Frequently Asked Questions - Infodeck CMMS & IoT Platform
Frequently Asked Questions
Find quick answers to the most common questions about Infodeck. Click any question to see the answer.
General
What is Infodeck?
Infodeck is a comprehensive facility management platform that helps you:
- Work Orders — Create, assign, and track maintenance tasks
- Asset Management — Register and monitor equipment and devices
- IoT Monitoring — Connect sensors for real-time data
- Dashboards — Visualize KPIs and sensor readings
- Forms — Create digital checklists and inspections
- Smart Workflows — Automate actions based on conditions
What is the difference between a Work Order and a Work Request?
| Feature | Work Request | Work Order |
|---|---|---|
| Who creates | Anyone with Requester role | Managers, Supervisors |
| Requires approval | Yes | No |
| Tracked in SLA | After conversion | Yes |
| Can assign technician | No | Yes |
| Has due date | No | Yes |
When to use Work Requests: Use work requests when non-technical staff need to report issues. Requests ensure proper review before work begins.
What subscription plans are available?
Infodeck offers multiple plans to fit your organization's needs:
- Lite — For small teams getting started
- Basic — For growing organizations
- Professional — For teams needing advanced features
- Enterprise — For large organizations with custom needs
Each plan includes different limits on users, assets, locations, and features.
Work Orders
How do I create a work order?
- From the left sidebar, click Work Orders
- Click the Create Work Order button (top right)
- Fill in the required fields:
- Title — Brief description of the work
- Location — Where the work will be performed
- Priority — Urgency level (None, Low, Medium, High)
- Optionally add assignees, due date, and attachments
- Click Create
Why can't I see the Reopen button on a work order?
The Reopen option only appears when:
- The work order is in Complete or Close status
- You have Manager or Admin permissions
If you have "Work On Only" permission, you cannot reopen work orders. Contact your administrator to request Manager access.
Why can't I edit my work order?
Work orders in final status cannot be edited:
- Complete
- Close
- Skipped
- Cancelled
To make changes to a completed work order, use the Reopen option (requires Manager/Admin permission).
Can I assign multiple people to a work order?
Yes! You can assign:
- Multiple individual users — Each person receives the work order notification
- One or more teams — All team members can work on the task
- A combination — Both individuals and teams together
How do I set up recurring work orders?
- Create a new work order or edit an existing one
- In the Schedule section, select a frequency:
- Daily
- Weekly
- Monthly
- Yearly
- Set the schedule details (e.g., every Monday, first of month)
- Enable Ahead of Time if you want work orders created before the due date
- Save the work order
The system will automatically create new work orders based on your schedule.
Calendar
How do I reschedule a work order using the calendar?
- Go to Calendar in the left sidebar
- Find the work order you want to reschedule
- Click and hold the work order
- Drag it to the new date
- Release to drop
The work order's start date moves to the new date, and the due date adjusts to maintain the same duration.
Start times are rounded to the nearest 15 minutes.
Why can't I drag my work order on the calendar?
The following items cannot be dragged:
| Item Type | Reason |
|---|---|
| Work Requests | Requests cannot be rescheduled by dragging |
| Recurring Work Orders | Edit the schedule in the work order form instead |
| Planned Events | These are projections of future recurring work |
| Completed/Cancelled | Work orders in final status cannot be modified |
You also need update permission for Work Orders to use drag-and-drop.
Can I create work orders directly from the calendar?
Yes! Click on any day in the calendar to quickly create:
- Click on a calendar day
- A Create New dialog opens with two tabs:
- Work Order — Create a scheduled maintenance task
- Work Request — Submit a new request
- The Start Date is pre-filled with the clicked date
- Complete the form and click Create
You need create permission to use this feature.
Assets & Locations
How do I register a new asset?
- From the left sidebar, click Assets
- Click Create Asset (top right)
- Fill in the required fields:
- Name — Asset name or identifier
- Asset Type — Category (e.g., HVAC, Elevator, Pump)
- Location — Where the asset is installed
- Optionally add serial number, model, manufacturer, and photos
- Click Create
How do I connect an IoT device to an asset?
- Go to the asset's detail page
- Click Link IoT Device
- Enter the device UUID from your IoT provider
- Select the integration service (e.g., ChirpStack, TTN, AWS IoT)
- Map sensor properties to display names
- Click Link
The asset will now show real-time sensor data from the connected device.
What is a location hierarchy?
Locations can be organized in a parent-child structure:
Building A (Parent)
├── Floor 1 (Child)
│ ├── Room 101 (Grandchild)
│ └── Room 102
├── Floor 2
└── Basement
This helps you:
- Filter work orders by building, floor, or room
- Assign assets to specific locations
- Generate reports by location hierarchy
- Set different SLA rules per location
Forms
How do I create a form or checklist?
- From the left sidebar, click Forms
- Click Create Form (top right)
- Enter a Form Name and optional description
- Use the Form Builder to add questions:
- Text fields
- Multiple choice
- Checkboxes
- Date/time pickers
- File uploads
- Signatures
- Click Save
- Publish the form to make it available
Why does my form say "not accepting responses"?
