Do we need to stop using Excel completely?

No. Many teams keep spreadsheets for planning or analysis while they move active maintenance work into a CMMS. The practical goal is to make due work, ownership, and completion clear.

What should we import first?

Start with the assets and planned maintenance that affect daily work. You can add history, spare parts, and lower-priority assets later.

Can technicians use Runspine on the floor?

Yes. Runspine provides a mobile app for procedures, work orders, time, photos, and signatures. It also works offline when connectivity drops.

Maintenance software vs Excel

When Excel is no longer enough for maintenance

A spreadsheet is a practical place to start. Move to maintenance software when the team needs work orders, field execution, and a reliable record of completed work.

The question is not Excel or software

The question is whether your current way of working still gives every person the same clear answer: what is due, who owns it, and what proves it was completed. Excel can do that for a small, disciplined team. It becomes fragile when maintenance work moves between planners, technicians, shifts, and sites.

When Excel can still be the right tool

One person owns the plan and updates it consistently.
The asset list and number of planned jobs are still easy to review each week.
Technicians can receive work directly and the team does not need a detailed completion record.

When maintenance software becomes useful

You do not need to replace Excel because it is old. Consider a CMMS when missed handoffs, overdue work, or missing evidence create operational risk.

Several people edit copies of the same plan or ask which version is current.
Planned maintenance needs to become assigned work orders instead of reminders in a sheet.
Technicians need procedures, parts, time, photos, or signatures while they are at the asset.
You need to review an asset history or show completed work for an audit.

Excel and Runspine compared

Plan maintenance	Excel	Runspine
Plan maintenance	Create and update dates manually.	Calendar and meter PM can create work orders when due.
Give work to technicians	Share the latest file, email, or printout.	Assign work orders with procedures and priority.
Complete work on site	Record updates later or outside the sheet.	Technicians record completion, time, photos, and signatures in mobile, including offline.
Maintain an audit record	Collect notes and evidence in separate places.	Keep work details and completion evidence with the work order and asset.
Start the change	Keep using the existing file.	Import the assets and plans that matter first, then expand from one site.

Move in small, useful steps

You do not need to recreate every old spreadsheet before starting. Begin with the assets and PM plans that matter most. Use Runspine for real work orders, then add history and more locations as the team is ready. If you need help mapping and importing data, contact us before you start.

Use the free maintenance plan template first See how Runspine works

Maintenance software and Excel: common questions

Do we need to stop using Excel completely?: No. Many teams keep spreadsheets for planning or analysis while they move active maintenance work into a CMMS. The practical goal is to make due work, ownership, and completion clear.
What should we import first?: Start with the assets and planned maintenance that affect daily work. You can add history, spare parts, and lower-priority assets later.
Can technicians use Runspine on the floor?: Yes. Runspine provides a mobile app for procedures, work orders, time, photos, and signatures. It also works offline when connectivity drops.