Facilities management

Every asset, every service,
every certificate.

A UK facilities management contractor needs every asset, its PPM schedule, every reactive job and the certificates behind them on one record the client can read. Unibuild is bespoke construction management software built for that: the maintained asset register, reactive call-outs, the client portal and the reminders engine.

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Facilities management assets, services and certificates held in Unibuild

Your week

You are running maintenance
against asset lists that no longer
match what is on site.

You find out something was due when it is already overdue. A reactive call sits in an inbox while the response clock runs. And at renewal, proving a year of service history takes a week of assembling paperwork.

Mobilisation plus six months

Two units have been replaced and one decommissioned. Nobody updated the spreadsheet.

List is fiction

Any month

The PPM programme lives in one person's colour coded file. They are on annual leave.

Nothing is due

In the plant room

Four identical air handling units. Nobody can say which one was worked on in March.

Unprovable

The F-Gas logbook

A plastic wallet in the plant room, and the last three entries are missing.

Regulatory gap

Client rings

Which of my three hundred assets have been serviced this quarter?

≈ 2 days

Renewal meeting

They want a year of evidence before they sign. You arrive with an apology and a promise.

The contract

The pattern FM contracts are won and lost on whether the evidence exists Not on whether the work was done

Maintained assetsPPM schedulesService historySFG20 documentsF-Gas logbookLeak checksREFCOM recordFire assetsFire doorsQR labellingReactive call-outsClient portalEngineer qualificationsAsset report PDFReminders Maintained assetsPPM schedulesService historySFG20 documentsF-Gas logbookLeak checksREFCOM recordFire assetsFire doorsQR labellingReactive call-outsClient portalEngineer qualificationsAsset report PDFReminders

What matters most to you

Five things, in the order an FM contract feels them.

Two of these close the deal on their own: the client portal, and the asset report with the photographs grouped under the visit they belong to.

The maintained
asset register

Every item of plant on the contract with its location, manufacturer, model, serial numbers, install date and photographs. Editable from an engineer's phone while he is standing in front of it.

A twelve month PPM pattern held on the asset itself
Every QR labelled, so the right record opens in seconds
Service history with photographs against each visit
Correct a replaced unit on site and the code regenerates

376 assets, 6 contractsLive

The client
portal

Your customer logs in and reads their own asset register, service history, certificates and method statements. This is the strongest single argument for your market and it wins renewals.

Scoped to their company and the projects you assign
Read only, with exactly two things they can write
They see the qualifications of the engineer who attended
Downloadable as a branded report, at any hour

17 modules, web and appLive

Reactive
call-outs

Raised by your client from their own login, or by your office, as a numbered record that carries the fault, the photographs and the client's own reference.

A nominated operations distribution list is emailed
The engineer arrives briefed rather than guessing
Signing on the phone closes the job in the same action
Labour, plant and parts recorded before the van leaves

197 call-outs recordedLive

Fire assets and
fire doors

Every door individually registered, individually referenced and individually labelled, with a signed and photographed record of the work carried out on it.

Door type recorded as nominal, notional or certified
The client opens the evidence themselves
The site address comes from the project, so it cannot drift
Deleting an asset is deliberately hard to do by accident

208 assets, 244 recordsLive

The reminders
engine

One page collapses twelve registers into a single view of everything expiring in the next thirty days and everything already lapsed.

Amber at thirty days, red with a day count once passed
Maintenance due this month and next, across every contract
Any line emailed on in a few seconds, and the send recorded
Subcontractor cover expiry acts rather than warns

Twelve registers, one pageLive

The renewal meeting

Walk in with the year,
not with an apology.

This is where an FM contract is actually decided, and it is the moment the platform is built around.

Walk into a facilities management renewal meeting with the year's records in Unibuild

01
The register
Every assetEvery locationEvery serial
02
The programme
Twelve monthsPer assetA3 landscape
03
The visits
DatedEngineer namedPhotographs attached
04
The compliance
SFG20 documentsF-Gas logbookLeak checks
05
The people
Who attendedWhat they holdWhen it expires
06
The proof
One branded PDFOr their own loginDownloaded, not assembled

The difference Evidence captured at the point of work rather than reconstructed One is a download, the other is a fortnight

The regimes you live under

The records each regime
asks you to produce.

Unibuild records and evidences.
The duties stay with the duty holder.

