Transforming Maintenance Efficiency with Click Maint CMMS

Company Size: ≈ 50 Employees

Industry: Non-Profit (Homeless Shelter for Men)

Location: 3 Covert Street Hempstead, New York, United States

Number of users: 10

Using Click Maint since: January, 2025

Company Overview

Horizon Hearts, Inc. is a non-profit organization based in Hempstead, New York, dedicated to providing critical support and shelter for men in need. Operating two facilities and employing a team of approximately 30 staff members, the organization focuses on offering safe housing, essential services, and guidance to help residents rebuild their lives. Maintaining these facilities in good condition is essential—not only for compliance and safety but also to ensure a dignified and supportive living environment for those they serve.

As a nonprofit, Horizon Hearts manages its operations with limited resources and tight budgets. This makes operational efficiency and preventive maintenance particularly important. The team oversees everything from building infrastructure and HVAC systems to safety equipment and general repairs, often working under demanding timelines. Before implementing Click Maint, the organization relied heavily on manual recordkeeping methods that made it difficult to track maintenance history, prioritize work orders, or measure performance. Today, Horizon Hearts continues to make strides toward greater operational reliability and cost control, with Click Maint serving as the backbone of its maintenance management strategy. 

Maintenance Challenges

Before implementing Click Maint, Horizon Hearts relied entirely on paper forms, spreadsheets, and manual communication to manage its maintenance activities. Work orders were handwritten and distributed to maintenance staff, who would later return completed forms for filing. This approach created numerous inefficiencies and data gaps. Work requests could easily be misplaced or delayed, and the lack of a centralized system made it difficult to track progress or verify task completion. As a result, preventive maintenance (PM) schedules were often missed, and repair tasks were handled reactively rather than proactively.

The organization also struggled with a lack of visibility into asset history and recurring maintenance issues. When equipment failed, technicians had no quick way to review past repairs, which increased troubleshooting time and often led to repeated work on the same problems. The manual system also made it challenging to measure technician productivity or identify bottlenecks. As the facilities expanded and maintenance demands grew, these inefficiencies became more pronounced, leading to lost labor hours and unnecessary costs. The absence of structured data collection meant management couldn’t easily analyze trends or forecast maintenance needs—hindering both planning and budget control.

Impact on Operations, Productivity, and Costs

The limitations of Horizon Hearts’ previous maintenance processes had direct consequences on its operations. Work orders were frequently delayed or left incomplete due to poor tracking, resulting in extended equipment downtime and disruptions to facility operations. Maintenance staff often duplicated work or overlooked tasks because there was no clear visibility into what had already been completed. This lack of accountability and data transparency made it difficult to evaluate performance or prioritize repairs effectively.

Wasted labor hours became a recurring issue. Technicians spent considerable time locating old records or verifying maintenance history—time that could have been used for productive tasks. Because preventive maintenance schedules were inconsistently followed, small issues were often left unchecked until they escalated into larger, more costly repairs. This reactive approach also placed additional strain on limited resources and staff.

In some cases, critical systems such as HVAC units or electrical components required emergency attention, pulling technicians away from planned work. The organization faced rising maintenance costs and inconsistent equipment reliability, with no efficient method to analyze recurring issues or improve workflows. Ultimately, Horizon Hearts needed a centralized, easy-to-use system that could bring structure, visibility, and accountability to its maintenance operations.

Click Maint Solution

After researching multiple CMMS options, Horizon Hearts selected Click Maint for its simplicity, affordability, and ability to meet the unique needs of a nonprofit organization. The decision was driven by the platform’s user-friendly interface, mobile accessibility, and wide range of built-in features that offered a complete maintenance management solution without additional cost modules or technical complexity.

The organization found the work order and preventive maintenance (PM) management tools especially valuable, as they allowed maintenance staff to create, assign, and track tasks seamlessly. The mobile app gave technicians instant access to work orders, enabling them to record progress and complete updates on-site without returning to the office. Other features like time tracking, inventory management, and QR code-based work requests provided flexibility and improved efficiency. Staff could now submit maintenance requests directly by scanning equipment tags, eliminating paperwork and improving communication.

Implementation was highly collaborative. Horizon Hearts’ team participated in weekly onboarding sessions with Click Maint’s  onboarding team who guided them through configuration, data entry, and best practices. With support from Click Maint, the organization transitioned smoothly, leveraging its prior experience with maintenance systems while tailoring workflows to fit its operations. The onboarding process ensured that staff at all levels were confident using the platform from day one.

Outcomes and Benefits

Since adopting Click Maint, Horizon Hearts has seen measurable improvements in organization, efficiency, and accountability. The most immediate impact was a noticeable increase in workflow visibility—every task, asset, and technician activity can now be tracked and reviewed in real time. Work orders are prioritized more effectively, and preventive maintenance schedules are followed consistently, drastically reducing unplanned downtime.

Technicians can now complete work orders on their mobile devices, allowing them to record notes, attach photos, and close jobs while in the field. This mobility has enhanced compliance and reduced the administrative workload associated with paper forms. The management team reports significant cost savings compared to the previous system, both from the elimination of manual paperwork and from reduced emergency repairs due to more proactive maintenance.

Efficiency metrics have also improved. Approximately 85% of work orders are now completed on time, with nearly 4,000 tasks logged and tracked in the system. Labor hours are being used more productively, and the maintenance department has gained valuable data insights to guide future planning. Overall, Click Maint has helped Horizon Hearts establish a culture of accountability, enabling the team to manage resources better and ensure that all facilities remain safe, well-maintained, and mission-ready.