Maintenance plan software for on-time servicing

Yes, you can upload existing Excel checklists or PDFs and digitize them in Lumiform, so your team can use the same structure on mobile without rebuilding everything. If the file needs cleanup or you want to improve the layout, the AI tool can help generate an app-ready template, and you can also start from a pre-made option in the template library (12,000+ forms) in order to adapt faster. Once digitized, you can add consistent answer formats, required photos or signatures, and automatic follow-ups, so every submission includes proof and failed items turn into assigned actions instead of getting lost.

Yes. Lumiform’s roles and permissions system lets you control which users and groups can access which forms and data. You can set it up so that each department, trade, or location only sees the checklists relevant to them. A mechanical worker does not see electrical checklists. A branch sees only its own forms. Administrators manage these permissions centrally. This is configurable without requiring IT involvement for day-to-day changes.

Yes. You place a QR code on a machine or piece of equipment. When a technician scans it, the relevant form opens with the asset already identified. The technician goes straight into the checklist without searching for the right form or manually entering which machine they are at. This replaces the situation where workers have to navigate through a list of forms to find the right one for the equipment in front of them.

The Lumiform mobile app saves data locally on the device when there is no internet connection and syncs automatically once connectivity is restored. This covers basements, large production floors, and outdoor areas where WiFi is not guaranteed. The sync happens without any manual step from the technician. Data entered offline does not require re-entry once the device reconnects.

Yes. When a defect is identified during an inspection, you create an action directly from that checklist item. The defect transfers into the action list without manual re-entry. You assign it to the responsible person, set a deadline, and track completion from there. This removes the step where someone finds a defect in a checklist and then has to manually enter it somewhere else by hand, which is exactly the workflow that keeps people tied to parallel Excel lists.

Yes. You set the schedule and Lumiform sends automated reminders when a form is due and follow-up notifications if it hasn’t been completed. The manager gets notified without having to manually check the app or chase anyone. This directly replaces the situation where you’re always having to actively go into Excel to check what’s overdue and whether you’ve already missed a deadline. Reminders go out via push notification and email.

Yes. Lumiform sends automated notifications when tasks become overdue. The manager receives the alert without having to log in and manually check whether something was completed. This way, they don’t actively have to go into the app at the end of the week to see whether tasks were done. Notifications go out via push notification and email, so the alert reaches the manager on whichever channel they are monitoring.

Once a form is submitted in Lumiform, the completed report is stored as a fixed record. The platform maintains an edit history so any changes made after submission are traceable. This supports audit trail requirements where you need to be able to prove what was recorded and when, and identify if anything was altered after the fact.

Lumiform is GDPR compliant and stores data in secure data centers in Frankfurt, Germany, ensuring compliance with European data protection laws. The infrastructure is built on certified Amazon Web Services and complies with SOC2 (Type 2) and ISO27017/27018 standards. Lumiform uses robust encryption, secure data storage, and strict access controls during transmission, storage, and processing. You can find more details on the data security page.

Lumiform offers a REST API and integrations with databases including PostgreSQL, MySQL, and MS SQL, which are the connection points for pushing data into an ERP system. Native integrations with SharePoint, OneDrive, Google Drive, and Power BI are also available. Direct ERP connectors depend on your specific system. API access and integrations are included in the Enterprise plan and available as add-ons on the Professional plan.

Yes. When you assign an action to an external contractor, Lumiform sends the task to their email address. They can view the details and update the status directly from the email without logging into the platform or needing a full license. This covers situations where you need external firms to close out assigned tasks without adding them as licensed users. The action updates in your system automatically once they respond.