Facilities management software for statutory compliance, planned maintenance, repairs and cleaning

Keep every building's assets, statutory inspections, planned maintenance, cleaning rounds and tenant repairs on one record, with the proof auditors ask for.

Book a demo

Updated 19 Oct 2026

FieldEx scheduling board on desktop with a technician's inspection checklist open on the mobile app, as used by facilities management teams

FieldEx is a field service and asset management (FSM+CMMS) application for building owners, managing agents and facilities management contractors. Each building's lifts, fire systems, water systems, plant and electrical installations have their own records. FieldEx runs planned preventive maintenance, cleaning rounds and statutory inspections on schedule. It turns tenant fault reports into jobs and keeps the certificates on file.

What FieldEx does for facilities and building management teams

Hard facilities management is a calendar of legal inspections, a cycle of planned maintenance and a steady flow of tenant repairs. All three happen in the same buildings. FieldEx runs them on the building's own asset records. The inspection that found a defect, the repair that fixed it and the certificate that proves it sit together. Book a demo to see it on your own portfolio.

Buildings and assets on record

A site record for every building, with its address, map location, contacts and service zone.
The assets, jobs and maintenance plans that belong to each building, listed on its site record.
An asset record for every lift, fire panel, pump and boiler.
Asset records for generators, air handling units and distribution boards too.
Specifications, photos, serial numbers and warranty details on each asset, with drawings and manuals attached.
Parent and component levels, so a lift and its controller, or a pump set and its motors, each keep their own history, in Asset Management.
QR or barcode labels on each asset, and a change history showing who edited what and when.

Planned maintenance across the portfolio

Asset maintenance plans and site maintenance plans that create the visits automatically, with different checklists and technicians for different points in the cycle.
Triggers on the calendar, on meter readings such as running hours, or on whichever comes first.
Each building's plans follow a fixed calendar or recalculate from the last completed visit, and missed visits reschedule after a set overdue period. Fixed calendar dates apply to time-based plans.
One plan applied across many buildings, picking up new assets that match its criteria, in Preventive Maintenance.

Statutory inspections and certificates

Recurring certifications and inspections per asset type on set frequencies, with the certifying authority recorded.
Every building's inspections and certifications show as due, overdue or completed, with reminders on certifications by email, in the app or both.
For certifications, attach the certificate or report to the completed record. Inspection records include the completion date, person, result, remarks and linked checklist.
A dashboard of overdue certifications and inspections, those due in the next 7 days and those completed in the last 7 days.
Maintenance and compliance work shown on a calendar.

Tenant fault reports and repairs

A QR code for every building that opens a fault-report form without logging in, with the location, a description, contact details and photos or video.
A branded customer portal where clients and tenants submit service requests, request appointment dates and follow job status, in the Customer Portal.
Every report arriving as a job in the backlog, ready to assign.
Service-level agreements on business hours, with several stages and at-risk and violation alerts per customer or asset.

Technicians and contractors in the field

Automatic assignment by skill, availability, shift and leave, and by service zone and live location.
A drag-and-drop scheduler for exceptions, in Scheduling and Dispatch.
Each job on the FieldEx Mobile App with the asset's history, the right checklist, number fields for readings, watermarked photos and the customer's signature.
Jobs and tasks can be downloaded and worked offline, with check-in, check-out and travel synced later.
Spare parts in each store and each technician's van stock, with transfers, reorder alerts and a history of every part used, in Spare Parts Inventory.

Parts and stores

Spare parts in each store and in each technician's own stock, with transfers, barcode scanning and approvals where needed.
Reorder and low-stock alerts per stock location, and a movement history of every transfer and part used, in Spare Parts Inventory.
Parts used recorded on the job and the asset, with warranty periods kept on each part.

Cleaning contracts and rounds

Daily janitorial rounds and frequent checks, such as hourly washroom rounds, run as recurring jobs on each site's schedule.
Washroom, floor and kitchen checklists completed on the phone, with photos and a signature on the job.
Periodic deep cleans, such as carpets, facades, water tanks and kitchen extract ducts, on their own cycles for each building.
Cleaning contractors given their buildings and rounds, with every finished job recorded against the site.

Your own access equipment, tools and vans

Company vans, access platforms, ladders and test instruments kept as assets, each with its serial number and location.
Workshop machines on record too, with their own maintenance plans and history.
Thorough examinations and calibrations run as recurring certifications, with reminders and the report or certificate on file.
Maintenance plans for your own vehicles by date or odometer reading, and van stock recorded against each technician.
PPM done against PPM scheduled, exported or emailed on a timetable, in Reporting and Analytics.

