A facility team looks after many buildings, rooms and machines, often with several contractors. Defects arrive by phone, email and chat, and nobody can say later which lift was checked, who reported the leak or when the repair was finished.
Make each building and room a place of interest
Create a place of interest for each building, and for rooms you visit often, such as plant rooms, toilets or server rooms. Use your own building code as the custom ID, and put a QR code or NFC tag with it at the entrance. Technicians scan it, so every report shows where it was taken. See Setting up places of interest (POIs).
Register equipment as assets
Create an asset for each machine you maintain, such as an air-conditioning unit, a lift, a boiler or a fire extinguisher. Use its inventory number as the custom ID, link it to the building’s place of interest and stick a QR code on it. Each asset then keeps its own history of checks and repairs. See Tracking assets such as bins and vehicles.
Example: a technician scans the QR code on a lift, tags the report Door fault and the office calls in the lift contractor.
Tag the defects your technicians find
Use tags (previously called types) for the defects you repair, for example Leak, Electrical fault, Door fault, HVAC fault and Damaged. Add a category for routine work, such as Check done and Repair done. Reports become filterable by defect and by building. See Adding and editing tags (types) for reports.
Follow every repair with statuses
Use statuses for the repair workflow, for example Reported, Contractor ordered, In repair and Fixed. The office changes the status on the web, and the status history shows the date of each step. See Tracking report progress with statuses.
Ask tenants for photos of a defect
When a tenant calls about a defect, send them a Venzeo™ Request by SMS. They answer with photos and a note without installing the app, and their answer arrives as a report. See Requesting photos from someone outside your team by SMS.
Which features to use
| Feature | Use it? | How |
|---|---|---|
| Places of interest | Yes | One per building, plus rooms you visit often, with a QR code |
| Assets | Yes | One per machine or extinguisher, linked to its building |
| Statuses | Yes | One status for each step of the repair |
| Groups | When you use contractors | One group per building team or contractor |
| Email alerts | Sometimes | Urgent defects such as Leak to the person on duty |
| Venzeo™ Request | Sometimes | Photos of a defect from a tenant |
| Projects | Rarely | Only for a renovation or a fixed-term contract |
To let each contractor see only their own reports, see Setting up groups for separate teams.