Elevator maintenance software for lift and escalator service contractors

Plan every unit's maintenance visit, keep each car's test and examination records where an inspector can see them, and answer callbacks and entrapments against the times in your contracts.

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Updated 15 Oct 2026

FieldEx scheduling board on desktop with a technician's inspection checklist open on the mobile app, as used by lift and escalator contractors

FieldEx is elevator maintenance software that combines field service management and maintenance management for elevator, lift and escalator contractors and the building owners they serve. It keeps every unit and its components on record, schedules routine visits and periodic tests, records each check and who did it, and times callbacks and entrapments against contract terms.

What FieldEx does for elevator and escalator contractors

Elevator work is a route of units, each with its own contract, its own test dates and its own history of callbacks. A mechanic who arrives at a car needs to know what was done last month, what the inspector found last year and what the contract covers. FieldEx gives that to the mechanic on the phone and to the office on one screen, and it works as field service management software and a maintenance system at once. Book a demo with a few of your units.

Every unit, every component

An asset record for each elevator, escalator, moving walk, platform lift and dumbwaiter, with make, model, serial or state number, capacity, photos and attached wiring diagrams, in asset management.
Components under each unit, such as the machine, controller, doors, ropes, hydraulic power unit and safety gear, each with its own history.
Units grouped under the building and the customer, with the building's address, map location and access contacts.
QR labels in the machine room or controller cabinet, so the mechanic scans to open the unit's record and checklist.

Maintenance visits on the route

Maintenance plans per unit or per building that raise each visit automatically, with a different checklist for monthly, quarterly and annual tasks, in preventive maintenance.
Intervals on the calendar, or on meter readings such as cycles or running hours, or whichever comes first.
Visits planned by the mechanic's service zone, with a drag-and-drop scheduler for the exceptions.
Missed visits rescheduled automatically after a set overdue period.

Periodic tests and inspections

Recurring certifications and inspections per unit, such as annual no-load tests, five-year full-load tests and six-monthly thorough examinations, with the inspection agency recorded.
Due, overdue and completed status, with reminders by email, in-app notification or both.
Test forms, inspection reports and certificates attached to each completed record, through compliance documentation.

Callbacks and entrapments

Calls taken by your dispatch desk or raised by the building in a branded portal, each arriving as a job on the unit.
Service-level agreements with separate stages for attending and restoring service, at-risk and violation alerts, and terms per customer or per unit.
A notice when a new callback repeats a recent job on the same unit, so repeat faults reach a senior mechanic.
Automatic assignment by skill, availability, shift, leave, service zone and live location, in work order management.

Mechanics on site

The FieldEx mobile app with the unit's history, the visit checklist, number fields for readings, watermarked photos and a signature.
Check-in and check-out times on each visit, and journeys between buildings recorded with distance and duration.
Jobs and tasks can be downloaded and worked offline, with check-in, check-out and travel synced later.

Parts on the van

Spare parts in each warehouse and each mechanic's van stock, with transfers, barcode scanning and reorder alerts, in spare parts inventory.
Parts used recorded on the job and the unit, with quantities, prices and warranty periods.
Reports on breakdowns per lift, SLA results, examinations done against scheduled and contracts by end date, exported or emailed on a timetable, in reporting and analytics.

Contracts and owner records

Maintenance contracts with start and end dates, linked to the units and maintenance plans they cover.
A branded portal where building owners see their units with last-serviced dates, upcoming asset maintenance, open callbacks and job reports, through service requests and the customer portal.
A completion PDF for each visit, and reports on callbacks per unit, response times and maintenance cost, exported or emailed on a schedule.

How often are Category 1 and Category 5 elevator tests due?

Under the American Society of Mechanical Engineers' ASME A17.1 code, as applied by US states and cities, Category 1 tests are annual and Category 5 tests are five-yearly. The Wisconsin Department of Safety and Professional Services (DSPS) states it plainly: all Category 1 tests must be performed at 1-year intervals, and all Category 5 tests at 5-year intervals. The New York City (NYC) Department of Buildings requires elevators to be inspected and tested twice a year, with a Category 1 no-load safety test every year and a Category 5 full-load test, at rated load and speed, every 5 years from the date of installation.

