Everything you need to know about Maintenance Care, including features, benefits, use cases, user reviews, pricing, alternatives and more.
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Welcome to SelectHub’s ultimate Maintenance Care review.
We’re here to give you a detailed tour and our honest, unbiased opinions about Maintenance Care’s CMMS and facility management software.
If you’re more of a binge watcher than a bookworm, good news! We’ve also recorded a 10-part video series. Check out the first video in the Maintenance Care series below.
Part one of SelectHub’s video series on Maintenance Care. Also available: Maintenance Care pricing, Maintenance Care alternatives and a playlist featuring the full series.
Since you’re already here, you likely know that Maintenance Care is a major player in several areas, including CMMS and work order software. Now you’re doing your homework and trying to figure out if they’re right for your needs and how they stack up against the competition.
This Maintenance Care review is here to guide you like a bloodhound on a hot trail. Let’s go!
Table of Contents
What Does Maintenance Care Do?
Maintenance Care simplifies the management of maintenance tasks within an organization. It helps businesses properly maintain their equipment, vehicles and facilities. That way, they can prevent unexpected failures, meet strict compliance and preventive maintenance standards, and improve overall operational efficiency.
Here are some of the key functions of Maintenance Care’s platform.
- Scheduling and Tracking Maintenance Tasks: Maintenance Care allows teams to schedule routine inspections and preventive maintenance work. It can also help manage and keep track of these tasks, helping to ensure that no necessary work is missed.
- Work Order Management: Maintenance Care helps teams quickly create, assign and track work orders so important maintenance tasks are completed on time.
- Asset Management: Staff can keep a detailed record of all machinery, equipment or other assets in an organization. This can include information like the date of purchase, expected lifespan, maintenance history and more. Having this information handy helps businesses plan for replacements and avoid unexpected equipment failures.
- Inventory Management: With Maintenance Care, you can track all parts and materials used for maintenance so necessary supplies are always on hand. It can also send alerts when inventory is low, helping to avoid delays in repairs.
- Regulatory Compliance: For organizations in regulated industries, Maintenance Care’s CMMS can help ensure compliance with maintenance-related regulations by providing records of all required activities.
- Reporting and Analysis: Maintenance Care’s system can generate detailed reports on operations such as maintenance activities and costs. This data helps businesses identify patterns, track performance and make informed decisions about maintenance processes.
By integrating these key aspects of maintenance into a single system, Maintenance Care can help organizations increase efficiency, reduce costs and improve the reliability of their assets.
Maintenance Care simplifies the management of maintenance tasks within an organization and helps businesses ensure that their equipment and facilities are properly maintained.
Many CMMS platforms can achieve the outcomes listed above. However, there are several key differences that Maintenance Care claims to offer over its competitors, including the following:
- Ease of Use. One of Maintenance Care’s core differentiators is its ease of use. Make no mistake, it’s incredibly robust — but all of its intelligent workflows operate under the hood. Maintenance teams are able to focus on their daily workloads without having to learn complicated technical software.
- Impressive Integrations. Maintenance Care integrates with Zapier to allow you to connect to thousands of other applications and develop automated workflows. You can also connect with Alexa (“Alexa, what are my latest tasks?”), temperature sensors and even 3DVR to map out entire buildings in 3D and tag equipment to easily see the history of that equipment. And if that isn’t enough, there’s an open API available for developers to pull data and customize it to their heart’s content.
- Unlimited Users, Affordable Pricing. The way Maintenance Care’s pricing works, they don’t charge per user. You pay one licensing fee and you’re able to create roles for unlimited users. There are no long-term contracts, and — as of the date of this article — they’ve never increased pricing on their existing customer base in 20+ years. Whatever price they tell you, you can be sure that’s what it’s going to be.
- Improved Decision Making. Maintenance Care can help you make better business decisions and find out where critical issues might be lurking. For example, if there’s a lightbulb you’re always changing, you’ll be able to easily see all the tasks for that one bulb and determine if it’s worth investigating for electrical issues. Plus, every task has an audit log that tracks every single change — and it’s recorded forever. You’ll always have the history of what happened, and no one can accidentally delete the data, which is crucial for government buildings, healthcare and other sectors.
