Multi-site operations software that applies the same plans, checklists and response times at every location, lets each site report its own faults, and shows the whole portfolio, or one site, on a single dashboard.
FieldEx is field service management and maintenance management (CMMS) in one system for organisations that maintain many sites, branches or buildings. It holds every site with its own assets, contacts and service zone, applies one maintenance plan across all of them, gives each site a QR code for fault reports and each client a portal, and reports compliance and workload by site, region or portfolio.
Running maintenance across many locations is a consistency problem: the same standard at every site, the same evidence from every technician, and one place to see which site is falling behind. FieldEx builds that from the site record up, so one plan, one checklist and one response target can cover a hundred sites while each site keeps its own history. Book a demo to see it with your own sites.
Set one standard, apply it everywhere, and check every site against it. The UK Government Facilities Management Standard 001 (under GovS 004 Property) says it is particularly important to avoid variations in service delivery standards across an estate, and requires organisations to have a thorough estate compliance plan that includes all of their properties. Government fire safety guidance for offices and shops makes the same point from the other end: regular checks, periodic servicing and maintenance must be carried out whatever the size of the premises, and any defects put right as quickly as possible. The small branch gets the same standard as the flagship.
The responsible person for each premises. Article 17 of the UK Regulatory Reform (Fire Safety) Order 2005 requires the premises and its fire equipment and devices to be subject to a suitable system of maintenance and kept in efficient working order and good repair. UK government fire safety guidance says an organisation with several premises should decide who the responsible person is for each one, usually the manager, the person with overall control.
In a portfolio, that means a named owner per site and a way for head office to see that every one of them is keeping up.
Each of them, for their part, and they must co-ordinate. Article 22 of the Regulatory Reform (Fire Safety) Order 2005 says that where two or more responsible persons share premises, temporarily or permanently, each must co-operate with the others and co-ordinate their fire safety measures. Since 1 October 2023, each must also tell the others which part of the premises they consider themselves responsible for, and keep a record of that information. Article 17 adds that occupiers of other parts of the building must co-operate with the responsible person's maintenance arrangements.
The GOV.UK guidance on fire safety risk assessment for offices and shops sets a common rhythm that any portfolio can roll out. Each week, test the fire detection and warning systems and manually operated warning devices, following the manufacturer's or installer's instructions. Each month, test all emergency lighting systems and safety torches for charge and illumination. Each year, the emergency lighting, all firefighting equipment, fire alarms and other installed systems are tested and maintained by a competent person.
The weekly test is usually done by site staff, the annual one by a contractor; both need to land on the same record.
UK government fire safety guidance says records should be kept in a specified place on the premises, such as the management office, covering audits, tests and any remedial action, and recommends a log book of all maintenance and testing, with larger premises keeping a dedicated record. For water systems, the Health and Safety Executive (HSE) says legionella records, including the responsible persons, significant findings, the written scheme and dated monitoring results, are kept while they are current and for at least 2 years after, and records of monitoring inspections for at least 5 years.
Across a portfolio, the question is less where each site keeps its log book than whether head office can produce any site's records on the day they are asked for.
Through one front door that works the same at every site. The same Facilities Management Standard 001 under GovS 004 says building users should have a single point of access to facilities management (FM) services, which might be a helpdesk for larger portfolios or a building manager for smaller ones, and that the methods of access must give all users a consistent experience. Government fire safety guidance also lists reporting faults, incidents and near misses among the duties of fire marshals at each site.
A phone number and a WhatsApp group might work for three sites; at thirty, nobody can tell which site a message came from.
The Health and Safety Executive's guide to using contractors (INDG368, rev1) says the client and contractor must work together and co-ordinate their activities so the work can be done safely, and that the client should keep a check on how the work is going against what was agreed, doing more the greater the risk. HSE's lone working guidance adds that when a worker will be at someone else's workplace, the employer must ask that workplace's employer about any risks and control measures.
At many sites, that check has to happen remotely, through the record of what each contractor did, where and when.
HSE's lone working guidance says that under the Management of Health and Safety at Work Regulations, employers must manage the risk to lone workers, and must train, supervise and monitor them, keep in touch with them and respond to any incident. For a technician driving between sites, keeping in touch means knowing where they were last seen and whether the job they are on has finished.
So a central filing room at head office doesn't satisfy the rule; each building needs its own lifts' records to hand.
Detailed in proportion to the building's importance. The GovS 004 FM Standard 001 requires a complete FM asset register, with its granularity depending on building criticality, and asset condition reviewed regularly. It also asks for a forward maintenance register covering short-term (1-2 years), medium-term (3-5 years) and long-term (5 years plus) maintenance needs, for at least 5 years ahead.
So a critical site may register every pump and panel down to its components, while a small branch registers its main plant only.
A large American facility services company with a regional presence in Singapore runs its field teams across many buildings on one FieldEx system. Before FieldEx, service requests were emailed to field teams by hand and managers had no live view; now more than 100 technicians and contractors work from one schedule, maintenance is grouped by equipment type and location, and every job ends with a digital checklist and a PDF report.
Chubb, an integrated security provider, runs security operations from 18 branches across Malaysia on FieldEx. Its story describes a central dashboard of active, pending and completed jobs, tasks assigned automatically by skill, availability and location, SLA reminders to avoid penalties, and jobs that can't be closed until every SOP step is done, with a 50% increase in daily completed tasks.
It needs a record for every site, plans that apply across all of them, a way for each site to report faults and a single view of who is behind. FieldEx does all of these in one system, with field service and maintenance management sharing the same site and asset records. Compare approaches in our guide to CMMS software.
Yes. A site plan can apply to many sites, and asset plans pick up every matching asset automatically, including assets at sites added later.
Yes. The organisational hierarchy scopes what each user sees, so regional managers see their own teams' records and head office sees everything.
Yes. FieldEx creates a QR code for every site automatically, and reports made through it arrive as jobs with the site already filled in.
Yes. The customer portal is branded with your logo, colours and font, can run on a branded subdomain, and shows each client only its own jobs, equipment and reports.
Yes. Reports group jobs, inspections and service-level data by site, service zone, customer or period, and site reports show the last visit to every site.
Yes. Parts and equipment transfer between stores, sites and technicians, with approvals by zone and a movement history of every transfer.
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. Sites and assets can be uploaded. FieldEx helps with setup, and training is included. See FieldEx implementation.
