WebTMA
By TMA Systems
WebTMA typical implementation process:
Initial Planning & Needs Assessment: The process begins with a collaborative assessment of your organization’s operational needs, existing workflows, and data sources. Leaders and key employees are engaged early to ensure strong buy-in and alignment with business goals.
Data Import & Conversion: Your current asset, equipment, and maintenance data are imported into WebTMA. The support team guides data cleaning, formatting, and accurate conversion to ensure a seamless transfer from prior systems.
System Configuration & Customization: WebTMA is configured to match your organization’s structure and processes, setting up user permissions, workflows, preventive maintenance schedules, and custom dashboards according to your specific requirements.
User Training & Onboarding: Training sessions are delivered for all stakeholders, from end users to administrators, with a focus on navigating the interface, creating and tracking work orders, and utilizing mobile modules for fieldwork. Documentation and video guides are provided for ongoing reference.
Go-Live Support & Optimization: After setup, your team begins daily use of WebTMA with dedicated support from TMA Systems to resolve initial questions, optimize configurations, and troubleshoot any issues. The team remains available for further assistance as needed.
Full Adoption: The focus shifts to maximizing platform use, improving operational efficiency, and ensuring adoption across departments through tailored workflows and reporting tools.
WebTMA is highly customizable to fit a wide range of business needs, supporting organizations with complex, unique, or evolving operational requirements. Here are the main ways WebTMA can be tailored and extended:
Custom Forms and Fields: Administrators can design custom request forms and modify form attributes to suit departmental processes, setting required fields, defaults, hiding irrelevant information, or tailoring forms for specific employees or groups. This ensures users see only what is relevant to their tasks and improves data quality and usability.
Configurable Workflows: Automated workflows can be customized with rules-based logic to fit the business’s maintenance or asset management routines, reducing manual work and maximizing team productivity.
Custom Reports and Dashboards: WebTMA provides hundreds of pre-built reports and also supports fully custom reports and dashboards. You can track, visualize, and benchmark key metrics (like KPIs, maintenance spend, downtime, and more) that matter most to your organization. Dashboards can include customized charts, gauges, graphs, and lists, displayed by user preference or strategic need.
Advanced Integration Capabilities: The system integrates with a wide variety of third-party applications, including enterprise resource planning (ERP), HR, finance, BIM, GIS, and IoT/automation platforms. Secure APIs, Universal Interfaces, and direct database connections enable two-way data flows and real-time sync, making it possible to automate processes and tailor the platform’s role within broader enterprise IT ecosystems.
Personalized Roles and Permissions: You can create detailed user roles, granting or restricting access at various layers—including menu items, data entry screens, and functions. This allows for granular control over who can perform which actions, ensuring compliance and streamlined processes for different job roles (e.g., techs, managers, contractors, requestors).
Modular Add-ons and Executive Tools: WebTMA’s functionality is expandable via optional modules for event management, executive dashboards, GIS mapping, training management, and more. These modules can be added or removed to match your operational complexity as it evolves.
Custom Dashboards for Decision-Makers: Executives and managers can configure dashboards with real-time controls to monitor and manage KPIs, asset performance, scheduled and completed work, and custom analytics, helping drive smarter, faster decisions.
Mobile and Field Customization: Preferences and permissions can be individually set for mobile and web users to extend customized workflows and access into the field, supporting in-the-moment decision-making and operations.
Flexible Data Extraction: With advanced export and import options (including APIs and database-level connections), businesses can extract, migrate, or synchronize any data they need, making WebTMA adaptable for reporting, business intelligence, or migrations.
User Experience Personalization: Each user’s home screen (“MyPage”) and dashboard can be configured with shortcuts, controls, and information tiles relevant to their role or daily focus, boosting efficiency and engagement.
WebTMA's pricing model is built around a customized quote that considers your organization's specific needs, including team size, required modules, and integration options. Here is what’s known about additional costs, such as setup, maintenance, and support:
Setup Fees: Leading software review platforms indicate that WebTMA does not typically charge a setup fee for getting started. However, implementation, onboarding, and consulting services are available and may be quoted separately depending on the depth of training or data migration required.