- True Partnership. Maintenance Care cares deeply about setting you up for success. Onboarding and initial training cost only a couple hundred dollars, and you can get fully set up for less than $500. They’ll do all the work setting up your users, customizing preventive maintenance settings and even hosting multiple training sessions remotely.
Now that we’ve covered the basics, let’s get into our deep dive.
In-Depth Maintenance Care Review
As a product that’s been around 20+ years, Maintenance Care is certainly popular — but popularity doesn’t always make for a perfect fit. In this section, we’ll dig into who Maintenance Care is best suited for, who it’s not suited for, top features, pricing, alternatives and our analyst review.
Who Is Maintenance Care Best Suited For?
Maintenance Care is best for organizations looking for a CMMS that’s easy to use at an affordable price-point with tons of flexibility.
In terms of size, the average Maintenance Care customer has 10 users — although there are many examples of customers both larger and smaller. Title-wise, the person typically championing the solution is the Maintenance Director or Maintenance Manager, but it could also be the owner or CEO at smaller organizations.
Perhaps the easiest way to discuss whom Maintenance Care is best suited for is to break it down per industry. Here are the top 10 verticals where Maintenance Care works best today.
- Senior Care: Whether you’re running an assisted living facility, senior apartments, a retirement community or any other type of long-term care, Maintenance Care meets the high standards that residents deserve. Schedule preventive maintenance, create budgets, issue work orders and pull reports catered to the senior care industry.
- Education: Managing school maintenance can be overwhelming. With Maintenance Care, you can help schools track work orders, implement preventative maintenance programs and support students, teachers and staff by providing a functional environment for academic success.
- Manufacturing: Maintenance Care helps manufacturing businesses reduce equipment downtime, speed up maintenance tasks and quickly access safety documentation within a single maintenance management system.
- Property Management: Maintenance Care helps property managers address repairs before they become expensive issues and maintain properties so they retain their value.
- Healthcare: Track compliance, create budgets and schedule preventive maintenance for safe and functional hospitals, doctors’ offices and other medical care facilities.
- Government: From record keeping to preventive maintenance planning, Maintenance Care helps you stay compliant and prepared for inspections of government facilities.
- Hospitality: Deliver exceptional guest experiences while ensuring smooth facility operations by keeping rooms and facilities clean and free from damaged or broken equipment that might lead to bad reviews.
- Recreation: Maintenance Care is great for maintaining recreational facilities like golf courses, amusement parks and community pools, both in-season and off-season.
- Aviation: Maintenance Care is used in a handful of high-traffic airports, including John F. Kennedy International Airport, LaGuardia Airport and Hartsfield-Jackson Atlanta International Airport. Elevate aircraft maintenance with software tailored for aviation.
- Transportation: Manage vehicle and transportation equipment tune-ups and repairs with a system that can be accessed by mechanics and maintenance teams on the fly through a mobile app. Maintain secure storage of vehicle documentation, track parts and inventory, and quickly assign tasks to team members from one system.
Overall, Maintenance Care is good for both organizations with CMMS experience that need robust functionality, as well as businesses new to taking their maintenance needs digital. In fact, roughly 50% of Maintenance Care’s customers migrated from another system, while 50% came from paper or didn’t have anything at all.
Both migrating and setting up from scratch can be done quickly, so rest assured you’re in good hands no matter your experience with CMMSs.
Get a Free Demo for Maintenance Care
Who Is Maintenance Care NOT Suited For?
As explained in the previous section, Maintenance Care works well across most verticals for companies requiring a CMMS that’s easy to use at a good price.
Here are three scenarios in which Maintenance Care may not be a perfect fit.
Very Small Businesses (1-2 operators) and Digital-Based Businesses
Maintenance Care is not usually a good fit for early-stage start-ups or very small companies (under three employees), as businesses that small typically don’t have extensive maintenance or compliance requirements. Additionally, it should go without saying that digital-based businesses without physical facilities — for example, eCommerce stores — don’t typically have enough maintenance needs to warrant a CMMS.
Businesses With a Lot of Mobile Work Order Needs
Maintenance Care has historically avoided serving companies that rely a lot on mobile work orders. These types of organizations need to track geo-locations on job sites, travel frequently to different worksites, etc. Mobile work orders are not currently a focus of Maintenance Care.
