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MaintainX Make integrationAutomate MaintainX with Make.

Can Make open, update and watch your MaintainX work orders for you? Yes. The MaintainX Make integration gives you 15 modules: 2 triggers, 10 actions and 3 searches. This guide is for maintenance and operations teams, and it walks you from the API key to a first working scenario.

Try the MaintainX integration on MakeSee the 15 modules

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What you can automate

What does the MaintainX Make integration let you automate?

The MaintainX Make integration links your MaintainX account to Make, a no-code tool where you build a scenario: an automation made of modules, each one a brick that watches, creates or looks up something in an app. Once linked, work orders, requests, comments and messages can move between MaintainX and your other tools without anyone copying them by hand.

Turn outside requests into work requests. A form, a ticket or an email lands in another app, and Create a Work Request files it in MaintainX so the maintenance lead can review it before it becomes a job.

Tell the right people when a job appears. Watch Work Orders picks up each new work order, Get a Location adds where it is, and a module from your chat or email app sends the alert to the technicians who cover that site.

Keep other systems in step with the shop floor. When a job is closed in your ERP or planning sheet, Update a Work Order Status changes it in MaintainX, and Create a Work Order Comment leaves a note that explains where the change came from.

What the listed modules do not cover (other objects of the MaintainX API) goes through Make an API Call, with the same connection. Both triggers are scheduled, so nothing fires the moment a work order is saved: Make checks MaintainX when the scenario runs. MaintainX also has an n8n node; the n8n vs Make page lays out the criteria. Before you pick a plan, read Make pricing, and if you would rather have the scenarios built for you, the Make agency page explains how the team works.

Connect

How do you connect your MaintainX account to Make?

  1. 01

    Generate an API key in MaintainX

    You need an active MaintainX account. In MaintainX, open Settings, click API keys, then Generate, and copy the key shown on screen. Keep it at hand: Make asks for it in the next step.

  2. 02

    Add a MaintainX module in your scenario

    In Make, add any MaintainX module to your scenario and click Create a connection. A connection is your MaintainX account linked to Make once and reused by every MaintainX module afterwards.

  3. 03

    Name the connection and paste the key

    The Connection name field is optional, but a clear name helps when several accounts exist. Paste the API key you copied, or follow the on-screen instructions, then save.

First scenario

Your first scenario: turn a form report into a work request

GoalWhen someone reports a problem through a form in another app, Make files it as a work request in MaintainX.

  1. 01

    Create the scenario

    On the Scenarios page, create a new scenario and click the + to add the first module: the trigger of the form app your staff or tenants already use to report problems.

  2. 02

    Add Create a Work Request

    Click the + on the right of the form module, search for MaintainX and pick Create a Work Request. Click Create a connection and paste the API key generated in MaintainX.

  3. 03

    Map the report into the request

    Fill the module fields with the answers received from the form, so the request tells the maintenance lead what is wrong and where. Make lists what it can read once the connection exists.

  4. 04

    Test with Run once

    Submit a test report in the form, then click Run once. Each module shows the bundles it received, a bundle being one item passed along, here one report. Check the new request in MaintainX.

  5. 05

    Schedule and switch it on

    Open the clock on the first module to set the schedule, every 15 minutes by default, and switch the scenario on. Each new report then reaches MaintainX as a request waiting for review.

Triggers

What can start a MaintainX scenario?

2 modules start a scenario when something happens in MaintainX. A scheduled trigger is checked by Make on the scenario's schedule; an instant one is called by MaintainX as soon as it happens.

MaintainX1Watch a Work Order Category

Watch a Work Order Category

Scheduled trigger

In Make“Triggers when a new work order category has been chosen.”

This trigger starts your scenario when a work order category has just been chosen in MaintainX, so the category itself becomes the signal. It suits teams that sort jobs into categories and want each kind of job to follow its own path.

