RunTight Guides

Everything you can do in RunTight, step by step — from your first work order to QR labels, reports, and using the available workspace exports. No account needed to read, and a Free plan to use it.

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Getting Started

Current My WOs mobile page with sample work orders and Request Fix, Scan, and History navigation
  1. 1.After logging in, technicians land on My WOs — a priority-sorted list of today's assigned jobs.
  2. 2.Admins and planners see the Dashboard with KPIs, overdue alerts, and compliance stats.
  3. 3.Use the sidebar (desktop) or bottom nav bar (mobile) to navigate between sections.
  4. 4.Your role determines what you see: techs get My WOs, Request Fix, Scan, and History. Admins and planners see everything.

Tips

Add RunTight to your phone's home screen for instant access — no app store needed.

The Team toggle on My WOs lets you see all open work orders, not just yours.

Completing a Work Order

All roles

Work order detail showing status badges, equipment info, and action buttons
  1. 1.Open a work order from My WOs or the Work Orders list.
  2. 2.On mobile, tap "Start Work Order". On desktop, click "Start Working". This records when work began.
  3. 3.Work through the checklist, checking off each step. Required items (marked with *) must be completed before you can finish.
  4. 4.Add notes about what you found or did. Log wrench time (actual hands-on time, not wall clock).
  5. 5.Attach photos for documentation — before/after shots are especially useful for audits.
  6. 6.When finished, tap "Complete Work Order", pick when the work was done, then tap "Mark done". Wait for the saved result before leaving the page. If required checklist items are still open, tap "Show me" to jump to the first one.

Tips

Use "Hold" if you're waiting for parts and enter the reason so your supervisor knows why. Use "Skip" only if the work is no longer needed (e.g., equipment decommissioned). On a phone, both are under "More" on the work order page.

Your progress auto-saves — if you navigate away or lose signal, your checklist, notes, time spent, failure code and photos are kept.

Dashboard & KPIs

Admins, Planners

Dashboard showing overdue count, KPI cards for MTTR, MTBF, and PM Compliance
  1. 1.The dashboard shows your maintenance program's health at a glance.
  2. 2.Top row: Overdue count, Open WOs, Weekly completion rate, Monthly completion rate.
  3. 3.PM Compliance shows the percentage completed on time. Reliability KPIs such as MTTR (average elapsed repair time) and MTBF (average time between failures) require Team or Pro for current workspaces; founding Free workspaces retain access.
  4. 4.Second KPI row: Planned vs Reactive ratio (target 80%+), Backlog Age, Repeat Failures.
  5. 5.Below the stats: Overdue work orders list and Upcoming This Week preview.

Tips

Set repair-time and compliance targets that fit your equipment, staffing, and operating hours; compare your results over time.

If Repeat Failures shows assets failing 2+ times in 30 days, those need root cause analysis — not just another repair.

Recording Meter Readings

All roles

Meters page showing runtime hours and cycle counts with Log Reading buttons
  1. 1.Admins, planners, and supervisors can open Meters from the sidebar to see runtime hours, cycle counts, mileage, and other tracked meters.
  2. 2.From Meters, find the meter and tap "Log Reading". Technicians record readings on the work order: when a job is linked to a meter, finishing it asks for the current reading.
  3. 3.Enter the current value. A reading below the previous value requires a reason, such as a meter reset; choosing Other also requires explanatory notes.
  4. 4.Tap Save to record. The reading is timestamped with your name.
  5. 5.If a meter-based PM schedule is attached, RunTight automatically creates a work order when the reading crosses the threshold.

Tips

Record readings at the same time each day for consistent data.

If you see a sudden spike in readings, it may indicate a problem — log a fix request.

Requesting a Fix

All roles

Request Fix form on mobile showing title, equipment picker, and priority selector
  1. 1.Tap "Request Fix" in the bottom nav (mobile) or sidebar (desktop).
  2. 2.Enter a clear, descriptive title (e.g., "Loud grinding noise from Conveyor 3A bearing").
  3. 3.Select the affected equipment from the dropdown and set the priority level.
  4. 4.Add a description with details: what you heard/saw, when it started, how bad it is.
  5. 5.Optionally take or choose a photo — a picture of the problem is worth a thousand words.
  6. 6.Submit to create a reactive work order visible to admins and planners immediately.