Base Subscription & Add-ons: The primary cost is a per-user, per-month subscription that reflects the features you select and the number of users or sites. There are optional add-on modules (such as event management, executive dashboards, and capital planning) and interfaces (for HR, ERP, and finance integrations), which add to the base price. All pricing is provided via a personalized quote after a needs assessment.
Maintenance Charges: Ongoing software maintenance (updates, bug fixes, security patches) is included as part of the subscription—there is no separate maintenance charge for the cloud-based SaaS plans. Customers receive routine updates automatically.
Support Charges: WebTMA provides a tiered support structure:
Standard support (business hours help desk, access to video library, and user community) is typically included with the subscription.
Premium support levels, such as Gold and Platinum packages, offer benefits like a dedicated client success manager, expanded training hours, and priority support, usually at an additional cost. These packages may also include a test environment and quarterly business reviews.
Training and advanced consulting services beyond initial onboarding may also incur an extra fee, tailored to the intensity and duration of support.
No Hidden Fees: License costs are primarily determined by active users and chosen capabilities. There do not appear to be hidden or mandatory extra costs for users who only require the standard system and support.
WebTMA by TMA Systems provides new users with a comprehensive suite of training and support services designed to ensure smooth onboarding and successful adoption:
Guided Onboarding: New customers are taken through a structured implementation and training process. This includes initial planning and needs assessment, data import and conversion, system configuration, and hands-on training for both administrators and end users. The WebTMA team assists at every step to ensure the platform fits each organization’s unique workflows and requirements.
Hands-On Training: Users receive practical training focused on essential functions, such as work order creation, preventive maintenance scheduling, mobile access, and dashboard/report use. Training is targeted at all relevant user roles to ensure proficiency and confidence in the system.
Supportive Documentation and Resources: WebTMA offers extensive documentation, guides, and video tutorials. These resources help new users get up to speed quickly and act as ongoing references for troubleshooting or learning about advanced features.
Ongoing Customer Support: The TMA Systems support team provides responsive helpdesk service, available to address technical questions, feature usage queries, and troubleshooting needs. Users routinely highlight the customer support team as effective and reliable.
Customizable Onboarding: The onboarding process can be tailored to the organization’s complexity, from simple single-site deployments to multi-site, enterprise-level rollouts. Training and configuration sessions are customized based on the client’s size, operational structure, and goals.
Community and Knowledge Sharing: Users benefit from access to a customer community, forums, and knowledge bases, offering peer insights and best practices.
WebTMA implements a suite of security measures to protect client data and ensure operational integrity across facilities management workflows:
Role-Based Access Controls: WebTMA allows administrators to configure detailed user permissions, restricting access to sensitive records and functions within the application. Only designated users can add, modify, or delete critical records such as tasks; others may be limited to view-only or no access, minimizing the risk of unauthorized changes or data breaches.
User Authentication and Authorization: Access to key system interfaces is managed through secure user authentication. Administrators set specific privileges from the User Management window, ensuring that only authorized personnel can access or edit important operational data.
Comprehensive Audit Trails: The platform maintains historical records of actions such as key issuance, destruction, and transfer, supporting accountability and traceability across all key management activities. This audit trail enables rapid investigation and compliance reporting if security incidents occur.
Confidential Data Handling: Confidential data—including key codes, asset details, and user credentials—is managed securely within the system. Permissions can be customized to ensure that only vetted personnel have access to highly sensitive information, with logs tracking any changes or access to such data.
Automated Workflows for Security and Productivity: Automated, rules-based processes reduce the likelihood of errors or unauthorized actions, streamlining security-related workflows (such as lockout procedures and safety checks) while ensuring compliance with best practices and internal policies.
