Work orders
Every step, with who and when
WO-1182 · Spindle bearing inspection
- In Review → CompletedLatestEmma Clarke · 25 Sep, 10:31
- In Progress → In ReviewTom Hayes · 25 Sep, 09:05
- Created as OpenEmma Clarke · 24 Sep, 11:02
Audit trails
Every change, on the record
Who changed what, when and from where. Logged for you, no forms.A CMMS audit trail that logs who changed your assets, parts and work orders, when they did it and from which device, without anyone filling in a form. Every value before and after is kept in plain words, and every work order step shows who moved it and when.
Be ready for every audit
Every record keeps its own story
Who, when and what changed, kept on every record.Who did it, when and what changed — kept on each record, so you can answer any auditor’s question in minutes.
- Can’t be edited or deleted — admins included
- Export the trail or one asset’s history as a PDF
What gets recorded
See exactly what changed
Every entry answers an auditor’s five questions.Every entry answers the five questions an auditor asks — without anyone writing it down.
- Who? The person, by name and role.
- When? To the second.
- From where? Web or mobile, and the device.
- Why? The reason they gave.
- What? Every value, before and after.
MachDatum Mobile
The history travels with the technician
Every work order's history, one tap away on the floor.On iOS and Android, every work order's history is one tap away on the shop floor — each step, who took it and when.
Explore MachDatum Mobile9:41
Work Order
Spindle bearing inspectionWO-1182
InspectionDetailsChecklistHistory
Created asOpen
Emma Clarke24 Sep · 11:02
Open→In Progress
Tom Hayes24 Sep · 14:20
In Progress→In Review
Tom Hayes25 Sep · 09:05
In Review→Completed
Emma Clarke25 Sep · 10:31
From → to
Each step shows exactly what changed: Open moved to In Progress, not just "updated".
Who
Every change carries the name of the person who made it. No guessing who closed the job.
When
Date and time to the minute, so shift handovers and audits line up.
Every asset carries its own audit card too: HP-07 shows who created it and who last changed it.
Notifications
Every alert the system sends is on record too
Every email and push is logged, so you can prove who was told.Emails and push notifications are logged with who received them, whether they arrived and when — so you can show that the right person was told.
Email notifications
Emails, sent and logged
Spindle bearing inspection - Work Order Assignment
MachDatum CMMSto adam.mitchell@acmeplant.com10:05Acme Plant
Work Order Assigned
You have been assigned a new work order. Please review the details below and begin work when ready.
Asset: CNC Lathe CNC-04
Assigned To: Tom Hayes
Reported By: Emma Clarke
Assigned: 25 Sep 2026, 10:05
Do not reply. Automated notification from MachDatum CMMS.
Every email the system sends is logged with its recipient, status and send time.
Push notifications
Push notifications, sent and logged
10:05
Friday, 25 September
MachDatumnowWork Order Assigned
“Spindle bearing inspection” from Emma Clarke • High Priority • Due tomorrow
MachDatum12m agoWO-1182 moved to In Review
Tom Hayes submitted “Spindle bearing inspection”
Every push is logged with its recipient, status, platform and time.
Alerts and exports
Hear about the changes that matter
Pick the changes that matter and who hears. Export on a schedule.Pick the changes you want to know about and who should hear, by email, push or your team’s chat. Send the audit trail to your own systems on a schedule.
Audit alerts
Tell the right person, straight away
Audit alerts
An asset is decommissioned or deletedTell: Maintenance HeadSend via:EmailMicrosoft Teams
A work order is deletedTell: Maintenance Head, PlannerSend via:EmailPush
PushA Critical asset’s details changeTell: Reliability EngineerSend via:WhatsApp
Every Monday 08:00: last week’s changes as a PDFTell: Plant ManagerSend via:Email
Turn each alert on or off. A weekly PDF of last week’s changes can go to the plant manager.
Exports
Send the audit trail to your systems
Send the audit trail to your systems
Scheduled export
The audit trail as CSV or PDF, every day, week or month, to email or your file storage.
Weekly · PDF · quality@acmeplant.com
Export on demand
Filter the list, then export exactly what the auditor asked for.
Last 90 days · CNC-04 · CSV
Webhook to IT security
Every entry sent as it happens to your security team’s monitoring (SIEM).
Connected · last sent 10:42
ChannelsEmailPushWhatsAppMicrosoft TeamsWebhook
PushWhatsAppMicrosoft TeamsWebhookScheduled CSV or PDF exports for quality, and a live feed for IT security.
Frequently asked questions
It’s a record of who changed maintenance data, what they did and when. In MachDatum, changes to assets, parts and work orders are logged automatically with the user, time, IP address and device.
Creating, changing and deleting assets, parts and work orders; stock adjustments; asset deactivation, reactivation and decommissioning; and work order assignments and state changes. Work orders and asset movements keep a step-by-step history, and checklists keep every published version.
No. The app has no way to edit or delete audit entries, and each entry is chained to the previous one with a hash. Deleted records themselves are kept and marked with who deleted them and when.
Yes. Open any entry to see which fields changed, with the value before and after, who made the change, when, from the web or mobile app, and the reason given. Each asset’s history shows the same before and after values.
Yes. Filter the Audit Trail and export it as CSV or PDF, download one asset’s full history as a PDF, or schedule a weekly PDF of last week’s changes by email.
Yes. The asset audit card and each work order’s history are available on iOS and Android.
Record changes and workflow steps are stamped for long-term retention of up to seven years. Ask us about your own retention requirements during a demo.
Get started
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