For Estates & Facilities
You are responsible for dozens or hundreds of sites — and the maintenance history lives in contractors’ systems, spreadsheets and inboxes. FaciliTasker gives your estate one register, held by you.
Every Site. Every Asset. Nothing in a Contractor’s Silo.
HVAC and refrigeration, doors and shutters, alarms, lifts, plant. Photos, manuals, serial numbers, warranties, test readings — and the full service history per asset.
Complete Asset Register
Every asset at every site, with photos, documents and serial numbers. When someone asks when it was last serviced and by whom, the answer is two clicks away.
Issues From Any Site
A store manager spots a failed chiller; an inspection finds a damaged door. Raised on the spot, photographed, categorised — one queue for the whole estate.
Certificates & Expiry Alerts
Certificates tracked estate-wide with reminders weeks ahead. No year-end scramble, no expired-certificate surprises during an audit.
F-Gas Per System
Leak-check schedules driven by refrigerant charge, records kept per system, audit packs on demand — UK, EU and Japanese regimes built in.
History That Survives Contractors
Records are anchored to your buildings and held in your account. Change providers and keep every year of history.
Multi-Country Estates
Operating across borders? The platform runs natively in the UK, Poland and Japan, in six languages, with local compliance regimes.
Why Estates Teams Switch
The estate’s state — open issues, overdue certificates, asset condition — visible at any moment, without chasing anyone for a report.
One Source of Truth
Assets, certificates, issues and history in one register — not scattered across contractor portals and spreadsheets.
Faster Resolutions
Issues route to your own team, your maintenance contractor, or out for competitive quotes — progress visible to the site that reported it.
Audit-Ready, Always
Golden-thread-era record duties sit with owners. Every record is generated from real work and ready to export.
How Estates Teams Use It
From first site load to daily operations — the workflow, step by step.
Load the Estate
Import sites and assets, attach photos, manuals and certificates. Most estates are fully loaded within days, not months — and we help with the first import.
Bulk import of sites and assets
Photos, manuals and documents
Certificates with expiry dates
Warranties and serial numbers
Issues From the Field
Anyone you authorise can raise an issue from their phone — store staff, site managers, inspectors. Guided forms mean requests arrive complete, not as voicemails.
Guided issue forms with photos
Priority and access notes
One queue across the estate
Progress visible to the reporter
Work Done Your Way
Assign to your in-house team, send to the contractor you already use, or broadcast for competitive quotes from vetted local firms. You choose, per job.
Your own team or contractors
Competitive structured quotes
Proposed time slots
Completion with photos and sign-off
Compliance On Demand
Certificates, F-Gas leak checks, test readings and audit packs — generated from the work itself, exportable whenever an auditor, insurer or buyer asks.
Estate-wide certificate register
F-Gas per refrigeration system
Exportable audit packs
Statutory retention built in
Retail & Restaurant Chains
Refrigeration-heavy estates with F-Gas duties across dozens of sites. FaciliTasker tracks every unit’s charge, leak checks and service history.
Store staff report issues in seconds; head office sees every site’s status at a glance.
- Refrigeration and F-Gas registers
- Store-level issue reporting
- Chain-wide certificate view
- Contractor-proof history
Offices & Mixed Portfolios
HVAC, lifts, alarms, access systems — different assets, one register. Certificates and service schedules across every building.
One queue for every building, one record for every asset.
- HVAC and lift histories
- Planned and reactive work
- Certificate expiry alerts
- Audit-ready exports
Cross-Border Estates
UK, Poland and Japan natively: local compliance regimes, six languages, one system for the whole estate.
The same register, whichever country the site is in.
- UK, EU and Japan F-Gas regimes
- Six languages, one platform
- Local contractors per region
- One estate-wide view
Bring One Site to a Demo
Thirty minutes, your questions, your use cases — we’ll show you what a complete site record looks like.
What’s in the Register
Per asset, per site — the record FaciliTasker keeps for you.
Identity
Make & model
Serial numbers, photos, manuals and install dates.
Location & site
74.4” x 41.2” x 1.57”
(Including frame)
Warranty status
Purchase, install and warranty dates on record.
Activity
Jobs & visits
Every service visit with worksheets and photos.
Test readings
74.4” x 41.2” x 1.57”
(Including frame)
Issues
From report to resolution, timestamped.
Compliance
Certificates
Expiry-tracked, estate-wide, exportable.
F-Gas records
74.4” x 41.2” x 1.57”
(Including frame)
Audit packs
Generated from real work, on demand.
Frequently Asked Questions
Straight answers for estates and facilities teams.
No. Tenant management is an optional module. Estates teams track assets, certificates and issues without any tenant features at all.
No. You can work with your own team and any contractor. Contractors on FaciliTime integrate more deeply — their worksheets and photos flow straight into your records.
Yes. Bulk import from spreadsheets is part of onboarding, and we help with the first load.
Yes. UK, Poland and Japan natively, with local compliance regimes and six languages.
We are onboarding early partners now and pricing depends on portfolio size. Book a demo and we will walk you through it.