Property maintenance software for managing agents, strata and residential blocks

Take resident fault reports from a QR code in the lobby, put a clock on every urgent repair, and keep common-property maintenance, safety checks and contractor visits on each building's record.

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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 property management teams

FieldEx is property maintenance software that brings field service management and maintenance management together for managing agents, owners corporations and residential landlords. Residents report faults by scanning a building's QR code, each report becomes a time-stamped job, urgent repairs run against response targets, and common-property maintenance and safety checks are planned and recorded per building.

What FieldEx does for managing agents and strata committees

In a block of flats, most maintenance starts with a resident noticing something: a lift out of service, a leak in the car park, a door that won't close. The rest is the calendar of work the building needs whether anyone notices or not. FieldEx handles both on the same record for each building, so the committee can see what was reported, what was planned and what was done. Book a demo with one of your buildings.

Buildings, common areas and shared plant

A site for each building or scheme, with its address, map location, contacts, service zone and attached site plans and floor plans.
Assets for the shared plant and fittings the owners corporation maintains: lifts, pumps, gates, fire doors, alarm panels, lighting and pool equipment, each with photos, warranty and documents, in asset management.
Parent and component levels, so a lift and its doors or a pump room and its pumps each keep their own history.
Several buildings grouped under one client, with access limited so each team sees only its own portfolio.

Resident fault reports without an app

A QR code for every building, printed for the lobby or lift, that opens a fault-report form without logging in.
Residents give the location, a description, contact details and photos or video, and the report arrives as a job in the backlog.
A default job template applied to every QR report, so each one starts with the right job type and fields.
A public link to the same form, ready to share in a building notice or newsletter, in service requests and the customer portal.

Urgent repairs on the clock

Service-level agreements on business hours with several stages, such as make safe and complete, each with at-risk and violation thresholds.
Alerts to the managing agent, the job owner or their manager before a deadline is missed.
Timing, completion and violation status shown on each job and available in reports.

Planned maintenance of common property

Site maintenance plans for building-wide rounds such as fire door checks, cleaning inspections and gutter clearing, and asset plans for pumps, gates and lifts.
Schedules from daily to multi-year, on a fixed calendar or counted from the last visit, with missed visits rescheduled automatically, in preventive maintenance.
One plan applied across every building in the portfolio, with each building's last and next visit dates.

Safety checks and certificates

Recurring certifications and inspections for fire systems, lifts, electrical installations, gas appliances and pools, on standard or custom frequencies.
Due, overdue and completed status, reminders, and the certificate or report attached, through compliance documentation.
A dashboard of overdue checks and those due in the next 7 days, across every building.

Caretakers and contractors on site

Jobs assigned to caretakers, maintenance staff or contractor groups by skill, availability and service zone, with a drag-and-drop scheduler, in work order management.
The FieldEx mobile app with the job, the asset's history, the checklist, watermarked photos and a signature.
Check-in and check-out times on each visit, so attendance is recorded, not assumed.

Records for owners and committees

A branded portal where the owners corporation or building owner sees jobs, equipment with last-serviced dates, upcoming asset maintenance and job reports.
A completion PDF for each job with the fault, the work done, parts, photos and time on site, emailed with a record of when it was sent.
Reports on jobs by building, response times, recurring faults and maintenance cost per asset, exported or emailed on a schedule.

Who repairs and maintains common property in a strata building, and who fixes the rest?

The split is simple on paper. In New South Wales (NSW), Fair Trading's guide to strata repairs and maintenance says the owners corporation or strata committee must repair and maintain common property, including planning and paying for repairs and defects, while owners repair and maintain anything within their own lot. The duty has teeth: an owner who suffers loss because the owners corporation failed to maintain common property can take action within 6 years of becoming aware of the loss.

In practice, the managing agent has to know which side of the line each report falls on before anyone is sent.

What FieldEx does about it

Common property as its own assets: lifts, roofs, pumps, gates and shared plant sit under the scheme's site, so a report against them is clearly the owners corporation's job.
Lot repairs kept separate: reports about a single unit can carry their own job type and template, so they are routed and reported apart from common-property work.
A record that answers the six-year question: every report, inspection, repair and photo stays on the asset and building, with a change history on the asset of who edited what.
Clear status for the committee: the portal shows open, in-progress and completed jobs for the scheme.