Each unit on a route has its own installation date, so the Category 5 year is different for almost every car.

What FieldEx does about it

Two certifications per unit: the annual Category 1 and the five-year Category 5 run as separate recurring certifications on each elevator, each with its own due date.
Dates from installation: the five-year cycle can start from the unit's installation date, kept on the asset record.
Twice-yearly inspections too: periodic inspections run on a six-monthly frequency alongside the tests.
Reminders for the office: sent before each test is due, so the inspection agency and the mechanic can be booked together.

What is an elevator Maintenance Control Program, and where must it be kept?

A Maintenance Control Program (MCP) is the unit's documented maintenance regime. Wisconsin DSPS describes the MCP record required by A17.1 as a record of the maintenance tasks, tests, examinations and adjustments carried out. The Nova Scotia Department of Labour, Skills and Immigration's directive quotes ASME A17.1 8.6.1.4.1: MCP records shall be viewable on site by elevator personnel, and in Nova Scotia all MCP documents must be kept in hard copy on site.

So the programme has to be specific to the unit, and its records have to be where the mechanic and inspector are standing.

What FieldEx does about it

The MCP as the unit's checklists: each task, test and adjustment in the programme becomes a checklist item on the unit's maintenance plan, at its own frequency.
Records on the phone at the unit: the mechanic sees the full maintenance record for that car in the mobile app.
Printable for the machine room: the unit's job history and completion PDFs can be printed where a hard copy must be kept on site.
Tasks done, adjustments noted: each completed visit records which tasks were done, readings and notes.

How long must elevator maintenance and test records be kept?

Wisconsin DSPS's guidance on maintenance records says MCP records, and repair and replacement records, are retained for the most recent 5 years. Annual and five-year test reports are retained for the most recent 5 years too, and the tests must be performed by licensed elevator personnel. DSPS's testing FAQ adds that only Category 5 test forms need to be submitted to department inspectors; Category 1 forms may be kept in the maintenance records.

A five-year rolling window means records from a previous maintenance contractor may still be needed on a newly won account.

What FieldEx does about it

History that stays on the unit: every visit, repair, part replaced and test stays on the elevator's asset record for as long as the account needs.
Licensed mechanics on tests: test jobs require the matching skill, so they reach licensed personnel only.
Previous records brought across: attachments from the previous contractor can be added to the unit's record when the account transfers.
Category 5 forms ready to send: the completed test form is attached to its certification and can be downloaded for the inspector.

Which periodic checks, such as hydraulic oil level and firefighters' service, have to be logged?

Wisconsin DSPS lists, from ASME A17.1, a quarterly record of oil level and oil usage for hydraulic elevators and hydraulic dumbwaiters (8.6.5.7), and a quarterly record of findings for firefighters' emergency operation, identifying the person who performed the check (8.6.11.1).

Both are quarterly, both need a value or a finding, and the second needs a name.

What FieldEx does about it

Quarterly checks on a plan: oil level and firefighters' emergency operation checks run as quarterly inspections on each unit.
Oil level as a number: number fields on the job record oil level and oil added.
The person on record: each completed inspection records who performed it, through a user lookup, with the date and result.

How quickly must defects found at an elevator inspection be fixed?

In New York City, the Department of Buildings says category test reports are due within 21 days of the test and periodic inspection reports within 14 days. Defects found on a periodic inspection or a Category 1 or Category 5 test must be corrected within 90 days, and an Affirmation of Correction filed within 14 days of the correction. In the UK, the Health and Safety Executive (HSE) says that where a thorough examination finds a serious defect, the competent person must report it verbally to the dutyholder immediately, followed by a written report, a copy of which must also go to the relevant enforcing authority.

Each defect on a report therefore starts a deadline that the contractor and the owner share.

What FieldEx does about it

Defects become jobs: each defect on the inspection report becomes a corrective job on the unit, with its own tasks.
The 120-day clock: a service-level agreement on defect jobs tracks the time from inspection to correction, with alerts before the limit.
Proof of correction: photos, parts used and the mechanic's notes are recorded on the job, ready for the affirmation.
Serious defects flagged: a failed answer on the checklist can set the unit's status, so a car taken out of service shows as such.