This can happen when:
| Cause | Solution |
|---|---|
| Form is in Draft status | Publish the form from the Forms list |
| Form has been Archived | Unarchive or create a new version |
| Form association is Inactive | Activate the association in the Assignments tab |
| Sharing link has expired | Generate a new sharing link |
How do I export form responses?
- Go to Forms and select your form
- Click the Responses tab
- Click Export (top right)
- Choose format:
- CSV — For spreadsheet analysis
- PDF — For printing or archiving
- Select date range (optional)
- Click Export
Permissions & Access
Why can't I access certain features?
Access to features depends on your role and permissions:
| Role | Typical Access |
|---|---|
| Admin | Full access to all features |
| Manager | Create, edit, delete most items; manage team |
| Technician | Work on assigned tasks; limited create/edit |
| Requester | Submit work requests only |
| Viewer | Read-only access |
Contact your administrator to request additional permissions.
What permissions do I need to create work orders?
You need the work-orders:create permission, which is typically included in:
- Admin role
- Manager role
- Custom roles with Work Order create access
If you can't create work orders, you can submit Work Requests instead (requires work-requests:create permission).
Who can reopen completed work orders?
Only users with Manager or Admin permissions can reopen work orders.
Users with "Work On Only" access cannot reopen work orders. This ensures proper oversight of work that has been marked complete.
Account & Security
How do I enable two-factor authentication (2FA)?
- Click your profile icon (top right)
- Select Account Settings
- Go to the Security tab
- Click Enable 2FA
- Scan the QR code with your authenticator app (Google Authenticator, Authy, etc.)
- Enter the 6-digit code to verify
- Save your backup codes in a safe place
How do I upgrade my subscription plan?
- Click Settings in the left sidebar
- Go to Subscription & Billing
- Click Change Plan
- Select your new plan
- Review the changes and confirm
- Complete payment if required
Your new features will be available immediately.
Can I get a refund?
Infodeck offers refunds within 14 days of purchase for annual plans. Monthly plans are non-refundable but can be cancelled at any time.
Contact Infodeck Support for refund requests.
Can I pause my subscription?
Subscriptions cannot be paused, but you can:
- Downgrade to a lower plan to reduce costs
- Cancel your subscription (you'll retain access until the end of your billing period)
- Reactivate later without losing your data (within retention period)
Smart Workflows & IoT
What makes Infodeck different from other CMMS software?
Infodeck uniquely combines IoT sensor integration with intelligent workflow automation:
| Traditional CMMS | Infodeck |
|---|---|
| Time-based scheduling only | Condition-based triggers from real sensor data |
| Manual work order creation | Automatic work orders when equipment conditions change |
| Reactive maintenance | Predictive maintenance with threshold alerts |
| Disconnected systems | Unified platform: assets, sensors, work orders in one view |
When your freezer temperature rises or pump vibration increases, Infodeck automatically creates work orders, alerts technicians, and logs the event — no manual intervention required.
How do smart workflows trigger work orders automatically?
Smart workflows use condition-based triggers that monitor IoT sensor data in real-time:
- Define conditions — e.g., "Temperature > 28°C"
- Set actions — e.g., "Create work order and notify HVAC team"
- Workflow monitors — System continuously evaluates sensor data
- Trigger fires — When conditions match, actions execute automatically
Example: A cold storage temperature sensor reports 6°C (above 4°C threshold). Infodeck instantly:
- Creates a high-priority work order
- Assigns it to the maintenance team
- Sends push notifications to available technicians
- Logs the trigger event for compliance
Can I create maintenance alerts based on sensor readings?
Yes! Infodeck supports threshold-based alerts that trigger when sensor values exceed limits:
- Go to the IoT device or asset
- Configure Status Thresholds:
- Warning level (yellow) — e.g., temperature > 4°C
- Critical level (red) — e.g., temperature > 8°C
- Set up Smart Workflows to take action:
- Send notifications
- Create work orders
- Send commands to devices
This enables predictive maintenance — fixing issues before equipment fails.
What IoT protocols and platforms does Infodeck support?
Infodeck integrates with major IoT platforms:
| Protocol/Platform | Use Case |
|---|---|
| LoRaWAN | Low-power sensors (ChirpStack, TTN, Loriot, Actility) |
| Infodeck LNS | Managed LoRaWAN network server |
| AWS IoT | Cloud-native IoT devices |
| HTTP Webhooks | Custom integrations |
Connect temperature sensors, humidity monitors, energy meters, air quality sensors, and more — then visualize data on dashboards and trigger automated maintenance.
Integrations & API
How do I generate an API key?
Only administrators can create API keys.
- Go to Settings > API Keys
- Click Create Key
- Enter a Name for the key (e.g., "BMS Integration")
- Select Permissions (what the key can access)
- Click Create
- Copy the key immediately — it won't be shown again!
What integrations does Infodeck support?
Infodeck integrates with:
| Category | Integrations |
|---|---|
| IoT Platforms | ChirpStack, The Things Network (TTN), AWS IoT, uHoo |
| Communication | Email, SMS, WhatsApp notifications |
| Webhooks | Custom HTTP webhooks for any system |
| API | REST API for custom integrations |
Still Have Questions?
Can't find what you're looking for?
- Search the help center using the search bar above
- Contact Support at support.infodeck.io
- Email us at support@infodeck.io
Need help? Contact Infodeck Support