What usually happens
- The failure is spotted mid-afternoon and reported by shouting between shifts.
- The refrigeration technician asks "what was done last time?" and nobody knows.
- Hoods, filters and refrigeration get serviced "when it is due", which is usually late.
- When the health inspector arrives, there is no paperwork to show.
- With three locations, each one calls its own repair guy and head office finds out from the invoice.
How it works with onCMMS
- A QR code on every piece of equipment: anyone on shift reports in thirty seconds, with a photo, no account needed.
- The request reaches the manager by email immediately, with its priority.
- Preventive maintenance for coolers, hoods, filters and HVAC, with the work order generated automatically.
- Every intervention leaves a signed PDF report: that is what you show during an inspection.
- The history per unit tells you that this cooler has had three repairs in six months and it is time to replace it.
- Refrigeration contractors receive the order as a PDF by email, without an account and without using a seat on your plan.
A typical week in a three-restaurant group
- Monday. The monthly hood and filter cleaning orders for all three kitchens appear, generated by the PM plan. The operations manager assigns two to the in-house handyman and sends the third to the cleaning contractor as a PDF.
- Tuesday. A line cook at the downtown location scans the QR code on the reach-in fridge: "not holding temperature, photo attached". The manager converts it to an urgent order and calls the refrigeration company; the order records who was called and when.
- Wednesday. The technician replaces the thermostat. The manager closes the order with the invoice photo and the temperature reading. The fridge history now shows two thermostat replacements in a year.
- Friday. The quarterly fire suppression check is due next week; the working calendar has already moved it off the holiday Monday to Tuesday.
- End of month. The report shows the downtown location with twice the corrective orders of the other two, most of them refrigeration. The conversation with the landlord about the ageing cold room now has numbers.
Typical assets
Walk-in coolers and freezers, blast chillers, reach-in fridges and display cases, extraction hoods and filters, ovens, ranges and fryers, dishwashers, dining room HVAC, water heaters, ice machines, grease traps, fire suppression systems.
Does it work for several locations?
Yes. Each restaurant is a site, with its own locations and assets, and reports can be filtered by site. The Free plan covers one site; Workshop and Business have unlimited sites.
Can floor and kitchen staff report without being users?
Yes, with the QR code. That is what makes it get used during a busy shift, and requesters never count towards your plan.
Does it record temperatures for food safety logs?
You can define a temperature meter on a cooler and record readings with a chart, and a technician can record one when closing a work order. It is a maintenance record, not a food safety (HACCP) system: it does not replace your temperature log or your food safety procedures.
Can I keep the refrigeration contractor's reports in one place?
Yes. Attach their report as a photo or file to the work order, or close the order with their details in the summary. The unit's history then shows their visits next to your own.
Screenshots show the current interface, which is in Spanish. An English interface is on the roadmap; read where it stands.
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