How the YMCA of Winnipeg Improved Maintenance Visibility Across Multiple Facilities with Click Maint

Industry: Nonprofit, Wellness, Gyms & Fitness

Location: Winnipeg, Manitoba, Canada

Number of Sites: 4 facilities

Number of users: 25 users plus requesters

Using Click Maint since: April, 2025

About YMCA of Winnipeg

YWCA-YWCA of Winnipeg (Y Winnipeg) is one of Manitoba’s largest nonprofit community organizations, dedicated to building healthier communities through programs that strengthen individuals and families.

Through its facilities across Winnipeg, the organization provides a wide range of services, including health and fitness programming, licensed childcare, youth and family programs, newcomer settlement services, mental health support, and community outreach initiatives.

Its inclusive and accessible programming serves people of all ages and backgrounds, helping community members improve their physical and mental well-being, build meaningful relationships, and develop the skills and confidence needed to thrive.

Supporting multiple facilities and a diverse range of community programs requires dependable building systems and a well-organized maintenance operation. Maintaining safe, welcoming, and efficiently managed environments for members, staff, and visitors depends on the facilities team having clear visibility into maintenance needs across the organization.

Maintenance Challenges

Before implementing Click Maint, Y Winnipeg was managing maintenance requests, reactive work orders, and preventive maintenance activities across four locations without a centralized maintenance management system.

As the number of requests increased across different sites, coordinating reactive work while maintaining visibility into scheduled preventive maintenance became increasingly difficult.

Tracking work order status, organizing maintenance records, and ensuring tasks were completed on time required significant manual coordination and follow-up.

Without a single system for maintenance information, staff spent additional time communicating between locations, checking the status of work orders, and determining which requests required the most urgent attention.

Maintaining consistent oversight of preventive maintenance activities was also challenging. Routine maintenance could be delayed when reactive issues took priority, making it harder for the facilities team to maintain a proactive approach.

These challenges affected both operational efficiency and maintenance planning. Manual coordination reduced productivity and limited visibility into maintenance performance across the organization. Delayed preventive maintenance also increased the potential for equipment downtime, service disruptions, and higher maintenance costs.

As Y Winnipeg continued supporting multiple facilities and community programs, the team needed a centralized maintenance solution that could improve visibility, streamline workflows, and provide better oversight across its operations.

Why Click Maint?

Y Winnipeg selected Click Maint to centralize maintenance management, improve work order tracking across its facilities, and create a more organized approach to both reactive and preventive maintenance.

The team wanted greater visibility into maintenance activities while simplifying the way requests, work orders, and maintenance records were managed across the organization.

One of the most valuable aspects of Click Maint has been its intuitive request submission process.

Staff can quickly submit maintenance requests through the request portal, while the structured workflow behind the scenes allows the maintenance team to prioritize, assign, and track work orders from creation through completion.

This has created a more consistent and organized maintenance process and reduced the amount of manual coordination required between locations.

Another standout capability for Y Winnipeg has been Click Maint’s Open API.

By integrating Click Maint with Microsoft Power BI, the organization has been able to create customized dashboards and reports tailored to its operational needs.

The integration provides greater flexibility for analyzing maintenance data, monitoring key performance indicators, and identifying opportunities to improve maintenance performance across the organization.

Instead of simply recording completed maintenance work, Y Winnipeg can now use its maintenance data to better understand how the team is performing and where additional improvements can be made.

Outcomes and Benefits

Since implementing Click Maint, Y Winnipeg has gained greater visibility into maintenance operations and established a more structured approach to managing work across its facilities.

Maintenance teams now have clearer prioritization of reactive work orders while maintaining better oversight of preventive maintenance activities.

Workflows have become more consistent, manual coordination has been reduced, and maintenance activity is easier to monitor and manage.

The combination of Click Maint’s reporting capabilities, Open API, and Power BI integration has also given the organization meaningful insight into maintenance performance.

Since implementation:

• 2,644 work orders have been completed.

• 65.13% of completed work orders have been preventive maintenance activities.

• 34.87% have been reactive work orders.

• 48.5% of all work orders are completed within three days.

• 78.9% are completed within five days.

These insights are helping the maintenance team move beyond simply tracking work.

For example, maintenance data revealed that reactive work orders typically remain open longer than preventive maintenance tasks. With that information available, the team can investigate the underlying causes and focus on improving response times for higher-priority reactive work.

Click Maint is giving Y Winnipeg the structure needed to manage maintenance more efficiently today while also providing the data needed to drive continuous improvement across its facilities.