zapier maxpanda api

Integrated CRM & Accounting

­Maxpanda mAPI Integration – Getting started with Zapier

 

Integrate your various applications to Maxpanda CMMS using Zapier. Zapier is a platform which connects apps with each other without having to write any computer code.

To learn more about Zapier read this – short article.

To get started with Maxpanda App on Zapier – click here.

DOWNLOAD THE FREE PDF FILE FOR DISTRIBUTION: Maxpanda-Zapier

You can use Maxpanda CMMS + any Zapier integration as long as you have a Maxpanda “Enhanced, Standard, Pro or Enterprise” subscription plan.  Compare your plan that supports Auto Sync Client Data hereIf your app is supported in Zapier you may integrate with Maxpanda CMMS. Zapier supports thousands of apps. Review supported apps online at https://zapier.com/apps

Here are few use cases where you can integrate Maxpanda with apps.

  1. When a new customer invoice is created in Maxpanda, a Zapier integration can directly create an invoice in your accounting software (If it is supported in Zapier). Quickbooks , Xero, Freshbooks, Zoho Books are few supported accounting packages. There are thousands of supported accounting apps.
  2. When a new customer is created in your CRM software or accounting software, Zappier can create that customer in your Maxpanda CMMS account automatically.
  3. Vendor Management: A vendor can also automatically be created in Maxpanda CMMS if such vendor gets created in your ERP or CRM software.

 

Getting Started:

 

  • If you are on supported subscription plan, login with company admin access.
  • Go to profile page and select enable all Users access to mApi & to the user you want to access integration.
  • Please note: The transactions completed using API / Integration will be completed through the individual user.

 

After enabling access – logout & login again with the User who has mApi access. User should now see an integration menu at the top right dropdown.

Select the Integration Menu: Here you’ll see a Generate Key button under Application & mAPI.

Press the “Generate” key button to generate a Private Key for your Zapier integration.

Please note: Do not regenerate key more than once. If you regenerate your key you have to reconnect your Zapier integrations with the new key.

 

Let’s start creating an integration.

Use Case: “Integrating with QuickBooks” – If a new Customer Invoice gets created in Maxpanda then it also gets created in QuickBooks. This can be done with any supported accounting app once your Maxpanda account is integrated with Zappier.

 

Create a Zapier account if you don’t have one.

Use this link to access Maxpanda App on Zapier. You can also search it in Zapier app directory.

zapier maxpanda api

Click Accept & Build Zap button on this invitation page.

Click on Make a Zap.

Now we want to push all new customer invoices to QuickBooks

invoices to QuickBooks

Provide a suitable name to your new Zap (a Zap is an integration configuration between Zapier, Maxpanda and any other app).

Then select Maxpanda CMMS as your Trigger App.

Under trigger click choose app & select Maxpanda.

 

Selecting a trigger app: In this use case let’s select a trigger when a new Customer Invoice gets created.

 

Click Save & Continue.

 Customer Invoice

Click connect an Account button. It will ask you for your Api Key. Enter the key generated under the Application & mAPI section of Maxpanda.

zapier maxpanda api

After your key is entered, press test button & verify that your test is successful.

zapier maxpanda api

 

 

At this point Maxpanda CMMS should be connected to Zapier

At this point Maxpanda CMMS should be connected to Zapier.

Zapier will now fetch a single invoice to ensure all invoice fields are valid. Make sure you have at least one customer invoice created in Maxpanda CMMS for this test to be successful.

Successful test should show only one fetched invoice.

api success

 

In this next step we have to connect with your target application (Quickbooks, Freshbooks etc…). In this case, we are connecting to QuickBooks accounting software.

Step 2: Choose your accounting app under action

Select QuickBooks for integration

Select QuickBooks for integration

Now we want to create a new invoice in QuickBooks when an invoice gets created in Maxpanda CMMS.

Select Create Invoice Action under step 2, Choose Action.

You must next connect to your QuickBooks account.

