Property maintenance software for Malaysian condominiums and strata schemes

Let residents lodge complaints from a QR code at the guardhouse, keep every lift, pump and fire system on planned maintenance, and show the committee exactly what the maintenance charges paid for.

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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 for joint management bodies (JMBs), management corporations (MCs) and the managing agents who work for them. Residents lodge complaints by scanning the development's QR code, every complaint becomes a time-stamped job, common property runs on planned preventive maintenance (PPM), and lift, electrical and Bomba deadlines stay visible to the committee.

What FieldEx does for JMBs, MCs and managing agents

Under the Strata Management Act 2013, the management body is answerable for the condition of the common property, and residents expect their complaints to be dealt with. FieldEx gives the building manager one place for both: every complaint, every PPM visit, every competent-person inspection and every contractor's job sheet sits against the development and the asset it concerns. Book a demo using one of your developments.

The development and its common property

One site per development, block or tower, with its address, map pin, management office contacts, service zone and attached layout plans.
One asset per lift, booster pump, water tank, genset, switchboard, guardhouse barrier, fire pump and hose reel on the common property, with photos, warranty and documents, in asset management.
Parent and component levels, such as a pump room with its duty and standby pumps.
Several developments under one managing agent, with each building manager seeing only their own.

Residents' complaints from a QR code

A QR code for each development, printed for the lift lobby, notice board or guardhouse, that opens a complaint form without any login.
The resident adds the location, a description, a contact number and photos or video, and the complaint lands in the backlog as a job.
A shared default template for QR complaints, and a public link that can be sent in the residents' group, through service requests and the customer portal.
A public link to the same form, ready to share in a building notice or newsletter, in service requests and the customer portal.

Common-property PPM

Site PPM plans for the whole development, such as monthly water tank checks and drain cleaning, and asset PPM for lifts, pumps and gensets.
Daily to multi-year schedules, fixed to the calendar or counted from the last visit, with missed PPM rescheduled after a set overdue period, in preventive maintenance.
One plan copied across every block, with the last and next PPM date for each.

Lift CF, chargeman and Bomba deadlines

Recurring certifications and inspections per asset type with custom frequencies, such as the 15-month lift certificate of fitness and the yearly fire certificate.
Due, overdue and done status, with reminders by email, in the app or both, and the certificate kept with the record.
A dashboard of what is overdue and what falls due in the next 7 days, for every development.

Technicians and contractors on the ground

Jobs sent to in-house technicians or contractor teams by skill, availability, shift and service zone, with a drag-and-drop scheduler.
The FieldEx mobile app in English, Bahasa Malaysia and Chinese, with the job, the asset history, the checklist, watermarked photos and a signature.
Jobs and tasks can be downloaded and worked offline, with check-in, check-out and travel synced later.

Reports for the committee and the AGM

A branded portal for the JMB or MC committee with jobs and their status, equipment and last-serviced dates, upcoming asset maintenance and job sheets to download.
A job sheet PDF for every finished job, showing the complaint, the fix, parts, photos and time on site.
Reports on complaints by block, response times, repeat faults and maintenance cost per asset, ready for committee meetings and the annual general meeting (AGM), in reporting and analytics.

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.

Is the JMB or the MC responsible for maintaining the common property?

Both, at different stages of the development's life. Section 21(1)(a) of the Strata Management Act 2013 (Act 757) requires the JMB to properly maintain and manage the building and the common property and keep it in a state of good and serviceable repair. Majlis Bandaraya Iskandar Puteri's Building Commissioner Unit explains that sections 21(1)(a) and 59(1)(a) together make the maintenance and management of buildings and common property the responsibility and authority of the JMB, and then of the MC once it is formed.

The duty passes from one body to the next, and so does the maintenance history, which is easier when it was never on paper.

What FieldEx does about it

History that survives the handover: every job, PPM visit, certificate and photo stays on the development's site and assets, so the MC inherits the JMB's full record.
The common property as a register: each lift, pump, tank and fire system is an asset, with status, location and maintenance timing.
Access that changes with the committee: portal and user access can be given to new committee members and removed from outgoing ones.
Clear status for the committee: the portal shows open, in-progress and completed jobs for the scheme.

What must the JMB do when the local council orders repairs to common property?

Section 21(1)(e) of the Strata Management Act 2013 requires the JMB to comply with any notice or order from the local authority or a competent public authority that requires the abatement of a nuisance on the common property, or orders repairs or other work to be done. The JMB may recover from a parcel owner any sum it spends complying with such a notice in respect of that owner's parcel.

A council order comes with a deadline, and the cost may have to be traced to a single unit.