Contracts, reports and records

Service contracts with start and end dates, linked to the assets and maintenance plans they cover.
Completion PDFs with the equipment, fault and resolution, and parts with quantities and prices.
Check-in and check-out times, attachments and the customer's signature on each PDF, emailed with a record of when each was sent.
Reports on asset reliability, maintenance cost, utilization and age.
Reports on jobs, inspections and sites, exported or emailed on a schedule, in Reporting and Analytics.

FieldEx also runs this kind of work for Building Services Contractors, Electrical Contractors, Property, Strata & Building Management, HVAC, Fire, Security and CCTV and Elevator & Escalator.

What should a building PPM schedule include for statutory and mandatory tasks?

A building's planned preventive maintenance (PPM) schedule starts with the tasks the law requires, then adds the work that keeps the building running. SFG20 is the building maintenance standard of the Building Engineering Services Association. It defines each schedule by its task, frequency, priority and skill level. It sorts tasks into four priorities: statutory, mandatory, optimal and discretionary. Regulation 5 of the UK Workplace Regulations 1992 sets the legal baseline. The workplace and its equipment, devices and systems must be kept in efficient working order and good repair.

What FieldEx does about it

Plans for assets and for whole buildings: asset plans cover individual equipment such as pumps and boilers. Site plans cover building-wide work such as fire door rounds. Each plan creates its visits automatically with the right job template.
Statutory work kept separate: statutory inspections run as recurring certifications and inspections with their own due dates and reminders. They show on the dashboard apart from routine maintenance.
The right skill on each task: assignment rules match each job's required skill to qualified technicians, then check availability, shift, leave and service zone.
Schedules that follow the specification: intervals run by day, week, month or year, including presets such as quarterly or every 3 years. Each runs on a fixed calendar or from the last completed visit.

How often does a passenger lift need a thorough examination?

A passenger lift needs a thorough examination at least every 6 months, and a goods-only lift every 12 months. These are the UK intervals under the Lifting Operations and Lifting Equipment Regulations (LOLER), set out in the Health and Safety Executive's (HSE) guidance on thorough examinations. An examination scheme drawn up by a competent person can set different intervals. HSE's leaflet INDG339 applies the 6-month interval to any lift used at any time to carry people. If the examination finds a serious and significant defect, the lift is taken out of service until the fault is dealt with.

What FieldEx does about it

The examination as a certification: each lift's thorough examination runs as a recurring certification on a six-month or 12-month cycle. The examining body is recorded and the report attached.
Reminders before the due date: reminders go by email, in-app notification or both, so the examination is booked before the deadline, not after it.
Defects become jobs: a defect found on the lift's checklist raises a corrective work order and can schedule a follow-up inspection.
The lift's own history: every service visit, examination, repair and part replaced stays on the lift's record, with its controller and doors as components.

What fire safety checks should a commercial building do each week, month and year?

A commercial building tests its fire alarm every week, checks emergency lighting and fire doors every month, and has the alarm serviced every 6 months. That is the rhythm in the UK government's fire safety guide for offices and shops.

Weekly: test the fire detection and warning system and manual call points. Run fire pumps and standby diesel engines for 30 minutes.
Monthly: check emergency lighting, and check that fire doors close correctly and their frames and seals are intact.
Six-monthly: a competent person tests and maintains the fire alarm system.

What FieldEx does about it

Every check at its own frequency: set weekly alarm tests, monthly emergency lighting and fire door checks and six-monthly alarm servicing as recurring inspections. Each one links to its own checklist.
Fire doors as assets: each fire door can be its own asset with a QR label. The inspector scans the door, answers its checklist and records any failed seal or closer against it.
Failures raise the repair: record the inspection result and remarks. If corrective work is needed, raise it as a separate job.
One calendar for the building: the dashboard calendar shows overdue, open and completed fire safety work alongside the building's other maintenance.

How often do fire extinguishers need to be inspected and serviced?

Inspect each portable fire extinguisher visually every month and give it a maintenance check every year. That is the requirement in the US Occupational Safety and Health Administration's (OSHA) rule 29 CFR 1910.157. Longer cycles sit on top. Stored-pressure dry chemical extinguishers that need a 12-year hydrostatic test are emptied and maintained every 6 years. Carbon dioxide (CO2) extinguishers are hydrostatically tested every 5 years.

