Hacking TheWorxHub: 5 Ways Senior Living Communities Get More Out of Their Asset Management System 

A majority of the top-rated Continuing Care Retirement Communities in America rely on TheWorxHub CMMS to manage everything their operational teams encounter daily. From work order assignments to preventive maintenance, compliance tasks, and inventory management, TheWorxHub helps streamline many of the usual facility management duties. 

But senior living communities face unique challenges every day – challenges that often require flexibility and a bit of creativity to overcome. Whether it's tracking specialized equipment, managing resident requests, or addressing emergency situations, TheWorxHub offers plenty of ways to adapt. 

We sat down with a former CMMS Manager of a retirement community who shared some of the most creative ways she made TheWorxHub work harder for her facility. Here are five of her top tips for maximizing the software’s potential: 

1. Use asset tracking to account for residents’ pets 

Tracking animals in a senior living community might not be the first thing that comes to mind, but it’s a useful feature for facilities that allow pets and great way to add to the resident-first experience of your community.  

By using TheWorxHub’s “resident-owned assets” category, facilities can easily keep track of animals on the property and have quick access to important information like vaccination records, license renewals, and vet contact details.  

In emergencies, this makes it quick and easy for staff to locate and care for pets when residents are unavailable and provides a reliable way to reunite lost pets with their owners. Most importantly though, this helps ensure that vaccinations are always up to date to keep residents and staff safe. 

While it might seem small, this useful hack can be a simple, personal, and effective way to keep track of your residents’ furry friends.  

2. Use the “Space” mapping feature to track vehicles 

Parking management can sometimes be a logistical nightmare in senior living communities. With often limited or reserved parking, it’s easy for things to get confusing. TheWorxHub’s “Space” mapping feature, however, can help you transform parking spots into trackable assets to easily locate or identify resident-owned vehicles.  
 
By creating an asset in the system for each resident’s vehicle – detailing make, model, license plate number, etc. – you can link cars or golf carts to specific residents and their assigned parking spots. This simple hack eliminates confusion, helps staff resolve parking issues quickly, and provides a more efficient way to track space usage, ensuring that everyone knows where to park and which vehicles belong to which residents (useful insight, to say the least).  

Note: This use is different than TheWorxHub’s standard Transportation module, which is used to track community-owned vehicles, track driver schedules, coordinate trips, and more.  

3. Customize reports with advanced search functions 

While TheWorxHub offers a wide variety of powerful, pre-made reports, sometimes they don’t capture the very specific data you need for a unique use-case. Instead of spending time manipulating default reports, you can use TheWorxHub’s advanced search function to create custom reports tailored to your exact requirements.  

Simply apply filters to narrow down your search, whether it’s for completed work orders, asset conditions, or inventory status, and then export the results to a CSV file. This can save you hours and give you more control over the data you want to analyze, by allowing you to generate exactly what you need without waiting for customized reports.  

4. Simplify inventory management with placeholder values 

Managing inventory can be tricky when you don’t have all the required details upfront, like serial numbers or manufacturer information. Instead of leaving these fields blank – something that can disrupt reporting and workflows – use standardized placeholder values like “999” or “unknown” that your team is all aware of. This lets everyone know that certain information is pending, so they don’t waste time looking for missing details.  

5. Leverage customer support for creative solutions 

One of the most underused resources of TheWorxHub is our world-class customer support. If you’re facing a problem or need help optimizing a feature, they can offer creative solutions, tips, and workarounds that you may not have considered, saving you time and stress. Whether it’s customizing reports, solving technical issues, or finding a new way to streamline processes, TheWorxHub’s support team is an invaluable resource that can help you get the most out of the software. 

Learn more about TheWorxHub 

With TheWorxHub, senior living communities can reduce confusion, maximize efficiency, accelerate operations, and improve their overall resident experience. And with a bit of creativity and ingenuity, TheWorxHub can work even harder for your facility, simplifying and streamlining your day-to-day tasks. 

Explore even more ways TheWorxHub can elevate your operational efficiency so you can provide the best possible care and comfort for your residents.