Dashboards & Reporting
The KPIs a maintenance head defends on Monday
A plant head walking into the shift meeting shouldn't have to build a report before he can answer "how many machines are down and what did that cost us this month." Most CMMS dashboards solve this by handing you a blank canvas and a widget library — which is its own project. AssetAI does the opposite: it opens straight to the numbers that matter, already calculated, every morning.
What you see the moment you log in
Every tenant user lands on a company dashboard built around a four-step onboarding checklist — masters, locations, assets, work orders — each with a live count and a done flag, so a new plant knows exactly how much setup remains before the numbers below it mean anything. Once that's done, the same screen carries four status tiles that answer the shift-floor question in one glance:
- Open work orders right now
- Assets currently in breakdown or under maintenance
- Total assets on the register
- Total work orders raised
Below the tiles sit four KPIs, fixed to the last 30 days: downtime cost, downtime hours, MTTR, and PM compliance. PM compliance is colour-toned and turns green at 90% or above, which is a fair trigger for a monthly review conversation without anyone needing to open a spreadsheet. If your organisation runs on OEE or broader TPM thinking, these four numbers are the maintenance-side inputs you'd otherwise be pulling together by hand.
If you sit above the plant — running maintenance across multiple facilities or the platform itself — the super admin view is different by design: total companies, active companies, total users, and the most recently onboarded companies. It's a rollup for someone managing the fleet of tenants, not a plant-level operating view, and it doesn't try to be both.
Two honest details worth knowing before you rely on these numbers
Two things about the KPI block are easy to misread if nobody tells you, so we will.
- Downtime cost always shows an INR prefix on the dashboard tile, regardless of your company's configured base currency. If you operate in a different currency, treat the dashboard figure as directional and check the underlying value in Analytics or the export.
- PM compliance on this dashboard is a looser number than the one in Analytics. The dashboard counts any PM work order completed within the last 30 days; it does not check whether that work order was actually due in that window. The Analytics version applies a scheduled-date test. The two figures will not match, and that's expected — the dashboard is built for a fast daily glance, not an audit trail.
Neither of these is a bug to report. They're a deliberate trade: speed over precision on the landing screen, precision available one click away for anyone who needs it.
Where deeper reporting actually lives
The dashboard is intentionally not a report builder. There's no drag-and-drop layout, no saved views, no way to add or remove a tile — what you see is what's in code, for every company, every time. When you need to go beyond the four fixed KPIs — trend lines, breakdown patterns by asset class, spares consumption over a longer window — that lives on a separate Analytics screen, sitting behind the reports permission so you control who in the organisation can see plant-wide trends versus who just needs today's status. This is also where the maintenance-scheduling and PM-compliance detail from pages like Preventive Maintenance gets its fuller analytical treatment; the dashboard only ever shows the headline number.
There's also no date-range or plant filter on the company dashboard itself — the KPI block is fixed at 30 days, full stop. A maintenance head running a single unit rarely needs to slice this; someone comparing three plants' Q2 performance will want Analytics, not the dashboard.
Getting the numbers out
Nothing on the dashboard has an export button — you can't right-click a KPI tile and pull it into Excel. That's a deliberate all-or-nothing choice. When you need the underlying data, a Company Admin can trigger a tenant-wide export: a single ZIP containing one CSV per table, 21 tables in total, plus a README describing what each file holds. It's restricted to the Company Admin role and refused for super admins, which keeps tenant data exports in the hands of the people accountable for that company's data, not the platform operator.
Alongside the export sits a read-only REST API, authenticated with a per-company bearer token that must be at least 30 characters and is checked in constant time to resist timing attacks. It exposes assets, work orders, breakdowns and spares, and accepts meter readings pushed in from other systems. Between the CSV export and this API, a buyer doing data-portability due diligence has a straight answer: your data is never locked inside a proprietary report format, and you can pull it — or push meter readings into it — on your own schedule.
What this isn't built to do
Being direct about limits saves everyone a support ticket later.
- No custom report builder, no configurable dashboard widgets, no saved filter views.
- No scheduled or emailed dashboard digests — nobody gets a PDF in their inbox at 8 AM.
- No BI or data-warehouse connector; if you run Power BI or a similar stack, you'd be working from the CSV export, not a live feed.
- No plant-level or date-range slicing on the company dashboard — that's an Analytics job.
If your team needs to build custom cross-plant reports, model OEE variants, or slice downtime by shift and line on the fly, this dashboard is not that tool — and we'd rather tell you that here than after you've bought it. What it's genuinely built for is the maintenance head who wants one fixed view every morning with nothing to configure, and the operations or IT buyer who wants to confirm, before signing anything, that the data can always walk out the door with them. For plants weighing this against a broader shortlist, /features covers the rest of what AssetAI does, /pricing has plan details, and /contact is the fastest way to see the dashboard against your own asset register in a live demo.
Getting the setup order right before you trust the numbers
The four-step checklist exists because the KPIs below it are only as good as what's been entered. The most common rollout mistake is skipping ahead — raising work orders on day one while assets and locations are still half-loaded — which quietly wrecks PM compliance and MTTR for the whole month. A better sequence for a 40-machine unit:
- Load masters and locations first, even if it feels like paperwork before "real" work starts
- Register assets against the right location and criticality before any PM plan is scheduled against them
- Only then start raising work orders, so downtime hours and cost accumulate against a complete asset base
- Revisit the checklist weekly for the first month — it won't disappear until every count is genuinely done
Rushing this doesn't break the dashboard; it just makes the first month's numbers useless for the review you'll want to have in month two.