Click on “Connect an Account“

You will be asked for QuickBooks login & Authorization for API access.

zapier maxpanda api

Click on “Connect”.

zapier maxpanda api

Test connectivity using the “Test button”.

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Click Save & Continue.

 

This next step is extremely important where you will be required to map important fields from your Maxpanda invoice data to QuickBooks.

zapier maxpanda api

At this point you’ll want to search your customers in QuickBooks OR create new customers if you do not have any customers.

Click Add a search step under customer field, this will add a new step in your Zapier workflow.

zapier maxpanda api

We now ask Zapier to search your customers in QuickBooks by using email. (You can also use other unique identifier such as phone number etc…).

Now map Maxpanda email fields in the dropdown to search value.

zapier maxpanda api

Creating a new Customer in QuickBooks if customer does not exists:

So, click on “Create QuickBooks Online Customer if it doesn’t exist yet?”

Map create customer fields from Maxpanda to your QuickBooks fields.

zapier maxpanda api

 

zapier maxpanda api

Now you can create a customer using fetched data.

zapier maxpanda api

This step will try to create a new customer in QuickBooks.

zapier maxpanda api

You may also login to QuickBooks to review if customer is created correctly.

Final step for complete integration is to create a template for invoice mapping.

Go to setup template for step 3 (Create Invoice)

zapier maxpanda api

Begin mapping desired fields for the QuickBooks Invoice with the Maxpanda invoice module. You must select fields from step one “New Customer invoice”.

zapier maxpanda api

 

zapier maxpanda api

 

zapier maxpanda api

You need to map each line item in invoice as shown below.

zapier maxpanda api

For Product / Service invoicing, your accounting software (QuickBooks) & Maxpanda have these entries pre-installed.

Example: All Invoice Item Types in Maxpanda should be present in QuickBooks

zapier maxpanda api

Values from QuickBooks

zapier maxpanda api

After reviewing this, map all fields to each line item. Once you’ve mapped all relevant fields, click continue – this will send a test invoice to QuickBooks.

zapier maxpanda api

 

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Click send test to QuickBooks Online

zapier maxpanda api

Click “finish” once test is successful. You may also login to QuickBooks and verify if the invoice is successfully created.

At this point your Zap is ready. Turn it on once you’re ready begin using your brand new Zap.

meter software

Asset Metering Setup

Meter Reading

  1. Go to COMPANY menu then select METERING TYPES to define the type of meters to run on your ASSETS such as hours/levels/temp/odometer readings etc.
  2. Edit an existing Maxpanda METER (we provide 6 templates) type or create a new one to fit your needs.
  3. Assign it to your Site or Multi Sites (see the picture).
  4. Edit an asset and assign 1 or more metering types to it (your almost done).
  5. The HOURS example (in the picture) has a trigger set for every 80 hrs. Every 80 hours entered by staff on this asset, a new work order is generated.
  6. Feel free to print the qrcode of your asset. Using our freemobile app (GoMAX CMMS Assistant) staff are able to scan the asset’s QR Code, update the hours and save, using their smartphone.
  7. Each trigger (80 hours) will generate work orders for supervisors/editors/admins to assign to staff for completion.

Auto-pull PM template data into a Metering Work Order

NOTE: This feature uses PM TEMPLATES not PM’s.

1. Create a new PM template
2. Open it and click the checkbox to ACCESS IN METERING
3. Save

metering work orders

1. Add your desired METER reading type to any asset
2. Select your PM template from the dropdown menu
3. Save

metering work orders

CMMS Parts and Inventory Management

CMMS Parts and Inventory Management

Parts

Create a new part

 

STEPS:

