records: the counters, every completed work order with its technician, finish time, duration and notes, and the work still in progress. It follows the day and the filters you have selected, and is printed in your language and in your company's time zone. PDF export is included from the Starter plan; on the free plan the button shows a lock.
Each counter answers a different question, and each is just as meaningful for a past day as for today.
To receive it automatically, open Reports, go to the system template gallery and clone "Daily Work Report", then schedule it daily. The scheduled version covers the previous full day, so a morning email reports a day that has actually finished. Scheduling a report requires the Business plan.
Two buttons produce the same message. "Copy for WhatsApp" puts it on your clipboard; "Share on WhatsApp" opens WhatsApp with the message already written, so all you do is pick the group. The Message preview card shows exactly what will be sent.
The day always runs from midnight to midnight in your company's timezone, not that of the device you are reading on. A job finished at 22:00 belongs to that evening's report even when it is already tomorrow in UTC. The timezone is set in Company settings.
In the mobile app, the share icon at the top right of the daily work report sends exactly the same message. Pick WhatsApp, or "Copy" to paste it anywhere else.
The Team filter also counts work orders where the selected team is a collaborating team, not only the main team. In the mobile app, teams chosen on the Reports screen carry over to the daily report, and the team chips scroll with the report.
Open Reports and choose "Daily Work Report". It opens on today; use the arrows or the date field to move to any other day. You need the Reports and Work orders read permissions. It is available on every plan.
The day's planned work, ready to share with your team on WhatsApp before the shift
Before a shift starts, someone has to say what is on the plan. The daily work plan answers that on one screen: every work order planned for a given day — which team it belongs to, where it takes place and who is assigned — plus a ready-made message you can paste straight into your team's WhatsApp group.
Filter by team, location or technician to produce the plan for one crew or one site. Team, Location and Technician each accept several selections, and whatever you select is repeated in the message header together with your own name under "Reported by".
Each work order in the message carries a link that opens it directly in FreeMaint, so a technician can tap their job in the group and land on it. WhatsApp only shows a preview card for the first link of a message — the rest stay as plain tappable links, which keeps the plan readable.
Two buttons produce the same message. "Copy for WhatsApp" puts it on your clipboard; "Share on WhatsApp" opens WhatsApp with the message already written, so all you do is pick the group. The Message preview card shows exactly what will be sent.
The day always follows your company's timezone, not the phone or computer reading the plan. Two people in different countries generating the plan for the same date see exactly the same work orders.
A work order appears on the plan when it is scheduled for the selected day, when its due date falls on it, or when it was started — even without ever being scheduled. That is the same rule the Planner uses, so the two always agree. Unfinished work with no end date, and running work past its due date, carries forward onto today's plan until it is done. Work already started shows an "in progress" tag and paused work an "on hold" tag. Completed work drops out by default — tick "Include completed work" to list it too, tagged as done, exactly like the Planner's "Show completed" box.
Open Reports and choose "Daily Work Plan". It opens on today; use the arrows or the date field to move to any other day. You need the Reports and Work orders read permissions. It is available on every plan.
WO metrics and trends
Detailed insights into maintenance activity.
On the Work Order Analytics page, four cards sum up the work orders created in the selected period: Total Work Orders, Active Work Orders (open, scheduled, in progress or on hold), Completed (completed, validated or closed) and Overdue. Each card opens the work order list with the same statuses and the same period. Day / Week / Month sets the time grain of Completion Trend, Backlog and Average Resolution Time together; a grain that would draw too many points for the period is greyed out. “All time” starts at your first work order.
In the calendar of the analytics pages, of the work order list and of the other date filters, click the first day, then the last day: the range is applied and the calendar closes. A click on a range already shown starts a new one. This month and Last month cover whole calendar months.
Reports → Work Orders shows each month and each priority as a bar of finished work orders out of those created, with the figure next to it (for example 4 / 4 (100%)). Finished means completed, validated or closed — the same rule as the Completion Rate card — and it reflects each work order's current status. The Total Work Orders card also says how many are still active. Next to the date fields, the quick periods include This month, Last month and All time.
The work order, cost and PM ratio reports have a Team filter in the Period card, with several teams at once. A work order counts for a team when it is its main team or one of its collaborating teams — the same rule as the work order list and the calendar. The figures also follow your role's data visibility: a role limited to its team or to its own work orders sees the totals of what it can open. In the mobile app, the team chips under the Reports title filter every indicator.
Compare months to spot trends.
Requests created and done, by progress, priority and month
Reports → Requests shows how the requests sent to your maintenance team are handled: how many were created in the period, how many are done, and how long they took.
