TankAware CMMS

User Guide v1.0

Getting started
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TankAware CMMS

Getting started

Table of contents

Introduction

Getting started

Companies and workspaces

Interface overview

User roles and permissions

Core features

Common daily tasks

FAQs

Getting started

Table of contents

Introduction

Getting started

Companies and workspaces

Interface overview

User roles and permissions

Core features

Common daily tasks

FAQs

TankAware CMMS User Guide

How to use TankAware CMMS to manage fuel storage operations

The TankAware CMMS User Guide is designed to help system owners, operators, and industry service providers confidently use TankAware CMMS to manage fuel storage operations. This guide provides clear, step-by-step instructions for completing inspections, managing sites and systems, tracking deficiencies, and maintaining accurate, auditable compliance records.

Whether you are setting up your organization for the first time or performing daily operational tasks, this guide supports consistent, compliant workflows and helps ensure critical information is captured correctly and accessible when needed.

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About TankAware CMMS

This user guide is for TankAware Canada Inc.’s (TankAware) cloud-based based computerized maintenance management system (CMMS) purpose-built for fuel storage operations, TankAware CMMS. It brings inspections, maintenance, and records into one centralized, auditable system.

Explore TankAware CMMS

TankAware is a Canadian SaaS company with decades of real-world experience in fuel storage and environmental compliance, purpose-built to help organizations manage regulated infrastructure with confidence, clarity, and accountability.

About TankAware
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Who this guide is for

This guide serves two main audiences:

System owners and operators:

Organizations that own petroleum storage sites - Facility operators managing day-to-day tank operations - Compliance managers ensuring regulatory adherence

Industry contacts (service providers):

Contractors performing maintenance and repairs - Service companies providing inspections - Equipment suppliers and other industry partners

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How to use this guide

Tip: Use the table of contents to jump directly to any section.

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Accessing TankAware CMMS

TankAware CMMS is accessed through your web browser. No software installation is required.

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Note: Replace “yourcompany” with your actual company subdomain (assigned during company setup).

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Creating your account

Step 1:  Go to the signup page

Step 2:  Select your organization type

Choose one of the following:

Option Choose if you...
System Owners & Operators Own or operate petroleum storage sites
Industry Contacts Provide services (contractors, suppliers, engineers, etc.)

Click Next after selecting.

Step 3:  Complete the registration form

Fill in the following information:

  • Full Name:  Your complete name
  • Email Address:  Use a valid email you can access
  • Phone Number: Contact number
  • Address:  Street address, city, province, postal code
  • Password:  Must include:
  • 8-32 characters
  • At least one
  • uppercase letter
  • At least one lowercase letter
  • At least one number
  • Confirm Password: Re-enter your password

Step 4:  Accept agreements

Check the box for Privacy Statement (required) – Optionally check Newsletter to receive updates

Click Sign Up to create your account.

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Verifying your email

After signing up, you must verify your email address.

Email not arriving:

Check your spam or junk folder - Wait a few minutes and click

Resend email:

Ensure you entered the correct email address

Note: You cannot access your company workspace until your email is verified.

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Logging in

Using password:

Using one-time password (OTP):

Screenshot placeholder:

Login screen with OTP option shown

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Password recovery

If you forget your password:

Note: Reset links expire after a limited time. If your link doesn’t work, request a new one.

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Understanding company workspaces

TankAware CMMS organizes work by company. Each company has its own workspace with:

Example:

If your company is called “Northern Fuels,” your workspace might be at https://northernfuels.tankaware.com

Benefits of this structure:

Your data is private to your organization - Multiple people can collaborate within the same company - You can be part of multiple companies (e.g., a contractor working with several clients)

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Creating a new company

After verifying your email, you’ll be guided through company creation.

For system owners and operators

Step 1: Company Information

Step 2: Choose a Theme

Select a color theme for your workspace - Click the eye icon to preview how it looks

Step 3: Accept Agreements

  • Privacy Statement (required)
  • Liability Disclaimer (required)
  • Newsletter (optional)

Step 4: Emergency Information

Add at least one emergency contact (name and phone) – Enter emergency procedures in the text editor

Step 5: Subscription

Complete payment to activate your company.

For industry contacts (service providers)

Step 1: Service Categories

Select all that apply:

  • Construction
  • Petroleum Service and Maintenance
  • Service Providers
  • Equipment Suppliers
  • Insurance Providers
  • Oil companies
  • Regulators
  • Others (specify)

Step 2: Company Information

Company Name and Logo – Address – Website URL – Emergency Contact Phone – Description of services – After-hours policy

Step 3: Theme and Agreements

 Same as System Owners

Step 4: Upload Documents

Upload at least one document for each category:

  • General Documents
  • Supporting Documents
  • License/Certificate

Step 5: Subscription

Complete payment to activate.