What FieldEx does about it

The order as a job with a deadline: the notice is attached to a job with its due date and a service-level agreement (SLA) stage that warns before the date is missed.
Work broken into steps: tasks on the job cover the site inspection, contractor works and the reply to the council, each with its own owner and dates.
Costs traced to the parcel: parts and contractor charges booked to the job show what was spent, so a parcel-related cost can be recovered with evidence.
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.

How much must parcel owners pay into the sinking fund under the Strata Management Act?

Under the Strata Management Act 2013, the sinking fund contribution is a sum equal to 10% of the maintenance charges, and a JMB general meeting cannot set it below 10%. The Act also caps any late-payment interest the JMB sets at ten per cent a year.

The sinking fund pays for the big replacements, so the committee needs to know which replacements are coming.

What FieldEx does about it

Age and condition per asset: each lift, pump and roof item records its acquisition date, warranty and status.
Cost of keeping it running: reports on maintenance cost, reliability and age per asset show where repairs are costing more than they should.
Long-cycle work on the calendar: repainting, tank relining or lift modernisation reviews can run on multi-year PPM plans, so they appear in the committee's forward view.
Photos from the resident: the photo or video sent with the report reaches the person assigned before they set off.

Who fixes a leak between two floors, and how soon must the inspection happen?

The Strata Management (Maintenance and Management) Regulations 2015 set out the process for inter-floor leakage. Under regulation 57, once notice is received, the JMB, MC or developer must inspect the affected parcel, any other parcel and the common property as soon as practically possible, and within 7 days. Under regulation 61, if the leak is attributed to a parcel, that parcel's owner must take all necessary steps to rectify it within 7 days of receiving Form 28.

Two seven-day limits, with the inspection result deciding who pays.

What FieldEx does about it

The resident's notice as a job: a complaint through the QR form opens a time-stamped job with photos of the stain or drip.
Inspection and rectification timed: an SLA with an inspection stage and a rectification stage warns the building manager before each seven-day limit runs out.
Findings and Form 28 attached: the inspection checklist is completed on the job, and photos and the issued form are attached to it.
Both units on one job: notes and photos from the upper and lower units are added to the same job.

Can the management body enter a resident's unit to check a leak or repair pipes?

Yes, with notice. The by-laws in the Third Schedule of the 2015 Regulations require a parcel owner to let the MC enter the parcel on reasonable notice, or without notice in an emergency, to investigate leakages or other building defects, and to maintain, repair, renew or upgrade the common property, including pipes and wires.

Getting in is usually the hardest part of the job, and missed appointments are where complaints start.

What FieldEx does about it

Appointment dates on the job: the visit is scheduled with a date and time, and the technician is notified when it is assigned or moved.
Owners can ask for a new date: where an owner has portal access, they can request a different appointment and the schedule updates.
Every attempt recorded: a visit where nobody was home is logged with its status, the time and a photo of the door notice.
Pools on a three-year cycle: the pool or spa inspection is a certification with its own frequency and certifying body.

What is the penalty if a JMB fails in its maintenance duties?

The Strata Management Act 2013 makes a breach of the JMB's duties an offence by every member of the joint management committee, liable on conviction to a fine of up to RM250,000, imprisonment of up to 3 years, or both.

Committee members are volunteers, so the record of what the management body did has to protect them.

What FieldEx does about it

Proof that PPM was done: every planned visit has a date, technician, checklist answers and photos, and reports compare PPM completed with PPM scheduled.
Complaints closed, with evidence: each complaint keeps its creation time, the response, the fix and the job sheet.
Records the committee can open: the portal shows equipment, PPM and job sheets without asking the managing agent each time.
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 can the maintenance account be spent on?

The Strata Management Act 2013 limits money in the maintenance account to set purposes: maintaining the common property in good condition day to day, paying for cleaning, security services and amenities, paying insurance premiums, and complying with local authority notices or orders on the periodical inspection of buildings in the development under the Street, Drainage and Building Act 1974.

Owners ask at every AGM what their charges paid for; the answer should come from the job records.

What FieldEx does about it

Spending by category: jobs carry their type, such as routine maintenance, cleaning inspection or security system repair, so costs can be reported by purpose.
Periodical inspections tracked: the council-ordered building inspection runs as a recurring certification on the development, with the report attached.
A clear annual summary: reports group jobs, parts and costs by block, asset and period, exported as Excel or PDF for the AGM.

What deposit must a developer leave for common property defects?

Regulation 47 of the Strata Management (Maintenance and Management) Regulations 2015 sets the developer's deposit for defects in the common property at not less than 0.5% of the estimated construction cost or RM50,000, whichever is higher. Under regulation 49, a bank guarantee given instead must be valid for the whole defect liability period of the common property, irrevocable, unconditional and payable on demand.

The deposit is only useful if the management body can list the defects, with dates, before the liability period ends.