Tips

Good title = "Hydraulic leak at Press 200T cylinder rod seal". Bad title = "machine broken".

Critical priority means production is stopped. High means it will stop soon. Use these accurately — crying wolf reduces trust.

Report Problems with a QR Code

Admins

  1. 1.Settings › Workspace, under “Public Request Portal”: tick Enable public request portal, then click Save Changes (under Workspace Details at the top, or at the bottom of the page). Do this before you print labels, so the QR codes open the report form.
  2. 2.Under Equipment, click Add Equipment, type a name and click Add Equipment. It can be a machine, a vehicle, a door or a whole room, like “Air compressor”, “Loading bay door” or “Restrooms”. RunTight then offers a monthly check for it. Click Equipment in the menu to skip it; recurring checks are covered below.
  3. 3.Equipment › Print Labels, then pick Sticker sheet (US Letter Avery 5163 labels) or Large cards (any paper, including A4). It prints a label for everything in the list, so tick or search for the items you want first. Put each label on or next to its item.
  4. 4.Settings › Team: click Invite User, enter their name and email, choose Technician as the role, and click Send Invite. They finish setting up on their phone.
  5. 5.Any phone camera opens the form with the item already filled in. They type their name and what’s wrong, then send. No account and no app. You get an email, and the report shows up as an open work order.
  6. 6.In Work Orders, tick the job and use Set priority, then tick it again and use Assign to. To pick a day, drag the job to a day on the Calendar.
  7. 7.On their phone, the job is under My WOs. They open it, press Start Work Order, add a note, then press Complete Work Order, check when it was done (Today is already picked) and press Mark done.
  8. 8.Open the item under Equipment and press History Report. It opens your print window with a list of every job on it, reported problems and recurring checks together, with completion dates and notes.
Read the full guide, with screenshots

PM Schedules

Admins, Planners

PM Schedules list showing time-based and meter-based triggers with due dates
  1. 1.PM (Preventive Maintenance) schedules automatically generate work orders on a recurring basis.
  2. 2.Time-based schedules recur every N days. Meter-based and Both triggers require Team or Pro for current workspaces; founding Free workspaces retain access. Both uses whichever threshold hits first.
  3. 3.To create: PM Schedules → New Schedule. Fill in title, equipment, trigger mode, interval, and checklist steps.
  4. 4.Active months let you skip schedules seasonally (e.g., no HVAC checks in summer). Seasonal scheduling requires Team or Pro for current workspaces; founding Free workspaces retain access.
  5. 5.When a PM comes due, RunTight creates a work order and assigns it to the designated technician.
  6. 6.Deactivate a schedule from its detail page if it's no longer needed — existing open WOs stay open.

Tips

Start with your most critical equipment. You can always add more schedules later.

Dual trigger (time + meter) is best for equipment with variable usage — the PM fires on whichever limit hits first.

Managing Equipment

Admins, Planners

Equipment list with asset tags, locations, criticality, health, and filters
  1. 1.The Equipment page lists all assets in your organization with name, location, category, and criticality.
  2. 2.Tap an asset to see its open work orders, PM schedules, meter readings, warranty status, and calibration dates.
  3. 3.Equipment can be organized in a parent-child hierarchy (e.g., Production Line → CNC Lathe → Spindle Motor).
  4. 4.Each asset with an asset tag gets an auto-generated QR code — print and stick it on the machine for quick scanning.
  5. 5.Use the search bar and category/criticality filters to find equipment quickly.

Tips

Set criticality levels honestly — "critical" means production stops if it fails. Over-labeling everything as critical dilutes your PM priorities.

Bulk import from CSV (Import page) is the fastest way to load your equipment list.

Scanning QR Codes

All roles

Mobile Scan QR Code page with the Start Scanning button before the camera opens
  1. 1.Tap Scan in the bottom nav, then tap "Start Scanning" and allow camera access when prompted.
  2. 2.Point your phone at a RunTight equipment QR code label.
  3. 3.A recognized label opens the machine card, where you can see what is due, open work orders, or mark eligible work done.
  4. 4.Admins, planners, and supervisors can continue from the machine card to full equipment details. Technicians use the focused machine and work-order screens.