What FieldEx does about it

Each extinguisher on record: each unit is an asset with its type, location, serial number and service dates, grouped under its building.
Monthly, annual and multi-year cycles together: run the monthly visual check and annual service as recurring inspections. Run the 5-year test as a certification. Schedule the 6-year test as a maintenance plan. Longer or unusual cycles can run on their own maintenance plan.
Scan, check, done: the technician scans the unit's QR label, answers its checklist and records the result on the phone. A photo of the tag can be attached to the job if needed.
Portfolio view: reports and the dashboard show which units are overdue, filtered by building, asset type or service zone.

What water temperature checks are needed to control legionella?

Check cold water at sentinel outlets every month, and store hot water at 60°C or more. HSE's guidance on hot and cold water systems says cold water should be below 20°C after running for 2 minutes. Hot water outlets should reach at least 50°C within one minute. Outlets that are used infrequently should be flushed weekly. For open systems such as cooling towers and evaporative condensers, HSE's page on testing and monitoring says routine legionella testing should be carried out at least quarterly.

What FieldEx does about it

Temperatures as numbers: forms attached to the job add number fields for readings such as water temperatures. The technician enters the exact value at each sentinel outlet, recorded against the job.
Monthly, weekly and quarterly rounds: the monthly temperature checks, the weekly flushing of little-used outlets and the quarterly testing each run as their own recurring inspection.
Failed checks trigger work: record the failed answer on the inspection. Create any corrective work as a separate job and schedule any follow-up separately.
Lab results attached: sample results and certificates are attached to the completed inspection record.

How often should electrical installations and portable appliances be tested in an office?

Inspect the fixed installation at the interval its last report recommends, and set portable appliance checks by equipment type. The IET's inspection and testing FAQ says the designer recommends the first interval, and the inspector recommends each one after. Guidance Note 3 gives recommended initial frequencies, which are not legal requirements. HSE's portable appliance testing FAQ says the Electricity at Work Regulations don't set a fixed frequency for portable appliances. It depends on the type of equipment and where it is used. In HSE's office example, computers and printers are visually inspected every 5 years, while a vacuum cleaner is checked every 6 months.

What FieldEx does about it

Frequencies by asset type: certifications and inspections are set per asset type, so the five-yearly installation report and the six-monthly check on heavy-use equipment each follow their own cycle.
Readings on the job: test values are entered as number fields on the job, against the installation or appliance tested.
The report on file: the condition report is attached to the completed certification on the distribution board or building record.
Registers you can export: export report data as CSV, Excel or PDF. View certification and inspection due dates on the CMMS dashboard.

How often should a building's standby generator be load tested?

Load test a diesel emergency generator every month, for 30 minutes at no less than 30% of its nameplate rating. The Joint Commission's hospital document list sets this monthly test for accredited hospitals. NFPA 110 adds that starting batteries are inspected weekly. For lead-acid batteries, the electrolyte's specific gravity is tested and recorded monthly.

What FieldEx does about it

Running hours and calendar together: the generator's plan can trigger on the calendar, on running-hour meter readings, or whichever comes first.
Weekly, monthly and annual checks on one plan: a single plan can produce the weekly battery check, the monthly load test and the annual service. Each has its own checklist and technician.
Load and battery readings recorded: number fields on the job capture the load percentage, run time and specific gravity readings.
History on the generator: every test, service and part replaced is kept on the generator's asset record.

What gas safety checks does a landlord or managing agent need each year?

Each gas appliance and flue needs a safety check every 12 months by a Gas Safe registered engineer. HSE's guidance for landlords and letting agents says the first check is due within 12 months of installation. A check can be done up to 2 months before the deadline without losing the original deadline date. HSE's page on gas safety records says the record lists each appliance and flue checked. Existing tenants get it within 28 days of the check, new tenants before they move in, and the record is kept for at least 2 years.

What FieldEx does about it

A due date per appliance: each boiler, appliance or flue is an asset with its annual gas safety check as a recurring certification. Reminders go out ahead of the deadline.
Gas jobs to registered engineers: gas safety jobs require their matching skill, so they reach registered engineers only.
The record attached and sent: the gas safety record is attached to the completed certification. The job's completion PDF is emailed with a record of when it was sent.

How often must ventilation and extraction systems be examined?

Local exhaust ventilation (LEV) needs a thorough examination and test at least every 14 months. Regulation 5 of the Workplace (Health, Safety and Welfare) Regulations 1992 names mechanical ventilation systems among the equipment that must be kept in efficient working order and good repair. HSE's LEV FAQ says critical defects are fixed immediately, and the record of each examination and test is kept for at least 5 years.

What FieldEx does about it

A 14-month cycle: each LEV examination runs on its own 14-month maintenance plan, with the test report attached to the job.
Defects fixed now: a critical defect recorded on the checklist raises the corrective job immediately.
Air handling plant on PPM: air handling units and extract fans run on their own maintenance plans, by date or running hours.

