The complexity behind facility management
Managing multiple properties means balancing preventive maintenance, reactive work orders, required inspections and strict service level agreements. Every building has its own schedules, assets and compliance requirements, and every client wants proof the work was done.
Facility maintenance software like Klipboard brings it all into one place. Without it, these problems come up on every contract:
Required inspections on different cycles in every building
Fire alarm testing, emergency lighting checks, backflow testing and boiler inspections all run on different cycles in every building. Miss one and it’s a compliance failure, not just a late job.
SLA compliance difficult to prove
Response and fix times sit in emails and timesheets. When a client questions performance at a contract review, the evidence takes days to pull together.
Subcontractor work you can’t check
Subcontracted jobs come back as an emailed invoice and a line of notes. Without the same forms and photo evidence your own technicians provide, you can’t tell what was actually done.
PM schedules slipping without anyone noticing
Preventive maintenance tracked on spreadsheets has no automated triggers, so missed visits only come to light when a client complains. PM software creates them for you.
No history for the equipment you maintain
When a boiler or rooftop unit fails, technicians show up without knowing what’s been done to it before, which parts it takes or when it was last serviced. An asset register keeps that history against each item.
Work orders lost between emails and spreadsheets
Work orders arrive by phone, email and client portal, then get rekeyed into a spreadsheet. Emergency jobs land in an already full schedule, with no easy way to reassign them without losing track of what was booked.
One platform for facility job management
Work order management software that runs preventive maintenance, reactive work and required inspections side by side. Office teams and technicians see the same jobs, assets and records as they update.
Job scheduling across your property portfolio
Facility management job management software makes it easy to coordinate preventive maintenance, reactive callouts and day to day work orders across multiple buildings.
Office teams can see who's available, assign the right technician and track every job from first visit through to completion, all from one platform.
Stay in control with:
- Live scheduling by technician, skill, location or availability
- Instant dispatch for reactive maintenance and emergency callouts
- Mobile job notifications with all the information engineers need before arriving on site
- Real time job tracking from assignment through to completion
Preventive maintenance software for facility management
Preventive maintenance is the foundation of most facility contracts. Whether your contracts follow a client’s specification or manufacturer recommendations, Klipboard creates work orders when visits are due, so nothing relies on spreadsheets or memory.
What you can manage:
- Recurring maintenance schedules by building, asset, service type and frequency
- Required inspections like fire alarm testing and backflow testing on their own cycles
- Property manager notifications when maintenance is booked and completed
- PM completion reports ready for audits and contract reviews
Digital job sheets and service records
Capture complete service records before technicians leave site. Digital job sheets replace paper forms with accurate records, giving facility teams instant access to every maintenance record.
Capture everything on site:
- Digital service records completed in real time through the mobile app
- Photos, defects and before and after images attached directly to every work order
- Customer and property manager signatures collected before leaving site
- Secure cloud storage for every job sheet, searchable by property, technician or date
SLA reporting and compliance audit trails
Prove SLA compliance in seconds, not hours. Every response time, fix time and completed work order is recorded in one searchable audit trail.
Report with confidence:
- Response and fix times for every reactive work order
- PM and inspection completion records against each contract
- Time on site recorded against every work order, for staff and subcontractors
- Portfolio-wide reporting by building, client or contract
What facility management companies get
Every work order in one view
Open work orders, preventive maintenance due, inspections and reactive jobs in one place, filtered by building, client or contract.
Prove SLA compliance
Response times, fix times, PM completion and service records, ready for client reviews and compliance audits.
Automated PM scheduling
Set up maintenance programmes once per building and let the job management software for facility management create jobs, notify teams, and track completion automatically.
Digital service records
Photos, completion notes, and client signatures captured on site in real time. Records in the office before the team has left the building.
Offline job management app for mechanical rooms
The mobile app works offline and syncs automatically, so service records are completed accurately even with no signal.
Subcontractor work orders on the same system
Subcontractors complete the same forms, photos and sign-offs as your own technicians, so every record looks the same, whoever did the work.
Real companies, real results
Why facility companies choose Klipboard Job Management
Support that understands multi-site facility operations
Industry-leading reliability
Handles facility management complexity
Lifetime training and support
Transparent pricing, no hidden fees
Seamless integration
Over 100 facility management companies use Klipboard to coordinate their building portfolios, prove SLA compliance, and reduce the admin burden on their operations teams.
Frequently asked questions from facility businesses
Facility management job management software (sometimes called FM job management or facility maintenance software) helps facility management businesses schedule preventive maintenance (PM), manage reactive callouts, assign technicians and complete digital job sheets from one platform.
It gives office teams and field technicians real time visibility over every maintenance job while reducing paperwork and improving compliance.
Klipboard automates recurring maintenance schedules, so you only need to set them up once. Work orders are generated automatically when visits are due, technicians are notified through the mobile app and every completed visit is recorded for future reporting and compliance.
Yes. Jobs are assigned to subcontractors through the same platform as your own team. Attendance is recorded digitally, completion records are captured on the Klipboard job management mobile app, and everything feeds into the same reporting and audit trail. You get consistent, verifiable records regardless of who carried out the work.
Yes. Completion records, compliance reports, and service histories can be generated and shared directly from the Klipboard Job Management system. This reduces inbound queries from building managers and gives clients the visibility they expect as part of the contract.
Most facility management businesses are operational within a week. Klipboard Job Management's templates cover common facility management job types out of the box, and the platform's setup is straightforward for coordinators and field teams alike. Free onboarding support is included.
Klipboard Job Management handles the work itself: jobs, schedules, assets and records. For live vehicle tracking, dash cams and contractor attendance, we also offer fleet management for facilities management, which you can use alongside it.
Take control with facility management job management software
Join over 100 facility management companies using Klipboard to coordinate multi-site teams, automate PM programmes, and give clients the documented proof of service they expect.