Facility management module
Facility management software for property owners
A typed technical asset register that sits on the same buildings as your contracts and your meters. Twenty-seven asset classes, from heating plant to lightning protection, with documents, connections and contractor price lists.
- 27 typed asset classes, each with its own technical parameter sheet
- Assets hang off the same properties as your units, contracts and meters
- Service partners carry agreed price lists with interval and VAT handling
- Documents, photos and warranty dates stored per asset
Why it belongs here
An asset register is only useful when it is attached to the building
Most equipment registers start life as a spreadsheet. It works until someone asks which boiler serves the units in the north wing, or which lift is in the building whose ground-floor business space is up for renewal, or whether the heat pump on the invoice you are about to reallocate is the same one the contractor serviced in March. At that point the spreadsheet is a separate world and every answer is manual.
In this product an asset is placed on a property in the portfolio hierarchy you already maintain: Property Group, Property, Housing Unit, rooms and common spaces. The building record is the spine. Contracts hang off it, meters and consumption sites hang off it, and the technical assets hang off it too.
An asset can also carry an optional link to a consumption site on the utility side. A heating plant is a maintenance object and a metered consumption point at the same time; recording both facts on the same record means the person reading the meter and the person calling the service partner are looking at the same equipment.
Everything is scoped to your account, like the rest of the system. An asset cannot reference a property, a parent asset or a consumption site belonging to another workspace.
The record itself
What the register holds for each technical asset
Every asset carries the same administrative core, plus the technical parameters that only make sense for its type.
Identity and provenance
Name, manufacturer, serial number, build year and installation date. Warranty valid-until date, expected lifetime in years, criticality, and free notes for the things that never fit a field.
Type-specific technical parameters
Each asset class declares its own parameter sheet. A heating plant records installation type, fuel type, hot-water mode, output in kW, working and expansion-vessel pressure, gas connection size, flue gas and air intake diameters.
Sensible defaults on creation
New assets are pre-filled with typical values for their class, so a wall-mounted gas boiler starts with plausible figures you correct rather than an empty form you have to research field by field.
Replacement cost basis
An estimated new cost with currency, plus a refurbishment cost factor expressing what a refurbish is worth as a share of new. Defaults differ by class, since a lift refurbish and a boiler refurbish are not comparable.
Documents and images per asset
Commissioning reports, inspection certificates, manuals, warranty papers and photographs are attached to the asset itself, in the same S3-backed document storage used across the portfolio.
Components inside assets
Assets nest. A heating system can hold its own components as child assets, with cyclic-parent protection so a record can never become its own ancestor. Deleting a parent leaves the children in place.
Coverage
Every asset type in the register
Twenty-seven typed classes, grouped the way a technical manager would group them. Each is a distinct record type, not a text field you have to spell consistently.
- Mechanical and HVAC — Heating System, Ventilation System, Air Conditioning, Heat Pump, Water Heater, Plumbing System. The heaviest maintenance obligations in most residential buildings sit in this group.
- Instrumentation and water treatment — Thermostat, Water Filter, Water Softener. Small devices, usually attached to a larger plant, and usually the ones nobody can find paperwork for when they fail.
- Electrical and energy — Electrical System, Generator, Solar Thermal System, Photovoltaic System. Generation assets belong in the register even when their output feeds back into the utility side of the portfolio.
- Conveying and access — Elevator, Gate. Both typically carry statutory inspection intervals and a named service contractor, which is exactly what the partner and document records are for.
- Safety and security — Fire Safety System, Smoke Detection System, Lightning Protection, Surveillance System, Access Control System, Intercom System. The group where certificates and inspection dates matter most.
- Building envelope and structure — Roof, Facade, Insulation. Long-lived, expensive, rarely documented anywhere central. Recording them with a build year and a replacement cost basis makes long-term planning arguable rather than guessed.
- Exterior and grounds — Green Area, Playground, Parking Area. Outdoor objects that generate recurring contractor spend and, in the case of playgrounds, recurring inspection duties.
Relationships
Asset connections: what feeds what
Equipment does not live alone. A heating plant is connected to a hot-water tank, a thermostat and a water softener. A photovoltaic array is connected to the electrical system it feeds. Those are not parent-child components; they are peers that depend on each other, and losing that knowledge is what turns a fault into an afternoon of walking the building.
The register models this explicitly. Any asset can be connected to any other asset in the same account, in a network that is separate from the component hierarchy. Connections read in both directions, so opening the softener shows the boiler it protects and opening the boiler shows the softener.
Self-connections and duplicates are rejected, and a connection cannot cross workspace boundaries. The result is a small, honest graph of the technical reality of a building, built up as you record assets rather than as a separate modelling exercise.
Contractors
Service partners and the prices you actually agreed
The register keeps the maintenance contractors alongside the equipment they look after, with the rates from the framework agreement rather than the rates on the last invoice.
Partner records
Name, contact person, phone, email, business hours, an emergency-service flag and notes. Documents and images attach to the partner, so the signed framework agreement lives where you look for the phone number.
