On Key

What Is On Key?

On Key is an enterprise asset management (EAM) system, developed by the Pragma Group, for organizations that own and operate large numbers of physical assets, such as machines, plants, vehicles, infrastructure, and equipment. Its main purpose is to help these organizations plan maintenance, control asset-related work, manage spare parts and suppliers, track asset costs, and keep equipment reliable throughout its lifecycle.

What Is On Key Best For?

One of On Key's standout features is its linear asset management capability, which is built directly into its core asset registry system. Traditional software forces a choice between treating an entire pipeline, road, or cable run as one giant asset, or logging every small stretch as a separate asset. On Key allows you to log it as one continuous line but lets you pinpoint exact spots (like 'Mile 42') when something breaks. It saves time and paperwork because if a section of the pipe is replaced or repaired, the team updates just that stretch instead of rewriting records for the entire line.

How Much Does On Key Cost?

On Key pricing is estimated to start at $600/month for a base subscription, according to industry benchmarks. Beyond the base subscription, organizations should also budget for implementation and rollout costs:

• Onboarding And Implementation: $40,000–$150,000, covering project discovery, workflow design, asset hierarchy setup, and go-live support
• Data And System Integration: $25,000–$150,000+, for data migration, ERP or business-system connections, and API development
• Multi-Site Or Enterprise Rollout: $100,000–$500,000+, covering site templates, phased deployment, and change management across facilities
• Staff And Administrator Training: $10,000–$50,000, for role-based training across managers, technicians, and contractors
• Ongoing Management: $30,000–$150,000 annually, for asset-register upkeep, report review, and supplier coordination

Disclaimer: Pricing references are based on publicly available third-party information and industry benchmarks. Actual costs may vary.

On Key Integrations

The vendor integrates with major ERP and business systems, including:

• SAP
• Acumatica Cloud ERP
• Microsoft Dynamics 365
• Office 365
• Sage Construction Suite
• SYSPRO

How Does On Key Work?

Here's how you can access the platform and start using its features:

• Log in to your account and build a detailed asset registry, including linear assets like pipelines or cable runs
• Set up scalable maintenance plans tied to each asset's criticality and usage
• Log service requests by scanning a QR code on the asset through the On Key Action app
• Create and route work orders to technicians, who complete inspections and tasks through mobile field service apps
• Work offline in remote areas, with updates syncing automatically once reconnected
• Manage suppliers, spare parts, and asset-related spending through the supplier and material management process
• Connect On Key to existing business systems and industrial software through On Key Integrate
• Review asset performance and maintenance trends through On Key Insights' business intelligence and reporting apps

Who Is On Key For?

The software serves organizations across a range of industries and sectors, including:

• Facilities and retail
• Mining and minerals
• Manufacturing
• Oil and gas
• OEM
• Public sector and local government

On Key Use Cases

Based on our analysis of On Key's features and platform capabilities, we have identified key scenarios where this software could be a strong fit for:

A Packaging Line Catches a Conveyor Issue Before It Fails

A food manufacturer runs a packaging conveyor across several shifts a day. If the bearings and drive components go too long without inspection and lubrication, the conveyor stops mid-production, leaving packaged products stuck on the line and the day's output delayed. The maintenance planner needs a way to know which conveyor is due for service, what specific tasks a technician needs to perform, and whether that work actually got completed. With On Key, a recurring work order is created for the conveyor, listing out the inspection and lubrication tasks it needs. Once the technician finishes the job, they log it against the conveyor's maintenance history, so the planner can confirm the service happened and schedule the next one.

Remote Field Technicians Operating In Zones Without Internet Connectivity

The software provides a mobile application that operates completely offline, allowing technicians to view step-by-step checklists, check technical history, and document completed work without data access. This capability exists because field workers in utilities, mining, or facilities management frequently perform critical inspections and repairs in deep basements, rural fields, and remote locations cut off from cellular service or Wi-Fi. Without a reliable connection, technicians cannot access equipment history or log their actions on the spot. On Key solves this by safely syncing the local field records to the central asset register as soon as network range is restored.

Maintenance Directors And Executives Forecasting Capital Expenditure And Asset Replacements

Industrial assets require a constant balance between daily repair costs and major capital replacement budgets. When heavy machinery nears the end of its lifecycle, executives must decide whether to keep funding expensive repairs or invest millions in buying new equipment. Without hard data, engineering teams and financial managers struggle to justify whether to keep repairing a degrading asset or replace it entirely, often wasting budget on machinery that is past the point of saving. On Key may fix this by providing clear financial graphs that compare emergency repair costs against routine upkeep, giving executives the exact data they need to build accurate capital expenditure budgets.

Factory Owners Transitioning From Reactive Fire-Fighting To Automated Preventive Repairs

In heavy production environments, critical machinery degrades gradually; if a motor runs hotter or vibrates slightly harder over two weeks, it eventually snaps if left unchecked. If engineers rely solely on manual physical inspections, they can miss these subtle early warning signs, and sudden catastrophic failures halt the entire assembly line and ruin batches. On Key connects physical machine sensors directly to live work order schedules via its industrial IoT platform. The moment a sensor detects an unsafe heat or vibration spike, the software automatically writes, prioritizes, and assigns a repair order to a technician's schedule before the machine breaks down.

Is On Key Right For You?

On Key is right for you if you manage complex physical equipment in asset-heavy industries like mining, manufacturing, or public utilities and need an enterprise asset management system.

The platform holds an active ISO/IEC 27001:2022 certification, verifying that its information security management systems meet international standards. For buyers, this means their sensitive data is handled under audited, formal security controls, reducing the risk of a breach and easing internal compliance approval. On Key is also trusted by brands like Shell, SPAR, Wynn Resorts, and Astron Energy.

On Key was named a Leader in Verdantix's 2024 Green Quadrant for Enterprise Asset Management Software, an independent evaluation based on a 151-point vendor questionnaire, live product demonstrations, and a global survey of 304 operational excellence decision-makers. It scored 2.5/3.0 for asset information management, placing it among the top three vendors assessed.

Still not sure if On Key software is the right choice for you? Contact us at (661) 384-7070, and our team will help you decide based on your requirements.