1. Go to your PARTS tab and CREATE PART
2. Fill in required fields:
a. Name – Enter the name of the part
3. Enter all the necessary non-required fields you wish to complete;
a. Part number – Enter any part number associated with the part you’re creating in your Maxpanda CMMS system
b. Quantity – how many parts do you have in inventory?
c. Unit price – the price of the part
d. Minimum level – At which point does inventory require replenishment? By checking in the ‘send email’ box, you will be notified when the inventory of the part you’re creating reaches a certain level.
e. Notes – you may include any notes pertaining to the part
f. Supplier – Select the supplier from the drop down list. If you need to create a new vendor, Please review VENDORS (section 13) by clicking here.
g. Storage location – Select the location in which the part is part from the drop down menu. If you need to create a new location, please review LOCATIONS (section 11) by clicking here
h. Files – any pictures or documents you wish to attach regarding the part
4. Save

You can also edit any building you have created by click on the edit button in VIEW ALL

 

PART NOTIFICATIONS:

For all Closed/Completed/Cancelled work orders the Company Admin/Editor, Site Admin/Editor will receive a reorder email notification
Update part, Company Admin, Site Admin will receive reorder email notifications

1. Assets
a. While creating Assets, the uniqueness for a record is Site Name + Asset Name.
b. Data will get override for a record if Site Name + Asset Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

2. Bins
a. While Creating Bins, the uniqueness for a record is Site Name + Bin Name.
b. Data will get override for a record if Site Name + Bin Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

3. Building
a. While Creating Building, the uniqueness for a record is Site Name + Building Name.
b. Data will get override for a record if Site Name + Building Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

4. Location
a. While Creating Location, the uniqueness for a record is Site Name + Location Name + Building Name. In this case we can have same Site Name and Location Name but Building Name must be unique. For example (Maxpanda HQ + Room 001 + Building A) and (Maxpanda HQ + Room 001 + Building B). Both records are new records.
b. Data will override for a record if Site Name + Location Name + Building Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

5. Part
a. While Creating Part, the uniqueness for a record is Site Name + Part Name.
b. Data will override for a record if Site Name + Part Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

6. Vendor
a. While Creating Vendor, the uniqueness for a record is Site Name + Vendor Name.
b. Data will override for a record if Site Name + Vendor Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

7. Customer
a. While Creating Customer, the uniqueness for a record is Site Name + Customer Email.
b. Data will override for a record if Site Name + Customer Email is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

CMMS Work Order & PM Calendar

CMMS Work Order & PM Calendar

Calendar

Monthly View: Shows all wo’s for each day

Weekly View: Shows all day items at the top and hourly scheduled wo’s

The Calendar provides added benefits when working with work orders. These include:

  • Hyperlinks open work orders
  • Drag n Drop work orders from 1 day to another
  • Alter entire pm occurences by day week or month
  • Alter either the pm schedule or future occurence
  • Change the amount of time alloted to complete the work order
  • Color coded links to show current status

Work Order status colors:

 

  • Yellow – pending, you need to approve a new work order.
  • Green means go – you’ve Approved a new work order.
  • Red – Overdue, was not completed or closed in time depending on the due date during the approval stage.
  • Black – Rejected. Add a note for history, the submitter receives this as well.
  • Grey – Cancelled. Maybe there we’re 2 submitted and you simply needed to cancel one.
  • Blue – FUTURE PM. These can only be viewed in the calendar (future dates) or in VIEW UPCOMING list.
  • Pink – Reopened. Maybe you forgot to add an invoice or picture. Go ahead reopen closed work orders.
  • Orange – Completed. This status color is reserved for the RESOURCE or MAINTENANCE ROLE only.
  • Brown – Closed. When the work is done, close the work order.

The Maxpanda CMMS Calendar view also provides instant popup notifications for more details per work order without actually opening the work order.

