Facilities Management Department System
A facilities management team operating the company’s buildings and daily services while controlling their costs.
Building operations from the report to preventive maintenance, with a clear operating cost per facility.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Preventive maintenance runs as scheduled cards in “Maintenance” with due dates per asset: HVAC, elevators, electrical, plumbing. Employee reports enter “Report” the moment they arrive, and the technical supervisor assesses them: urgent ones are assigned immediately, routine ones go into the day’s schedule. On assignment the card moves to “Execution”, where the technician updates it with what was done and which spare parts were used through to closure. Daily services — cleaning, catering, security — run as recurring cards in “Daily Service”, marked complete each day. At month’s end, each facility’s costs are compiled in “Cost”, then summarized in a monthly “Report Summary” for management.
Chat is the channel for urgent reports and field coordination: a leak or outage report reaches the nearest technician instantly with a photo of the site, moving without waiting for an email cycle. Dues records every riyal spent on facilities: spare parts, cleaning contracts, external maintenance, emergency works — every expense tied to its facility — so “Cost” reveals which building is eating its budget and which external contract doesn’t deserve renewal.
The facilities manager distributes work, approves major closures, and reviews “Cost” monthly; the technical supervisor receives reports, classifies them, and assigns them to technicians; technicians execute and update cards from the site; and the services coordinator runs the “Daily Service” cards and verifies contractor compliance. An employee’s report starts in Chat and becomes an official card its owner follows through to closure — no report gets lost between WhatsApp and phone calls.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Facilities Manager
Sets work priorities and approves closure of major reports, reviews monthly operating costs, and decides on contract renewals.
Technical Supervisor
Receives reports and classifies them urgent or scheduled, assigns them to technicians, and moves cards between “Report” and “Execution”.
Maintenance Technicians
Execute preventive maintenance and reports on site, updating cards with what was done and which spare parts were consumed.
Services Coordinator
Runs daily cleaning and catering services in “Daily Service”, follows contractor compliance, and receives employee feedback.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Dues — Internal money with strict privacy — dues, advances, and expenses
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