01Retained UK F-Gas Regulation: Refrigerant type, charge weight, GWP and the calculated carbon dioxide equivalent held per asset, with the reference charge for the five tonne threshold shown for the selected refrigerant. A dated logbook of work, engineer, certificate number, gas added and bottle serial. Dated leak check records with the engineer, the ACRIB card number, direct or indirect test, result and next test date. It prints as a REFCOM presented record log book. You set the leak check frequency band, and the register carries the due dates forward.
02SFG20: Unibuild holds your own SFG20 schedule documents against each individual asset, with notes, visible to the engineer on site and to your client in their portal, and reproduced in the asset report. A live feed from BESA's service, with task lists and task level completion against SFG20 references, is built on request on top of the same register.
03PUWER 1998, regulations 5 and 6: The register is the maintenance log: an asset record per item, a planned programme against it, and a dated service history of every visit with the engineer named, the work described and photographic evidence attached. Visual inspection is a schedulable service type in its own right.
04Regulatory Reform (Fire Safety) Order 2005 and Fire Safety Act 2021: An itemised register of the fire doors and fire equipment in the building, each individually identified, with each remedial intervention producing a signed, dated document naming the person who carried it out and photographs of the finished condition. Flat entrance doors are registered exactly as communal doors are.
05Fire Safety (England) Regulations 2022, regulation 10: The module holds fire door and fire asset records with photographs, locations and dates. The regulation 10 check regime runs on the same register, with each door’s next check due date and the communal and flat entrance doors on their own frequencies.
06ACOP L8 and HSG274: Cold water storage tanks, calorifiers and booster sets sit in the register with their schedules and service history. The specialist water hygiene registers hold the monitoring dates per client, per project and per named location, warned thirty days ahead. The risk assessment and the written scheme of control are signed off by your competent person.
07Pressure Systems Safety Regulations 2000: Relevant wherever the plant these registers hold includes a pressure system, such as a steam calorifier or an air receiver. Unibuild holds the asset, its schedule, its service history and its examination reports, with the written scheme of examination and the examination due dates on the same register.

Questions from your sector

Asked by FM and planned
maintenance providers.

What software do UK facilities management contractors use to manage jobs and compliance?

Software that ties planned maintenance, reactive call-outs and compliance records to the asset and the contract, and lets the client read them. Unibuild is bespoke construction management software for UK facilities management contractors: the maintained asset register and PPM schedule, reactive call-outs, the F-Gas logbook, fire door records and a client portal. It is a platform in daily production since 2016, shaped to the way each firm already works. When a firm needs something new, Unibuild builds it. Changes asked for after go-live are included in the monthly fee rather than charged at a day rate. See how bespoke construction software is delivered.

Is this a live integration with SFG20?

SFG20 is supported. Your SFG20 schedules sit against each individual asset, with notes, so the schedule governing a unit is one click from the unit, visible to the engineer on site and to your client in their portal. A live feed from a BESA subscription, pulling task lists and revisions automatically, is built on request on top of that register rather than from nothing.

Does it track our response times against our SLAs?

Yes. Unibuild records when a call-out was raised, when it was assigned and when it was signed for on site, and measures that against the response and rectification targets held on the contract, so the elapsed time and any breach are reported rather than reconstructed at the review meeting. Where your contracts carry unusual targets or an unusual clock, those are configured during implementation against the same recorded times.

Can our clients really see all of this, and can we control what they see?

Yes and yes. Clients see only assets on contracts belonging to their own organisation, and only the projects their individual user account has been assigned. Every page checks both conditions before returning anything, and the same checks are repeated on every document download and on every mobile call. Everything is read only: they cannot edit an asset, add a service record or upload a document. There are exactly two things a client can write anywhere in the platform, and they are a call-out request and a feedback submission.

We have three hundred assets in a spreadsheet. What happens to them?

They get migrated, and it is one of the more straightforward migrations because it is structured data: item, location, identifiers, install date and the maintenance frequency per month all map directly onto fields that already exist. Photographs and historic service sheets are usually attached rather than parsed. Migration is part of the implementation rather than an extra project you run yourself.

If a unit keeps breaking down, can we see its fault history next to its service history?

Yes. The call-out module holds the description, the labour, the materials, the plant and the client signature, and it is linked to the asset record when your system is set up. Where reactive and planned work on the same assets is central to how you operate, it is built that way from the start.

We already run a CAFM system. Why would we move?

You do not have to move everything. If your CAFM handles asset management and PPM well, Unibuild runs the commercial and back office side: quoting, labour planning, timesheets, purchase orders, subcontractor accounts and compliance registers. The CAFM stays where it is. Where the argument changes is when your engineers are being asked to work in two apps, or when the asset history sits in one system and the certificates, the engineer's qualifications and the client's project documents sit in another. One login and one client portal is worth a great deal to a facilities manager, and it is worth more to your own engineers. The app they install is yours, published on the App Store and Google Play under your company's own name and icon. The firms you subcontract specialist works to sit on a separate surface again: the subcontractor portal carries the orders you have approved and the invoices raised against them, and none of it reaches your client's login.

Who owns the data, and can we get it out?

You own it. The register exports to spreadsheet in full, filtered or unfiltered, from a button on the page. Every asset report and F-Gas record is a PDF you can download. The underlying database is documented, and data export in open formats is part of how we work rather than something you have to negotiate for.

No card, no lock-in

If your next renewal meeting still needs a fortnight of preparation, do not pay us.

0114-day free trial: Your real assets, your real contracts, your real client.
02Free migration: Asset registers, PPM frequencies, service history, documents.
03Give a client a login: Show one customer their own portal.
04Cancel by email: One sentence to success@unibuild.co.uk. Done.
05UK data, UK support: UK office, working hours, a real phone number.
06Unlimited users: Engineers, helpdesk, contract managers, clients. Same price.