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Manager handbook

Everything a manager needs to use Smart Maintenance Task Manager for reporting, analysis, and decision-making.

This handbook is for the Manager role

If you're not sure what role you have, open your profile in the web portal (avatar → Profile) or ask your Admin.

What you'll do with the platform

As a manager, you consume reports. You don't create tasks, assign work, or edit data — that's the Mapper, Supervisor, and Admin's job. Your focus is the signal the system produces: are we running well? Where is effort going? Which assets are costing us the most?

Your main responsibilities:

  • Review dashboards for a daily operational snapshot.
  • Export reports for your own analysis or to share with stakeholders.
  • Monitor performance trends over weeks and months.
  • Compare technicians, lines, or assets to spot patterns.
  • Feed findings back to the Supervisor and Admin for operational adjustments.

Your primary app

The web portal. Manager doesn't have mobile access — reports are where you spend your time, and reports are a desk activity.

Your landing page: the Dashboard

Every time you sign in, you arrive on the Dashboard. It shows:

  • Today's task volume and completion rate.
  • Overdue task count.
  • Technician performance for the selected date range.
  • Line availability and uptime indicators.
  • Pending repair requests and shutdowns.

The date range picker at the top controls everything on the page. Start there — the default is usually "today", but most managerial questions are framed across a week, month, or quarter.

See Dashboard.

Reports available to you

You have read-and-export access to every standard report. The ones you'll use most:

Daily-to-weekly

  • Task Reporting — raw execution log. Drill down to a specific task.
  • Task History — search and filter across historical executions.
  • Completion Report — completion rate by line, asset, technician.

Monthly-to-quarterly

  • Technician Comparison — performance ranking across the team.
  • Asset Availability — uptime % and downtime analysis per asset.
  • Shutdown Report — incidents by reason, duration, frequency.
  • Repair Request Report — failure patterns and resolution times.

Strategic

  • OEE Report — Overall Equipment Effectiveness. Combines availability, performance, and quality.
  • Yearly Report — annual aggregated metrics for exec / board review.

See Reports (web portal) for detail on each.

Export and share

Every report supports CSV and PDF export. Use:

  • CSV — for your own analysis in Excel, Google Sheets, or a BI tool.
  • PDF — for sharing with leadership or printing for meetings.

Exported files carry the filters you had set at the time. Re-exporting requires re-applying filters.

Good managerial rhythms

Daily (5 minutes)

  • Open the Dashboard.
  • Glance at completion rate, overdue count, open repair requests.
  • If anything's sharply off trend, message your Supervisor for context.

Weekly (30 minutes)

  • Completion Report for the past week — on or off schedule?
  • Shutdown Report for the past week — any recurring causes?
  • Repair Request Report — backlog growing or shrinking?

Monthly (1–2 hours)

  • Technician Comparison — any coaching opportunities?
  • Asset Availability — which assets are dragging the site average down?
  • OEE trend — up, flat, or down?
  • Cross-reference with maintenance spend if your finance team shares it.

Quarterly / Yearly

  • Yearly Report for exec review.
  • OEE year-over-year.
  • Capital planning signals — assets with persistently high repair-request counts are candidates for replacement.

Reading the reports well

A single bad day doesn't mean much. A month of sliding completion rate means you have a real problem. Always zoom out before drawing conclusions.

Compare like with like

Line A's 92% completion rate and Line B's 78% completion rate might both be appropriate if Line B has harder equipment or more tasks per shift. Context matters more than raw numbers.

Watch the shape of the data

Averages lie. A technician comparison that shows "team average is 95% on-time" can hide a range from 70% to 100%. Look at distributions, outliers, and leading indicators.

Cross-reference reports

  • Falling OEE + rising repair requests for the same asset → that asset is failing more often.
  • High completion rate + rising shutdown frequency → tasks are being done but something else is wrong.
  • Low completion rate + stable OEE → either tasks aren't driving availability as expected, or there's slack in the schedule.

What you can do that other roles don't

  • Consume reports at scale without cluttering the system with writes.
  • Unlike Supervisors, you have no approval obligation — your role is analytical only.

What you can't do

  • Create, edit, or delete any data.
  • Assign tasks.
  • Approve or reject tasks.
  • Access any mobile feature.
  • Edit company settings.

For a full matrix, see Permissions matrix.

Things to watch for

Persist the filter state

Filters carry across sessions. If a report looks empty when you come back to it, check the filters first — a leftover date range or site filter is usually the cause.

Don't publish snapshots without noting the filter state

Exporting a PDF with a specific date range and sending it upward without context is an easy way to mislead. Always include the date range on the cover.

Numbers lag real events

Reports reflect the data that has been submitted and approved. If there's a big approval backlog, the Completion Report understates today's actual completions. Check the approval queue depth if numbers feel wrong.

Common managerial questions and where to answer them

Question Report
Are we keeping up with the plan? Completion Report
Who on the team is struggling? Technician Comparison
Which assets cost us the most effort? Repair Request Report + Asset Availability
Are we getting faster / slower at resolving failures? Repair Request Report (time-to-resolution over time)
What's our overall efficiency trajectory? OEE Report
How much unplanned downtime do we have? Shutdown Report + Asset Availability
Where should capital go next year? Yearly Report + Repair Request Report by asset

Troubleshooting

Problem See
Report is slow to load Performance is slow
Numbers look wrong Check filters; check the approval queue; check the date range covers what you expect
Can't sign in I can't log in