From sign-up to your first closed work order, in one afternoon

Before you start

The application interface is currently in Spanish (an English interface is on the roadmap). The screens are simple and the labels are short, and this guide names each step in both languages where it helps. The full Spanish manual, with screenshots of every screen, lives at https://gmao.es/manual/ (13 chapters).

You will need: the list of your machines or equipment (a spreadsheet is fine), the names and emails of the people who will use it, and a printer for the QR labels. That is all.

Step 1: create the account

1. Fill in the sign-up form: company name, your name, email and sector. The account is created instantly.
2. Check your inbox: the welcome email has the login address and a generated password.
3. Log in at https://app.gmao.es and change the password from your profile ("Mi perfil"). It travelled by email once; it should not stay your password.

You are the administrator of the company: you see everything and you are the only role that touches company settings. For 30 days you are on the Workshop plan with no card; the pricing page explains what happens afterwards.

Step 2: sites and locations

In Settings ("Ajustes"), create your sites ("Sedes"): a plant, a store, an office, a warehouse. Inside each site, the locations ("Ubicaciones") that make sense to you: production line 2, kitchen, roof, boiler room. You can start with one site and one location and refine later; assets and requests hang from them, so a little structure now saves searching later.

Step 3: users and roles

Still in Settings, add the people. There are four roles inside a company:

• Administrator: everything, including settings and the plan.
• Supervisor: manages requests, work orders, assets and preventive plans; no settings.
• Technician: sees and executes the work orders assigned to them, from the phone.
• Requester: reports problems and follows their own requests. Requesters never count towards the plan.

Each person receives an email to set their own password. You do not have to invite everyone on day one: anyone can report a problem by scanning a QR code without an account, so many companies only create users for the maintenance team.

Step 4: import your assets

1. Go to Settings → Import/Export CSV ("Importar/Exportar CSV") and download the asset template.
2. Fill it from your spreadsheet: name, site, location, category, serial number, notes. Only the name is mandatory.
3. Upload it. The import creates any missing sites, locations and categories on the way and gives you a row-by-row report of what went in and what did not.
4. Fix the rows that failed, if any, and upload again: the import is repeatable.

Twenty assets? Type them by hand in Assets ("Activos"), it is faster than a spreadsheet. Assets without a photo get an icon inferred from their name (a compressor, a chiller, a forklift), so the list is readable from the first minute. If you have a history of past work orders in a spreadsheet, the same screen imports it, so the history is not lost.

Step 5: print the QR labels

Each asset has a QR code, generated by the application. From the asset list, print the labels (one per asset, or a sheet) and stick them on the machines. Scanning one opens the asset's sheet for your team and a request form for anyone else, no account needed. The code is a random token, not the asset's number: nobody can guess the next one.

Step 6: the first request and the first work order

1. Someone scans a QR code (or opens Requests, "Avisos") and reports a problem: a title, a photo, where it is. The team gets an email.
2. A supervisor converts the request into a work order: priority, due date, assigned technician, optionally a checklist template.
3. The technician opens the work order on the phone and presses Start ("Iniciar"). Time starts counting; a stopwatch is available.
4. They work through the checklist, add photos from the camera or the gallery, note time spent, and if they have to wait for a part they press Pause ("Pausar").
5. To complete ("Finalizar") they write a closing summary; mandatory checklist items must be ticked first.
6. The supervisor validates the work. The requester is told by email that their request is resolved, and the asset's history has one more entry.

The work order report is a PDF with the summary, the checklist, the photos, the time entries and the signatures, ready for a client, an auditor or an insurer.

Step 7: preventive maintenance and the working calendar

In Preventive ("Preventivo"), create a plan per recurring task: which asset, what has to be done (a checklist template helps), how often (weekly, monthly, quarterly, yearly, every N days, or every N running hours if you record meter readings) and who does it. On the due date the work order is generated on its own.

Then set the working calendar in Settings: working days of the week, public holidays and closures. A preventive task that falls on a non-working day moves to the next working day, so nobody gets a work order dated on a Sunday.

Step 8: hand it to the team

• Tell people to scan the QR code when something breaks. That is the whole training for requesters.
• Technicians add the application to the phone's home screen; it opens like an app.
• Supervisors watch the dashboard: pending, overdue and in progress, plus a daily email of what is late.
• After a month, open Reports: MTTR, PM compliance, hours per asset. By then the numbers mean something.

Stuck at any step? Write to us with what you were trying to do. We answer in English or Spanish, and we built every screen you are looking at.

Screenshots show the current interface, which is in Spanish. An English interface is on the roadmap; read where it stands.