Art Gallery of Ontario Achieves Rapid CMMS Adoption with a Seamless Implementation

Company Size:  800 Employees

Industry: Museums, Historical Sites, Non-Profit

Location: Toronto, Canada

Number of users: ≈ 7 Users & Requesters

Using Click Maint since:  July, 2025

About Art Gallery of Ontario

Art Gallery of Ontario (AGO) is one of the largest and most distinguished art museums in Canada, dedicated to preserving and showcasing world-class art collections while delivering exceptional cultural experiences. Located at 317 Dundas Street West, Toronto, ON, M5T 1G4, the AGO welcomes visitors from around the world and serves as a major cultural landmark in downtown Toronto. Established in 1900 as the Art Museum of Toronto, the AGO has grown significantly over the past century and now houses more than 120,000 works of art, spanning Canadian, Indigenous, contemporary, and international collections.

Operating from one large facility with approximately 500 employees, the AGO relies heavily on efficient facility operations to support both visitors and the preservation of priceless artwork. Their facilities department is responsible for maintaining the building’s core infrastructure and carefully controlling atmospheric conditions such as temperature and humidity to help preserve the museum’s valuable art collection. Through the use of Click Maint, the team is able to better organize maintenance activities, track work orders, and support the ongoing reliability of critical building systems.

Maintenance Challenges

Before implementing Click Maint, one of our biggest challenges was organizing our preventive maintenance program and work order system. Communication between departments was handled primarily through emails, phone calls, and verbal requests, which often resulted in maintenance tasks being overlooked or delayed. Without a centralized platform, it was difficult to ensure consistent follow-through, track progress, or maintain accountability across the team.

Managing parts inventory was another major obstacle. Because inventory tracking was not well organized, technicians frequently discovered that critical parts were unavailable when needed. This led to unnecessary delays and extended equipment downtime while waiting for replacements that ideally should have already been in stock.

These challenges had a direct impact on our operations, productivity, and maintenance costs. Technicians were spending valuable time searching for information, clarifying requests, or sourcing parts instead of focusing on completing maintenance work efficiently. Preventive maintenance tasks were sometimes missed, leading to premature equipment failures and a greater reliance on emergency repairs, which are significantly more disruptive and expensive.

For example, recurring HVAC issues that could have been identified early escalated into larger system failures, impacting building occupants and critical environmental conditions needed to preserve the art collection. Additionally, without reliable historical data, it was difficult for management to analyze recurring issues, justify budgets, or make informed decisions about long-term asset management.

Why Click Maint?

When we began searching for a maintenance management solution, our primary goal was to find a system that was both easy to implement and simple for our entire team to adopt quickly. We needed a platform that could improve organization, communication, and accountability without introducing the complexity and cost that often come with large enterprise systems. After evaluating several options, Click Maint stood out as the best fit for our department and operational needs.

Click Maint offered the essential features we were looking for, including work order management, preventive maintenance scheduling, asset tracking, inventory management, and reporting, all within a clean and intuitive interface. It gave us the functionality we needed to support our facility operations and maintain critical building systems, while still being user-friendly enough for technicians and staff to adopt with minimal disruption. The affordability and flexibility of the platform also made it a practical long-term solution for our team.

The implementation process itself was smooth and much faster than we anticipated. The Click Maint onboarding team guided us step-by-step through the setup process, helping us migrate asset data and configure the system to align with our existing workflows. Because the interface was so intuitive, most of our technicians became comfortable using the platform within the first week. Whenever questions came up, the support team responded quickly and provided helpful guidance. Overall, it was one of the most seamless software rollouts we’ve experienced, and it immediately helped us move toward a more organized and proactive maintenance operation.

Outcomes and Benefits

Since adopting Click Maint, we’ve seen noticeable improvements across nearly every aspect of our maintenance operation. One of the biggest changes has been in our work order management process. Having everything centralized in one platform means far fewer tasks are overlooked, and our technicians always have visibility into priorities and outstanding work. As a result, work order completion rates have improved significantly, and communication between departments has become much more streamlined and consistent.

The preventive maintenance scheduling feature has also been a game changer for our team. Instead of constantly reacting to equipment failures, we’re now able to stay ahead of issues before they become major problems. Preventive maintenance compliance has improved, which has directly reduced emergency repair calls and unplanned downtime throughout the facility.

Another valuable benefit has been the asset tracking and history functionality. Having detailed maintenance history records for each piece of equipment has made it much easier to identify recurring issues, track repair costs, and make informed repair-or-replace decisions. Our team also spends far less time handling administrative tasks and searching for information, allowing us to focus more on actual maintenance work.

Because we weren’t tracking maintenance metrics consistently before Click Maint, we don’t have a perfect baseline for comparison. However, the improvements have been obvious. Emergency repairs have decreased, preventive maintenance tasks are completed more consistently, and for the first time we have reliable data and reporting that will help us measure long-term performance improvements moving forward.