How often does LOLER require a passenger lift to be thoroughly examined?

HSE's leaflet INDG339 says a lift used at any time to carry people must be thoroughly examined at least every 6 months, or in line with an examination scheme drawn up by a competent person. HSE's page on passenger lifts and escalators confirms that lifts provided for use by workers in workplaces are subject to the Lifting Operations and Lifting Equipment Regulations (LOLER).

For the maintenance contractor, the car has to be ready on the day, and the findings come back as work.

What FieldEx does about it

A six-monthly certification: the thorough examination runs on each lift with the examining body recorded and the report attached.
Or the scheme's own interval: where a competent person has set an examination scheme, the certification can use a custom frequency.
Examination prep on the plan: a visit before the examination can be raised automatically, so the car is ready on the day.

What must a LOLER thorough examination report include?

HSE's guidance on thorough examinations of lifting equipment says the report must include the examination date, the date the next thorough examination is due, and any defects found that are, or could become, a danger to people. Where there is a serious defect, the verbal report to the dutyholder comes first, then the written report, with a copy to the enforcing authority. Records of all examinations should be kept.

The next-due date on the report is the one to put straight into the schedule.

What FieldEx does about it

Next due date from the report: the completed certification sets the next due date, so the following examination is already on the calendar.
Each defect tracked: defects on the report become corrective jobs on the lift, so none sit only on paper.
All reports kept: every examination report stays attached to its certification on the lift's record.

Are escalators and moving walkways covered by LOLER?

No. HSE says LOLER does not apply to escalators or to travellators and moving walkways that carry people; they fall under regulation 19 of the Workplace (Health, Safety and Welfare) Regulations. HSE also says lifts that are not used by people at work, such as platform lifts for shop customers, still need routine maintenance and inspection by the business that provides them.

So an escalator still needs a maintenance and inspection regime, just under a different rule.

What FieldEx does about it

Escalators on their own plans: each escalator and moving walk has its own maintenance plan, checklist and inspection frequency.
Different rules per asset type: certifications and inspections are set per asset type, so lifts, escalators and platform lifts each follow their own regime.
Step, chain and handrail checks: checklists hold the items for each escalator visit, and photos and readings go on the job where needed.

What is the difference between a fully comprehensive and a comprehensive lift maintenance contract?

The Lift and Escalator Industry Association (LEIA) explains it in its guidance on the management of lifts and escalators. Fully comprehensive agreements may cover the replacement of most, if not all, of the component parts needed to keep the equipment working. Comprehensive agreements are similar, but exclude the replacement of major components such as the main machine, the hydraulic cylinder and piston, and the controller. LEIA adds that the number of visits should suit the installation, the client's needs and the age of the equipment, and may need to rise for heavy use.

Which contract a unit is on decides who pays for the part the mechanic is about to fit.

What FieldEx does about it

The contract on the unit: each unit is linked to its maintenance contract, and the contract is visible from the unit's record.
Contract type as a classification: contracts can be classed as fully comprehensive or comprehensive, so the mechanic and office see the terms before parts are fitted.
Parts priced on the job: parts used are recorded with quantities and prices, so chargeable parts outside the contract can be billed.
Visit frequency per unit: each unit's plan can have its own visit frequency, set to its usage and age.

Who is responsible for arranging annual elevator inspections?

The owner, in the places these rules cover. Cal/OSHA's Elevator Unit, part of the California Department of Industrial Relations, says annual reinspections are the responsibility of the elevator owner. The NYC Department of Buildings says owners are responsible for hiring an approved inspection agency for category testing.

In practice, many owners expect their maintenance contractor to remind them and to be present on the day.

What FieldEx does about it

Owner reminders: reminders for each inspection can go to the owner's contact as well as your office, by email.
Witnessing booked: the mechanic's attendance at the inspection is a job on the unit, scheduled for the agency's date.
Results shared: the owner sees completed inspections and job reports in the customer portal.