How it fires
scheduled. Make checks MaintainX on the scenario's schedule, every 15 minutes by default, and picks up what changed since the previous check.
When to use it
when a category such as safety or electrical must alert a specific person or feed a separate report, rather than every new job.
Watch out
the Make documentation for MaintainX is generated with AI and flags possible mistakes, so run a test with Run once to see exactly what this trigger returns.
MaintainX2Watch Work Orders

Watch Work Orders

Scheduled trigger

In Make“Triggers when a new work order has been created.”

Watch Work Orders hands your scenario every new work order created in MaintainX, one bundle per work order, ready to be copied, announced or enriched by the next modules. It is the natural starting point for most MaintainX automations.

How it fires
scheduled. Make checks MaintainX on the scenario's schedule, which means a new work order waits for the next run instead of arriving the second it is saved.
When to use it
when every new job should reach a chat channel, a spreadsheet or a planning tool without someone forwarding it.
Watch out
the official description only speaks of newly created work orders, so do not count on it to catch a status change on an existing job.
Modules

What can Make do in MaintainX?

MaintainX gives you 13 modules. For each one: what it does for you, when to reach for it, and what to watch out for.

MaintainX1

Create a New Message

Action

In Make“Creates a new message.”

Posts a new message in MaintainX from your scenario, so information coming from another tool shows up where your technicians already read. Nobody has to retype a supplier reply or a sensor alert.

When to use it
when an event outside MaintainX, like a delivery confirmation, should be shared with the maintenance team inside the app rather than by email.
MaintainX2

Create a Work Order

Action

In Make“Creates a work order.”

Opens a real work order in MaintainX from data sent by another app, ready to be assigned and scheduled like any job created by hand. This is the module that turns an outside signal into work.

When to use it
when the need is already confirmed, for example an equipment fault logged in your monitoring tool. If the request still needs a review, prefer Create a Work Request.
Watch out
test with Run once before activating, or a misconfigured filter can open duplicate jobs.
MaintainX3

Create a Work Order Comment

Action

In Make“Creates a work order comment.”

Adds a comment to an existing work order, which keeps the history of a job in one place even when part of the conversation happens in other tools.

When to use it
when a quote, a parts order or a customer answer related to a job arrives elsewhere and should be attached to that job as a note.
Watch out
it needs the work order to exist; place a search or Get a Work Order before it when you only know part of the details.
MaintainX4

Create a Work Request

Action

In Make“Creates a work request.”

Files a work request in MaintainX, the step before a work order, so someone on your team decides whether it becomes a job. Requests from outside land in the right queue instead of in an inbox.

When to use it
when employees, tenants or clients report problems through a form or a helpdesk and a supervisor should approve each one first.
MaintainX5

Get a Location

Action

In Make“Retrieves a location.”

Fetches the details of one MaintainX location, so your alerts and reports can say where the job is instead of showing a bare reference. It works on a single location you already identified.

When to use it
right after Watch Work Orders, to add the site to a notification. When you need to browse or match several sites, List Locations is the better choice.
MaintainX6

Get a User

Action

In Make“Retrieves a user.”

Retrieves one MaintainX user, which lets your scenario turn a person attached to a job into details you can reuse, like a name for a message. It reads one known user at a time.

When to use it
when an alert must address the assignee of a work order personally. To go through the whole team, use List Users instead.
MaintainX7

Get a Work Order

Action

In Make“Retrieves a work order.”

Reads one work order in full, which gives the modules that follow its current state rather than the snapshot taken when it was created. You need to know which work order you want.

When to use it
before an update or a comment, to check the job is still open. If you only have criteria and no specific work order, start with Search Work Orders.
MaintainX8

Make an API Call

Action

In Make“Performs an arbitrary authorized API call.”

Calls any endpoint of the MaintainX API through the connection you already set up, which covers what the other MaintainX modules leave out. You write the request yourself, so it asks for a look at the MaintainX API documentation.

When to use it
when you need an object or an operation that no other MaintainX module offers.
Watch out
a wrong request fails or changes the wrong record, so test each call with Run once on test data.
MaintainX9

Update a Work Order

Action

In Make“Updates a work order.”

Changes the information of an existing work order, so a correction made in another system also lands in MaintainX. Your technicians work from up-to-date details without anyone editing the job twice.

