Free Excel maintenance templates

What is in the workbook

• Equipment list template (Excel)One row per machine or sub-assembly: your codes as text, location paths, parent machines, status and criticality drop-downs; a machine that is down in red.
  sheet «Assets»
• Spare parts inventory template (Excel)Part codes and manufacturer numbers as text, bins, minimum and maximum, compatible machines, stock and stock value; low stock in yellow.
  sheet «Parts»
• Preventive maintenance schedule template (Excel)Interval, fixed or floating, the checklist in one cell, meter-based schedules; next due computed from the last date done, overdue in red.
  sheet «PM schedules»
• Equipment maintenance log template (Excel)One row per work order: machine, type, priority, status, dates, cause, action, hours and costs; open rows past their due date in red.
  sheet «Work orders»
• Machine downtime tracker template (Excel)One row per stop: machine, started, ended or minutes down, reason (built in or your own), note, the work order that fixed it; hours down by formula, a stop without an end in red. Imports on Reports → Import downtime.
  sheet «Downtime»
• People (no page of its own)Name, e-mail, role (operator, technician, manager, admin) and site. Small on purpose: the import adds people and sends no invites; you invite each one from their card when their phone is ready.
  sheet «People»

A Read me sheet comes first: how to fill the sheets, in which order to import them, and every column of every sheet with its meaning and allowed values.

Why these templates are different

• They are the import format of a free CMMS. Most free templates are a dead end: when the sheet is not enough, everything is retyped into a system. These sheets' column names are the ones LK Up imports by, so the move is choose the file, check the preview, press Import, in an evening and without a consultant.
• They are built like a maintenance person's sheet. Codes are text (007 stays 007), dates are dates in any language of Excel, counts refuse fractions, a fixed set of words is a drop-down, the PM sheet computes the next due date and turns red when it is late, the parts sheet shows low stock in yellow and the value on the shelves.
• Nothing is asked for them. No e-mail, no sign-up, no macros, no «Pro» version with the useful columns. Open the file, fill it, keep it.
• Leaving is as easy as arriving. If you do move into LK Up, every list exports back to Excel at any time, in the same shape. How the move works.

From Excel into LK Up in three steps

1. Install LK Up. It is free and runs on your own Mac or Windows PC (download, about half an hour to the first work order). Phones use the web app, offline too.
2. Choose the workbook. On each import page (Assets → Import, Parts → Import, Settings → People → Import, PM → Import, Work orders → Import), pick the file. The right sheet is chosen by its name; the Preview shows each row's action and any problem before anything is written. Columns need no mapping: the sheet's headers are the importer's own.
3. Press Import. Then the other sheets, each from its own page: Assets, Parts, People, PM schedules, Work orders, in that order. Importing the same file again updates the records instead of duplicating them (choose «update it from the file»), so you can keep working in Excel for a while and import again.

Why we built it this way

The competitor of a maintenance system is not another system. In most plants it is a spreadsheet, and the spreadsheet usually wins, because moving out of it looks like a week of retyping. We took the other road: make the spreadsheet good, and make the move a file import. The templates are the sheets we would want a plant to keep if it never installed anything, and if it does install LK Up one day, nothing is lost and nothing is retyped.