Tips

Print QR labels on weatherproof stickers for outdoor or wet environments.

Place labels at eye level where techs can easily scan without climbing or bending.

Printing QR Labels

Admins, Planners

  1. 1.Go to Equipment and click "Print Labels" in the header.
  2. 2.Choose a format: Avery 5163 sheets (10 labels per 8.5×11 page for a standard label printer) or laminated cards (larger, one per card — good for a badge printer or to cut and laminate by hand).
  3. 3.The labels cover your current filtered list, or just the rows you've selected with the checkboxes — select first to print a subset.
  4. 4.Each label prints the asset name, your org name, a QR code, and a short caption. Print, peel, and stick them on the equipment.
  5. 5.Scanning a label opens that asset in the RunTight app. If you've turned on the public report-a-problem portal, the label instead links to a no-login form with the machine preselected — anyone's phone camera works, no account needed.

Tips

Print on weatherproof label stock for outdoor, wet, or wash-down areas.

Laminated cards are the right pick for equipment without a flat sticker surface — zip-tie the card to a guard or handle.

Re-print anytime — the QR code is tied to the asset, not the paper, so a fresh label always resolves to the same equipment.

Parts Inventory

Admins, Planners, Supervisors; technician read-only lookup

Current Parts Inventory with sample stock levels and separate edit, deactivate, and permanent-delete controls
  1. 1.The Parts page tracks spare parts with quantities, reorder points, and costs. Parts Inventory requires Team or Pro for current workspaces; founding Free workspaces retain access.
  2. 2.Add a part: click "+ Add Part" and fill in name, part number, category, location, quantity, and reorder point.
  3. 3.When stock drops to or below the reorder point, a low-stock alert appears at the top of the page.
  4. 4.Parts are linked to work orders — when a WO lists materials, RunTight shows current stock levels inline.
  5. 5.Use the pencil to edit a part. Use the power control to Deactivate or Restore it; deactivation preserves its history.
  6. 6.The trash control permanently deletes an unused part after confirmation. Parts with historical use cannot be deleted; deactivate them instead.

Tips

Set reorder points based on lead time — if a belt takes 2 weeks to arrive and you use one per month, set reorder point to 2.

Use the Part Number field for manufacturer part numbers so anyone can reorder the right item.

Purchase Orders

Admins, Planners

  1. 1.Purchase Orders track what you're ordering, from whom, and at what cost. This requires Team or Pro for current workspaces; founding Free workspaces retain access.
  2. 2.Create a PO: Purchase Orders → New PO. Select a vendor (or enter a new one), add line items, pick parts from inventory.
  3. 3.Workflow: Draft → Submit for Approval → Approve (admin) → Mark Received.
  4. 4.When you mark a PO as received, inventory quantities update automatically for any linked parts.
  5. 5.Link a PO to a work order and it appears on that work order with its vendor, total, and status.
  6. 6.Use Print/PDF to generate a document you can email or hand to the vendor.

Tips

Always link PO line items to parts from your inventory — that's what makes auto-receive work.

The PO number auto-increments (PO-0001, PO-0002, etc.) — you don't need to track it manually.

Vendors

Admins, Planners

  1. 1.The Vendors page tracks your suppliers with contact info, notes, and linked purchase orders. This requires Team or Pro for current workspaces; founding Free workspaces retain access.
  2. 2.Add a vendor: Vendors → New Vendor. Enter name, contact person, email, phone, and address.
  3. 3.Vendor details are snapshotted onto POs — so if you update a vendor's phone number later, old POs still show the original contact.
  4. 4.Tap a vendor to see all purchase orders placed with them.

Bulk Import

Admins, Planners

Import page showing CSV upload area with Equipment, PM Schedules, and Parts tabs
  1. 1.Go to Import to upload equipment, PM schedules, or parts from a CSV spreadsheet.
  2. 2.Select the data type (Equipment, PM Schedules, or Parts) and download the template.
  3. 3.Fill in your data in the template — follow the column headers exactly.
  4. 4.Upload the file, review the preview table, and confirm to import.
  5. 5.Imported records appear immediately in their respective pages.

