Frequently asked
questions.

A work order organizes a specific job: the issue, location, assignee, and completion record. Preventive maintenance schedules recurring service before a breakdown. An inspection records checks and findings against your checklist; a finding may lead to corrective work. HeadCount connects these records so your team can follow the work from the first check to completion. Explore maintenance workflows and inspection records.

HeadCount is a cloud-based Computerized Maintenance Management System (CMMS) built to streamline maintenance operations for facilities of all sizes. It provides tools for work order management, preventative maintenance scheduling, request portals, real-time analytics, team communication, and compliance reporting — all from a single platform accessible on desktop and mobile.

HeadCount is used across a wide range of industries including healthcare, hospitals, nursing homes, property management, manufacturing, education, and government facilities. Enterprise plans also include Joint Commission and NFPA compliance features specifically designed for healthcare and regulated environments.

Sign up for the Free plan at app.headcount.company — no credit card required. Set up your facility, invite your team, and start creating work orders in minutes. When you're ready for more, upgrading is instant from within your account.

HeadCount uses straightforward per-user, per-month pricing with four tiers:

Free — $0 for up to 2 users, no credit card required.
Essentials — $15/user per month ($12/user billed annually) for teams up to 15.
Premium — $49/user per month ($40/user billed annually) for teams up to 50.
Enterprise — Custom pricing for unlimited users, multi-facility management, and compliance.

Work requesters are always free and unlimited on every plan. See the pricing page for current plan limits and the full comparison.

Yes. The Free plan is not a trial — it's available indefinitely for up to 2 users. It includes unlimited work orders, a preventative maintenance schedule, a request portal, real-time messaging, mobile app access, and 500 MB of storage. No credit card required to sign up.

No. Work requesters are always unlimited and free on every plan. Anyone can submit maintenance requests through your request portals or QR codes without needing a HeadCount user account. Only team members who log in to manage work (technicians, managers, admins) need a user seat within your plan's limit. The Free plan includes two user seats.

Every plan includes unlimited work orders, time tracking, custom categories and priorities, work order exports, custom approval processes, real-time messaging, push notifications, and mobile app access.

As you move up tiers, you unlock more users, PM schedules, request portals, storage, analytics history, workflow automations, vendor management, and dedicated support. Visit our pricing page for a full feature comparison.

Absolutely. You can upgrade or downgrade at any time with no penalties or lock-in contracts. Upgrades take effect immediately. When downgrading, the app will walk you through any adjustments needed to meet the new plan's limits — for example, reducing your user count to fit the lower tier. Once all requirements are resolved, the downgrade is applied to your next billing cycle.

Start with one facility or a manageable group of equipment. Review your location names and asset records, decide who receives and completes work, then set up the recurring tasks your team already performs. Test a request, assignment, completion record, and report with the people doing the work before expanding. Keep existing records available during the transition. Compare plan features with your requirements and review customer experiences for context.

Include a clear issue description, the facility and exact location, relevant equipment, priority, assignee, and instructions. Add photos or supporting files when they help explain the job. At completion, record what was done and any follow-up needed. HeadCount keeps the assignment and supporting details together on desktop and mobile.

Use the equipment manufacturer’s guidance, your facility’s procedures, operating conditions, and applicable requirements to decide the schedule. Assign an owner, define the checklist, and record completed service and findings. Review the schedule as equipment use and maintenance history change. HeadCount helps organize recurring work; the software does not determine the correct service interval for every asset.

Yes. HeadCount includes customizable user roles and permissions on all plans, allowing administrators to define exactly what each user can view and manage. You can restrict access to sensitive information, limit feature availability by role, and manage team assignments across your organization.

Yes. HeadCount includes a full-featured mobile app for iOS and Android on every plan. Your team can create and update work orders, communicate in real-time via messenger, capture photos, scan QR codes, access procedures, and receive push notifications — all from the field.

No — HeadCount runs entirely in your web browser. There is no software to download or install. Just sign up, log in, and start managing your facilities from any device with an internet connection.

HeadCount is SOC II Type II compliant and meets 21 CFR regulatory standards. All data is encrypted in transit and at rest using industry-standard protocols. Our cloud infrastructure includes robust physical and electronic safeguards, and we undergo regular security audits.

All plans include 24 hour response time and built-in access to HeadCount CMMS Support directly within the app — including tutorials, guides, and feature walkthroughs all in one place. Premium customers get a dedicated Customer Success Manager. Enterprise customers additionally receive onsite implementation options and live Zoom training sessions.

After cancellation, you have a 90-day grace period to reactivate your account or contact HeadCount CMMS to export your data. After 90 days, your account and data will be permanently deleted.