Note: This is a module for Perfex CRM, not a standalone script. This module works best on Perfex CRM version 3.4.* and later.

LIVE DEMO

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Module introduction image

OVERVIEW

The Website Maintenance Management module is a comprehensive solution for managing and tracking website maintenance activities for client projects within Perfex CRM. It enables agencies and development teams to streamline their website maintenance workflows, track time spent on maintenance tasks, log completed activities, and automatically notify clients about maintenance work performed. The module provides a centralised platform to manage multiple client websites, categorise maintenance tasks, monitor staff productivity, and generate detailed reports.

WHO IS IT FOR?

This module is ideal for businesses and organisations that:

Digital Agencies – Manage maintenance retainers and support hours for multiple client websites.
Freelance Developers – Track time spent on ad-hoc fixes and updates.
IT Support Providers – Streamline the logging and reporting of technical maintenance tasks.
Web Hosting Companies – Offer value-added maintenance packages to hosting clients.

NEW FEATURE

Support Hours Packages: Create and manage prepaid support hours packages for your clients with automated hour deduction and proactive notifications. Define total hours, set low balance thresholds, and track comprehensive usage history. When logging maintenance work or stopping a timer, seamlessly deduct time directly from the client’s active package. The system automatically sends email notifications to you and your client when the package balance falls below the configured threshold, encouraging timely renewals. Ideally suited for agencies offering monthly maintenance retainers or prepaid support agreements.

Key Benefits:

Manage prepaid support hours with precision
Automatic hour deduction when logging maintenance work
Low balance notifications to encourage timely renewals
Comprehensive usage history for full transparency
Support for both client-wide and website-specific packages
Multiple package statuses for lifecycle management

CORE FEATURES

Invoice from a Maintenance Event: Invoicing system that allows you to create invoices directly from maintenance logs. Set hourly rates, track billable hours, and generate invoices based on time spent. Features include invoice linking/unlinking, billing status tracking, and seamless integration with Perfex CRM’s invoicing system.

Email Templates Management: Dedicated email template system for maintenance notifications. Create custom email templates for maintenance started and completed events, with full control over template activation/deactivation. Includes pre-built templates with dynamic variables like project name, client details, and maintenance information.

Maintenance Tasks Management: Create and manage reusable maintenance tasks with categories, priorities (low, medium, high, urgent), descriptions, and staff assignments. Tasks can be assigned to multiple staff members and include features such as time tracking with start/stop timers, assignee management, and status tracking.

Websites Management: Add client websites to the maintenance system by linking them to existing Perfex CRM projects and clients. Each website entry includes the project association, client information, website URL, and active status. The system automatically handles deletions when projects or clients are removed from Perfex CRM.

Maintenance Logs & Activity Tracking: Log maintenance activities performed on client websites, including which tasks were completed, time spent, detailed notes, and attachments. Logs support both real-time timer tracking (start maintenance and stop when complete) and manual entry (log already completed maintenance with specific start/end times).

Customisable Categories: Pre-configured with industry-standard categories (Plugin Updates, Theme Updates, Core Updates, Security, Backup, Performance, Other), with the ability to add, edit, and customise categories with custom icons, colours, and display order.

Time Tracking & Timer: Built-in time tracking functionality with start/stop timer for both tasks and maintenance logs. Track billable hours, hourly rates, and generate time-based reports. The timer automatically calculates elapsed time and allows staff to log work sessions against specific tasks or maintenance activities.

Calendar View: Visual calendar interface displaying maintenance logs and tasks, with filtering options by staff member. The calendar provides a month/week/day view of all maintenance activities, making it easy to schedule and review maintenance work across all client websites.

Reports & Analytics Dashboard: Comprehensive reporting system including task statistics, time tracking reports, staff productivity metrics, task completion trends, category distribution, priority analysis, top performers, and most maintained websites. Reports are filterable by date range and exportable to Excel/CSV formats.

Email Notifications: Automatic email notifications sent to clients after maintenance work is completed, with the ability to resend notifications, manual email triggers, and customisable email templates. Email status tracking shows whether notifications have been sent and when.

File Attachments: Upload and attach multiple files to maintenance logs, including image thumbnails, bulk download functionality, and secure file storage. Attachments support various file types and are organised within each maintenance log for easy access.

Granular Permissions: Comprehensive permission system with five main capability groups (Maintenance Tasks, Categories, Websites, Maintenance Logs, Reports) and four permission levels (View, Create, Edit, Delete). Menu visibility is dynamically controlled based on staff permissions.

More features on the way. Feel free to send through your feature request.

INQUIRIES AND SUPPORT

For any pre-sales inquiries, please use the discussion tab to ask any questions you may have.

If you have purchased this module and require support, please open a support query, and we will be glad to assist you.

For feature requests, please email us on the provided email address on our seller profile.

CHANGELOG

Version 1.0.3 | 02 Dec 2025

- Added: Support Hours Package feature with package usage history and tracking and low balance email notifications

Version 1.0.2 | 14 Nov 2025

- Minor code refactoring

Version 1.0.1 | 13 Nov 2025

- Added: Create invoices directly from maintenance logs with hourly rates.
- Added: Dedicated email templates for maintenance notifications with customisation options.

Version 1.0.0 | 08 Nov 2025

Initial release

Website Maintenance Management Module for Perfex CRM