Multi-Site Maintenance Management Template

Run maintenance across every location from one Coast account. This template includes the full work order, preventive maintenance, asset, and parts system, and adds a parts transfer workflow that moves stock between sites and keeps both locations' counts accurate. Locations nest under parent locations, so every work order, asset, meter, and part belongs to a place you can report on.

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Regional Facilities
Work Orders
Preventive Maintenance
Inspections
Assets
Locations
Parts
Part Transfer Requests
Work orders · all sites38 open across 6 sites MRJLTKTable ViewAdd work order
Ask Search Filter Sort
Work order
Site
Priority
Due
Dock leveler repair
North Plant
High
Today
Chiller 3 annual service
Westside
Scheduled
Mar 18
Line 2 guard replacement
North Plant
Medium
Mar 19
Parking lot light survey
Eastgate
Low
Mar 22
Restroom fixture audit
Southpoint
Low
Mar 26

How the Multi-Site Maintenance Management Workflow Works

Organize Work by Site

Set up each site and the areas inside it using parent locations. Work orders, assets, parts, meters, inspections, and downtime records all link to a location.

Locations6 sites
North Plant
4 areas
Receiving
12 assets
Production
34 assets
Westside
3 areas
Eastgate
2 areas

Run the Same Process Everywhere

Every site uses the same work orders, preventive maintenance schedules, inspections, meter readings, labor tracking, and downtime records, so results are comparable across locations.

Open work orders by site38 open
North Plant
14 open
Westside
9 open
Eastgate
7 open
Southpoint
5 open
Harbor Yard
3 open

Transfer Parts Between Sites

Create a transfer request with an origin site, a destination site, and the parts moving. The request shows live on-hand quantities at both ends and moves through approval. Completing it deducts stock from the origin and adds it at the destination automatically.

TR-0142 · North → WestsidePending approval
Seal kit · qty 6
On hand 14 → 3
Drive belt · qty 2
On hand 9 → 1
Origin · North Plant
Deduct
Destination · Westside
Add
TKApprover · T. Kane
Awaiting

Benefits of This Multi-Site Maintenance Management Workflow

  • One System Across Every Location

    Standardize how maintenance is requested, assigned, and recorded at each site instead of maintaining separate tools per location.

  • Keep Stock Accurate at Every Site

    Transfers update both locations' quantities automatically, and each part record sends a low-stock email alert when it drops below its minimum on hand.

  • Compare Sites in One View

    Group and filter work orders by location, and use the parent location list to see how sites and the areas inside them roll up.

What’s Included in This Workflow

Work Orders, Preventive Maintenance, and Inspections

Manage requests, reactive work, recurring maintenance, checklists, assignments, priorities, and schedules across sites.

  • Priority
  • Status
  • Checklist
  • Assignee
  • Recurrence
  • Site

Assets, Locations, and Maintenance History

Organize equipment under sites and areas, and track service history, downtime, meter readings, labor, and costs.

  • Parent location
  • Area
  • Asset
  • Meter reading
  • Downtime
  • Labor

Parts, Transfers, Purchasing, and Vendors

Track parts inventory per location, move stock between sites with an approval step, and manage purchase orders, vendors, and costs.

  • On hand by site
  • Min on hand
  • Origin
  • Destination
  • Approval
  • Low-stock alert

Customize the Workflow for Your Team

Change fields, statuses, priorities, request forms, approval steps, notifications, and reports across the workflow. Build the location hierarchy to match how your sites and areas are actually organized, and create views for each site, region, or role. Coast AI can help tailor the workspaces and build additional processes for your operation.

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FAQs About Multi-Site Maintenance Management

What happens when I add this workflow to Coast?

Coast creates the full multi-site maintenance system with all included workspaces, recommended fields, statuses, views, and relationships. Your team can start adding sites, importing existing data, and managing maintenance activity in one system.

How is this different from the Maintenance Work Order Management template?

It includes everything in that template and adds a Part Transfer Requests workspace plus the inventory logic behind it. Choose this template if you hold parts at more than one location.

Do I have to use every included workspace?

No. All workspaces are included, but your team can start with the ones it needs today. Add the other workspaces as your maintenance process grows.

Can I import my existing maintenance data?

Yes. Import existing assets, locations, parts, vendors, and other maintenance records instead of rebuilding the system one item at a time.

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