Published: November 26, 2025 | Updated: November 17, 2025

Published: November 26, 2025 | Updated: November 17, 2025

20 Essential Questions to Ask Your CMMS Provider Before You Buy

You've reviewed your maintenance operations. While the strategy has performed well over the years, you've noticed changes that have accumulated to cause some concerns.

Increased costs. Increased numbers of unplanned downtime. Less productivity from workers. Disorganized stockroom.

To solve these and other problems, you've decided to invest in a computerized maintenance management system. There are many out there, many offering the same features. To make the correct decision, you need a lot of information.

The following is a list of twenty questions to ask a CMMS company before you decide to invest.

You might get some initial information from the company website. However, don't decide just from a website. Call the company, talk to a representative, discuss your company, its size, and the issues you're having in the maintenance department. Ask the following questions, note the answer given, then decide from there.

What features does your CMMS system offer?

The majority of CMMS companies will offer a variety of modules and features. From asset management to inventory organization, from purchasing to barcoding. Make sure when you talk to the company rep that they offer everything you need.

Hosting: Web-based or on-premises?

Many companies will "self-host." That's fine but look at options and whether you have the IT and security. This may affect the purchase price and future support. Consider the advantages of vendor hosting.

Licenses: Concurrent or Individual User?

"User" means that you purchase a license for each system user. A larger company may have multiple users… which could add up.

Consider concurrent user licenses. With this, for example, you buy five licenses. Anyone up to five people can use the system at the same time. If you have a day shift with five people using the system, that works. Then, the night shift comes in and another five users log in. Ten users, but only five licenses because of concurrent usage.

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Can the CMMS integrate with our existing software and systems?

While a quality CMMS can handle maintenance and purchasing—which includes receiving and invoices—your company might have a separate accounting system. Management may use an enterprise resource program (ERP) for further analysis of business operations. You'd want the CMMS to transfer data to those programs. The CMMS vendor should work with you to make that happen.

How user-friendly is the system? Is it easy to navigate and learn?

One concern people have with some software is the complexity of navigation. For your maintenance department, you have work that needs to get done. You don't want to spend time searching for lists, features, and options. Look for the modules, menu items, and tabs laid out in a logical manner. Can you rearrange your main window with the features and reports you'll use most often? Regarding those tabs, they should be in the same order throughout the listings.

What type of training do you provide for users?

Many types of software have a tutorial or a set of basic instructions to get you started.

With a CMMS, you certainly can open it up, start right in, and figure things out for yourself. However, training helps develop a relationship with the representatives of the CMMS company. If you attend an in-house session, you might learn with people from other companies. You share information and learn how others use the system. With your in-house training, you get direct answers, and many times, individual assistance.

Also, consider onsite sessions where the CMMS trainers come to you. They have an up-close view of your operations and can tailor the training to your needs. You learn in your working environment.

The third option is online which saves travel costs on both sides. While the limitations include distance, you have the opportunity for more people in the "classroom."

What type of customer support is offered?

With a CMMS, you need customer support. You need assistance who will take the time to answer your questions and solve your issues. Know this before you invest in a CMMS. Questions in this category you should ask include: When are they available? 24/7? 8-5 weekdays? Where are the reps? Overseas?

You probably won't know how friendly and enthusiastic they are until you call, but if they work within the same office as the rest of the CMMS company employees, you might meet them during the in-house training session. You'll want that type of assistance.

Does the CMMS have mobile capabilities?

Of course, you want mobile devices to have the app. Many companies, such as utilities, have maintenance workers away from the office or out in the field. On a mobile app, you can check inventory, initiate work orders, and so much more.

Can the system handle multiple locations or facilities?

Some companies have branches or operations in other cities. No need to purchase a separate system for each. One CMMS system can handle multiple sites and organize the various locations in a facility.

Is the CMMS scalable to accommodate future growth?

