A manager who can not answer “how long are repairs taking?” or “which technician has the most open work orders?” is managing by feel rather than data. Maintenance reporting software converts the work order activity your team generates every day into charts and exports you can use to make decisions – about staffing, about which assets need attention, and about whether your PM program is keeping up with demand.
TeamWork’s reports pull directly from your work order records. There is no separate data entry, no exports to build a spreadsheet, and no end-of-month reconstruction. The numbers update as your team works.
Track Backlog and Open Work Orders Over Time
The backlog report shows how many work orders are open at any point, broken down by status, priority, category, and location. You can filter by date range to see whether the backlog is growing or shrinking over time – a rising backlog over multiple weeks is a signal that incoming volume is outpacing your team’s capacity.
Backlog visibility is one of the most practical tools a maintenance manager has. It answers the question your director will eventually ask: are we keeping up? When you can point to a chart showing the last 90 days of open versus closed work orders, the conversation shifts from opinion to evidence.
Measure Resolution Time Trends
The resolution time report shows the average time from work order creation to close, broken down by category, priority, location, and technician. You can filter by date range to track whether response times are improving, and compare priority levels to see whether critical work orders are actually getting resolved faster than low-priority ones.
Resolution time is one of the closest equivalents to MTTR that a general maintenance team tracks day to day. If you want to calculate true MTTR for equipment failures, our guide on how to calculate MTTR walks through the formula and what the metric means in practice.
Trends matter more than point-in-time snapshots. A high average resolution time in one week might reflect a complex job. A high average over three months reflects a process problem.
Review Technician Load and Completion Rates
The technician load report shows open and completed work orders by assignee over a selected period. Managers can see whether one technician is carrying a disproportionate share of the active workload, and whether completion rates vary significantly across the team.
This report is designed to inform capacity planning, not to rank technicians by a performance number without context. A technician with a high open count might be handling the most complex jobs in the building – or they might be genuinely overloaded. The report gives you the starting point for that conversation, not the conclusion.
Filter and Export for Audits and Compliance
Every report in TeamWork can be filtered before export: by date range, status, category, location, assignee, or priority. The filtered view is what gets exported to CSV.
For compliance purposes – regulatory inspections, insurance documentation, property management audits – CSV export means you are not dependent on TeamWork’s reporting format matching whoever is asking for the data. You export the filtered set, open it in Excel or whatever your auditor uses, and format it for their requirements.
Regular exports are also useful as a backup log for operations that need to retain maintenance records beyond what a CMMS typically stores. Export quarterly, file the CSV, and you have a dated record that exists independent of the software.
Frequently Asked Questions
Q: Do reports update in real time as technicians close work orders?
Yes. Reports in TeamWork pull live from the work order database. When a technician closes a work order, it immediately reflects in the completion count, resolution time, and backlog reports. There is no scheduled sync or data pipeline lag.
Q: Can I filter reports by location within a multi-site organization?
Yes. If your organization uses TeamWork’s location hierarchy (sites, buildings, floors, areas), you can filter reports by any level of that hierarchy. A facility director managing three buildings can see the backlog for each building independently, or roll up to the full site.
Q: Are there dashboards, or just exportable reports?
TeamWork’s reporting surfaces interactive charts with filter controls – you adjust the parameters and the chart updates. The current reporting set covers backlog, resolution time, technician load, and completion by location. Exports are available for all reports. Saved dashboard views with pinned configurations are on the product roadmap.
Decisions get better when the data is already there. Start your free 14-day trial – no credit card required.