Tips

Start with Equipment — you need assets in the system before you can create PM schedules for them.

The template includes example rows — delete them before importing your real data.

Reports & Analytics

Admins, Planners

Reports page showing completion trends and advanced analytics available with Pro
  1. 1.Reports shows your maintenance program's performance over 7, 30, or 90 days, or the last year. Basic reports are available on every plan; advanced analytics requires Pro.
  2. 2.Summary cards: Total WOs, Completed, Overdue, and On-Time Rate.
  3. 3.12-week trend chart: work orders created vs. completed each week — shows if you're keeping up.
  4. 4.Failure Pareto: top equipment by failure count — tells you where to focus reliability efforts.
  5. 5.Pro advanced analytics includes technician workload — work orders per technician to help balance assignments.
  6. 6.PM coverage: which assets have active schedules vs. which are unprotected.
  7. 7.With Pro, Export CSV downloads the work-order rows for the selected reporting period; it does not export each chart's data. Download PDF opens the browser print dialog for a report you can save or print.

Tips

Review the 90-day view monthly and share trends with management to assess how your PM program is performing.

If one asset dominates the Failure Pareto, it's time for a root cause analysis or replacement — not another PM.

Calendar View for Work Orders

Admins, Planners, Supervisors

  1. 1.On the Work Orders page, click the Calendar toggle in the header to switch from the table view.
  2. 2.See all work orders for the current month on a 7-day grid, color-coded by priority and status.
  3. 3.Red bold entries are overdue. Green strikethrough entries are completed. Amber background highlights today.
  4. 4.Hover any item for a rich tooltip showing title, equipment, due date, and assignee — no need to click in.
  5. 5.Use the prev/next arrows to navigate months. Click the Today button to jump back.
  6. 6.Click any work order pill to open its detail page.

Tips

The calendar is the fastest way to spot days with too much scheduled work — rebalance before it becomes a problem.

When a day has more than 3 items, click '+N more' to expand the day, or switch to Week view. Hover visible entries for details.

Subscribe in Google / Outlook / Apple Calendar

Admins

  1. 1.RunTight publishes your upcoming work orders as a live calendar feed you can subscribe to — they show up right alongside your meetings. Free on every plan.
  2. 2.Go to Settings → Calendar Subscription, turn on "Enable calendar subscription," save, and copy the feed link.
  3. 3.Google Calendar: Other calendars → + → From URL → paste the link. Outlook: Add calendar → Subscribe from web. Apple Calendar: File → New Calendar Subscription → paste the link.
  4. 4.The feed covers the next 90 days of open work orders (open, in progress, and on hold) and projected PM occurrences as all-day events.
  5. 5.Your calendar app re-checks the feed automatically. Refresh timing depends on the calendar app, so changes may take time to appear.

Tips

The feed link contains a private token — treat it like a password. Use "Reset link" in Settings to revoke an old link and issue a new one.

This is a one-way, read-only feed: it shows RunTight work orders in your calendar, but editing the calendar event won't change the work order.

Bulk Actions & Advanced Filters

Admins, Planners

  1. 1.Checkboxes on the left of each work order and equipment row let you select multiple items at once.
  2. 2.When items are selected, a toolbar appears with bulk actions: assign, set priority, or close (for WOs); decommission, reactivate, or set criticality (for equipment).
  3. 3.On work orders, click the Filter button next to the search bar to open advanced filters: assignee, priority, type.
  4. 4.Combine filters with status tabs and search to build precise views. Click 'Save view' to name and recall a filter combination later.
  5. 5.Saved views live per-browser and appear as chips between the tabs and the search bar.

Tips

Save 'Overdue critical' as a view and check it first thing every morning.

Bulk close is great for tidying up after a weekend shutdown when multiple tasks were done off-system.

Time Tracking

Technicians

  1. 1.Open a work order. On desktop, Time Spent (minutes) is under Work Log; on mobile it appears in the job details.
  2. 2.Click Start Timer when you pick up the work. The timer shows elapsed MM:SS while running.
  3. 3.The desktop timer persists in the same browser. The mobile timer resumes after navigation or refresh in the same browser tab, for the same account, workspace, and work order. Closing the mobile tab ends its local recovery; stop the timer first to save your minutes.
  4. 4.Tap Stop followed by the elapsed time when you're done; elapsed minutes are added to the existing time. Completing a mobile job also stops the timer and saves elapsed time.
  5. 5.You can start and stop multiple times on the same WO — minutes accumulate.

