Is the maintenance spreadsheet template really free?

Yes — download it, use it, and share it with your team at no cost. We only ask for an email so we can send you the link and the occasional tip on running maintenance without the spreadsheet creaking.

Does the template work in Google Sheets?

Yes. It is an Excel (.xlsx) file, and Google Sheets imports it cleanly: open Sheets, choose File -> Import -> Upload, and pick the file. The dropdowns, the COUNTIF/AVERAGE dashboard, and the example rows all carry across.

What is in the maintenance log template?

Four tabs: a Start Here how-to, a Maintenance Log working sheet with dropdowns and six worked example rows, a Dashboard that tallies open/closed and average fix time, and a Locations list that powers the dropdowns.

How is this different from Fixray?

The template is the manual version. Fixray is the same maintenance log on everyone's phone — with photos on every issue, a description the AI writes from the photo, push alerts to the fixer, assignments, and a running history that never resets. The Log plan is free for your whole team.

Do I have to give my email to download it?

We ask for an email so we can deliver the file and stay in touch. The template itself is not locked away — but the email lets us send you the link and help if you get stuck.

Free download

Free maintenance spreadsheet template (Excel + Google Sheets)

A ready-to-use maintenance log with dropdowns, worked example rows, and a dashboard that tallies itself. Built by the team behind Fixray — so it also shows you exactly where a spreadsheet runs out of road.

It is an .xlsx file. Using Google Sheets? Open Sheets, then File -> Import -> Upload and pick the file — every dropdown, formula and the dashboard come across.

What is in the template

Start Here

A one-minute how-to, the 5 signs you have outgrown a spreadsheet, and a link back to Fixray when you have.

Maintenance Log

The working sheet — date, location, problem, who reported it, status and who fixed it. Dropdowns keep it tidy; six venue example rows show the shape.

Dashboard

Open vs closed, count by location and average time to fix — wired up with COUNTIF/AVERAGE so it totals as you type.

Locations

The dropdown source list. Swap in your own rooms, floors and outbuildings and the whole log updates.

5 signs you have outgrown a maintenance spreadsheet

1
Your team cannot report a fault without a laptop — so half of them never do.
2
There is no photo against a job, so "the thing in the corridor" needs a phone call to decode.
3
Nobody gets alerted when a row is added — issues sit until someone scrolls past them.
4
You start a fresh tab every month, so there is no running history of a recurring problem.
5
Two people edit the shared file at once and someone's row quietly disappears.

Where the spreadsheet stops

A spreadsheet is a great place to start — you have already built the habit of logging. But the columns can hold text, not photos; nobody gets a push when a job is added; and the history resets every time you open a new tab. Fixray is that same list on everyone's phone: snap a photo, the description writes itself, the fixer gets alerted, and the record never resets.

Template questions

Is the maintenance spreadsheet template really free?: Yes — download it, use it, and share it with your team at no cost. We only ask for an email so we can send you the link and the occasional tip on running maintenance without the spreadsheet creaking.
Does the template work in Google Sheets?: Yes. It is an Excel (.xlsx) file, and Google Sheets imports it cleanly: open Sheets, choose File -> Import -> Upload, and pick the file. The dropdowns, the COUNTIF/AVERAGE dashboard, and the example rows all carry across.
What is in the maintenance log template?: Four tabs: a Start Here how-to, a Maintenance Log working sheet with dropdowns and six worked example rows, a Dashboard that tallies open/closed and average fix time, and a Locations list that powers the dropdowns.
How is this different from Fixray?: The template is the manual version. Fixray is the same maintenance log on everyone's phone — with photos on every issue, a description the AI writes from the photo, push alerts to the fixer, assignments, and a running history that never resets. The Log plan is free for your whole team.
Do I have to give my email to download it?: We ask for an email so we can deliver the file and stay in touch. The template itself is not locked away — but the email lets us send you the link and help if you get stuck.

Or skip the spreadsheet altogether

Fixray is free for your whole team on the Log plan — photo-first reporting, alerts, and a history that does not reset every month. Set up your first site in under five minutes.