Organizations Requiring Self-Hosted Solutions
Maintenance Care is a cloud-based solution. That means it doesn’t provide self-hosting options. If you require on-premise solutions, you won’t be able to use Maintenance Care.
Compare Maintenance Care to the Top Competitors
Top Maintenance Care Features
Maintenance Care has a lot of features packed into one product. Here are the top 10 differentiating capabilities that SelectHub found in its review.
Key Feature 1: Work Orders With Notifications and Duplication Checker
Like other CMMSs, Maintenance Care allows your employees to submit work orders directly to your maintenance team to keep your facilities operating smoothly. Here are a few things that are great about their approach to work orders.
- Simple request forms
- A user-friendly dashboard to manage the work orders
- A built-in duplication checker that will warn anyone who submits a work order if their request is similar to another request that has already been submitted
Maintenance Care’s duplication checker helps you cut down on duplicate tasks and save time.
Beyond work order creation, management and duplication checking, Maintenance Care also has automatic notifications — both for new requests and preventive maintenance tasks that need attention. Emails and text messages can be delivered to any mobile device, allowing you to stay in contact with your team regarding any urgent issues.
Key Feature 2: Powerful, Flexible Filtering
The filtering capabilities of Maintenance Care are impressive. You can filter task statuses across your entire organization, or you can drill down to specific buildings, areas, keywords and more.
Maintenance Care’s filtering allows you to filter tasks by status, type, buildings, assigned users, and more.
Quick filters and charts give users a high-level look at the status of work orders. Maintenance teams are even able to uncover where bigger issues might be lurking. For example, if there are a lot of tasks for a specific piece of equipment, that will stand out and may point to an underlying issue like electrical concerns. Or say you’re audited on fire safety. You’re able to easily filter for all fire safety tasks that aren’t done and complete them quickly.
Key Feature 3: Maintenance Scheduling Made Easy
Scheduling is another area where Maintenance Care shines. The Schedule tab is where management sets up the maintenance team’s schedule — which can be customized or set up based on premade templates — and that schedule is then fed into a handy calendar view.
Maintenance Care’s scheduling options are fed into a calendar for all team members.
The biggest use cases of the scheduling area are typically related to compliance and preventive maintenance. Think fire safety checks (e.g., emergency doors, fire extinguishers), as well as industry-specific tasks (e.g., bed entrapment checks in senior care facilities).
Don’t have your schedules formalized yet? Don’t worry. Maintenance Care provides templates that are state/province specific. They’ll also help you set it all up. If you’re operating multi location facilities, you can have a master template to push out to all locations, which the head office can always update and push to local locations with just a few clicks.
Key Feature 4: Easy-to-Generate Task Lists for Vendors
One of the nicest quality-of-life features Maintenance Care offers is the ability to create Task List Reports for vendors. You’re able to filter down to just the tasks you want to give a specific vendor and then print them out or send them over in a PDF.
Imagine you have to call in a pest control company. You can give them all the pest control tasks in a printed-out PDF that they can check off one by one. Easy-peasy. No worrying about forgetting anything, and no time spent manually writing out lists.
Key Feature 5: Asset Tracking, All In One Place
A good CMMS helps you track all the assets in your facilities and easily log acquisition dates and warranties, models, serial numbers and more. Maintenance Care goes further by helping you predict asset lifespan to determine equipment value and help you forecast capital expenditures.
Asset tracking helps you track all assets in your facilities, predict lifespans, and forecast capital spending.
By having this eagle-eye view of your assets and their repair history, you can reduce mid-year surprises and plan for years when you know you’ll need more budget to replace equipment.
Get a Free Demo for Maintenance Care
Key Feature 6: Preventive Maintenance to Stay Compliant and Streamline Tasks
A cornerstone of any CMMS platform is its ability to address an organization’s preventive maintenance needs. With Maintenance Care, you can schedule preventive maintenance tasks in advance, stay compliant with regulations and automatically assign tasks to the right people.
Example of an automated preventive maintenance checklist for fire extinguishers.
