AI-powered maintenance: How does Maintastic use Artificial Intelligence in its CMMS?
Maintenance issues are often reported today using paper notes, phone calls, or verbal communication. These reporting processes can be cumbersome, take valuable time, and cause information to get lost along the way. In reactive maintenance, every minute counts: when technicians or operators have to describe an issue in detail or fill out a lengthy form, they may report it later, leave out important information, or not report it at all. On top of that, maintenance and production teams are often multilingual. Consistently capturing clear and complete information is therefore not a given – it is a challenge of its own.
Maintastic’s AI voice agent addresses this challenge directly. It is an integral part of the maintenance management software (CMMS), embedded across asset management, the ticket system, and the maintenance app. Technicians, machine operators, and production staff can report issues naturally, in their preferred language and directly at the asset. The result is more than a simple transcription: the AI turns spoken information into a structured report that the maintenance team can process without additional clarification. The result: higher-quality maintenance data at the point of entry and faster prioritization of tasks and work orders. Both help reduce Mean Time to Repair (MTTR).
From issue report to high-quality ticket in one seamless workflow
The following workflow shows how the AI voice agent turns spoken information into a complete ticket in just a few steps – ready for the maintenance team to review, prioritize, and act on.
Start ticket creation
From the Maintastic app, users can choose between manual ticket creation and AI-assisted ticket creation.
Select the asset
Select the machine or asset from the list or scan the QR code directly on the asset.
This creates a reliable foundation for:
- maintenance history,
- accountability, and
- future analysis.
Describe the problem by voice
The technician or machine operator describes the issue in their own words and preferred language.
AI processes the information
Based on the voice recording, AI creates a structured ticket preview. This includes:
- the problem description,
- impact on production,
- asset operating status,
- urgency, and
- issue type such as mechanical.
Human in the loop: Review & submit
Before submitting, users can review the complete ticket. Information can be checked, supplemented, or corrected as needed.
- Final approval remains with the user.
Maintenance team receives the issue
Once approved, the ticket is immediately available to the maintenance team for further processing in the web application or mobile app.
More than just issue reporting: Additional use cases
The AI voice agent is not limited to AI-assisted ticket creation. Because ticket types in Maintastic can be customized, teams can use the same voice-based workflow to capture repair or maintenance requests, improvement suggestions, and valuable maintenance knowledge about machines and assets. The AI Voice Agent can be used across industries – from pharmaceuticals and chemicals to food & beverage, energy and utilities, and building HVAC.
Voice-to-Ticket technology in the Maintastic CMMS
Discover how the AI voice agent turns a spoken maintenance issue into a valuable, high-quality maintenance ticket in seconds.
Benefits of AI-powered maintenance with Maintastic: Better data in every report. Less effort to capture it.
Maintastic combines simple mobile reporting with high-quality ticket data and a seamless process from issue reporting on the shop floor to the maintenance team.
- Report faster & more easily: Voice replaces lengthy typing and lowers the barrier to reporting maintenance issues. Tips and guided prompts make the process easy to understand – even for occasional users.
- Improve data quality: AI organizes the relevant information for further processing, reduces the need for interpretation by the recipient, and ensures greater consistency across ticket data.
- Clear asset context: Manually selecting the affected asset or scanning its QR code creates a clear, traceable asset context from the very first step.
- Available to the team instantly: Once approved, the ticket is immediately available to the maintenance team in both the web application and mobile app.
Maintastic AI voice agent vs. traditional reporting methods
| Feature | Traditional reporting methods | Maintastic AI voice agent |
|---|---|---|
| Reporting | Fill out a form, make a phone call, or report the issue verbally | Report the issue by voice directly at the asset |
| Structure | Unstructured and dependent on what the person reporting the issue chooses to write down or mention | Automatically organizes information based on the selected ticket type, such as problem description, production impact, asset status, and priority |
| Classification | Manually categorized by the maintenance team afterward | Automatically categorized into areas such as mechanical, electrical, pneumatic, or hydraulic |
| Language | Dependent on the language spoken by the person reporting the issue | Understands spoken input in any language and automatically translates it into the company's designated language when needed |
| Ticket preparation | The report is typically passed on to maintenance without further processing, often requiring follow-up questions | A complete ticket preview is automatically prepared – the AI assists, the human makes the final decision |
Companies that trust Maintastic
Secure AI for maintenance
Maintastic meets the highest standards for data protection and information security. The company is ISO/IEC 27001 certified and has maintained a structured and effective Information Security Management System (ISMS) since 2020.
This commitment also applies to the use of AI: Voice and ticket data processed by the AI Voice Agent is handled exclusively within the EU, in compliance with GDPR requirements. Data is not shared with third parties or used to train AI models.
Discover more features of the Maintastic CMMS
Asset management
Easily manage machines, equipment, and building systems in one central system – with full visibility from asset structure to maintenance history.
Ticket system
Report issues directly at the machine using a QR code and voice or automatically through IoT integration.
Maintenance planning
Optimize your resources by precisely coordinating maintenance technicians, maintenance activities, and schedules.
Digital work orders
Assign maintenance work orders and tasks entirely digitally and with full traceability.
Digital Work instructions & SOPs
Ditch paper and spreadsheets – create work instructions for SOPs, checklists, and inspection reports digitally.
Mobile CMMS
Take maintenance on the go – manage tickets and work orders with the Maintastic CMMS, right from the shop floor.
FAQs about the Maintastic AI voice agent for maintenance
What exactly is the Maintastic AI voice agent?
How does AI-powered voice ticket creation work?
The maintenance technician or machine operator selects an asset, describes the issue by voice, and immediately receives a structured ticket preview with the problem description, impact, asset status, urgency, and classification. Once reviewed and approved, the ticket is immediately available to the maintenance team.
Can the AI voice agent handle multilingual input?
Yes. The AI voice agent understands spoken language, accurately transcribes voice input, and translates it when needed – for example, from Spanish to German. This makes it easy to capture tickets and maintenance issues quickly, regardless of the user’s preferred language.
Can the AI voice agent be used for ticket types other than issue reports?
Yes. Because ticket types in Maintastic can be customized, the AI voice agent can also be used for repair or maintenance requests, improvement suggestions, and knowledge capture.
Does the maintenance technician remain in control of the ticket?
Yes. Before a ticket is created, the technician can review the complete AI-generated ticket preview and check, add, or correct information. The ticket is only submitted once the technician approves it.
How will AI further support maintenance in the future?
As generative AI continues to advance, new use cases for maintenance are emerging. AI agents could support inspections by automatically completing forms, systematically capturing improvement suggestions, and independently generating reports, statistics, and analyses.
Ready to discover the AI voice agent?
Schedule a meeting with our CMMS experts and discover how the Maintastic AI voice agent can support your maintenance team.