CMMS User Role Management

CMMS User Role Management

Users

Role Management and permission grid. Maxpanda CMMS has 15 PRE-DEFINED ROLES and are listed in priority

  1. COMPANY ADMIN – full access to the entire app and sites
  2. COMPANY EDITOR – full access to all menu items but cannot access COMPANY Settings
  3. SITE ADMIN – full access to the entire site(s)
  4. SITE EDITOR – full access to all menu items in 1 or more sites with limited setting
  5. SUPERVISOR UNLIMITED – staff allowed to create PMs and close all work orders across multi sites
  6. SUPERVISOR LIMITED – staff allowed to close all work orders across multi sites
  7. STAFF UNLIMITED – your internal maintenance staff allowed to complete work orders
  8. STAFF LIMITED – your internal maintenance staff allowed to complete THEIR OWN/ASSIGNED work orders
  9. VENDOR UNLIMITED – your external contractor/vendor
  10. VENDOR LIMITED – your external contractor/vendor
  11. SUBMITTER UNLIMITED – can only submit new work orders and review their own work orders
  12. SUBMITTER LIMITED – can only submit new work orders and review their own work orders
  13. TENANT UNLIMITED – can only submit new work orders and review their own work orders
  14. TENANT LIMITED – can only submit new work orders and review their own work orders
  15. VIEWER – can only view a work order assigned to them – wo’s are greyed out and can’t be edited in this mode
  16. GUEST PORTAL USER – can only submit a work order through your guest portal – if a guest enters their email address they will receive WO notification updates

Disabling Users

Because Maxpanda keeps your staff/vendor history forever, the app does not allow anyone to delete a registered user (Maxpanda requires all history to maintain REPORTING). You can only Disable access for 1 or all users.

What happens when you Disable a user (staff/vendors):
  • revokes login access through username/password/socialplugins
  • removes them from Approved WO’s they’re assigned to
  • removes them from PM’s they’re assigned to
  • removes them from TASKS (PM and WO) they’re assigned to
  • removes them from any PM TEMPLATES they’re assigned to
  • hides disabled users from Vendor and Staff drop-down lists (PM, WO, PM Templates)
  • hides disabled users from multi assign/unassign as well

Using SINGLE SIGN ON (sso)

Steps:

1)  Log into Maxpanda CMMS using your usual Maxpanda credentials.

2) Edit user profile.

3) Select Office 365 ‘Add button’ on the top right hand side.

4) Supply Office 365 user id and password credentials.

5)  When logging into Maxpanda CMMS the next time, click the office 365 button on the login screen entering your office 365 credentials.

Building & Category Groups

Building & Category Groups

  1. Building Groups can be set for each individual SITE or COMPANY WIDE.
  2. Assign each building to a Building Group.
  3. If you don’t assign a Building to s Building Group, it will always appear during the work order filter process.
  4. Assign any user to 1 Building Group or multiple Building Groups.
  5. By doing this they only have access (view work orders) to the buildings in that Building Group.
  6. They can only submit work orders to buildings/locations assigned to that Building Group.
  7. Assign people to multiple Building Groups or buildings or locations. You can really get fine grained here.

 

Using Category Groups

Admins can expand pre-existing Category Groups within Maxpanda to fit their organization’s requirements. A Category Group can be defined as a main Work Order Category which consists of multiple Sub Categories. For example, PLUMBING may be designated as a CATEGORY GROUP where PLUMBING-WATER, PLUMBING-H20 and PLUMBING-PIPING may be 3 desired sub-categories. The CATEGORY GROUP and SUB CATEGORIES are filtered and searched on most Work Order management pages within Maxpanda CMMS making it quick and easy for any USER to filter and view work solely in a sub-department (category) such as PLUMBING-WATER.

Company Admins may define Work Order Category Groups and Categories within the COMPANY / Work Order Categories menu under COMPANY SETUP.

cmms site management

Sites Departments Regions

cmms software system

What are Sites?

A Site (or Department) is an infinite number of Buildings housing unlimited Locations, Assets and Users. All managed by a Site Admin. Sites are able to operate autonomously within the Corporate umbrella and managed by you the Company Admin and/or Company Editor.

cmms software system

Creating a Site
When you first create your company account you will have a default Site called Corporate. The corporate name can be changed anytime to whatever you prefer. This Site is your initial database and depending on your selected SUBSCRIPTION PLAN you are allowed to have 1-100 databases managed by you, the Company Admin/Editor.