Tips

Wrench time records hands-on labor for time reporting. MTTR uses the elapsed time between starting and completing repair work, rather than the manually entered minutes.

You can still enter time manually if you forgot to start the timer — just type into the minutes field.

Work Order Actions: Clone, Snooze, Share, Print

Admins, Planners

  1. 1.Clone: duplicates a work order as a new open WO with "(copy)" suffix. Copies asset, checklist, materials, priority. Useful for similar tasks on adjacent equipment.
  2. 2.Snooze: pushes the due date forward by a chosen number of days. Quick defer without losing the WO.
  3. 3.Share: generates a public read-only URL that expires in 30 days. Copy it to send to vendors, contractors, or auditors who don't have a RunTight login — they see the full WO details, checklist, and materials without the ability to edit.
  4. 4.Print: opens a clean print view with signature lines for technician and supervisor sign-off. Save as PDF from the browser print dialog for compliance records.

Tips

Share links auto-expire after 30 days. To revoke earlier, generate a new one — the old link becomes invalid.

Print view hides navigation chrome for clean paper records.

Service History Report (per asset)

Admins, Planners, Supervisors

  1. 1.Open any piece of equipment and click "History Report" in the header.
  2. 2.RunTight builds a complete, printable service record for that asset — every completed and open work order, in date order, like a Carfax for your machine.
  3. 3.Each entry shows the date, what was done, who did it, wrench time, and parts used. The header carries the asset name, tag, location, and your org name.
  4. 4.It opens in a clean print view — use your browser's print dialog to save it as a PDF or print it on paper.
  5. 5.The report pulls the asset's available service history, not just what's on screen. Review it for completeness and accuracy before sharing it with an auditor, buyer, or incoming maintenance manager.

Tips

Attach the PDF to a warranty claim or an equipment sale — a documented maintenance history is worth real money at resale.

Run it before decommissioning an asset so the record lives on after the equipment is gone.

Email Preferences & Notifications

Admins

  1. 1.Go to Settings → Notifications to choose which emails you receive.
  2. 2.Opt out of specific types (work order assignments, comments, weekly digests, overdue meter readings, or product updates) without affecting app functionality.
  3. 3.Push notifications are available on every plan and are separate from email. Enable them on a supported device and grant notification permission when prompted.
  4. 4.You'll always get critical account emails like billing and security alerts regardless of preferences.

Asset Documents

Admins, Planners, Supervisors

  1. 1.Open any piece of equipment and scroll to the Documents card.
  2. 2.Click Upload to attach manuals, schematics, spec sheets, calibration certificates, or any reference file up to 4.4 MB.
  3. 3.Supported: PDF, images, Word, Excel, text, CSV.
  4. 4.Files live in private storage and are served through an authenticated download route. Click any document to download or view it while signed in with access to the workspace.
  5. 5.Remove a document to unlink it from the asset (file stays in storage for audit).

Tips

Good candidates: OEM manuals, electrical schematics, lubrication charts, vendor contacts, SOP PDFs.

Equipment Documents are available to admins, planners, and supervisors. The technician machine card does not include this Documents section.

Photo Annotation

All roles

  1. 1.When you tap Add Photo on a work order and take or choose a picture, the Photo Annotator opens in full screen.
  2. 2.Three tools in the toolbar: freehand Brush (circle a defect), Rectangle (frame an area), Arrow (point to a specific spot).
  3. 3.Pick a color from the palette — red, amber, green, blue, white, or black.
  4. 4.Draw directly on the photo. Tap Undo to remove your last stroke, Trash to clear all.
  5. 5.Tap Save (checkmark) to flatten annotations into the image and upload. Tap Cancel (X) to upload the original instead.

Tips

Annotations upload as a new JPEG — the original photo isn't modified on your device.

On mobile, touch pressure isn't used — the brush is a uniform width. For fine detail, pinch-zoom with the system zoom first.