When to use it
when a planning tool or an ERP modifies a job's details. If only the status changes, the dedicated Update a Work Order Status module is simpler.
Watch out
try it on a test work order with Run once before pointing it at live jobs.
MaintainX10

Update a Work Order Status

Action

In Make“Updates a work order status.”

Moves a work order to another status from your scenario, which keeps MaintainX in line with where the job really stands in the rest of your tools. Everyone reading the job sees where it really stands.

When to use it
when a closing event happens outside MaintainX, like a signed delivery note or a validated invoice, and the job should follow.
Watch out
pair it with a comment explaining the change, so nobody wonders who closed the job.
MaintainX11

List Locations

Search

In Make“Retrieves a list of locations.”

Returns your MaintainX locations as a list, one bundle per location, which is handy to sync your sites with a spreadsheet or to find the one matching a name. Every bundle then flows through the modules that follow.

When to use it
when a scenario must work across all your sites, for example to keep a site directory in step.
Watch out
each location counts as its own bundle, so the next modules run once per location and use operations accordingly.
MaintainX12

List Users

Search

In Make“Retrieves a list of users.”

Brings back the users of your MaintainX account, each as a separate bundle, which gives you the whole team to filter or copy elsewhere. It helps keep a roster or an on-call list aligned with the app.

When to use it
when you need several people, for instance to message everyone who belongs to a crew. For one known person, Get a User is lighter.
Watch out
a large team means many bundles and many operations downstream.
MaintainX13

Search Work Orders

Search

In Make“Searches for work orders.”

Looks for work orders and returns zero, one or several matches, which lets your scenario find jobs when it does not know them in advance. It is the entry point before updating or commenting on the right work order.

When to use it
when an outside event mentions a job indirectly and you must find it in MaintainX first.
Watch out
plan for the empty case and the many-results case, or the modules after it may run on nothing or several times.
Need help

Need help automating MaintainX with Make?

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FAQ

Questions about the MaintainX Make integration

01Is the MaintainX Make integration free?
Yes, on the Make side. MaintainX is a standard app, available from the Free plan. That plan allows 2 active scenarios, runs them 15 minutes apart at the most frequent, stops each run after 5 minutes and caps transfer at 512 MB. Paid plans (Core, Pro, Teams and Enterprise) drop the interval to 1 minute and allow unlimited active scenarios, with usage counted in credits per month. Your MaintainX subscription is separate: you need an active account and an API key, and its price is set by MaintainX.
02What do you need to connect MaintainX to Make?
An active MaintainX account and an API key. In MaintainX, go to Settings, click API keys, then Generate, and copy the key displayed on screen. In Make, add a MaintainX module to a scenario, click Create a connection, give it a name if you like and paste the key. The connection is then reused by every MaintainX module in your scenarios, so this setup happens once per account rather than once per module.
03Does the MaintainX trigger in Make react in real time?
No. Both MaintainX triggers, Watch Work Orders and Watch a Work Order Category, are scheduled. Make checks MaintainX each time the scenario runs, every 15 minutes by default, and the Free plan does not go below 15 minutes between runs. Paid plans bring that interval down to 1 minute. There is no instant trigger for MaintainX in Make, so if a job needs a reaction the second it is created, factor in that delay when you design the scenario.
04What if a MaintainX module you need is missing in Make?
Use Make an API Call. It sends a request to any endpoint of the MaintainX API with the connection you already have, so you are not limited to the listed modules. You write the request yourself, which calls for a look at the MaintainX API documentation. Keep in mind that the Make documentation page for MaintainX is AI-generated and warns it may contain mistakes, so test every call with Run once and contact MaintainX when something in their API is unclear.
05Make or n8n for automating MaintainX?
It depends on the tool your team already uses. MaintainX has an n8n node as well, so the choice rarely hinges on availability. On Make, you get 15 ready modules, a visual editor where you chain the modules, and a Free plan to start with 2 active scenarios. The comparison page linked in this guide sets out the criteria side by side. The practical test: build the new work order alert in Make and see whether the editor suits the way your team works.
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