To create a new Site:
1. Select SITES menu option from the left-hand menu
2. Select CREATE SITE
3. Give your Site a name and description
4. SAVE. You now have 2 Sites.

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You have now created your first Site.

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Switching between Sites

When you are viewing a Site you will only be able to view Buildings, Locations, Assets and Work Orders assigned to that Site. Any Buildings, Locations, Assets and Work Orders you create within that Site will be assigned to that Site.

Users can switch between Sites from the drop-down menu located in the upper right corner.

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Adding Buildings, Locations and Assets to Sites.

Select the Site you want to add Buildings, Locations or Assets to from the drop-down menu located in the upper right hand corner.

cmms software system

Add a Building
Add Locations
Add Assets
(Already in Tech Doc)

Moving Buildings, Locations, Assets between Sites

To move your Buildings, Locations, Assets between Sites:

1. Select SITES > VIEW ALL from the main menu.
2. Click the blue EDIT button for the Site you want to move your Buildings, Locations and Assets in or out of.

cmms software system

To move a Building/Location/Asset into a Site, check off the Buildings/Locations/Assets you wish to move then click ADD.

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The Building/Location/Asset, along with any associated Locations, Assets or Work Orders have now been moved into the new Site.

cmms software system

To remove a Building/Location/Asset from a Site, check off the Building/Location/Asset to want to remove and click REMOVE.

cmms software system

The Building/Location/Asset has now been removed and placed in the default Corporate Site.

Deleting a Site

To delete a Site:
1. Select SITES > VIEW ALL from the main menu.
2. Click the red X for the Site you wish to delete.

Note: You cannot delete Sites that have Buildings, Locations, Assets or Work Orders associated with it.

Assigning Users to Sites

Users can be assigned to multiple Sites with a different user role in each.

To assign User roles and Sites:

1. Select STAFF/USERS > USER LIST from the main menu
2. Click the blue EDIT button

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3. Click the ADD button.

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4. Assign a USER ROLE and SITE from the drop-down menu

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5. SAVE

Viewing Work Orders

To view work orders for a Site:

1. Select the Site from the drop-down menu in the upper right-hand corner
2. Select WORK ORDERS from the main menu
3. Select VIEW ALL
4. To view all work orders from all Sites, select COMPANY WORK ORDERS

Note: You can toggle between Sites by selecting another Site from the drop-down menu.

cmms software system

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Guest Portal
a. Activated per Site

Each Site must enable the Guest Portal in order to allow guests to submit work requests within that Site. The Guest Portal is located in the Site menu option. Each Site manages their own guest portal. Guest portal forms do not require username passwords. Guest Portals can be set up to allow scanning of their QR CODE. For example, a nurse or student can scan the GP QR code and submit a new work order request.

Enabling the Guest Portal:

1. Select the Site you wish to enable the guest portal for from the drop-down menu located in the upper right-hand corner.

cmms software system

cmms software system

2. Select SITES > GUEST SERVICES from the main menu.
3. Check the box to enable Guest Services.
4. Enter a code word
5. SAVE

A link will be generated that will then enable guests to submit work orders; simply provide them with the link.
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2. Custom Emails Whenever a work order is created, assigned, or its status changes, emails are sent out to users affected. You can customize what these emails say for each category of email.

To customize your emails select Company > Custom Emails from the main menu. Type in what you would like each type of email to say and click Save. Please note: emails are not customizable by Site. All users across all Sites will receive these emails.

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fm-task-list

Company and System Setup

The COMPANY tab is only available to the ADMIN(s). Editors or other users can not view Company settings.

