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Maintained assets and PPM

Every asset, its schedule,
and the proof.

The register is the record. Every item of plant you are contracted to maintain, what it is, where it is, what it is due, who last touched it, what they found, and the paperwork that proves it, held in one place that your engineers edit from site and your client can log into and read.

Bring your asset list → Why FM firms buy it
376 assets under management 298 SFG20 schedules held 225 visits with photographs QR labelled on the unit
What happens without it

The asset list was accurate
on the day it was built.

Six months later two units have been replaced, one has been decommissioned, and nobody updated the sheet. Every problem below follows from that one.

The register
A spreadsheet built at mobilisation. It has quietly diverged from what is physically on site.
Fiction
The programme
A second spreadsheet, colour coded by month, maintained by one person who is on holiday.
Nothing is due
The service sheet
Paper. Filled in, photographed in the van, typed up several days later, or not.
Delay and error
The photographs
On the engineer's phone. Six months later, when the client disputes the valve, nobody can find them.
Unprovable
The serial number
Needed for a warranty claim. It is on a rating plate in a plant room forty miles away.
A journey
The renewal
The client wants evidence of the year's service history before they sign.
A week to assemble
The single fix Make the register something the engineer can correct while he is standing in front of it A spreadsheet in an office cannot do that
What is in the module

Six capabilities, and the
fourth one closes
renewal meetings.

The asset
record

01

Every item with its location, manufacturer, model, serial numbers, install date, photographs and the actions required to maintain it.

  • Added, edited and deleted from the web or the phone
  • Every change stamped with who made it and when
  • Correct a replaced unit on site and the label regenerates
  • 198 assets carrying recorded serial numbers
Editable where the asset isLive

The twelve
month pattern

02

The PPM programme is held on the asset itself as twelve month columns, each carrying the service codes due in that month, edited through one tick box panel.

  • Annual through to daily, plus visual inspection
  • Visible as a grid across the whole register
  • 338 of 376 assets carry a real service code
  • Exported to A3 or spreadsheet, filtered to one contract
A year at a glanceLive

The service
visit

03

Recorded on the phone at the asset: date, service type, engineer, comments and photographs, straight onto the record. No paper and no retyping.

  • Photographs attach to the specific visit
  • 225 of 259 visits carry photographic evidence
  • Printed under the visit they belong to
  • Headed with the visit number and its date
Captured, not reconstructedLive

The asset
report

04

One branded document carrying the asset details, the actions required, every service visit in date order with its photographs, and the SFG20 records.

  • The renewal meeting becomes a download
  • Rather than a fortnight of assembly
  • One asset, or the whole contract as a register export
  • With the asset count and generation date printed on it
What a renewal actually needsLive

F-Gas
per asset

05

Refrigerant, charge weight and GWP in, carbon dioxide equivalent calculated out, with the five tonne reference charge shown for that refrigerant.

  • A dated logbook of work and gas added
  • Leak checks with the ACRIB card number and next test date
  • A record log book in REFCOM presentation
  • Not a plastic wallet in a plant room
Read the limits belowLive

Your client
reads it

06

They log in, filter by site or location, open an asset, and read its service history with the photographs and the certificates.

  • Scoped to their company and their assigned projects
  • Read only, with no write path at all
  • They see the qualifications of the engineer who attended
  • At any hour, without ringing your office
The strongest FM argumentLive
The label on the unit

Four identical air handling units.
Which one was serviced in March?

This is the question a client asks that a spreadsheet cannot answer, and the reason every asset carries its own code.

The label
Prints at 71 mm by 38 mm at 600 dots per inch, with the register's own item number in large type beside the code, so the physical item and the database row are readable as the same thing even without a phone. It goes to a desktop label printer or a trade print supplier without any special tooling, and the file is named after the item number so a batch is sortable.
What a scan returns
The asset, its project, its attachments, its full service history, its twelve month PPM pattern and its SFG20 task schedules, on the engineer's phone in about four seconds. He can then add a service record with photographs there and then, against that exact asset.
Why the record cannot be filed against the wrong unit
Because the service record is created against the scanned asset identifier rather than typed against a description. When a client or an auditor asks which of four identical units was worked on, the answer is a record attached to a specific labelled asset rather than an interpretation of a job sheet.
What the code does not contain
Asset codes carry descriptive text rather than a web address, so a stranger scanning one with a phone camera gets no link and no page. They resolve only inside the app, only for a signed in user, and a client user only sees assets on projects belonging to their own company.
A practical note we would rather give you than sell you
The label stock matters more than the software. For plant rooms, external risers and anywhere that gets washed down, use a durable synthetic or laminated stock rather than paper. Getting that wrong is the most likely reason a labelling programme quietly fails, and it has nothing to do with us.
Air handling plant in a commercial plant room
376Assets across six maintenance contracts
338Carrying a planned maintenance schedule
255Assets with SFG20 documents attached

Counted in the construction deployment, July 2026. The largest single contract carries 187 assets.

