Streamlining Preventive Maintenance & Inventory Management with Cryotos CMMS

At a Glance

Challenges

Before implementing Cryotos CMMS, Leading Coworking Provider faced several operational hurdles as their portfolio expanded:

1. Managing preventive maintenance tasks for a wide variety of assets spread across multiple locations.
2. Tracking inventory consumption — including tea, coffee, and other supplies — and ensuring timely reorders.
3. Coordinating between service managers and IT managers for real-time oversight of maintenance tasks.
4. Monitoring and approving maintenance activities at multiple levels with a growing, geographically distributed team.

Solution

Leading Coworking Provider deployed Cryotos CMMS to directly address these challenges, focusing on two core areas: preventive maintenance and inventory management.

1. Preventive Maintenance (PM)
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Cryotos enabled Leading Coworking Provider to structure and schedule routine PM tasks for all critical assets, including:
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1. Assets Managed: Projectors, access controllers, intercom systems, speakers, LED TVs, server racks, CPUs, and AC units.
2. Daily Routine PM: Ongoing asset inspections and maintenance checks across all coworking spaces.
3. Fire Safety PM: Regular inspections ensuring all fire safety equipment remains fully operational.

Tasks are role-specific and easy to track, with detailed procedures for each department:

Service Manager PM Tasks
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1. Pre-Filter & Membrane Maintenance of RO systems — routine checks to maintain water filtration functionality.
2. Spot Cleaning of Carpets — maintaining cleanliness in shared office spaces.
3. Visual Inspections and Drain Cleaning — keeping common areas in top condition.
4. Image Capture — photos taken during maintenance for documentation, quality assurance, and compliance.

IT Manager PM Tasks
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1. Quick Inspection of EPBX (Electronic Private Branch Exchange) — ensuring smooth communication for all users.
2. Detailed Inspection of the Server Room — comprehensive checks on all server-related equipment and IT infrastructure.

2. Auto-Scheduled Daily Routine PM
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Cryotos CMMS automatically schedules daily routine PM tasks and sends daily status updates to the management team. Automated scheduling and reporting keep all stakeholders informed, save administrative time, and improve accountability across every location.

3. Inventory Management
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1. Tracked Items: Tea, Coffee, Lemon Tea, Cardamom Tea, Assam Tea — monitored across all locations to ensure stock is always available.
2. Reorder Alerts: Automatic notifications are triggered when stock falls below defined thresholds, preventing shortages before they impact operations.

4. Monitoring Across Multiple Cities
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As Leading Coworking Provider expands its geographic footprint, Cryotos makes simultaneous multi-location oversight straightforward:

1. Location-Based Monitoring: Each city and coworking space is tracked independently, allowing cluster managers to monitor asset status and maintenance activities in real time.
2. Image Documentation: All maintenance and inspection activities are paired with image captures, giving managers a clear visual record and enabling faster issue identification and resolution.