How does an owners corporation build a 10-year plan for major repairs?

NSW Fair Trading says every owners corporation must make a 10-year capital works plan that predicts the major repairs likely to be needed and forecasts their costs, and since 27 October 2025 strata committees must prepare it on NSW Fair Trading's standard form. The NSW Government's guide to strata levies explains that levies are paid into funds covering administration, building costs and planned works for the next 10 years.

A good plan starts from real data: the age of each item, how often it has failed and what it has cost so far.

What FieldEx does about it

Age and warranty on each asset: acquisition dates, warranty details and specifications are recorded for lifts, pumps, roofs and other major items.
Cost history per asset: parts and labour booked to each job build a maintenance cost history for every item of common property.
Reliability reports: reports on asset reliability, maintenance cost, age and lifecycle show which items are due for replacement.
Forecast work in the plan: long-cycle tasks such as repainting or roof inspections run on multi-year maintenance plans, so they appear on the calendar years ahead.

What counts as an urgent repair in a rental or strata property?

NSW Fair Trading's guidance on urgent repairs in residential rental properties lists them: a gas leak, a dangerous electrical fault, flooding or serious flood damage, serious storm or fire damage, and a failure or breakdown of the gas, electricity or water supply to the property, among others. For strata schemes, NSW Fair Trading also says emergency repairs, such as burst or blocked water or sewerage pipes, are exempt from the usual quoting rules, and owners corporations may require levies within 14 days to pay for emergency repairs to common property.

The practical test is whether the fault puts people or the building at risk if it waits until the next working day.

What FieldEx does about it

Urgent reports flagged at intake: the job type set on a resident's report decides its priority and which service-level agreement applies.
A make-safe clock: an urgent job can carry a first stage for making safe and a second for the permanent repair, each with its own threshold.
The nearest available person: automatic assignment uses skill, availability, shift, leave, service zone and live location, so out-of-hours calls reach someone who can attend.
Photos from the resident: the photo or video sent with the report reaches the person assigned before they set off.

How fast must a social landlord act on damp, mould or a safety hazard under Awaab's Law?

The UK government's Awaab's Law guidance for social landlords sets three clocks. Emergency hazards must be investigated and made safe within 24 hours of the landlord becoming aware of them. Potential significant hazards must be investigated within 10 working days, with a written summary of the findings given to the tenant within 3 working days of the investigation. Relevant safety work to make the property safe must be done within 5 working days of the investigation. Supplementary preventative work must begin within 5 working days or, where that isn't possible, physically start within 12 weeks. The clock starts on Day Zero, the day the landlord becomes aware of the potential hazard.

Every one of those dates has to be provable months later, if the tenant complains.

What FieldEx does about it

Day Zero recorded: a report through the QR form or portal creates a job with its creation time, which is the date the landlord can show it became aware.
Each deadline as a stage: a service-level agreement with stages for investigation, written summary and start of works raises alerts before each one is missed.
The investigation on record: the inspector's checklist answers, moisture readings, photos and notes are attached to the job.
The summary sent and logged: the job's completion PDF can be emailed to the tenant, with a record of when it was sent.

Which fire safety systems in an apartment building need regular inspection and a yearly statement?

The NSW Government's guide to safety rules for strata common property says most strata buildings need a fire safety statement each year, verifying that fire safety measures such as sprinklers have been assessed and are working. From 13 February 2026, all apartment buildings in NSW must have their essential fire safety systems inspected and tested regularly under the Australian standard AS 1851. The same guide says pools and spas in strata schemes must be registered and inspected every 3 years.

So the annual statement is only as good as the year of inspections behind it.

What FieldEx does about it

Each fire safety measure as an asset: sprinklers, hydrants, alarm panels, exit signs and fire doors each carry their own inspection schedule and history.
Frequencies from the standard: inspections run monthly, quarterly, six-monthly or annually, or on a custom frequency, each linked to its checklist.
The annual statement as a certification: the yearly fire safety statement runs as a recurring certification on the building, with reminders and the signed statement attached.
Pools on a three-year cycle: the pool or spa inspection is a certification with its own frequency and certifying body.