Ten service categories
Heating, roof, plumbing, electrical, elevator, fire safety, cleaning, gardening, winter service and general. A partner can cover several, so a single record can serve as both your plumber and your heating contractor.
Agreed price lists
Multiple prices per partner, each with a service category, an amount and currency, a VAT-inclusive flag, a valid-from date and a free description. Old rates stay on file with their effective dates.
Interval normalisation
Prices carry an interval unit and count, defaulting to per hour, using the same normalisation approach as rental price entries. An hourly rate and a per-call-out rate stay comparable.
At a glance
The facility management module in figures
Scope, stated plainly
What this module does not do yet
This is the newest part of the product and it is still expanding. It is a register and a contractor directory, not a maintenance operations platform. Here is what you will not find, so you can judge it against what you actually need.
- No ticketing or work-order workflow — There is no fault-reporting queue, no work order lifecycle, no assignment and no status board. If your day is driven by tickets, this module will not replace that tool today.
- No mobile or offline app — The whole product is browser-based. There is no native app and no offline inspection mode for walking a plant room without a connection. Utility meter readings do have batch entry screens built for walking a building.
- No automated maintenance scheduling — You can record inspection dates, warranty end dates and expected lifetimes on an asset, but the module does not yet issue reminders for them. Automatic email reminders exist today only for contract deadlines.
- No building management system or IoT feed — Assets are recorded and maintained by people. There is no telemetry ingestion, no live plant status and no connection to a BMS. Consumption data enters the system through meter readings.
- No spare parts inventory — The register covers the installed equipment, its documents and the partners who service it. Stock levels, parts catalogues and procurement are out of scope.
The facility management module is available now and under active development. If a capability above is a hard requirement for you, say so before you buy rather than after; we will tell you plainly whether it is on the roadmap or not.
Getting started
How an asset register gets built in practice
Nobody documents a portfolio in one sitting. The register is built to be useful while it is still incomplete.
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Start from the buildings you already have
The properties are already in the system from portfolio management. Assets attach to them directly, so there is no separate site list to create and keep in step.
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Record the plant rooms first
Heating, water heating, lifts and electrical systems carry the statutory duties and the largest bills. Capturing those first gives the register value long before the playgrounds are entered.
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Attach the paperwork as it surfaces
Commissioning reports, inspection certificates and manuals go onto the asset the moment they appear in your inbox, instead of into a shared folder nobody can search.
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Enter partners with their agreed rates
Add each contractor once, tick the categories they cover and record the rates from the framework agreement. Invoices become checkable against something written down.
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Connect the equipment that depends on equipment
As you record devices, connect them: boiler to tank, tank to softener, array to electrical system. The graph grows out of ordinary data entry rather than a modelling project.
Questions
Asked before the module is shortlisted
What is facility management software for property owners?
It is software that records the technical equipment inside your buildings — heating systems, lifts, roofs, fire safety installations — together with their documents, technical parameters and the contractors who service them. In this product the register sits on the same property records as your units, contracts and meters, so equipment, tenancies and consumption data share one building spine.
Which asset types can the register hold?
Twenty-seven typed classes: Elevator, Heating System, Heat Pump, Photovoltaic System, Solar Thermal System, Air Conditioning, Ventilation System, Plumbing System, Electrical System, Fire Safety System, Smoke Detection System, Surveillance System, Access Control System, Intercom System, Gate, Roof, Facade, Insulation, Lightning Protection, Playground, Green Area, Parking Area, Thermostat, Water Heater, Water Filter, Water Softener and Generator. Each type carries its own technical parameters.
Does the facility management module include a ticketing system?
No. There is no work-order queue, no fault-reporting workflow and no status board, and there is no mobile or offline app. The module is a technical asset register, a document store and a service-partner directory with agreed price lists. It is the newest area of the product and is being extended; ask us what is currently in progress.
Can an asset be linked to a meter or consumption site?
Yes. An asset can carry an optional link to a consumption site in the utility management module, because a heating plant is both a maintenance object and a metered consumption point. That link keeps the record used for servicing and the record used for utility rebilling pointing at the same physical equipment.
How are contractor prices recorded?
Each service partner holds a list of prices. A price has a service category, an amount and currency, a VAT-inclusive flag, a valid-from date, a description and a price interval — an amount per hour, per several hours, or per any other interval unit. Superseded rates stay on file with their effective dates for later comparison.
Is facility management included in the base plan?
Portfolio management is included in every plan. Facility management is a separate module. Plan limits on users, properties, housing units, rooms and document storage are listed on the pricing page; for the current module arrangement and what it costs alongside your plan, contact us directly rather than guessing from the table.
Next step
Put the equipment where the buildings already are
If your portfolio is already recorded here, the asset register is the shortest route from "someone knows about that boiler" to "the building record knows about that boiler". Tell us what you need to track and we will tell you whether the module covers it today.