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Selecting a company

If you belong to multiple companies:

Company card information:

To create another company:

Scroll down and click Create New Company

To switch companies:

Click your profile icon – Select Select Company

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Common interface elements

Views:

Most list screens offer two display options:

Click the view toggle button to switch between them.

Search and filters:

Pagination:

Large lists are divided into pages:

  • Use Previous/Next arrows to navigate
  • Change page size (10, 20, 50, or 100 items)
  • Jump to a specific page number

Action menus:

Each item typically has actions available:

  • View – See details in a side panel
  • Edit – Modify the item
  • Delete – Remove the item (with confirmation)

Status indicators:

Color-coded badges show item status:

Color Status
Green Active, resolved, or completed
Yellow/Orange Pending or in progress
Red Critical, overdue, or requires attention
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Dashboard overview

Admin dashboard (system owners)

Your dashboard shows:

Quick Action buttons:

Statistics cards:

  • Total systems
  • Spill reports
  • Deficiency count
  • User activity

Charts and graphs:

  • Deficiency trends over time
  • Inspection completion rates
  • Location map showing all your sites

Industry contact dashboard:

Your dashboard displays:

  • Work order statistics: – Total work orders – Pending – In progress – Completed – Rejected
  • Trend chart showing work order volume over time
  • Quick links to each work order category

Screenshot placeholder:

Admin dashboard with statistics

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Understanding roles

Admin dashboard (system owners)

A role determines what a user can see and do in TankAware CMMS. Roles control:

Key concepts:

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Default roles explained

TankAware CMMS comes with built-in roles:

Admin

Full access to all features and data.

What they can do

Best for: Operations managers, compliance officers, company administrators

Site manager

Mid-level access focused on operational oversight.

What they can do What they cannot do
Create and manage sites Manage other users
Create and manage systems Create or edit roles
Create and view inspections
Manage checklists
Handle deficiencies
Manage work orders
Access admin dashboard

Best for: Site supervisors, regional managers

Employee / contractor

Limited access for performing inspections.

What they can do What they cannot do
View sites (read-only) Create or modify sites
View systems (read-only) Create or modify systems
Create inspections View all inspections
View assigned inspections Manage checklists
Perform inspections Access admin dashboard
Delete own inspections

Best for: Field inspectors, technicians, contractors

Service provider

Limited access for work-related activities

What they can do What they cannot do
View sites (read-only) Create anything
View systems (read-only) Delete items
View deficiencies Access admin dashboard
Update/fix deficiencies
Update work orders
Manage documents

Best for: External repair technicians, maintenance crews

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Creating custom roles

If the default roles don’t fit your needs, create your own

To create a custom role:

  1. Go to User Management → Roles tab
  2. Click Create Role
  3. Enter:
    • Role Name – e.g., “Inspector Lead”
    • Description – What this role is for
  4. Set permissions for each entity (see 5.4 Permission categories)
  5. Click Save

To edit a role:

  1. Find the role in the list
  2. Click Edit
  3. Modify permissions as needed
  4. Click Save

Note: You cannot modify or delete the Company Owner’s permissions.

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Permission categories

When creating or editing a role, you control permissions for:

Entity Available Permissions
Users Create, Read, Update, Delete
Sites Read
Systems Read
Inspections Create, Read All, Read Assigned, Update, Delete
Checklists Create, Read, Update, Delete
Deficiencies Create, Read, Update, Delete
Work Orders Create, Read, Update, Delete
Roles Create, Read, Update, Delete
Documents Create, Read, Update, Delete

Special permissions:

  • Admin Dashboard Access:  Can view the administrative dashboard
  • Read All Inspections: See every inspection, not just assigned ones

Screenshot placeholder:

Role permission matrix

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Sites management

A site represents a physical location where you have petroleum storage equipment

Viewing sites:

  1. Click Sites in the menu
  2. Browse the list or grid view
  3. Use search to find specific sites
  4. Filter by:
    • Deficient status (sites with open issues)

Creating a site:

  1. Click Add Site
  2. Complete the forms:
    • Site Information: Name, address, coordinates, contact
    • Tank Ownership: Who owns the tanks
    • System Operator: Who operates the site
    • Land Owner: Property owner details
    • Service Provider: Assigned contractors
    • Operation Type: Type of facility
  3. Click Save

Editing a site:

  1. Find the site in the list
  2. Click the Edit action
  3. Make your changes
  4. Click Save

Deleting a site:

Warning: Deleting a site also removes all associated systems, checklists, inspections, and deficiencies.

