The Brief
A facilities management company in Manchester manages equipment across 12 client sites. PAT testing records, fire extinguisher inspections, emergency lighting tests, boiler services and lift inspections all need tracking. Previously this was managed in a combination of spreadsheets and the maintenance manager's memory. Equipment moved between sites, service dates were missed, and producing reports for clients was painful.
The System Design
Each piece of equipment has a unique record with its type, serial number, current location, service history, next service date and assigned engineer. Equipment can be checked in and out between sites with a complete transfer history. The dashboard shows all equipment requiring service within the next 30 days, filterable by site, equipment type and urgency.
Service Scheduling
Different equipment types have different service frequencies. The system knows that PAT testing is annual, fire extinguisher inspections are annual, emergency lighting testing is monthly and boiler services are annual. When a service is completed, the next service date is calculated automatically. Engineers receive weekly schedules showing what needs servicing that week and at which sites.
Client Reporting
Each client can receive a monthly or quarterly compliance report showing all their equipment, its status and any upcoming service requirements. These reports are generated automatically — one click per client, professional PDF or CSV format. This replaced a manual process that took the manager an entire day each quarter.
The Impact
Zero missed service dates in the first year of operation. Client satisfaction improved measurably. The monthly reporting process went from 8+ hours to 15 minutes. When equipment moved between sites, the audit trail was complete and verifiable. The company won 3 new contracts partly because they could demonstrate their systematic approach to compliance.
Multi-Site Equipment Tracking
If you manage equipment across multiple locations, a custom tracking system eliminates the chaos. Get in touch to discuss your needs.
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