What is actually in the register

A genuine building services
estate, rather than a
demonstration one.

Worth publishing because it tells you what the module was built against, and because a register full of plausible sounding sample data would tell you nothing.

Heating and hot water

Gas fired condensing boilersCalorifiersLTHW circulation pumpsPressurisation unitsPlate heat exchangersExpansion vesselsDomestic hot water pumpsStrainers

Cooling and renewables

Air source heat pumps and cylindersMVHR unitsPhotovoltaic systemsPressure independent control valves

Water

Cold water storage tanksCold water distributionPackaged water booster sets

Ventilation and life safety

Supply and extract fansFire alarm systemsAOV ventilator systemsAccess control systems
On performance, since somebody always asks

This page has been tuned against a real register rather than a demonstration one. Everything loads in a single query, contract filtering happens in the browser with no page reload, a search term survives a drill down into an asset and back, and the export libraries are only fetched when somebody actually clicks the export. A register of several hundred assets stays quick to work with, which is the difference between a page people use and a page people avoid.

What it does not do

Five limits, and an FM buyer
will test at least three of them.

01
SFG20 is stored, not integrated
Unibuild holds your own licensed SFG20 schedule documents against each individual asset, with notes, visible to the engineer and to your client. It does not pull task lists or revisions from BESA's service, and task level completion against SFG20 task references is not recorded. Completion is recorded as a service visit with a type, comments and photographs. Your buyers know exactly what SFG20 is and will test this in the first demonstration.
02
The schedule is a pattern, not a rolling date
The programme is 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 arithmetic with a tolerance, that is a tailoring item and the data to build it on is already there.
03
F-Gas frequency is not derived
The record holds the carbon dioxide equivalent that determines the leak check band, and the next test date the engineer sets. It does not work out the band or the interval for you, and it does not chase an overdue leak check. We record and evidence; the operator's duty stays with the operator.
04
The monthly digest is not scheduled
The consolidated email that would push each 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.
05
Call-outs do not attach to an asset
A reactive attendance attaches to the project and the site address rather than to an individual unit, so an asset shows every planned visit but not every emergency one, 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 rather than new construction. If repeat failure reporting matters, raise it early.

Everything in the six cards above is in daily use against a real building services estate. These five are the honest edges.

Questions

Asked by contract managers
and maintenance directors.

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.
Does it tell us the next due date for each service?+
Not as a rolling date, and this is worth being precise about. The schedule is held as an annual pattern of months. Completing a visit records the visit, it does not advance a calculated due date. The maintenance page then lists everything carrying a service in the current month and the next one, across every live contract, every time it is opened. If your contracts genuinely need date arithmetic, for example an anniversary based service that must fall within a tolerance of the last one, that is a tailoring item and the underlying data already supports it.
Will our engineers actually use it?+
The maintained asset screens are part of the same app they already use to punch in and file their timesheets, so it is not a separate thing to remember. The service record is deliberately short: date, name, type, comments, photographs. It is quicker than filling in a paper sheet and photographing it, which is the honest comparison. Adoption still needs management support, and we would rather discuss how to get it than pretend the app is irresistible.
What stops somebody deleting an asset by mistake?+
Deleting one requires typing the asset name exactly, and the confirmation itemises what will be destroyed: the asset, its attachments, every service record on it, every signature and photograph file, and its code image. It then runs inside a database transaction and only removes the files once that has committed. It is deliberately hard to do by accident and deliberately complete when it is done on purpose, which is the right shape for a compliance register.
Can our clients really see all of this?+
Yes, scoped tightly. Clients see only assets on contracts belonging to their own organisation, and only the projects their individual account has been assigned. Everything is read only: they cannot edit an asset, add a service record or upload a document. They can open the service history with its photographs, download the SFG20 schedules and the F-Gas record, and see the qualifications of the engineer who attended, and that last one is unusual enough to be worth showing at a renewal meeting.
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, use Unibuild for quoting, labour planning, timesheets, purchase orders, subcontractor accounts and compliance registers, and leave the CAFM where it is. The argument changes 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 documents sit in another.
Who owns the data, and can we get it out?+
You own it. The register exports in full, filtered or unfiltered, from a button on the page. Every asset report and F-Gas record is a document 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 at the point you want to leave.
Next step

Bring your asset list
and your PPM programme.

In one session The register, the engineer's phone and your client's login Against a live estate of 376 assets
Book the demonstration → What your client would see
Phone · UK hours
+44 7587 557546
Email
[email protected]
The certificates
Compliance
Demo calendar
unibuild.co.uk/demo