Furthermore, you’re able to include documents with any preventive maintenance task, including MSDS forms, training PDFs, safety documentation and instructional videos. Team members can easily locate and reference the right documentation from both mobile and desktop.
Key Feature 7: Audit Logs With Unlimited History
Unlike other CMMS tools that have limited records and equipment history, every task within Maintenance Care is recorded as an unchangeable record and kept forever.
This audit trail is useful if you ever need to audit the maintenance history of an asset for insurance or accident claims. Inspectors can verify if proper maintenance was performed, and any issues that could be caused by a faulty appliance or a problem with the manufacturer won’t be blamed on the actions of you and your team.
Your system will keep the data stored safely should anyone ever need to review any facility history. You’ll always have the history of what happened, and you can’t accidentally delete the data. This is particularly important for government buildings, healthcare facilities and other industries with heavy regulatory requirements.
Key Feature 8: Automated Task Assignment
One thing you’ll thank yourself for later is setting up automated task assignments. Maintenance Care makes it easy to set certain rules when submitting work orders. For example, does the task go to a manager who delegates everything or do you want it to go directly to a particular person or vendor? Whatever you decide, there will be a notification and email to the appropriate user(s). It’s a great time saver that reduces mistakes and shortens the time to task completion.
Key Feature 9: Prebuilt Reports for Tasks, Forecasts, Depreciation and More
Reporting on tasks and analyzing your facilities is critical to staying compliant and planning for the future. Maintenance Care’s out-of-the-box reporting is both extensive and automated — but for the sake of this review, here are a few of their most popular reports.
- Asset Depreciation Report: By uploading your equipment data (even before there’s any history on it), you can see all equipment grouped by how old it is. You’ll know how old your building is getting and when the majority of equipment is getting past its life expectancy. You can also sort by year, which is helpful for budgeting. For example, you might see that in 2027 you’ll have to budget more than usual for capital expenditures.
- Task Report: Group your tasks by assignee, status, type, buildings and other factors.
- Closed Stats Report: See how quickly your team is closing out tasks, how many tasks are over 90 days old and other information that’s important for maintaining SLAs.
- Asset Forecast Report: Get a quick look at your equipment based on life expectancy.
Access crucial information and data on your customizable CMMS dashboard.
If you need to share any of these reports or perform deeper analysis, you can easily export the data in PDF or Excel formats.
Key Feature 10: Robust Mobile App for On-the-Go Work
Maintenance Care’s mobile app has nearly all the functionality of the desktop version, allowing your maintenance team to have access to the same CMMS wherever they go. Team members will love that they can take all their tasks, requests and updates with them on any mobile device, including Apple, Android and Blackberry.
Bonus Feature: Bonus Feature: Integrations Galore!
Maintenance Care integrates with a variety of platforms to unlock more functionality, including Zapier, Alexa and even 3DVR to map out entire buildings in 3D. It also has an open API for anyone needing deeper technical integrations.
Features Not Supported
The following are features that SelectHub found to be missing or still in development with Maintenance Care. Context about workarounds and whether or not these are planned is mentioned where possible.
- Advanced Project Management: While Maintenance Care provides comprehensive task and work order management, it doesn’t offer other project management capabilities — such as Gantt charts, project timelines or risk assessments — that some organizations may want. That said, through its Zapier integration, Maintenance Care can connect to other project management systems like Asana and Trello as a workaround.
- Machine Learning & AI-Driven Maintenance: Some CMMS tools include AI-driven predictive maintenance features, which use machine learning algorithms to predict when equipment may fail based on patterns and data analysis. Currently, Maintenance Care does not offer this level of artificial intelligence, but it’s coming soon.
- Native ERP Integrations: Larger organizations often require integrations with their existing enterprise resource planning (ERP) systems for seamless operations. Currently, Maintenance Care doesn’t offer extensive native ERP integrations. That said, thanks to its open API, technical teams may be able to integrate it with their ERP.
- Offline Access & On-Premise Support: Maintenance Care doesn’t support offline access, which can be a limitation in areas with poor internet connectivity. It’s also a cloud-only solution and doesn’t offer an on-premise option.