  1. Find the site
  2. Click Delete
  3. Read the warning carefully
  4. Confirm deletion

Site details:

Click on any site to see:  All systems at that location - Recent activity - Quick access to site-specific features

Screenshot placeholder:

Sites list view

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System management

A system is an individual tank or storage unit at a site.

Viewing systems:

  1. Click Systems in the menu
  2. View all systems or filter by:
    • Deficiency status
    • System type
    • Active or Archived status

Tabs:

  1. Active – Systems currently in operation
  2. Archived – Systems no longer in use

Creating a system:

  1. Click Add System
  2. Select the site
  3. Enter system details:
    • System name
    • Type (e.g., underground tank, above-ground tank)
    • Registration number
    • Capacity and specifications
  4. Click Save

System actions:

  1. View Details – See full system information
  2. Edit – Modify system details
  3. Delete – Remove system (with confirmation)
  4. Archive/Restore – Move to or from archived status
  5. Report Emergency Spill – Quick spill reporting

Bulk operations:

  1. Check the boxes next to multiple systems
  2. Click the bulk action button
  3. Choose an action (e.g., report emergency for all selected)

Screenshot placeholder:

System List view

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Checklists

A checklist is a template of questions used during inspections.

Viewing checklists:

  1. Click Checklists in the menu
  2. View active or disabled checklists
  3. Search by name

Creating a checklist:

    1. Click Create Checklist
    2. Enter:
      • Checklist Name – e.g., “Monthly Tank Inspection”
      • Description – What this checklist covers
    3. Click Add Section to create groupings (e.g., “Visual Check,” “Equipment Test”)
    4. Within each section, add questions:
Type Use For
Text Short answers
Text Area Longer descriptions
Number Measurements or counts
Date Date entries
Dropdown Single choice from a list
Multi-select Multiple choices from a lis
Yes/No Simple boolean responses
  1. For each question:
    • Enter the question text
    • Mark as required (if needed)
    • Add answer options (for dropdowns/multi-select)
    • Set up conditional logic (show only if another question has a specific answer)
  2. Click Save

Managing checklists:

  • Edit – Modify questions and sections
  • Delete – Remove the checklist
  • Take Snapshot – Create a frozen copy for record-keeping
  • Enable/Disable – Control availability

Screenshot placeholder:

Checklist builder

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Inspections

An inspection is a scheduled evaluation of a system using a checklist.

Viewing inspections:

    1. Click Inspections in the menu
    2. Use segments to filter:
      • All – Every inspection (if you have permission)
      • Assigned To Me – Only your inspections

Creating an inspection:

  1. Click Add Inspection
  2. Select:
    • Checklist – Which template to use
    • Site and System – What to inspect
    • Assigned User – Who will perform it
    • Schedule:
      1. One-time (single occurrence)
      2. Recurring (daily, weekly, monthly, etc.)
    • Due Date – When it must be completed
  3. Click Save

Performing an inspection:

  1. Find your inspection in the list
  2. Click Start or Continue
  3. Answer each question in the checklist
  4. Upload photos if needed
  5. Click Submit when complete

Inspection Statuses

Status Meaning
Active Scheduled but not started
In Progress Started but not complete
Completed Finished and submitted
Incomplete Partially done, not submitted

After an Inspection:

Any answers flagged as deficient automatically create deficiency records - The inspection is marked complete - Reports become available

Screenshot placeholder:

Inspection in progress

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Performing an inspection

Time needed:  5-30 minutes (depending on checklist length)

  1. Log into your company workspace
  2. Go to Inspections
  3. Find your assigned inspection (look for “Assigned To Me”)
  4. Click Start Inspection
  5. For each question:
    • Read the question carefully
    • Select or enter your answer
    • Upload photos if required or helpful
    • Add notes for any concerns
  6. After answering all questions, click Submit
  7. Review the summary
  8. Confirm submission

Note: Save progress frequently on long inspections - Take clear photos that show the entire area - Be specific in notes about any issues found

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Recording a delivery

Time needed:  2-3 minutes

    1. Go to the site dashboard for the delivery location
    2. Click System Observations
    3. Click Add Observation
    4. Select Delivery
    5. Enter:
      • Before delivery tank level
      • Delivery amount
      • After delivery tank level
      • Delivery company name
      • Contact information
    6. Upload delivery ticket photo
    7. Click Save

Alternative for external delivery drivers:

    1. Access the public system page (via QR code or link)
    2. Select Report Delivery
    3. Enter the same information
    4. Submit without needing to log in
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Reporting a deficiency