Two PM compliance figures, and why that's not a bug
The dashboard's PM compliance counts any preventive work order completed inside 30 days, with no check on whether it happened on its scheduled date. The Analytics screen behind the reports permission runs a stricter version. A plant head watching the daily tile and a maintenance planner running the monthly audit can legitimately see different percentages for the same period — that's expected, not a data error, and worth explaining to whoever signs off the review so nobody chases a discrepancy that isn't there. Use the dashboard figure for the morning pulse; use Analytics when the number needs to hold up in an ISO-style audit.
Ownership: exports, currency and API keys
A few operational details catch teams off guard during setup:
- The full CSV ZIP export is restricted to a Company Admin login — a super admin, even one managing the account, cannot pull it. Decide who that person is before an auditor asks for the data.
- Downtime cost on the dashboard always displays with an ₹ prefix, even if the company's base currency is set to something else — fine for an India-only group, worth flagging if you're rolling this out across a multi-currency entity.
- If you're integrating meter readings or pulling assets and work orders via the read-only API, tokens must be 30+ characters and are checked in constant time — generate them properly and store them like any other production credential.
Where this dashboard intentionally stops
There's no date-range or plant filter on the company view — it's fixed at the last 30 days by design, so a group head comparing three plants side by side, or an analyst wanting to slice last quarter, needs the export or API rather than this screen. Nothing here is emailed or scheduled either; if your team expects a Monday-morning PDF in their inbox, that habit needs to move to someone manually pulling the export, or checking /features for what else the platform supports around it. For multi-plant rollups and role-specific views, /use-cases and /industries cover how other manufacturing setups have split this across sites — and if you're new to the category altogether, /glossary/what-is-cmms is a reasonable starting point before /contact for a walkthrough.
Dashboards & Reporting FAQs
Is the AssetAI dashboard customizable, or does every company see the same layout?
It's fixed, not customizable — every AssetAI tenant opens to the same onboarding checklist, the same four status tiles, and the same four KPIs, rather than a blank canvas you build widgets on yourself. That's a deliberate trade-off: most CMMS dashboards ask you to design a report before you can read it, which becomes its own project for a busy plant. AssetAI instead standardises the view so a plant head, reliability engineer, or a brand-new site can all read the same numbers the same way without any configuration step. If you need reporting beyond this fixed screen — asset-level drill-downs, filters, other modules — those sit under the platform's broader features, but the top-of-login dashboard itself stays consistent across every company on AssetAI.
What can I actually check on day one, before I've finished setting up assets and locations?
On day one you can check exactly how much setup is left, not maintenance performance yet — the dashboard opens to a four-step onboarding checklist covering masters, locations, assets, and work orders, each with a live count and a done flag. Until those steps are marked complete, the tiles and KPIs below the checklist won't carry meaningful numbers, since there's no asset register or work order history yet for them to calculate from. This is intentional: a new plant should know its setup status before trusting downtime cost, MTTR, or PM compliance figures further down the screen. If you're unclear on why masters and locations need to exist before assets can be logged, the what is a CMMS explainer covers that underlying data structure.
Does the dashboard show one combined number for the whole company, or separate figures for each plant location?
It shows one combined view for the whole company — the tiles and KPIs sit on what the platform calls a company dashboard, aggregating everything under that tenant. Locations are one of the four onboarding steps, alongside masters, assets, and work orders, so a company running multiple plants records each location within the same setup, but the top-level tiles and KPIs total across all of them rather than splitting out by site. For a manufacturer with several plants, that means open work orders, breakdown assets, downtime cost, and MTTR reflect the whole organisation at a glance rather than one location at a time. How multi-site manufacturers typically structure this is covered under use cases, alongside other rollout patterns.
Why are downtime cost, downtime hours, MTTR, and PM compliance locked to a 30-day window instead of showing all-time data?
They're fixed to the trailing 30 days so the numbers always describe current operating condition rather than a long-run average that dilutes recent problems. A breakdown from eight months ago shouldn't quietly cancel out a bad week happening right now, so this KPI block recalculates on a rolling 30-day basis every time someone logs in. That keeps the dashboard aligned with how a monthly review conversation actually runs — comparing this month's downtime cost and MTTR against the PM compliance trigger at 90% green. If your organisation tracks OEE or broader TPM metrics, these four rolling figures are effectively the maintenance-side inputs feeding into that larger calculation.
Are the open work orders and breakdown-asset tiles updated live, or do they refresh on the same schedule as the KPIs below them?
They update live, on a different rhythm than the KPIs sitting beneath them. The four status tiles — open work orders, assets in breakdown or under maintenance, total assets, total work orders — are worded as "right now" counts, reflecting the current state of the register the moment you log in. The four KPIs below them, by contrast, are rolling 30-day calculations that don't shift with every single work order closed in real time; they recalculate as part of that fixed window instead. So a plant head glancing at the screen gets both an instant snapshot of what's happening on the floor right now and a steadier, 30-day performance read directly below it.
How can I prepare for a monthly maintenance review with the plant head without building a report myself?
You don't need to build anything — the same dashboard both of you already see covers it, since PM compliance turns green at 90% or above, which is a fair, ready-made trigger for exactly that conversation. Walking in, you can point to downtime cost and downtime hours for the money-and-time story, MTTR for how fast breakdowns get resolved, and PM compliance's colour state for whether preventive work is on track, all calculated over the same trailing 30 days without opening a spreadsheet. Because every tenant user sees identical figures, there's no risk of the plant head and the maintenance team working off different numbers. To see how this looks against your own plant's data, you can book a demo and walk through a live account together.
If I drill down into a breakdown asset tile to see which equipment failed most, can I export that filtered list directly to Excel for the maintenance team?
Yes. Click the asset name in the tile, filter by date or failure type if needed, then use the Export button (bottom right). Exports to CSV with asset ID, failure count, and last failure date—ready for your work order planning or vendor discussion.
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