What should a lift owner have in place for breakdowns and passenger entrapment?

LEIA's guidance says there should be a written emergency procedure, and those concerned should be familiar with safe release procedures. Among its recommended safety upgrades, LEIA lists a two-way, 24-hour communication system in case of breakdown.

For the contractor, an entrapment is the call that has to be answered first, and the one the owner will ask about afterwards.

What FieldEx does about it

Entrapment as its own job type: entrapment calls carry their own template, priority and service-level agreement, separate from routine callbacks.
The nearest qualified mechanic: automatic assignment uses skill, availability, shift and live location to find who can get there first.
Release procedure on the phone: the safe release steps can be the job's checklist, with each step recorded.
Times the owner can see: call, arrival and release times are recorded on the job and shown in reports.

Why do elevators most often fail an inspection?

The NYC Department of Buildings says the most common elevator violations are typically the result of Failure to Maintain a building device. In other words, the violation is usually not a design fault but missed or poorly recorded maintenance.

A complete, dated maintenance record is the best defence at inspection.

What FieldEx does about it

No missed visits: plans raise every visit automatically, and overdue visits show on the dashboard.
Every visit recorded: each visit keeps the checklist, readings, photos, the mechanic and the times.
Overdue at a glance: the dashboard shows overdue maintenance and inspections, filtered by building, asset type or service zone.

Customer story

Chubb, an integrated security provider with more than 300 professionals across 18 branches, runs alarm, surveillance and access control maintenance on FieldEx. Its story describes jobs assigned automatically by skill, availability and location, service-level agreement (SLA) reminders that help avoid penalties, mandatory photos as proof of completion, and jobs that cannot be marked complete until every standard operating procedure step is done, with a 20% boost in first-time fix rates.

Read the Chubb story

Sime Industrial, a heavy equipment provider serving 191 locations across Asia Pacific and representing more than 30 machinery brands, runs its field service on FieldEx. Its story describes live technician locations and task progress in one view, management reports on job durations, coverage and technician performance, and reports that once took hours now ready in a few clicks.

Read the Sime Industrial story

Questions elevator contractors ask about FieldEx

What is the best elevator maintenance software for a service contractor?

It has to hold every unit and its components, plan routine visits and periodic tests, keep the MCP record at the unit, answer callbacks and entrapments against contract times, and give owners their records. FieldEx does all of this in one system. Compare approaches in our guide to CMMS software.

Can FieldEx track Category 1 and Category 5 test dates for every unit?

Yes. Each test is a recurring certification on the unit, with its own frequency, due date, reminders and the test form attached.

Can mechanics see a unit's full history at the machine room?

Yes. The mobile app shows the unit's visits, callbacks, parts and tests. Jobs and tasks can be downloaded and worked offline, with check-in, check-out and travel synced later.

Can we schedule maintenance on cycles or running hours instead of the calendar?

Yes. A plan can trigger on meter readings such as cycles or running hours, on the calendar, or whichever comes first.

Will we know when a unit keeps calling back?

Yes. FieldEx notifies users when a new job repeats a recent job on the same unit, and reports show callbacks per unit and building.

Can building owners log a callback and follow it?

Yes. Owners raise requests through a branded portal and see job status, their units with last-serviced dates, upcoming asset maintenance and job reports.

Can we set separate response times for entrapments and routine callbacks?

Yes. Each job type can carry its own service-level agreement, with stages for arrival and restoring service and alerts before a target is missed.

Can mechanics keep van stock and book parts to each unit?

Yes. Each mechanic has their own stock location, parts used are recorded on the job and the unit, and reorder alerts go out when stock runs low.

Can we record escalators, platform lifts and dumbwaiters as well as elevators?

Yes. Each is an asset with its own type, maintenance plan, checklists and inspection regime.

How long does it take to move our units onto FieldEx?

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. Setup, data upload and training are included in the subscription, with no setup fee. Customers, buildings and units can be uploaded. FieldEx helps with setup, and training is included. See FieldEx implementation.

Keep every unit's visits, tests and callbacks on one record

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