Six sites, one van, and a question at the end of the year
Maintenance software for a small council’s facilities team. A library, two depots, a leisure centre and the offices. Each technician sees only the sites they cover; the person answering for the budget sees all of them.
Sites, and who covers which
Scope is set per person and every list obeys it, so a technician's day is the four sites they actually drive to rather than everything the authority owns.
A trail, written by the work
Who changed what, and when — kept because the jobs were done, not because somebody remembered to log it. Exportable when a report is due.
What the parts cost
Withdrawals are priced at the moment they are logged, so the summary at year end is the record rather than a reconstruction. Labour is not counted — nothing here logs time.
Who sees what
A librarian, a lifeguard or a member of the public sees a poster. They scan it, say what is wrong and where, add a photo, and send it. No account, nothing to install, and the link they get back shows that it was read, who has it, and when it was closed. A complaint that used to arrive by three routes arrives by one.
A technician sees the sites they cover and nothing else: the queue, the jobs, the equipment and its history, all scoped to the buildings on their round. A label on a boiler or an air handling unit opens that unit’s own history from a phone standing in front of it.
The facilities manager sees all of it. Which inspections happened on time, what the stores cost, who changed what and when, and every table as a file whenever the finance team asks.
The first afternoon
List the sites, then the buildings, then the rooms that matter. Paste them from the spreadsheet the team already keeps. Print a poster for each site. Invite the technicians, who sign in with the council’s Microsoft or Google accounts, and give each of them the sites they cover.
Then set the schedules. Legionella checks, fire alarm tests, emergency lighting, the lifts, the boilers: each with its interval and its checklist, and from then on the jobs raise themselves on the right morning at the right site. The evidence that a check was done is the completed job, with the checklist and the person’s name on it.
If the authority is moving from something else, six files bring it across: places, people, parts, equipment, the inspection calendar and the job history. The import is free on every plan and needs no consultant.
A year later
The compliance report answers the auditor’s question from the jobs rather than from a folder of signed sheets. The cost summary adds up what was drawn from the stores, priced at the moment it was drawn. The audit log says who changed what, and it was written because the work was done, not because somebody remembered to log it.
Every list obeys a person’s site scope, so a technician who moves from the depots to the leisure centre sees the change the same day, and the history they left behind stays with the site.
Nobody has to watch the queue to know it moved. A report arriving, a job being assigned, a check falling due: each one is a notification in the app for the people who asked to be told, and each person chooses which of them they want.
When the question comes at the end of the year, the answer is a file rather than a fortnight.
What it will not do
There is no mobile app and nothing works offline. Everything runs in a phone’s browser, which is fine on a round and no use in a plant room with no signal. It does not log time: a job records what was done and what it cost in parts, never the hours. It raises no purchase orders, does not talk to the finance system, and does not plan capital works.
And on the free plan it will not answer questions about your own history in a sentence. That is the one thing a facilities team reaches for first, so it is named at the top of this page rather than discovered at the moment somebody tries it.