PPM & reactive forms
Bespoke checks for maintenance tasks, breakdowns and repairs, including timestamps, engineer details, photos, defect reporting and action tracking.
INSPECTIONS · EVIDENCE · REMEDIALSDIGITAL FM / COMPLIANCE SYSTEMSFrom paper trails.
From paper trails.
To live building intelligence.
Hundreds of handwritten tick sheets don't tell the whole story. We help replace outdated FM paperwork with bespoke, cloud-based forms and structured workflows — so work is recorded clearly, actions are visible and building performance is easier to manage.
PPM & REACTIVECOMPLIANCELIVE REPORTING
WORKFLOW CONCEPTMARCO FM / ILLUSTRATIVE
MAINTENANCE / EXAMPLE FORMEvery check.
Every check.
A useful record.
Example interface — designed to illustrate a possible workflow.
✓Maintenance task recordedEvidence captured
✓Photograph linked to assetTraceable entry
!Remedial action raisedAssigned for review
STRUCTURED DATAVISIBLE ACTIONSAUDITABLE HISTORY
THE PROBLEM WE SOLVEA full binder.
A full binder.
An incomplete picture.
The work may have been completed. But how quickly can you find the evidence, spot a failure, or see who owns the next action?
Paper logbooks and disconnected spreadsheets often mean delayed reporting, illegible entries, missing asset details and remedial work disappearing between teams.
Where is the last emergency lighting test record?
Which fire door defect remains unresolved?
Can the managing agent see today's checks without visiting site?
Are PPM completion figures supported by clear evidence?
We review what people are actually doing on site — then build digital records that help them do it properly, while giving management the information they need.
WHAT WE CAN CREATEOne building.
One building.
A clearer way to run it.
From a single electronic inspection sheet to linked, cloud-based processes across multiple sites. Every scope starts with your assets, risks, people and reporting needs.
Compliance checklists
Digital emergency light testing, fire door checks, life-safety maintenance logs, plant-room records and clear exception reporting.
TRACEABILITY · REVIEWS · ACTIONSSite rounds & handovers
Daily walk-round sheets, shift logs, housekeeping checks, plant readings, site issues and structured team handovers.
ROUTINES · CONDITIONS · FOLLOW-UPSContractor control
Live sign-in and sign-out records, key and fob registers, access logs, RAMS registers, acknowledgements and site permit workflows where appropriate.
PEOPLE · DOCUMENTS · ACCESSLive works progress
Digital project updates, inspection and test plans, photo evidence, snagging lists, site audits, action owners and completion records.
UPDATES · SNAGS · HANDOVERRegisters & lifecycle
Clear M&E asset registers linked to condition, risk, maintenance history and lifecycle replacement planning.
ASSETS · RISK · INVESTMENTService desk & reporting
Structured helpdesk work orders, repeat-job visibility, PPM/reactive status, open defects, technical triage and progress dashboards for engineers, FM management and stakeholders.
WORKFLOWS · TRIAGE · PERFORMANCEApps & intelligent allocation
Bespoke cloud forms and CAFM-connected workflows where feasible, including scheduling, approval stages and rules-based engineer or contractor recommendations subject to competence, availability and human oversight.
SCHEDULING · ROUTING · CONTROLHOW IT COULD WORKOne record.
One record.
A clear next action.
Explore example workflows. These are illustrative concepts to explain the service, not live customer data or a ready-made software product.
EXAMPLE WORKFLOW 01
Emergency lighting or PPM checks
The engineer completes a site-specific checklist, records the result, adds evidence and flags a defect. A responsible person can review the work and manage the remedial.
- Asset and location
- Pass / fail / not accessible
- Photographs and timestamp
- Remedial assigned and tracked
EXAMPLE WORKFLOW 02
Contractor arrivals & access
A clear record of who is on site, where they are working, what documentation they have acknowledged and what keys or fobs have been issued.
- Digital sign-in and sign-out
- Work location and site contact
- RAMS register and acknowledgement
- Key / fob issue and return
EXAMPLE WORKFLOW 03
Works, defects & project updates
Replace fragmented emails and photo folders with structured works updates, evidence, progress, outstanding actions and handover history.
- Project or job reference
- Progress and photo evidence
- Snags, blockers and action owners
- Completion and approvals
EXAMPLE WORKFLOW 04
Asset registers & lifecycle
Keep verified asset information useful by connecting it to condition, inspections, remedials and planned replacement decisions.
- Asset identity and location
- Condition and risk
- Maintenance and defect history
- Lifecycle and CAPEX planning
ILLUSTRATIVE WORKFLOWS — actual features, connections, security and reporting are agreed during project scoping.
HOW WE DELIVERNot just digitised.
Not just digitised.
Technically considered.
Digitisation should improve the job, not add another layer of administration.
We bring technical FM experience to the design. The objective is to capture what matters, remove duplication, support engineers and make risk and responsibility clearer for management.
01
Review what exists
Inspect current binders, records, PPM processes, assets and the team's actual working practices.
02
Design around your site
Agree checklists, evidence, conditional actions, role permissions, reporting and approvals.
03
Configure & introduce
Build the selected digital solution, test it with site users and help embed the new processes.
04
Review & continuously improve
Refine the records as requirements change and use the findings to support technical and operational decisions.
AI ASSISTED / HUMAN REVIEWEDBetter information.
Better information.
Better decisions.
AI has a useful part to play. Competent people remain responsible for compliance and technical judgement.
Where appropriate and agreed, AI-assisted tools can help organise older records, spot incomplete entries, suggest improvements to forms and identify trends for further technical review. Recommendations are checked by people with the relevant expertise before being relied upon.
Cloud platform, hosting, user permissions, UK GDPR, record retention, audit trails and integrations are scoped for each project. Electronic consultancy records are not a substitute for legally required inspections, statutory certification or specialist sign-off.
LET'S MODERNISE YOUR RECORDSLess paperwork.
Less paperwork.
More control.
From one digital checklist to a connected FM workflow. Let's discuss what would make your building easier to manage.