What building information and records must owners keep and share with contractors?

Keep each building's inspection and maintenance records together, and give contractors the asbestos register before they start work. HSE says the asbestos management plan must include the asbestos register and site plan. It must also state how the register is shared with workers or contractors doing maintenance work. In England, higher-risk residential buildings have a further duty, set by the Building Safety Regulator. Their golden thread is a digital record that includes inspection reports and maintenance records, kept secure and available when needed.

What FieldEx does about it

Everything on the building and asset: inspections and certifications are recorded on asset records. Meter readings are recorded on assets. Photos and video stay with the job. Each asset keeps a change history of who edited what.
Documents where the technician needs them: registers, site plans and drawings are attached to the site or asset. The technician sees the asset's record on the phone before starting work.
Records for the client: through the customer portal, the building owner sees registered equipment with last-serviced dates and upcoming asset maintenance, and downloads completed job reports.
Reports when asked: report inspection and job data by building, asset type or period, and export it on demand.

How often should kitchen extract ductwork be cleaned?

Clean a kitchen extract system every 3 months if the kitchen cooks 12 to 16 hours a day. Clean it every 6 months at 6 to 12 hours, and every 12 months at 2 to 6 hours. These are the starting intervals in TR19 Grease, the Building Engineering Services Association's specification for grease extract systems, published by BESA. Fire risk assessors and insurers measure a system against it. When the mean grease deposit inside the duct reaches 200 microns, the system needs cleaning whatever the date.

What FieldEx does about it

A cycle per kitchen: each extract system is an asset with its own cleaning frequency, set to 3, 6 or 12 months from the kitchen's hours.
Deposit readings on the job: custom job forms can include number fields for grease depth before and after the clean, recorded against the job.
Proof for the insurer: the cleaning certificate and before-and-after photos attach to the asset and the client's job report.
Intervals that follow the readings: when readings show grease building up faster, you can shorten the frequency on that system.

How often must workplace toilets and washrooms be cleaned?

Clean workplace toilets and washrooms as often as it takes to keep them clean, and name who is responsible. Regulations 20 and 21 of the Workplace (Health, Safety and Welfare) Regulations 1992 say these facilities, and the rooms containing them, must be kept clean and orderly. HSE's Approved Code of Practice L24 sets no fixed number of cleans. It says cleaning should be frequent and thorough enough to keep them clean. Responsibility for cleaning should be clearly established, particularly where more than one workplace shares the facilities.

What FieldEx does about it

Frequent rounds on a schedule: washroom checks run as recurring jobs, hourly, several times a day or daily, per site.
Clear responsibility: every round is assigned to a named cleaner or contractor, so shared facilities have an owner.
Checklists with proof: surfaces, supplies, floors and wet-floor signs are ticked off on the checklist, with photos and a time on the job.
Faults straight to repair: a tenant scanning the building's QR code to report a blocked toilet or spill creates a job in the backlog.

How often must your own access platforms and lifting gear be examined?

Have equipment that lifts people, and every lifting accessory, thoroughly examined at least every 6 months, and other lifting equipment every 12 months. These are the LOLER intervals in HSE's guidance on thorough examinations, unless a competent person's examination scheme sets others. Each report gives the date of the next examination and any dangerous defects. Ladders are checked far more often. OSHA's ladder rule, 29 CFR 1910.23, requires ladders to be inspected before first use in each work shift. Defective ladders are tagged "Do Not Use" and removed from service.

What FieldEx does about it

Your gear on record: each access platform, hoist, sling set and ladder can have its own asset record, with serial number and location.
Examinations that don't lapse: each thorough examination runs as a recurring certification on a six-month or 12-month cycle. It shows as due or overdue, sends reminders and keeps the report on file.
Pre-use checks on the phone: a short checklist on the job covers the ladder or platform before work starts, and a failed answer raises the repair job.
Vans on their own plans: each service van runs on a maintenance plan by date or odometer reading, with its history on its record.

How often should kitchen exhaust hoods and ducts in malls and hotels be cleaned?

Clean a kitchen exhaust quarterly if it cooks more than 12 hours a day, twice a year at 6 to 12 hours, and yearly below that. No Malaysian rule sets the interval, so food court, hotel and restaurant operators often follow the UK specification TR19 Grease from the Building Engineering Services Association. A measured grease layer of 200 microns inside the duct means cleaning is due, even before the scheduled date.