You'll soon move into this category after inquiring about what features the system offers. Does the company offer packages where you might end up with more than you'll need? Can you purchase "a la carte?"

For instance, your company wants to focus on assets and preventive maintenance. You may not need barcodes. However, in the future, when your company expands processing, barcodes might interest you. At that time, the CMMS will be ready for you.

Don't get stuck with a lump package that includes a lot of stuff you'll never use.

What security measures are in place to protect our data?

This relates to the hosting question. If you have the vendor take care of the hosting, look into security measures and backup procedures.

Are there any ongoing fees or maintenance costs associated with the system?

Make sure you see everything the company provides before signing the contract. Understand any additional fees, if any, that will be paid for extra services.

Can the CMMS generate customizable reports and analytics?

The CMMS looks great, but your company would like to have something added to one particular feature. Or else, you want a specialized report that the system doesn't offer because it pertains directly to your industry or company. Ask how the vendor will work with you to create something for you.

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Does the system have a preventive maintenance scheduling feature?

Include this because preventive maintenance (PM) is important in every business. It may constitute the majority of the work your department does. Your CMMS should have a dedicated PM feature, allowing you to create a list of PMs, set type, priority, description, assign equipment and inventory. Look for a CMMS with a scheduling calendar for those work orders.

What is the implementation process and timeline?

Yes, you'll attend training sessions, but you'd like to input your data into the system and get started. Of course, the time element will depend on how much information you want to input. Ask about importing from spreadsheets.

Can the CMMS accommodate our industry-specific needs?

A CMMS offers versatility. You see it in numerous industries. From hospitals to fuel producers. From manufacturing to mining. From R&D to resorts. From aerospace to amusement parks. Casinos, hospitals, property management, educational institutions, and so many more.

Are there any limitations or restrictions on the number of users or assets?

The question about the number of system users was discussed above, but check into what you'll get "out of the box" when it comes to the number of assets. This pertains to the scalability question, too.

Will you see the company at trade shows?

You'll see numerous trade shows throughout a given year. If you see a CMMS provider at these, that means they want to exhibit accessibility, to stay in the public eye, and to show how they're different than the competition.

What is the vendor's track record and reputation in the industry?

Do some analysis research. Plenty of websites offer comparisons of systems. Look for a company that has been around for a while, and that has constantly sought to adapt to the ever-changing business world. Many websites will have a sample of clients and testimonials.

How often does the vendor release software updates and what is the process for implementing them?

As mentioned, business changes. Your CMMS should, too. You can't expect the same productivity from a system from decades ago. Look for innovations, new features, new options, and increased service.

Building a Long-Term Partnership with Your CMMS Provider

Other questions may come up in your research into a CMMS. Don't decide until you have enough information about that company, its product, and services to make an informed decision. You and the provider want a long-term relationship. Start out strong, and you'll have better opportunities for maintenance management success.

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FAQs

What are the most important features to look for in maintenance software?

Key features include asset management, preventive maintenance scheduling, inventory organization, and the ability to generate customizable reports and analytics.

Should I choose a web-based or on-premises CMMS solution?

Web-based (vendor-hosted) solutions often simplify IT security and support, while on-premises (self-hosted) gives you more direct control over the system and data.

How can I determine if a CMMS will integrate with our existing systems?

Ask the provider if their system can transfer data to your existing accounting software or Enterprise Resource Planning (ERP) programs.

What is the difference between concurrent and individual user licenses?

An individual user license is purchased for each person who needs access, whereas a concurrent user license allows a set number of users to access the system simultaneously, regardless of the total number of employees.

Does the software vendor offer adequate training and customer support?

A good vendor should offer various training options—like in-house, onsite, or online—and provide reliable customer support that is readily available to solve your issues.

Can the MAPCON CMMS handle multiple company locations?

< p style="margin-top:0; margin-bottom:20px;">Yes, the MAPCON system is designed to handle multiple locations or facilities under a single system, helping to organize operations across various sites.

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