A request is done when it is completed or closed, or when the work order created from it is completed, validated or closed — the progress the requester sees. Observations are not counted: they have their own list.
Pick a quick period or a date range and, if needed, the team that handles the requests. The figures follow your role's data visibility. The report can be exported to PDF or Excel.
The "Trend over time" chart draws one curve at a time — pick it in "Curve": the completion rate, the average time to complete, or the overdue requests. "Group by" switches between Week, Month and Year; the list below and the PDF and Excel exports follow. Each point counts the requests created in that period, and the team filter applies.
Equipment performance
Identify reliable and problematic equipment. You can filter the report by location or parent asset to focus on a specific site or system.
The asset analytics page breaks maintenance cost down by your own asset categories, with a toggle to switch to asset class instead. Assets you have not categorised are shown in their own bucket rather than hidden, so the figures always add up. Click a bar of "Top Assets by Maintenance Cost" to open that asset's work orders for the period. In the work-order list, add the "Cost" column from "Columns" to see what each job cost (parts, labor, other); the asset's work orders tab shows the same figure next to each job.
On this report, MTBF, MTTR and availability follow the same rule as the Analytics page and the asset page: a failure is a corrective or emergency work order completed in the selected period, and its repair time is the labor logged on it, otherwise the time from Start work to completion. An asset is ranked from its third failure.
If maintenance > 50% of replacement cost, plan for replacement.
Financial analysis
Breakdown of maintenance spending.
Important:
Requires REPORTS_COSTS or REPORTS_FINANCIAL permissions.
The location cost chart shows one level of your hierarchy at a time. Click a bar to go into that site, and use the breadcrumb to come back. Each level also shows a "— direct" bar for cost booked on the parent itself, so the bars always add up to the level above.
Use the Team filter in the Period card to see one or several teams. Figures follow your role's data visibility.
Stock analysis
Stock health, consumption, and valuation.
Reduce overstock on slow parts, increase minimums on fast ones.
Operational metrics
Measure maintenance program effectiveness.
Reports → PM Ratio and the Reports screen of the mobile app show how your work orders split across the seven maintenance types, grouped into proactive (preventive, predictive, inspection), reactive (corrective, emergency) and improvement & projects. It reads the type set on each work order; cancelled work orders are not counted. The web report follows the period you pick; the mobile screen covers the last 12 months.
In the "Monthly Maintenance Report" template, "Work orders completed" now counts every work order finished in the period — completed, validated or closed. A new section, "Maintenance cost per asset", shows where the maintenance budget went, highest total first:
Analytics → Preventive computes the figures above from your own work orders, using the same period, asset, location and team filters as the other tabs. Each one prints the number it was calculated from; when nothing in the period can be measured it shows a dash, never 0%.
Recipients are chosen among your colleagues who can read reports in FreeMaint. Creating or changing a schedule requires the “Reports › Create” and “Reports › Export” permissions; “Send me a test” requires only “Reports › Export”.
When you schedule a report, "Period covered" sets the time span it includes. Viewing and running report templates is free on every plan; scheduling their automatic e-mail delivery requires the Starter plan (schedules created earlier keep running).
The "Columns" button above the ranking table hides or shows each column — for example, keep only "Work orders completed" and "Inspections completed". Your choice is saved to your account, and "Reset columns" restores all of them.
The completion rate on Analytics counts work orders AND inspections together, over the same period. Someone who only has inspections is no longer shown at 0%. When nothing at all was assigned in the period, the rate shows "—" rather than a zero, and those people are left out of the average. A multi-asset job counts one job per asset, never the order that groups them, and a shared inspection round counts on each crew member's row (once in the team totals).
On Analytics → Team, the "Group by" switch shows the same figures per team instead of per person — useful when a crew shares responsibility for scheduled inspections and no single name reflects the work. Work assigned to a team but to nobody in particular appears only in the team view. Requires the Business plan; items not assigned to any team are not counted.
In the mobile app, the "Work by maintenance type" card has its own period chips — 7 d, 30 d, 90 d and 12 mo (the default) — and follows the team chips of the Reports screen.
Compliance, completion, overdue and backlog count work orders raised by a maintenance plan. The preventive share counts every work order by its maintenance type, planned or not — which is why the two can differ.
If corrective > 40%, expand PM coverage.
Audit trail
Complete audit trail of who did what and when.
Export for compliance audits.
CSV and PDF export
Export any report for sharing or analysis.
Set up regular export routines for key reports.
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