What FieldEx does about it

Each hood and duct with its own interval: quarterly, twice-yearly or yearly cleaning set per kitchen and tenant.
Readings kept per clean: enter grease thickness in number fields on the custom job form. The history shows how fast each duct fouls.
Report for the tenant and the mall: photos and the job report go to the client in the portal after every clean.

Do an FM contractor's own cranes, hoists and vans need their own inspections?

Yes. Your own lifting machinery needs a certificate of fitness (CF), and your commercial vans and lorries need a Puspakom inspection every 6 months. The 2024 certificate of fitness regulations cover lifting machinery as well as lifts, with the CF valid for 15 months from inspection. Puspakom says the Road Transport Act 1987 requires every commercial vehicle to pass a routine inspection every 6 months.

What FieldEx does about it

Your plant on record: each crane, hoist, van and lorry can have its own asset record, with registration or serial number and location.
CF and Puspakom dates that don't lapse: the six-monthly Puspakom inspection runs as a recurring certification, and the 15-month CF on its own maintenance plan. FieldEx flags each one due or overdue, sends reminders and keeps the certificate on file.
Vehicles on their own plans: each van's servicing runs on a maintenance plan by date or odometer reading, with its road tax and insurance renewals as recurring certifications.

Customer story

Royal Facilities Management runs facilities maintenance across commercial and residential properties in Oman on FieldEx. Its story describes QR codes at each site for work requests and equipment-malfunction reports, automatic maintenance reminders and work orders, and mobile checklists for maintenance visits.

Read the Royal Facilities Management Story

DKSM, a Malaysian mechanical, electrical and plumbing (MEP) and fire safety contractor, runs compliance scheduling and inventory tracking for 300+ client sites on FieldEx. Its story describes maintenance reminders and work orders created for each account's schedule, with parts logged on team leads' phones. It's a building services contractor rather than a building owner, but the same job: statutory dates across many buildings.

Read the DKSM Story

Questions facilities managers ask about FieldEx

What is the best facilities management software for building maintenance?

For hard facilities management, the software has to hold the building's assets, run planned maintenance and statutory inspections, take tenant fault reports and keep the certificates. FieldEx does all of these in one system, with field service and maintenance management sharing the same asset records. Compare approaches in our guide to CMMS Software.

Is FieldEx a CAFM system?

FieldEx covers the maintenance side of computer-aided facilities management (CAFM): the building and asset records, planned maintenance, inspections and fault reporting described above. It also runs the technicians and contractors who do the work, which a space-planning CAFM tool usually leaves out.

Can FieldEx track statutory inspections and certificates for every building?

Yes, as recurring certifications on each asset, described above. The dashboard also lists what was completed in the last 7 days, so a manager can confirm the week's statutory work at a glance.

Can tenants report faults without an account?

Yes, through the building's QR code. A public link to the same form can also go in a tenant notice or newsletter.

Can FieldEx manage planned maintenance across many buildings?

Yes. A single plan covers many sites, as described above, and shows the last and next maintenance dates for every building and asset it covers.

Can we set response times for different clients and buildings?

Yes. Service-level agreements can apply to all customers or to selected ones, scoped to a specific asset where needed. Business hours can differ by day of the week.

Can our building owners see their maintenance records?

Yes, in the branded customer portal described above. Completion reports can also be sent automatically to the building owner or anyone else after each job.

Can technicians record meter readings and temperatures on site?

Yes, in number fields on the job, as in the legionella section above. Meter readings on each asset build a history that can trigger maintenance by running hours.

Can FieldEx manage spare parts across several buildings?

Yes. Each store and technician holds its own stock, as described above. Parts used are recorded on the job and the asset, with warranty periods kept on each part.

Can technicians work in basements and plant rooms without a signal?

Yes. Jobs and tasks can be downloaded and worked offline, with check-in, check-out and travel synced later.

Can FieldEx run hourly washroom checks for a cleaning contract?

Yes, as recurring rounds, described in the washroom section above. Each cleaning contractor can be given its own buildings and rounds, so every finished job is recorded against the right site.

Can kitchen extract cleaning be scheduled by how busy the kitchen is?

Yes. Each extract system carries its own frequency, as in the TR19 section above, and the frequency can be shortened when grease readings rise faster.

What does it take to get FieldEx running across our buildings?

There's no setup fee. Once we know your requirements and your data is ready, FieldEx can be implemented in as little as a week with standard features for small businesses. Larger setups and custom work take longer. Buildings, assets and past jobs can be uploaded. FieldEx helps with setup, and training is included. See Setup and Training.

See your buildings' inspections, PPM, cleaning and repairs in one system

Book a Demo