Real-time overview of maintenance operations.

Customizing your dashboard

1. Click Customize at the top right of the dashboard.
2. Tick or untick a widget to show or hide it — for example, hide Work Orders Overview if your team leads with inspections.
3. Drag a widget by its handle to move it up or down. The order is saved to your account.
4. Reset to Defaults restores the layout your organization set.

Widgets

• WO summary tiles (clickable) — Open, In Progress, Completed, Overdue
• Asset status overview
• Upcoming PM alerts
• Request statistics
• Inventory alerts
• Recent activity feed
• Inspections overview — To do, Overdue, Completed, Open defects, Resolved (shown when your team runs inspections)

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.

Narrowing the report

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.

Why FreeMaint does not post to the group by itself

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.

Several teams or technicians at once

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.

Completed

Work orders finished during that day, whenever they were raised. This is the number that matches the list below it.

Raised

Work orders created during that day.

Still open

Of the work raised that day, how much is still unfinished right now.

Same-day rate

The share of that day's new work which was also closed the same day.

What the four counters mean

Each counter answers a different question, and each is just as meaningful for a past day as for today.

Completed

Work orders finished during that day, whenever they were raised. This is the number that matches the list below it.

Raised

Work orders created during that day.

Still open

Of the work raised that day, how much is still unfinished right now.

Same-day rate

The share of that day's new work which was also closed the same day.

Getting it by email every day

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.

Sharing it

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.

1. Pick the day, and any filters you want.
2. Check the Message preview at the bottom of the page.
3. Press Share on WhatsApp and choose your group — or press Copy and paste it anywhere else.

Which day counts as today

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.

Where to find it

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.

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.

Narrowing the plan

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".

A link on every line

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.

Sharing it

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.

1. Pick the day and the team (and any other filters).
2. Check the Message preview at the bottom of the page.
3. Press Share on WhatsApp and choose your group — or press Copy and paste it anywhere else.

Whose day is it?

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.

What counts as planned

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.

Where to find it

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.

Detailed insights into maintenance activity.

Metrics

• Status distribution
• Priority breakdown
• Completion rate (on-time vs late)
• Average completion time
• Cost per WO
• By technician/team/asset
• Overdue aging

Identify reliable and problematic equipment. You can filter the report by location or parent asset to focus on a specific site or system.

Cost by category

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.

Metrics

• Asset availability %
• MTBF (Mean Time Between Failures)
• MTTR (Mean Time To Repair)
• Preventive vs corrective cost per asset
• Downtime hours and frequency
• Top 10 most expensive assets

Breakdown of maintenance spending.

Breakdown

• Labor costs by technician
• Material costs by category
• Additional costs by vendor
• Total trends over time
• Cost per asset and location
• Budget vs actual

Cost by location, one level at a time

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.

Stock health, consumption, and valuation.

Metrics

• Current vs minimum levels
• Low stock items
• Consumption trends
• Top consumed parts
• Total valuation
• Turnover rates

Measure maintenance program effectiveness.

Metrics

• PM vs Corrective ratio (target 80:20)
• PM schedule adherence
• Work order backlog
• Technician productivity
• First-time fix rate

Preventive maintenance KPIs

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%.

• PM schedule compliance — planned jobs finished on or before their due date, as a share of the planned jobs that carried one
• PM completion rate — planned jobs finished, as a share of those raised in the period
• PM overdue — planned jobs past their due date and not finished
• PM backlog — planned jobs still open, scheduled, in progress or on hold
• Preventive share of maintenance — preventive work against corrective and emergency work

Choosing which columns to show

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.

Team completion rate

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.

Grouping by team (section)

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.

Complete audit trail of who did what and when.

Tracked

• Login history
• Status changes
• Asset modifications
• Permission changes
• Data imports/exports
• Settings changes

Export any report for sharing or analysis.

Options

• CSV for spreadsheets
• PDF for printing
• Date range filtering
• Column selection

Steps

1. Navigate to report
2. Apply filters
3. Click Export
4. Select format
5. File downloads