Mobile and Web Security: WebTMA offers secure mobile access, with data transmission encrypted in transit for both web and app users. Access is restricted by user role and device compatibility, supporting secure field operations.
Physical and Logical Key Management: The system includes a sophisticated key management module, tracking key assignments, access, and historical usage for rooms, vehicles, and assets. This module is essential for physical security, monitoring who holds what keys, and restricting access accordingly.
Secure Hosting and Integration: WebTMA’s web-based architecture means data can be hosted securely in the cloud or on internal infrastructure, according to organizational requirements. Integration options are available for connecting with external identity providers (like Microsoft Entra ID and Okta), further strengthening access controls.
WebTMA, by TMA Systems, manages its update cycle based on the deployment type, with significant differences between SaaS (cloud-based) and self-hosted/on-premise customers:
SaaS/Cloud Customers: Updates are delivered automatically and frequently, often on a monthly or quarterly basis. Release notes from 2024 and 2025 show regular enhancements, new features, bug fixes, and security updates pushed to all SaaS customers at the same time. These updates are managed centrally by TMA Systems, requiring no manual action or downtime for most users. Users are notified in advance of major updates, and new functions are rolled out seamlessly, ensuring all cloud customers always have the latest version without administrative effort.
Self-Hosted/On-Premise Customers: Updates for self-hosted versions are less frequent and must be managed by the customer’s IT team. Major updates (version upgrades, new features, or enhancements) can take much longer to become available, sometimes taking a year or more after their release to SaaS clients. IT teams need to plan and execute these updates themselves, and this slower cycle means on-premise customers may lag behind SaaS users in accessing new capabilities.
Mobile Apps: Bug fixes and performance updates for WebTMA mobile applications are provided on a rolling basis through app stores, with update logs reflecting continual minor improvements throughout the year.
Update Management:
SaaS users receive fully managed, automatic updates from TMA Systems, with changes implemented in the background and support documentation provided for significant changes.
TMA Systems and its WebTMA product, the specific details of data ownership and portability for WebTMA users are not explicitly published in summary or customer-facing resources.
Access and Use: WebTMA allows administrators to control user access, permissions, and record management, which implies a level of operational control over your own data. The use of import/export tools further suggests that customers can manage and retrieve their information as needed.
Legal Terms: The TMA Terms of Use state that any materials submitted through the website are not confidential unless a separate agreement is made. Personally identifiable information submitted to receive services is handled via the privacy policy. There is no explicit clause transferring data ownership away from the customer; however, without a clear public data ownership statement, this should be confirmed directly with TMA Systems for contractual clarity.
Import/Export Capabilities: WebTMA provides modules (such as Mass Import and UFI Export Data) designed to facilitate data migration, import, and export functions for facilities managers. These features aim to allow customers to bulk update, migrate, and extract their own data without risk of loss or inconsistency. Configuration options are available to link WebTMA to various data sources and destinations, supporting structured exports (such as database or CSV files).
Integrations: WebTMA supports integration with external systems via API and universal interface services, further enabling data movement into and out of the platform.
No Explicit Portability Guarantee: There is no standard public statement promising real-time, machine-readable, free-of-charge data export (as found under GDPR-style portability rights). Practically, though, much of the data can be exported if configured and supported through available modules.
Personal Data: Personally identifiable information is protected and only shared according to policy and user preference, with security measures in place for access and retention.
WebTMA is designed with flexibility and scalability in mind, allowing organizations to adjust their usage as their needs change over time. Here are the key terms and practices relating to scaling up or down:
Modular, Flexible Licensing: Organizations can purchase only the user licenses and software modules they currently need, and add more users or modules as their requirements grow. This modular approach allows new features and users to be added incrementally, supporting both scaling up and scaling down.
Subscription-Based Pricing: WebTMA typically operates on a subscription model, with pricing that varies depending on the number of users and selected modules. This enables organizations to adjust their ongoing costs easily by changing the scale of their subscription as their team size or operational scope shifts.
