Streamlining Maintenance Communication and Efficiency with Click Maint

Company Size: ≈ 100 Employees

Industry: Education (K-12)

Location: 205 S Washington St., Palestine, IL 62451 – 1060, United States

Number of users: 5, plus staff requesters

Using Click Maint since:  July 2025

Company Overview

Palestine Community Unit School District #3 (CUSD #3) is a public school district located at 205 South Washington Street in Palestine, Illinois. The district operates three facilities and is dedicated to providing students with a safe, functional, and supportive learning environment. In addition to its educational mission, the district’s maintenance department plays a crucial role in ensuring that buildings, grounds, and transportation assets are kept in top condition to support daily operations and compliance standards.

The maintenance team, which includes three key personnel, is responsible for maintaining buses, buildings, and grounds across the district’s campuses. Their work ensures that all facilities meet safety codes and remain conducive to quality education. Like many public school districts, Palestine CUSD #3 faces the challenge of balancing limited resources with high operational expectations, making efficient maintenance management essential.

Maintenance Challenges

Before adopting Click Maint, Palestine CUSD #3 relied on a paper-based work order system that often resulted in communication delays and missed requests. Hard copies of work orders had to pass through multiple steps and approvals before reaching the maintenance department—sometimes taking up to three days or, in some cases, never arriving at all. This lack of visibility created confusion around task priority and completion.

When work orders were delayed or not initiated, requests were instead communicated through phone or radio calls. This informal process led to constant interruptions, as technicians were pulled from one job to another without a structured workflow. The maintenance supervisor and two part-time staff members—each working only four hours per day—found it difficult to manage time efficiently. The result was a recurring loss of productivity, wasted travel time between buildings, and difficulty tracking which tasks had been completed or were still pending.

Impact on Operations, Productivity, and Costs

The lack of a centralized, reliable communication process affected the district’s overall maintenance performance. Jobs were frequently interrupted, and priorities were difficult to establish, resulting in lower task completion rates and inefficient use of limited staff hours. Time and fuel were wasted traveling between sites to address issues that could have been coordinated more efficiently.

Because the maintenance team operates with a small workforce and limited daily hours, any delay or miscommunication significantly impacted productivity. These inefficiencies also created challenges in evaluating performance and planning preventive maintenance. The district recognized the need for a digital, paperless system to streamline communication, track tasks, and ensure timely responses to maintenance requests.

Click Maint Solution

To address these challenges, Palestine CUSD #3 implemented Click Maint after the district superintendent initiated a search for a solution to digitize maintenance management. The goal was to move toward a fully paperless system that could improve tracking of assets, personnel, and work orders.

Click Maint quickly provided a streamlined and user-friendly workflow. Maintenance requests are now received electronically, allowing the team to prioritize tasks based on urgency and location. This has eliminated delays in communication and reduced unnecessary travel time between buildings. Implementation was described as “painless,” with the system quickly adopted across the maintenance department.

Outcomes and Benefits

Since adopting Click Maint, the district has reported significant improvements in efficiency, organization, and workflow. Work orders are now processed and assigned in real time, allowing the maintenance team to focus on completing tasks rather than chasing paperwork. The ability to prioritize jobs by location and seriousness has improved task scheduling and reduced wasted travel between facilities.

The district’s maintenance operations are now more transparent, allowing administrators and maintenance staff to track progress, assign responsibilities, and follow up on outstanding work orders. The move to a digital platform has also positioned the district for future improvements in asset tracking and preventive maintenance as the team continues learning the system’s full capabilities.

Overall, Click Maint has helped Palestine CUSD #3 streamline operations, save time, and strengthen communication between staff and administration—laying the foundation for more effective facility management across all three district sites.