CMMS for HVAC and building services maintenance companies
- HVAC companies manage many pieces of equipment spread across client sites, with periodic checks that are mandatory or contractual.
- A CMMS organises each site and piece of equipment, schedules the checks and keeps a record of every intervention.
- Technicians need an app that works on roofs and in plant rooms without coverage.
A CMMS for HVAC organises each client’s equipment (chillers, air handling units, split systems, boilers, pumps), schedules its periodic checks and keeps a record of every intervention. For a company that maintains thermal installations, the value lies in never missing a check, arriving at each visit knowing what is there and what was done, and being able to prove it.
What usually has to be maintained
- Cooling and heat production: chillers, heat pumps, boilers.
- Distribution: air handling units (AHUs), fan coils, ductwork, circulation pumps.
- Regulation and control elements: valves, probes, controllers.
- Auxiliary systems: cooling towers, expansion vessels, tanks.
Typical preventive tasks
For guidance only: exact frequencies depend on the manufacturer, the installation’s capacity and the applicable regulations.
| Equipment | Task | Scheduling |
|---|---|---|
| Air handling unit (AHU) | Clean or replace filters, check belts and coils | By calendar |
| Chiller / heat pump | Check pressures and leaks, clean the condenser | By calendar or by operating hours |
| Boiler | Check the burner and combustion | Yearly |
| Circulation pump | Check seals, noise and vibration | Monthly or quarterly |
| Cooling tower | Inspection and cleaning | By calendar |
Records and regulations
In Spain the Regulation on Thermal Installations in Buildings (RITE) requires these installations to be maintained under a preventive maintenance programme and the record of operations to be kept. Depending on the case, fluorinated gas rules and legionellosis prevention rules also apply. Always check the current version and what each installation requires; a CMMS does not replace technical advice, but it keeps in order the records you will be asked for.
How Mantenplan organises it
- Clients, sites and equipment in a tree, with a record, documents and custom fields (capacity, refrigerant, serial number…).
- Preventive plans by calendar or by meter that generate work orders in advance.
- An installable technician app that works offline: check the order, record time, material and photos, and it syncs when coverage returns.
- Contracts with SLAs, quotes and invoices, and control of what each job costs against what was budgeted.
- Optional sensors to monitor temperatures or pressures and open an order when they go out of range.
Common mistakes in HVAC
- Keeping each client’s checks in different spreadsheets.
- Not noting which filters or parts were replaced and when.
- Without a record of what was found, it is hard to justify a repair or defend the service in a complaint.
All your clients’ installations, in order
Equipment, periodic checks, field technicians and invoicing in a single system.
Try MantenplanFrequently asked questions
What is a CMMS for HVAC?
It is software that records the HVAC equipment at each site, schedules its periodic checks, manages technicians’ work orders and keeps the history of every intervention.
Is it suitable for maintaining the installations of several clients?
Yes, if the software organises clients, locations and equipment. That way each technician sees the orders on their route and you see the history and cost per client.