- Advanced IoT Integration: As Internet of Things (IoT) devices become more common in maintenance management, some CMMS systems are offering advanced IoT integrations. Beyond temperature sensors and its Alexa integration, Maintenance Care doesn’t natively support many IoT devices directly.
Realistically, most of the features above are relevant for larger enterprises only. Rest assured that Maintenance Care is a comprehensive solution for most teams in need of an easy-to-use, affordable CMMS.
Compare Maintenance Care to the Top Competitors
Maintenance Care Pricing
If Maintenance Care’s product is tough to beat, their pricing is even more competitive.
There are three editions of Maintenance Care’s solution:
- FREE FOREVER EDITION ($0). The Free Forever Edition is a stripped-down version of Maintenance Care limited to one user that lets you submit and manage work orders. It’s free forever; however, it’s mainly a demo environment and not something you’ll be using permanently.
- WORK ORDER EDITION ($100/month). Maintenance Care’s Work Order Edition allows you to submit and manage work orders, run reports and add unlimited users. Typically, this tier is for smaller operations like mom-and-pop shops and other SMBs.
- ENTERPRISE EDITION ($200/month). The Enterprise Edition unlocks all features of Maintenance Care, including advanced work orders, preventive maintenance, asset management, parts & inventory, and more.
Most of Maintenance Care’s customers have the Enterprise Edition — and for good reason. Getting all the bells and whistles of a robust CMMS and unlimited users for only $200/month with no long-term contract is a pretty compelling business case.
Maintenance Care’s set-up costs are also low compared to other software vendors. It’s possible to get fully set up and onboarded for less than $500 — and that includes user creation and multiple remote training sessions.
Maintenance Care pricing for all three editions: Free, Work Order, and Enterprise.
Customer support is another key differentiator when it comes to Maintenance Care’s pricing. Unlike other vendors, Maintenance Care offers unlimited support (phone, chat and email) included with its paid editions. Plus, it’s their own employees taking the calls — they’re not outsourcing it — so you’re getting top-notch support from experts every time.
Maintenance Care Pricing Verdict: If you have more than three users who need to access your CMMS, you should be taking a look at Maintenance Care. Why? Other vendors typically charge per user and have certain minimums, which means you’ll end up paying a lot more. Do your wallet a favor and get a demo for Maintenance Care to see if they’re right for your organization.
Get a Free Maintenance Care Price Quote For Your Specific Needs
Maintenance Care Alternatives
Googling “Maintenance Care alternatives” will lead you down a rabbit hole of CMMS solutions.
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Capterra claims top Maintenance Care alternatives are IBM Maximo, Fiix and Hippo CMMS.
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SoftwareAdvice lists MPulse, Q Ware and Connecteam.
- G2 says MaintainX, Fracttal One and Brightly Asset Essentials.
While Maintenance Care alternatives include a lot of the products listed above, the most common — and most competitive — would be Limble, UpKeep and Fiix.
In reviewing why organizations may choose Maintenance Care alternatives, reasons include:
- Lack of Mobile Work Orders. Maintenance Care doesn’t serve companies that rely on mobile work orders. These types of organizations need to track geo-locations on job sites, travel frequently to different worksites and so forth. If your organization requires a lot of mobile work order needs, you’ll likely want to use a Maintenance Care alternative.
- Advanced Enterprise Features. Advanced CMMS features for enterprise organizations — including AI-driven predictive maintenance, certain ERP integrations and native IoT connections with specific devices — that aren’t supported by Maintenance Care may require that you choose an alternative solution.
- On-Premise Requirements. Since Maintenance Care is a cloud-based platform, companies that require on-premise solutions should look elsewhere.
Now that we’ve covered the reasons why businesses might choose alternatives, here are several reasons why you should choose Maintenance Care over the competition.
- Ease of Use. Maintenance Care’s platform enables quick navigation and reduces errors in data handling. The intuitive interface encourages user adoption, decreases training costs and promotes consistent data entry, leading to reliable information for decision-making. For busy maintenance teams who aren’t sitting behind a computer all day, quick and easy software is essential.
- Flexibility. Maintenance Care allows users to customize filters to their heart’s content and create automated reports to meet their specific needs, allowing for better management and visibility of maintenance tasks. Additionally, the flexibility to sort tasks and assets in different ways helps users prioritize their work efficiently.