SLA Targets

Admins

  1. 1.Go to Settings → SLA Targets to configure response and resolution time targets for each priority level. SLA requires Team or Pro for current workspaces; founding Free workspaces retain access.
  2. 2.RunTight defaults: critical 1h response / 4h resolution, high 4h/8h, medium 24h/48h, low 48h/168h. Adjust them to your workspace's needs.
  3. 3.Every work order shows a real-time SLA badge next to priority and status on the detail page.
  4. 4.Statuses: On Track (< 50% of target used), At Risk (50-100%), Breached (over target, still open), Met (completed within), Missed (completed after).
  5. 5.Hover the SLA badge for a tooltip with exact elapsed time vs target.

Tips

Start with the defaults and adjust after 30 days based on what you actually achieve.

SLA targets apply across your workspace to every work order and team member.

Export Workspace Data

Admins

  1. 1.Go to Settings → Data export and click "Export all data."
  2. 2.RunTight downloads a zip containing six CSV datasets: equipment, PM schedules with checklists, work orders, parts, meters, and vendors.
  3. 3.Open the CSVs in Excel, Google Sheets, or any tool — the data is plain, standard, and yours.
  4. 4.The CSV export requests each included dataset in pages. Check the files before relying on them as a backup or record of your workspace.

Tips

Run it periodically as an off-site backup, or before any big change, so you always have your own copy.

For additional workspace records beyond the six CSV datasets, use the JSON Full Export shown in the same Settings section and review its included-data manifest.

Outbound Webhooks

Admins (Pro)

  1. 1.Go to Settings → Webhooks to register a URL that receives events.
  2. 2.Each webhook has a name, URL, optional secret (for HMAC signature verification), and a list of events to subscribe to.
  3. 3.Five event types: wo.created (new WO), wo.completed (WO done), wo.overdue (crossed due date), pm.due (WO generated from a PM schedule), asset.created (equipment added).
  4. 4.Events arrive within about a minute. Failed deliveries retry automatically for up to 24 hours, and each webhook has a delivery history showing success/failure and response codes.
  5. 5.Pause a webhook to stop delivery temporarily without losing it — events that happen while it's paused aren't sent later. Delete to remove permanently.

Tips

Point a webhook at a Zapier 'Catch Hook' to build no-code integrations with Slack, Google Sheets, Trello, and more.

If you configure a secret, verify the X-Webhook-Signature header on your receiving endpoint — it's HMAC-SHA256 of the body.

Use the id field (or X-Webhook-Id header) to ignore the rare duplicate delivery.

Keyboard Shortcuts

All roles

  1. 1.Press ? anywhere in the app to see a quick reference modal of all shortcuts.
  2. 2.Press Cmd+K (Mac) or Ctrl+K (Windows/Linux) to open the Command Palette — fuzzy search every page and create action.
  3. 3.Press / to focus the search input on the current page.
  4. 4.Navigate with 'g' sequences: g d (Dashboard), g w (Work orders), g e (Equipment), g p (PM schedules), g r (Reports), g s (Settings).
  5. 5.Create with 'n' sequences: n w (new Work order), n e (new Equipment), n p (new PM schedule).
  6. 6.Press Esc to close any dialog or overlay.

Tips

The command palette is a quick way to jump around the app — try typing 'parts' or 'new equipment' to find actions available to your role.

Shortcuts are ignored when you're typing in an input, so pressing 'g' in the search bar won't accidentally navigate.

Dark Mode

All roles

  1. 1.Click the Moon icon at the bottom of the sidebar (desktop) or in the mobile menu to toggle dark mode.
  2. 2.Dark mode applies to every dashboard page — work orders, equipment, reports, settings, the lot.
  3. 3.Your choice is saved per browser, so it persists across sessions.
  4. 4.Your app theme preference does not change the marketing or sign-in pages; those use their own fixed designs.
  5. 5.On first visit, dark mode follows your system setting (Windows, macOS, or browser preference).

Tips

Good for night-shift supervisors and anyone working in dim lighting. Easier on the eyes for long sessions.

The command palette also has a 'Switch to Light/Dark Mode' entry if you prefer that route.

Can’t find what you need?

Email support@getruntight.com or create a free account and try it yourself.