How often must communal fire doors and flat entrance doors be checked in a block over 11 metres?

The UK Home Office fact sheet on regulation 10 of the Fire Safety (England) Regulations 2022 says that since 23 January 2023, the responsible person for a multi-occupied residential building over 11 metres must check all fire doors in the common parts, including self-closing devices, every quarter. Flat entrance doors must be checked every year, on a best-endeavours basis.

That second check depends on getting into every flat, which means appointments, missed visits and repeat attempts.

What FieldEx does about it

Communal doors on a quarterly round: each fire door in the common parts is an asset with a QR label and a quarterly inspection linked to its checklist.
Flat entrance doors on an annual cycle: each flat door can be its own asset under the building, with an annual inspection and its result.
Failures become repairs: a failed self-closer or damaged seal recorded on the checklist raises a corrective job and can book a follow-up check.
Best endeavours on record: a visit where access was refused can be recorded with its status, notes and photos, showing the attempt was made.

What monthly lift and firefighting equipment checks apply in a high-rise residential building?

The Home Office overview of the Fire Safety (England) Regulations 2022 defines a high-rise residential building as at least 18 metres high or at least seven storeys. In those buildings the responsible person must check, every month, the operation of lifts intended for firefighters and evacuation lifts, and of key pieces of firefighting equipment. Any defective lift or equipment must be reported to the local Fire and Rescue Service as soon as possible if the fault cannot be fixed within 24 hours.

A monthly check that finds a fault starts a 24-hour countdown.

What FieldEx does about it

Monthly checks per lift and system: firefighting lifts, evacuation lifts, dry risers and other key equipment each carry a monthly inspection.
A defect starts the clock: a failed answer creates the repair job, and a service-level agreement on that job type alerts the responsible person before 24 hours pass.
Reporting the outage: the job holds the time the fault was found, the time it was fixed and notes of who was told.

How often must the electrical installation in a rented flat be inspected and tested?

The UK government's guidance on electrical safety standards in the private and social rented sectors says landlords must have the electrical installations in their properties inspected and tested by a qualified person at least every 5 years, obtain a report and give tenants a copy. Social landlords must also have the electrical equipment they provide under the tenancy checked by a qualified person at least every 5 years.

Across a portfolio, those five-year dates fall in different months for every property.

What FieldEx does about it

A five-year certification per property: each flat's installation carries its inspection as a recurring certification with its own due date.
Equipment on its own cycle: landlord-supplied appliances are assets with their own five-yearly check.
The report to the tenant: the report is attached to the completed certification and can be sent on with the job's completion PDF.

How often is a gas safety check needed in a rented flat, and how long is the record kept?

The UK Health and Safety Executive's (HSE) guidance on gas safety check records says the check is due every 12 months, and it can be carried out up to 2 months early while keeping the original deadline date, as if the check had been done exactly 12 months after the last one. Records must be kept for at least 2 years, under regulation 36(3)(c) of the Gas Safety (Installation and Use) Regulations.

The two-month window is what lets a managing agent group checks by building without losing the anniversary date.

What FieldEx does about it

A due date per appliance: each boiler or gas appliance is an asset with its annual check as a recurring certification and reminders ahead of the deadline.
A fixed anniversary: a fixed-calendar schedule keeps the original due date even when the visit is done early.
Gas work to gas engineers: the job type requires its matching skill, so it reaches registered engineers only.
Records retained: the gas safety record is attached to the completed certification and stays on the appliance's history.

When does a strata committee need more than one quote for work on common property?

NSW Fair Trading's strata repairs guidance says that where an owners corporation approves work valued at more than A$30,000, it must obtain at least two independent quotes. The requirement does not apply to emergency repairs such as burst or blocked water or sewerage pipes.

That means every non-urgent job above the threshold has a pause in the middle: quotes in, committee decision, then work.

What FieldEx does about it

A status for awaiting approval: configurable job statuses let a job sit as awaiting quotes or awaiting committee approval, visible in the backlog.
Quotes on the job: contractors' quotes are attached to the job as files, so the committee sees them alongside the fault report and photos.
Work steps in order: tasks on the job can be set in sequence, so the repair cannot start before the approval task is complete.
Emergency jobs exempt: emergency repair job types skip the approval step and go straight to assignment.

