Preventive maintenance
The preventive maintenance app that remembers what is due
MaintainIQ is a preventive maintenance app that puts every piece of equipment on its own schedule, at one location or fifty. Hood cleaning, ice machine sanitizing, HVAC filters and the grease trap show up when they are due, and anything overdue is hard to miss.
- A schedule for each piece of equipment
- Service history on every record
- iPhone, iPad, Android and web
Operators at these brands use MaintainIQ
Schedule
Set the schedule once, and give it an owner
Choose how often the job needs doing and MaintainIQ keeps count from there. Each task shows the last service, when it is next due and how many days it is overdue, so the grease trap does not wait until it backs up on a Friday night.
- Every few days, weeks or months, a set day of the month, every other weekday, or as needed
- Instructions and a short checklist, so the job is done the same way every time
- Assign it to a person, or to a role like General Manager at each location
- Reminder emails, so the schedule does not depend on someone remembering
Book
Know the pro is booked before the date slips
Some jobs your own team handles. Others need the hood cleaner or the refrigeration tech. Keep the preferred vendor on the equipment record and tick the box once the visit is booked, so nobody has to ask whether someone called.
- A preferred vendor for each piece of equipment
- A box to confirm the service is booked
- The warranty date with a countdown, so you check coverage before you pay
Record
Record the service and build a history as you go
When the work is done, mark it as inspected, repaired, replaced or serviced by a pro. Every entry adds to that equipment's history, so the next manager can see what was done to the fryer and when, without digging through a binder.
- Service history on every piece of equipment
- Found a problem during the service? Create a work order straight from the equipment
- Scheduled service and repairs on the same record
Track
See what is due and overdue at every location
The Home dashboard shows preventive maintenance next to food safety checks, daily tasks and work orders for each location. Owners and area managers can spot the site that is falling behind without calling around.
- Filter by location or by group, such as a region or brand
- Technician efficiency reports, plus maintenance cost and budget forecasting
- Export lists to Excel for a budget meeting or a vendor review
Frequencies
Schedules that match how the work really happens
These are examples of what you can set up. Your equipment manual and local code decide the right interval. For a starting point, see how to build a preventive maintenance schedule for restaurants.
| Frequency setting | Example |
|---|---|
| Every few days, weeks or months | Have the hood and exhaust cleaned every 3 months |
| A set day of the month | Test the emergency lights on the 1st of every month |
| Every other weekday | Change the HVAC filters every other Sunday |
| As needed | Descale the espresso machine when the warning light comes on |
How it works
How the preventive maintenance app works
- 1
Add the equipment
List what needs regular care at each location, from the walk-in and the fryers to the ice machine and the rooftop unit.
- 2
Set the schedule
Pick the frequency, add instructions and a short checklist, set the preferred vendor and assign it to a person or a role.
- 3
Do the work
The task shows as due, then as overdue if it slips. Tick the box when an outside visit is booked.
- 4
Record it
Mark it inspected, repaired, replaced or serviced by a pro. The date goes into the history, and a problem becomes a work order.
Straight answer
What to expect
MaintainIQ runs your schedules by the calendar and keeps the record. It does not forecast breakdowns from sensor data, track spare parts or send technicians out on its own. For most restaurants and stores the win is simpler. The hood gets cleaned on time, and you can show when it was done.
Free templates
Free preventive maintenance checklists
Restaurant Preventive Maintenance Checklists
Free restaurant preventive maintenance checklists (PDF) with daily, weekly, monthly, quarterly and annual tasks for kitchen equipment and the building.
Free HVAC Preventive Maintenance Checklist PDF
Free HVAC preventive maintenance checklist PDF with monthly tasks, spring and fall seasonal service, annual professional checks and EPA refrigerant records.
Free Commercial Kitchen Hood & Exhaust Cleaning Checklist PDF
Free commercial kitchen hood and exhaust cleaning checklist PDF with daily, weekly and monthly staff tasks, the NFPA 96 schedule and records to keep.
What is a preventive maintenance app?
A preventive maintenance app keeps a schedule for each piece of equipment, shows your team what is due and what is overdue, and saves a record every time the work is done. It replaces the binder, the wall calendar and the memory of whoever has been there longest, at one location or many.
What is the difference between preventive maintenance and a work order?
Preventive maintenance is planned upkeep that repeats on a schedule, like cleaning the hood every quarter. A work order is a one-off job, usually a repair after something breaks. In MaintainIQ both sit on the same equipment record, and you can create a work order from the equipment when a service turns up a problem.
How often should restaurant equipment get preventive maintenance?
Start with the manufacturer's manual and your local code, then adjust for how hard you run the equipment. As a rough guide, many kitchens change HVAC filters monthly, clean condenser coils every few months and have high-volume hoods cleaned quarterly under NFPA 96. Our guide to preventive maintenance for restaurants covers the basics.
Can I assign preventive maintenance to a role instead of a person?
Yes. You can assign each task to a named person or to a role at the location, such as General Manager. Titles are set per location, so someone can be a Shift Lead at one site and the General Manager at another.
Can I see preventive maintenance for all my locations at once?
Yes. The Home dashboard shows preventive maintenance, work orders, daily tasks and food safety checks for every location, so the site that is falling behind stands out. You can filter to one location or to a group, such as a region or brand, and export lists to Excel.
Does MaintainIQ send preventive maintenance reminders?
Yes, by email. MaintainIQ sends reminder emails, and every task shows as due and then as overdue on its list and on the Home dashboard, so a skipped hood cleaning or filter change is easy to spot. Each task also has an owner, a person or a role, so it is clear who should act.
Does MaintainIQ work for a single location?
Yes. MaintainIQ is priced per location with unlimited users, so a single restaurant or store gets the same preventive maintenance features as a group with dozens of sites. You can add every manager and team member without paying per user. See pricing.
Ready when you are
Put your upkeep on a schedule
In a 15-minute demo we will show you how schedules, due dates and service history would work for your equipment and locations.
- iPhone, iPad, Android and web
- English and Spanish
- Unlimited users per location
Prefer to talk? Call (888) 534-0261. US-based support.