Software for facility management companies running many sites

Running many buildings for many clients

An FM company does not run one building. It runs a portfolio: a dozen office buildings for one landlord, a chain of retail units for another, a school campus, a clinic, perhaps a residential community. Each contract has its own scope, its own client contact and its own expectations, written into a service level agreement or not.

The people are spread out. A contract manager covers several clients. Area supervisors cover clusters of sites. Mobile technicians drive between them, while cleaners and security staff are posted at single sites. Requests come from client site managers, from the FM help desk and from the technicians themselves when they spot something on a round.

The hard part is not doing the work. It is knowing, at any moment, what is open on which contract, who has it, and whether you will meet the client’s expectations this month. When that lives in a help desk inbox, a group chat per site and a spreadsheet per contract, the answer comes too late, usually when the client asks.

One dashboard, one staff app

TaskLoop gives the FM office one admin dashboard and every field employee one staff mobile app.

Request. The help desk registers each client request in the dashboard: site, category, priority, description. Client staff or occupants can also scan a QR code at the site and submit a request directly.

Assign. The area supervisor assigns it to the right technician or department, with a deadline and instructions such as the access code for the plant room or which parking bay to use.

Act. The technician receives a push notification, accepts the task, updates its status on the way and closes it with a photo and a completion timestamp.

Rate. The task closes with a full record. If it ran overdue, it escalated to the supervisor or contract manager on the way, and that is on record too.

For the contract manager, the dashboard shows every open request in real time and the workload of each department. For the technician, the app shows one list of jobs across all the sites they cover, not one chat per client.

Proving the contract

FM contracts are increasingly judged on evidence. A client wants to know how many requests came in last month, how many were picked up within the agreed time and how many were closed on the first visit. A photo of the cleaned grease trap or the replaced fitting answers a dispute faster than any email thread.

Every TaskLoop task carries timestamps from creation to acceptance to completion, and an optional photo proof. Reports show task completion rates, response and completion times, and staff performance. Put them together and you have the core of a monthly contract report without a supervisor spending two days rebuilding it from WhatsApp screenshots. For how to design the rules behind this, read SLA and escalation rules for operations teams.

Overdue tasks escalate to a supervisor automatically. Response and resolution timers are configurable per category and priority, such as a 30-minute response for a water leak and a 24-hour response for a ceiling tile, so each contract’s SLA is applied automatically.

Planned work across sites

Much of an FM contract is planned: monthly AHU filter changes, quarterly emergency lighting tests, six-monthly fire pump runs, weekly washroom deep cleans. Missed planned work is invisible until an audit or a failure finds it.

In TaskLoop, each planned job is a task with a site, a deadline, instructions and photo proof, so planned and reactive work appear on the same lists and the same reports. Recurring preventive maintenance schedules and site inspection checklists are generated automatically for each contract.

Subcontractors and specialist trades

No FM company does everything in-house. Lifts, fire systems, chillers, pest control and specialist cleaning often go to subcontractors, and the client holds you responsible for all of it.

Subcontractors can be assigned jobs and close them with photo proof, under your account. Your report then covers the whole contract, not just your own staff.

A field app technicians will actually use

Many FM companies already own a capable CAFM or CMMS. The trouble is that it sits at head office and technicians never update it, so the data is entered afterwards, from memory, by someone else. The frontline workers who do the job need something smaller: a list of tasks, a button to accept, a camera, a button to complete.

That is what the TaskLoop staff app is. It sends push notifications for new tasks, lets staff accept, update and complete them, and records photos and completion times. If you keep your CAFM for asset registers and billing, TaskLoop works alongside it; see integrations for what that means in practice.

Who uses what

Getting started

Pick one contract, ideally one with a client who already asks for performance numbers. Move its help desk and field team onto TaskLoop, run real requests through it for a few weeks, and put the reports in front of the client at the next review. Then add the next contract.

Pricing is quote-based and depends on the number of properties and staff. Book a free demo with your site list in hand, or read more about building management with TaskLoop.