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Facilities management

Every asset, every service,
every certificate.

Your maintenance contract is only as good as the records behind it. Unibuild holds every asset you maintain, the schedule it is due on, every visit your engineers have made with their photographs attached, and the compliance paperwork that proves it. Then it gives your client a login and lets them read the lot themselves.

Book a 45-minute demo → See the client portal
376 maintained assets 298 SFG20 schedules held 244 fire door records client sees it without ringing
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
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

01

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

02

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

03

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.

  • Your operations list emailed within seconds
  • 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

04

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

05

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
Read the honest note belowLive
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.

  1. 01

    The register

    Every assetEvery locationEvery serial
  2. 02

    The programme

    Twelve monthsPer assetA3 landscape
  3. 03

    The visits

    DatedEngineer namedPhotographs attached
  4. 04

    The compliance

    SFG20 documentsF-Gas logbookLeak checks
  5. 05

    The people

    Who attendedWhat they holdWhen it expires
  6. 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
Mechanical plant room with pipework and pumps
298SFG20 schedule documents held
225Service visits carrying photographs
200Of 244 fire door records raised on a phone

Counted in the construction deployment, July 2026.

The regimes you live under

Written conservatively,
because your buyers know
this subject better than most.

Where the platform supports part of a duty rather than all of it, that is stated rather than smoothed over.

Retained 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. It does not derive your leak check frequency band and it does not chase an overdue check.
SFG20
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. It is a document and reference store. It is not a live feed from BESA's SFG20 service, it does not pull task lists or revisions, and task level completion against SFG20 task references is not recorded. Your buyers know exactly what SFG20 is and will test this, which is why it is written this way.
PUWER 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.
Regulatory 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.
Fire Safety (England) Regulations 2022, regulation 10
The module is not built to regulation 10 and we will not sell it as if it were. It holds no check frequency, no next check due date, no building height and no communal versus flat entrance distinction. What it holds is a signed and photographed record of work carried out on a named door, which is remedial and maintenance evidence rather than a periodic check record. The register, the labelling and the client portal are the hard part and they exist. The periodic check itself would be built as part of your implementation.
ACOP 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. Unibuild does not write your risk assessment or your written scheme of control.
Pressure Systems Safety Regulations 2000
Highly relevant to the plant these registers actually hold, which includes expansion vessels, calorifiers, plate heat exchangers and pressurisation units. Unibuild holds the asset, its schedule, its service history and any uploaded examination reports as attachments. It does not model a written scheme of examination as a structured object and does not calculate examination due dates.
What it does not do

Four gaps, and the biggest
one is genuinely significant
for your market.

An FM buyer who has been oversold by three suppliers will remember the one who said this first.

01
No SLA or response time tracking
This is the big one, and for a market whose contracts are judged on response times it is a real gap. Call-outs record when they were raised, when they were assigned and when they were signed for on site, so every timestamp an elapsed time calculation needs is already being captured. What does not exist is a contractual target, an elapsed time calculation, a breach flag or any alerting. Because the data is already there, the reporting layer is the tailoring, and it is usually the first thing we build for an FM client.
02
Call-outs do not link to an asset
A call-out attaches to a project and a site address rather than to an individual unit, so an asset shows you every planned visit but not every emergency attendance, and nobody is warned that the same unit has failed five times. Both registers exist and both hang off the same project, so adding the reference is an extension of two existing structures rather than new construction. If repeat failure reporting matters to your contracts, raise it early.
03
The schedule is a pattern, not a rolling date
The programme is held as an annual pattern of months, which is how most PPM programmes are planned and how a client's annual planner is presented. Completing a visit records the visit, it does not advance a calculated due date. If your contracts need anniversary based date arithmetic with a tolerance, that is a tailoring item and the data to build it on is already there.
04
The maintenance digest is not scheduled
The consolidated email that would push the month's due list out without anybody opening a page is written and works, and it is not currently switched on. So the accurate claim is that the platform shows you what is due this month and next, across every live contract, and lets you email any line on in seconds. We would rather state it that way than describe an automation you would then not find.

Everything in the five cards above is in daily use in a UK contractor's maintenance operation. These four are the honest edges of it.

Questions from your sector

Asked by FM and planned
maintenance providers.

Is this a live integration with SFG20?+
No, and we would rather say so than be caught claiming it. Unibuild holds your own SFG20 schedule documents 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. It does not pull task lists or revisions from BESA's service. If you hold a subscription and want a live integration, that is bespoke development we can scope, and it would be built on top of a register that already exists rather than from nothing.
Does it track our response times against our SLAs?+
Not today, and it would be wrong to tell you otherwise. Unibuild records when a call-out was raised, when it was assigned and when it was signed for on site, so the underlying timestamps are all there. What it does not yet do is hold a contractual target, measure elapsed time against it, or report or alert on breaches. Because the data is already being captured, adding target response and rectification times, an elapsed time calculation and a breach report is a well defined piece of tailoring rather than a new module, and it is the most common first request from FM clients.
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?+
Not today, and it is a fair question to press us on. Reactive call-outs attach to the site and the contract rather than to an individual piece of plant, so an asset shows you every planned visit but not every emergency attendance. The call-out module itself is well used and holds the description, the labour, the materials, the plant and the client signature. Joining the two is a defined piece of tailoring rather than an open ended project, and it is one of the first things we would discuss if reactive and planned work on the same assets is central to how you operate.
We already run a CAFM system. Why would we move?+
Often you should not, and we will say so. If your CAFM does asset management and PPM well and you are only unhappy with the commercial and back office side, the sensible answer is to use Unibuild for quoting, labour planning, timesheets, purchase orders, subcontractor accounts and compliance registers, and leave the CAFM 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.
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.

✓

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Your real assets, your real contracts, your real client.

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Free migration

Asset registers, PPM frequencies, service history, documents.

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Give a client a login

Show one customer their own portal and watch what happens.

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Cancel by email

One sentence to [email protected]. Done.

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UK data, UK support

UK office, working hours, a real phone number.

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Unlimited users

Engineers, helpdesk, contract managers, clients. Same price.

Next step

Bring your asset list
and your PPM programme.

The point You will see the register, the engineer's phone and your client's login In the same session
Book the demonstration → See the asset register
Phone · UK hours
+44 7587 557546
Email
[email protected]
What they see
Client portal
Demo calendar
unibuild.co.uk/demo