Plan Adjustment Process: When changing team size or required functionality, customers can contact TMA Systems to request a new estimate or proposal tailored to their current needs. The provider’s process includes a formal quote reflecting updated pricing and contract terms, so customers have clarity on costs and options before making changes.
Available Add-Ons and Integrations: Customers can extend the core platform with add-on modules or integrations as needs evolve, such as adding event management, executive dashboards, or connecting to new enterprise systems. This ensures organizations only pay for specialized features when truly necessary.
Support for Both Cloud and On-Premises Deployments: Both deployment models are supported, so customers can choose the most scalable infrastructure and migrate as their IT requirements change.
WebTMA’s terms and conditions for contract renewal and cancellation are not presented in a single public policy document but can be summarized from multiple official and reference sources. Here are the most relevant data points available:
Automatic and Manual Renewal: Some WebTMA contracts, particularly through institutional buyers, may specify an initial term followed by automatic or optional renewal periods. Renewal often depends on explicit notice from the customer before the end of the current term, typically requiring written notification 30 days before renewal.
Fee Adjustment During Renewal: Renewal terms may include fee adjustments, either pre-set or subject to negotiation at renewal. Any proposed increase should be reflected in renewal documents or via prior communication.
Operational Procedures: Within the WebTMA system, contracts can be copied or extended through the “Change Orders” feature, allowing users to extend the contract period and adjust contract value as needed. The software supports copying active (unexpired) contracts to create new ones without disrupting ongoing operations, especially relevant for maintenance and asset management contracts.
Notice Requirements: Customers generally must provide written notice (for example, thirty days in advance) if they do not intend to renew, based on standard practice and available agreements.
30-Day Cancellation Window: After a renewal fee is posted, customers typically have 30 days to notify TMA Systems in writing that they wish to cancel their subscription or contract.
Effective Date: Cancellation usually takes effect upon receipt of proper written notice within the designated window (e.g., within 30 days after a renewal charge).
Refunds and Pro-Rata Terms: Specific details around pro-rated refunds or whether fees are refundable upon mid-term cancellation are not detailed publicly and should be clarified with TMA Systems directly.
Contract Module Tracking: The system tracks contract status and maintains records of end dates, change orders, payments, and contract value. Once a contract is awarded, most terms cannot be altered except via formal change orders that may include extensions or terminations.
Linked Documentation: The full contract document, with all specific terms on renewal and cancellation, can be uploaded and referenced directly from the WebTMA contracts module for organizational clarity.
WebTMA software meets several compliance standards and is designed to address the needs of highly regulated industries such as healthcare, education, government, and life sciences. Here are key points regarding its compliance capabilities:
Section 508 & WCAG: WebTMA has a Voluntary Product Accessibility Template (VPAT) indicating compliance with Section 508 of the Rehabilitation Act and Web Content Accessibility Guidelines (WCAG), ensuring accessibility for users with disabilities.
ISO/IEC 27001 (Azure Hosting): When hosted in the cloud, WebTMA utilizes Microsoft Azure, which is certified for ISO/IEC 27001, the leading international standard for information security management. This ensures strong safeguards for customer data against unauthorized access, breaches, or data loss.
Application Security Assessment: WebTMA undergoes third-party application security assessments to verify and enhance its protections against vulnerabilities.
Healthcare, Pharma, and Public Sector: WebTMA is designed to support compliance in industries with stringent regulations, including healthcare (with features to help manage regulatory inspection scheduling and documentation), pharma, and government. It provides configurable reporting, controlled record management, risk mitigation, and audit trails suited to these controlled environments.
Compliance Tracking and Audit Trails: The software offers built-in audit trails, vendor certificate tracking (COI), and automated compliance task scheduling. These features are central to supporting compliance with various standards and regulatory obligations relevant to maintenance, asset tracking, and facilities management.
GSA/SAM/Federal: As a vendor to U.S. federal agencies, TMA Systems affirms support for Section 508 accessibility and is expected to facilitate compliance with other federal procurement standards.