What FieldEx does about it

Defects logged from day one: each defect found during the defect liability period is a job against the asset, with photos and a defect job type.
The warranty end date on the asset: warranty details on lifts, pumps and other items show what is still under the developer's cover.
A defects list on demand: reports list open and closed defects by block and asset, with dates, ready to send to the developer.

How often must a competent person inspect a condominium's electrical installation?

Regulation 67 of the Electricity Regulations 1994, published by Suruhanjaya Tenaga (ST), says an installation of up to 600 volts that takes its supply through switchgear rated at 100 amperes or more needs at least one inspection visit a month by a competent person. Under regulation 68(3), the owner, management or licensee must keep a book of all the records and reports, open to the Energy Commission at all times.

Many condominium main switchrooms fall into this group, so the chargeman's visit is a monthly fixture.

What FieldEx does about it

A monthly PPM for the switchroom: the competent-person visit runs as a monthly plan on the main switchboard, with its checklist.
The right person sent: the visit needs the chargeman skill, so it goes only to a qualified technician or contractor.
The record book, digitally: each visit's checklist, readings and report stay on the switchboard's record, ready for an ST officer.
Records retained: the gas safety record is attached to the completed certification and stays on the appliance's history.

Do condominium lifts need a DOSH certificate of fitness and a maintenance contract?

Yes. The Occupational Safety and Health (Plant Requiring Certificate of Fitness) Regulations 2024 cover lifting machinery, which includes lifts, and regulation 5(6) makes the certificate of fitness (CF) valid for 15 months from the date of inspection. Regulation 8(3) requires the owner to hold an agreement with a competent person for the servicing, adjustment and comprehensive examination of lifts and escalators, lasting not less than one year. The Department of Occupational Safety and Health (DOSH) enforces both.

For residents, a lift out of service is the complaint that reaches the committee fastest.

What FieldEx does about it

The CF on each lift: each lift carries its CF as a 15-month recurring certification, with reminders before expiry.
The lift contract on file: the maintenance agreement is a contract with start and end dates, linked to the lifts it covers.
Breakdowns tracked against the contractor: lift breakdown complaints become jobs with response times, and repeat faults on the same lift are flagged.
Emergency jobs exempt: emergency repair job types skip the approval step and go straight to assignment.

Does a strata building need a Bomba fire certificate, and when is it renewed?

Jabatan Bomba dan Penyelamat Malaysia (JBPM) says all designated premises must hold a fire certificate, valid for 12 months. The renewal application on Form III must be made not less than 30 days before the certificate expires.

Whether a residential development counts as designated premises depends on its use and size, so the management body should confirm its status with Bomba.

What FieldEx does about it

A yearly certification on the building: the fire certificate sits on the development's main fire panel, with reminders timed before the 30-day cut-off.
The systems behind it on PPM: hose reels, hydrants, alarm panels and extinguishers each run on their own inspection schedule.
Certificate kept with the record: each renewed certificate is attached to its completed record.
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 Malaysian building managers and JMB committees ask about FieldEx

Which property maintenance software works for a Malaysian JMB or MC?

One that takes residents' complaints without an app, tracks inter-floor leak and council deadlines, runs PPM on the common property, keeps lift CF, chargeman and Bomba records, and shows the committee what was done. FieldEx does this in one system, with a mobile app in English, Bahasa Malaysia and Chinese. See our guide to CMMS software.

Do residents need to download anything to lodge a complaint?

No. They scan the development's QR code or open its public link, fill in the form with photos or video, and the complaint arrives as a job.

Can a managing agent run several condominiums in one account?

Yes. Each development is a site under its client, PPM plans can cover many sites, and each building manager can be limited to their own developments.

Can the committee check work without calling the building manager?

Yes. The branded portal shows the development's jobs, equipment with last-serviced dates, upcoming asset maintenance and job sheets to download.

Can FieldEx time the seven-day inter-floor leak deadlines?

Yes. An SLA with separate inspection and rectification stages alerts the building manager before each limit is missed.

Can we see how many complaints each block raises?

Yes. Reports group complaints by block, category and asset, and show response times and repeat faults.

Can our technicians use the app in Bahasa Malaysia or Chinese?

Yes. The FieldEx mobile app runs in English, Bahasa Malaysia and Chinese. Jobs and tasks can be downloaded and worked offline, with check-in, check-out and travel synced later.

Can we keep developer defects separate from normal repairs?

Yes. Defects logged during the defect liability period can have their own job type, so they are reported apart from day-to-day maintenance.

Can contractors record their visits in FieldEx?

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

How soon can our developments start using 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. There is no setup fee: setup, data upload and training come with the subscription, and FieldEx onboards customers in person in Malaysia as well as online. See FieldEx implementation in Malaysia.

Give your committee a clear record of every complaint, PPM and certificate

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