- Pricing. The fact you can get all the bells and whistles of a robust CMMS platform AND unlimited users for only $200/month with no long-term contract is pretty compelling. Plus, with low setup and onboarding costs (under $500) Maintenance Care is significantly more affordable than its alternatives. The Free Forever plan is a good introduction into Maintenance Care’s software with the option to upgrade to the full CMMS at any time.
- Support. Maintenance Care offers unlimited support across phone, chat and email. Plus, it’s their own North American-based employees taking the calls, so you’re getting top-notch support every time.
Despite a crowded space and a long list of alternatives, Maintenance Care is a solid category leader. If you’re looking for a best-of-breed CMMS solution with A+ customer service and unbeatable pricing, you won’t regret selecting it.
Maintenance Care Reviews: Themes From Users
There are many customer stories about how Maintenance Care has helped organizations of all sizes. Here are three themes commonly mentioned in Maintenance Care reviews.
Customer Quote About Simplicity
“Setting [Maintenance Care] up was so simple. Everyone was very communicative, very helpful, very supportive. The whole training was so efficient and so well done, and they follow up. It was just very easy, very smooth. From my research, there isn’t anything that can better this product.”
—Benita Watts, Director of Campus Operations, Sandler Family Campus
Customer Quote About Preventative Maintenance
“The preventative maintenance program that’s part of the software… you never miss another preventative maintenance. Your equipment lasts longer because it’s taken care of. This program has changed my life, it has changed the way we do things daily.”
—Colleen Clementi, Director of Operations, Rygiel Supports for Community Living
Customer Quote About Competitive Pricing
“The reason I like Maintenance Care, and I’d choose them hands down over anybody else, is that the month-to-month cost fee for it is reasonable and you can stop at any time if you felt like this isn’t for you. It’s been wonderful working with this team. They’ve solved so many problems of ours, and it’s a pretty exciting program to work with.”
–Darrell Bennett, Facility Director, Haven Hill Retirement Centre
Conversely, here are some of the cons of what users say they would like to see improved.
Individual experiences with Maintenance Care vary, and user reviews may not be representative of all users’ experiences. It’s essential if you’re considering Maintenance Care to evaluate the platform based on your specific requirements and to get a demo to better understand its capabilities and potential fit with your business.
Final Review
Maintenance Care is a powerful, easy-to-use CMMS that streamlines the process of maintenance management for businesses of pretty much any size and industry — particularly senior care, education, manufacturing and several others mentioned previously.
The platform offers a good balance of features with an intuitive interface that makes it a solid choice for organizations seeking to automate their maintenance tasks, improve operational efficiency and reduce costs.
The work order management module is robust, allowing users to create, assign, track and close work orders with ease. The preventive maintenance capabilities and asset management features are equally effective, enabling users to schedule regular maintenance tasks and prolong the lifespan of assets, which helps improve decision-making regarding asset repair, replacement and retirement.
However, Maintenance Care may not be the best fit for all organizations. It lacks certain advanced capabilities like IoT integration, predictive AI functionalities, and a comprehensive offline mode in its mobile app. Additionally, it may not fully support integration with some ERP systems or offer the level of customization that some enterprises may require.
Nevertheless, for many organizations, Maintenance Care offers a feature-rich, cost-effective solution that can significantly improve their maintenance management operations.
Ultimately, if a friend said, “Hey, I’m thinking about using Maintenance Care” here’s what I would say…
Maintenance Care is a solid choice when it comes to a CMMS. From its world-class work order capabilities and asset management tools to preventive maintenance, reporting and more, it blends comprehensive functionality with user-friendliness. Plus, the price is right and the support is tremendous. Who can’t get behind that?
Get a Maintenance Care Price Quote For Your Specific Needs
What’s Next?
Still haven’t decided on the right CMMS solution? Behold these resources.
About the Author
About Devon Hennig: Devon is SelectHub’s sultan of software selection. He most recently served as VP of Marketing for Docebo (Nasdaq: DCBO) and, prior to that, he was VP of Demand Generation at Vendasta, the leading provider of white-label products and services for global resellers. His passion is helping companies find the right solutions for their tech stack.