Edit – Here you can edit your company name, time-zone, phone number and addressv Current Plan – Edit your current plan, move up or down or unsubscribe
Guest Services – Enable guest to visit your Maxpanda account
Change Credit Card – These things tend to expire
Preferences – change time format
Payments Made – view your payment history
Usage – view your: subscription level, next cycle date, number of work orders in the current month and year, data storage used (with limit), and number of pm work orders, assets, users, attachments and storage you have set up
Reset User Password- security is important

Company Setup Procedures

LOCATION TYPE: Create a new location type by going to LOCATION TYPE under COMPANY SETUP in the COMPANY tab. Then click ADD in the top right corner.

adding new location types

1. Fill in fields for the new location type;
i. Name – Name of the location type
ii. Sort order (not required) – the order in which you wish to see the location appear in the drop down menu when creating new locations.
iii. Work order threshold limit (not required) – Enter the number of work order that you feel is normal for a given period below;
iv. Work order threshold period (not required) – Enter the number of DAYS of your threshold limit. Note: Any locations can have as many work orders regardless of the threshold limit you set. This feature is for conducting reports. See sections 16 for more details.

location types

ASSET TYPE: Create a new asset type by going to ASSET TYPE under COMPANY SETUP in the COMPANY tab. Then click ADD in the top right corner.

2. Fill in fields for the new asset type;
v. Name – Name of the asset type
vi. Sort order (not required) – the order in which you wish to see the asset appear in the drop down menu when creating new assets.
vii. Work order threshold limit (not required) – Enter the number of work order that you feel is normal for a given period below;
viii. Work order threshold period (not required) – Enter the number of DAYS of your threshold limit (ie a vehicle as an asset received oil change maintenance would have a normal
threshold limit of 6 work orders per 365 days). Note: Any asset can have as many work orders regardless of the threshold limit you set. This feature is for conducting reports. See sections 16 for more details.

ASSET STATUS: Create a new asset type by going to ASSET STATUS under COMPANY SETUP in the COMPANY tab. Then click ADD in the top right corner.

1. Fill in fields for the new asset status;
i. Name – Name of the asset status
ii. Sort order (not required) – the order in which you wish to see the asset appear in the drop down menu when creating new assets and during app use.

cmms software system

INVOICE ITEM TYPE: Create a new invoice item type by going to INVOICE ITEM TYPE under COMPANY SETUP in the COMPANY tab. Then click ADD in the top right corner. Now enter the name of the invoice item type and click save.

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INVOICE TAXES: Add or edit the all the tax rates that automatically appear when adding invoices. Note: you can always change these rates when creating the invoices.

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WORK ORDER CATEGORY: Add or edit the work order categories you, your team or clients see when creating work orders. Work categories help you filter and group work orders by categories that fit your organization. Each Maxpanda client is different in many ways so let the application fit your needs.

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WORK ORDER PRIORITY: Add or edit the levels of work order priorities you, your team or clients see when creating a work order.

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cmms calendar

Work Order and Preventative Maintenance Calendar

Monthly View: Shows all wo’s for each day

calendar monthly view

Weekly View: Shows all day items at the top and hourly scheduled wo’s

calendar weekly view

The Calendar provides added benefits when working with work orders. These include:

  • Hyperlinks open work orders
  • Drag n Drop work orders from 1 day to another
  • Alter entire pm occurences by day week or month
  • Alter either the pm schedule or future occurence
  • Change the amount of time alloted to complete the work order
  • Color coded links to show current status

Work Order status colors:

calendar weekly view

  • Yellow – pending, you need to approve a new work order.
  • Green means go – you’ve Approved a new work order.
  • Red – Overdue, was not completed or closed in time depending on the due date during the approval stage.
  • Black – Rejected. Add a note for history, the submitter receives this as well.
  • Grey – Cancelled. Maybe there we’re 2 submitted and you simply needed to cancel one.
  • Blue – FUTURE PM. These can only be viewed in the calendar (future dates) or in VIEW UPCOMING list.
  • Pink – Reopened. Maybe you forgot to add an invoice or picture. Go ahead reopen closed work orders.
  • Orange – Completed. This status color is reserved for the RESOURCE or MAINTENANCE ROLE only.
  • Brown – Closed. When the work is done, close the work order.

The Maxpanda CMMS Calendar view also provides instant popup notifications for more details per work order without actually opening the work order.
calendar cmms popup