Time needed:  3-5 minutes

      1. Go to Deficiencies & Spills
      2. Click Create Deficiency
      3. Select the affected system
      4. Enter:
        • What the problem is
        • Where exactly it’s located
        • How serious it is (Critical, Concern, Satisfactory)
        • What you recommend doing about it
      5. Upload photos showing the issue
      6. Assign to someone who can fix it
      7. Click Save
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Resolving a deficiency

Time needed:  2-3 minutes

      1. Go to Deficiencies & Spills
      2. Filter to show Open deficiencie
      3. Find the deficiency you’ve fixed
      4. Click Resolve
      5. Enter:
        • What you did to fix it
        • When it was completed
      6. Upload photos showing the completed repair
      7. Click Save
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Reporting an emergency spill

Time needed:  3-5 minutes

Verifying your email

After signing up, you must verify your email address.

Email not arriving:

Check your spam or junk folder - Wait a few minutes and click

Resend email:

Ensure you entered the correct email address

Note: You cannot access your company workspace until your email is verified.

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Priority:

Always follow your emergency procedures first. Report in TankAware when safe to do so.

  1. From the dashboard, click Emergency Spill
  2. Select the system(s) involved
  3. Enter:
    • Description of what happened
    • Approximate amount spilled
    • Time it occurred
    • Current containment status
  4. Enter emergency contact phone number
  5. Upload photos
  6. Click Submit immediately

The system will:

Log the spill report - Notify appropriate personnel - Create a record for compliance

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Resolving a deficiency

Time needed:  2-3 minutes

      1. Go to Deficiencies & Spills
      2. Filter to show Open deficiencie
      3. Find the deficiency you’ve fixed
      4. Click Resolve
      5. Enter:
        • What you did to fix it
        • When it was completed
      6. Upload photos showing the completed repair
      7. Click Save
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Managing work orders

For system owners

Creating a work order:

  1. Go to Work Orders
  2. Click Create Work Order
  3. Select site and system
  4. Choose a service provider
  5. Describe the work needed
  6. Set a deadline
  7. Click Send

Tracking a work order:

  1. Go to Work Orders
  2. Find the order
  3. Check its status:
    • Pending = Awaiting provider response
    • In Progress = Work underway
    • Completed = Work finished

For industry contacts

Accepting work:

  1. Go to Work Orders
  2. Check Pending segment
  3. Click on a work order to review
  4. Click Accept to take the job

Completing work:

  1. Perform the requested work
  2. Return to the work order
  3. Add completion notes
  4. Upload documentation/photos
  5. Click Complete

Rejecting work:

  1. Click Reject on the work order
  2. Provide a reason (optional)
  3. The requester will be notified
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Generating reports

Time needed:  2-3 minutes (plus processing time)

  1. Go to Reports
  2. Click Create Report
  3. Select:
    • Report type (System Summary, Inspections, etc.)
    • Date range
    • Which sites/systems to include
  4. Apply any filters:
    • Status
    • Priority level
  5. Click Generate
  6. Wait for processing (page auto-refreshes)
  7. When complete, click Download
  8. Open the Microsoft Excel file on your computer
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Adding a new user

Time needed:  2-3 minutes

  1. Go to User Management
  2. Click Add User
  3. Enter:
    • Email address (they must have access to this)
    • Full name
  4. Select their role
  5. Optional: Assign to specific sites
  6. Click Save
  7. They’ll receive an email invitation
  8. Once they accept, they can log in
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Questions

Can I be part of multiple companies?

Yes. Use the Select Company option to switch between them.

How do I change my company’s name or logo?

Go to Settings → Organization Settings (owner only).

Can I restore a deleted site or system?

No. Deletion is permanent. Systems can be archived instead.

Why can’t I see all inspections?

You may only have permission to see inspections assigned to you. Ask an admin for “Read All” permission.

How do I print an inspection report?

Generate a report, download the Microsoft Excel file, and print from there.

What happens when I archive a system?

 It moves to the “Archived” tab. Data is preserved but it won’t appear in active lists.

How do recurring inspections work?

TankAware automatically creates new inspections based on your schedule (daily, weekly, monthly, etc.).

Can I customize the checklist questions?

No. Deletion is permanent. Systems can be archived instead.

How do I get help?

Use the in-app help or contact your company administrator. For technical issues, visit Support.

Support

Explore TankAware CMMS solutions

Explore TankAware CMMS

Explore TankAware CMMS solutions

About TankAware

View information about TankAware

Contact TankAware

Start a conversation

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Company subscription

TankAware CMMS operates on an annual subscription model.

What’s included:

Managing your subscription:

Note: If your subscription expires, your company will be marked as “Subscription Suspended.” Contact support or renew to restore access.

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