What standard of repair must a landlord keep, and when is a repair treated as reported?

NSW Fair Trading's guidance on landlord responsibilities says landlords must keep the property in a reasonable state of repair, considering its age, the rent paid and its prospective life, and a tenant needs written permission to carry out repairs. For urgent repairs, NSW Fair Trading says the tenant must notify the landlord or agent straight away. Under Awaab's Law in England, the deadlines run from Day Zero, when the landlord becomes aware of the hazard.

Either way, the date of the report is the date the landlord's duty starts to count.

What FieldEx does about it

A time stamp on every report: QR and portal reports are created with their date and time, and each job keeps its full activity history.
No lost messages: reports go straight into the backlog instead of a personal inbox or phone.
Progress the reporter can follow: customers using the portal see the status of their job and can request a new appointment date.
Repairs with evidence: each completed job keeps the work done, photos and check-in and check-out times.

How should a JMB or MC log residents' complaints so nothing is missed?

Every complaint needs four things on record: when it came in, what it was about, who dealt with it and when it was closed. That record is what the management body relies on when a resident disputes a response, when a council order arrives or when the committee reports at the AGM. A shared phone or messaging group loses that trail as soon as the conversation moves on.

What FieldEx does about it

One way in: residents use the development's QR code or public link, so every complaint enters the same backlog with a time stamp.
Owned and assigned: each complaint is assigned to a technician or contractor, who is notified at once.
Closed with proof: the job sheet shows the fix, photos and time on site, and the job's history shows every status change.
Patterns visible: reports show complaints by block, category and asset, and repeat faults on the same asset are flagged.

Customer story

Royal Facilities Management maintains commercial and residential properties in Oman on FieldEx. Its story describes site QR codes that let occupants report requests without an app or a login, a client portal for reporting issues and following technicians' progress, and maintenance reminders and work orders created from time and equipment schedules.

Read the Royal Facilities Management story

Magnum, a Malaysian leisure and entertainment brand founded in 1968, runs its operational and facility management on FieldEx. Its story describes jobs and reports generated automatically, reports sent on a set schedule, and SLA tracking that alerts the team as deadlines approach, with a 25% increase in operational efficiency and field manpower reduced from 55 to 41 people.

Read the Magnum story

Questions managing agents and strata committees ask about FieldEx

What is the best property maintenance software for a managing agent?

It needs to take residents' reports without friction, time urgent repairs, plan common-property maintenance and safety checks, send contractors and give the committee a clear record. FieldEx does all of this in one system, on each building's own record. Compare approaches in our guide to CMMS software.

Can residents report a fault without downloading an app or creating an account?

Yes. Each building has its own QR code and public link that open a fault form without logging in, with photos or video, and the report becomes a job straight away.

Can we manage many buildings and schemes from one account?

Yes. Each building is a site under its client, maintenance plans can cover many sites at once, and access can be limited so each property manager sees only their own portfolio.

Can the strata committee or building owner see what has been done?

Yes. The branded portal shows the scheme's jobs and their status, equipment with last-serviced dates, upcoming asset maintenance and downloadable job reports.

Can we track response times for urgent repairs?

Yes. Service-level agreements time each job against business hours in stages, such as make safe and complete, and alert the right people before a deadline is missed.

Can we keep fire door, lift and fire system checks on one calendar?

Yes. Each check runs as a recurring inspection or certification on its asset, and the dashboard calendar shows overdue, open and completed safety work across every building.

Can contractors use FieldEx to record their visits?

Yes. Contractors given a FieldEx login receive jobs on the mobile app, check in and out, complete the checklist, add photos and capture a signature. Your admin assigns licences to external contractors and limits their access to the jobs that involve them.

Will we see when the same fault keeps coming back?

Yes. When a new job repeats a recent job on the same asset, FieldEx sends an in-app or email notice, and reports show recurring faults by building and asset.

Can caretakers work in basements and car parks without a signal?

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

How quickly can our buildings be set up on 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. Buildings and assets can be uploaded. FieldEx helps with setup, and training is included. See FieldEx implementation.

Put every resident report, repair and safety check for your buildings in one place

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