CMMS Software Training: Empowering Your Maintenance Team


Greetings, maintenance enthusiasts! Keeping your organization’s equipment and assets functioning at peak performance is always a challenge. You know that regular maintenance is essential, but it’s not always easy to keep track of everything that needs to be done. That’s where Computerized Maintenance Management System (CMMS) software comes in. A CMMS can help you keep track of maintenance schedules, work orders, inventory, and more. But as with any software, training is essential to make the most of its capabilities. In this article, we’ll explore the ins and outs of CMMS software training and how it can empower your maintenance team.

What is CMMS software?

Before we delve into CMMS software training, let’s start with the basics. In simplest terms, CMMS software is a tool that helps maintenance professionals manage their work. CMMS systems track information about equipment, parts, and labor. They help schedule maintenance tasks, track maintenance history, and monitor inventory levels. A CMMS system can also help you manage work orders and assign tasks to team members.

There are many different CMMS software options on the market today. Some are designed for specific industries, such as healthcare or manufacturing. Others are designed for organizations of different sizes. Some popular CMMS solutions include:

CMMS Solution
Mobile-ready CMMS software that supports preventive maintenance, inventory, and work orders
Cloud-based CMMS and asset management platform for maintenance teams
Hippo CMMS
Web-based CMMS that offers work order management, preventive maintenance, and reporting

Why is CMMS software training important?

While a CMMS system can help your maintenance team work more efficiently, it’s not a magic bullet. To get the most out of your CMMS software, you need to train your team on how to use it. Here are a few reasons why CMMS software training is essential:

  • Maximize ROI: A CMMS system can be a substantial investment. To make sure you’re getting the most value from it, you need to train your team to use it effectively.
  • Ensure data accuracy: A CMMS system relies on accurate data to function properly. If your team doesn’t enter data correctly, your system won’t be able to provide accurate insights.
  • Increase efficiency: Proper training can help your team work more efficiently. They’ll understand how to use the system to automate tasks, avoid duplicating work, and track their work more effectively.

What should CMMS software training cover?

CMMS software training should cover everything your team needs to know to use the system effectively. This includes training on how to:

  • Create work orders
  • Track inventory
  • Generate reports
  • Schedule preventive maintenance
  • Track equipment downtime
  • Manage assets

Your training should also cover the basics of how the system works, including how to navigate the interface and access different features. Finally, you should cover any specific workflows or processes unique to your organization.

What are some best practices for CMMS software training?

Here are a few best practices to keep in mind when training your team on a new CMMS software system:

  • Train in small groups: Small group training sessions can be more effective than one-on-one training. They allow team members to ask questions and learn from each other.
  • Provide hands-on training: Your team will learn best by doing. Provide hands-on training opportunities so they can practice using the system in real-world scenarios.
  • Create training materials: Written guides, videos, and other training materials can help reinforce what your team has learned during hands-on training.
  • Offer ongoing training: Don’t assume that one round of training is enough. Offer ongoing training sessions to keep your team up to date on the latest system features and best practices.


What is the cost of CMMS software training?

The cost of CMMS software training can vary widely depending on the provider and the level of training you need. Some providers offer online training for free, while others charge several hundred or even thousands of dollars for in-person training sessions.

How long does CMMS software training take?

The length of CMMS software training depends on the complexity of the system and the level of training you need. Basic training can take a few hours, while more advanced training can take several days or even weeks.

Can I train my team on CMMS software myself?

You can train your team on CMMS software yourself, but it’s usually best to work with the software provider or an experienced consultant. They’ll have more expertise and can provide a more structured and effective training program.

Do I need to train all my maintenance staff on CMMS software?

It’s a good idea to train all your maintenance staff on CMMS software so that everyone is on the same page. However, you may need to provide more advanced training to team members who will have a more significant role in using the system.

What if my team is resistant to using CMMS software?

If your team is resistant to using CMMS software, try to identify what’s causing the resistance. Address any concerns they may have, and emphasize the benefits of using the system. If necessary, offer additional training or support to help them get comfortable with the system.

Can I customize my CMMS software training?

Most providers offer some level of customization for CMMS software training. They can tailor their training programs to your organization’s unique needs and workflows.

How often should I provide CMMS software training?

You should provide CMMS software training whenever new team members join your maintenance staff, and whenever significant system updates or changes are made. You may also want to offer ongoing training sessions to keep your team up to date on the latest features and best practices.

What’s the best way to evaluate the effectiveness of CMMS software training?

The best way to evaluate the effectiveness of CMMS software training is to track key performance indicators (KPIs). Measure how often work orders are completed on time, how much equipment downtime is reduced, and how much inventory costs decrease after training. You can use this information to refine your training program and improve outcomes.

What if I have multiple locations or teams using my CMMS software?

If you have multiple locations or teams using your CMMS software, you may need to provide training for each group separately. However, you can still use a standardized training program and tailor it to each team’s specific needs.

What if I need additional support after CMMS software training?

If you need additional support after CMMS software training, reach out to your software provider. They should be able to provide ongoing support, whether through phone or email support, online help resources, or additional training sessions.

What if my team members have different levels of CMMS software experience?

If your team members have different levels of CMMS software experience, you may need to provide different levels of training. Ensure that each team member has the knowledge and skills they need to use the system effectively.

Can I change my CMMS software training program after it’s been implemented?

Yes, you can change your CMMS software training program after it’s been implemented. Listen to feedback from your team members and identify areas where the training could be improved. Then, work with your provider or consultant to make the necessary changes.

What if we switch to a new CMMS software system?

If you switch to a new CMMS software system, you’ll need to provide new training for your team. However, you can apply many of the same best practices we’ve discussed here to make the transition smoother.


Proper CMMS software training is essential to empower your maintenance team and get the most out of your system. By covering the basics of the system, providing hands-on training, and offering ongoing support, you can ensure that your team is using the system efficiently and accurately. And with the right training program, you can maximize your ROI, increase efficiency, and ensure that your equipment and assets are always functioning at their best.

Don’t wait to start your CMMS software training program. Contact your provider or consultant today to get started.


We hope you found this article informative and helpful! Remember, proper CMMS software training can help you get the most out of your maintenance program. If you have any additional questions or concerns, feel free to reach out to us. We’re always happy to help.