Facilities management
Every building, every asset, on one compliance map.
Facilities management inspection software for the statutory checks a multi-site estate carries: fire, water hygiene, lifts, electrical, gas and asbestos. Hovermarks puts every building's checks on one platform, so a regional manager sees compliance for every site from one dashboard, refreshed on every load, and every check is tied to the asset it was done on.
The challenges we hear most often
- Paper logs and spreadsheets that go missing during audits
- Reactive maintenance instead of planned compliance
- Subcontractors with no visibility into the asset register
- Statutory cycles running on different clocks per building, with nobody holding the master calendar
What a UK estate has to evidence
The cycles below are set by the regulation or the British Standard, not by Hovermarks. What changes with software is where the record lives and whether it is tied to the asset that was checked.
Fire alarm system
BS 5839-1. Weekly call point test, 6-monthly service.
Log book entry per test naming the call point, with faults and their close-out.
Emergency lighting
BS 5266-1. Monthly function test, annual full-duration test.
Result per luminaire, with the annual test duration recorded.
Portable extinguishers
BS 5306-3. Monthly visual check, annual service.
Record per extinguisher matching its service tag.
Fire doors
Fire Safety (England) Regulations 2022, BS 8214. Quarterly communal and annual flat entrance doors in residential buildings over 11 metres; 6-monthly good practice elsewhere.
Record per door, including attempts to gain access where a resident was out.
Water hygiene (Legionella)
HSE L8, HSG274 Part 2. Monthly sentinel temperatures, weekly flushing of little-used outlets, quarterly shower head clean.
Logbook entry per outlet with the run time before the reading.
Passenger lifts
LOLER 1998. Thorough examination every 6 months.
Report of thorough examination per lift, defects notified to the duty holder.
Fixed electrical installation
Electricity at Work Regulations 1989, BS 7671. EICR, commonly every 5 years for commercial premises.
EICR with C1 and C2 observations remedied and evidenced.
Gas appliances and boilers
Gas Safety (Installation and Use) Regulations 1998. Annual safety check and service by a Gas Safe registered engineer.
Record per appliance.
Asbestos
Control of Asbestos Regulations 2012, Regulation 4. Register kept current; known materials re-inspected, typically annually.
Asbestos register and management plan, with condition per item.
Air conditioning systems
Energy Performance of Buildings Regulations (TM44). Inspection every 5 years for systems over 12 kW.
Inspection report lodged on the register.
What Hovermarks gives you
- Per-asset PPM schedules with auto-reminders
- Water hygiene logbook at outlet level: weekly flushing of infrequently used outlets and monthly sentinel temperatures with the run time recorded
- Invite subcontractors with the Contractor role: limited access, no charge until you assign them a seat
- White-label customer portal for landlords and tenants
- Branded PDF reports with QR back-link
Use case
How a multi-site FM provider would use it
A regional FM team can print QR label sheets and branded cards for every site, import their statutory schedule from a CSV, and go live the same week. Each engineer's checks sync to head office and appear on the central dashboard, audit packs are exportable on demand, and subcontractors are invited with the Contractor role. They sign in with their email and only get a paid seat when the admin assigns one. When the fire authority or an insurer asks for the record on a specific door or outlet, the answer is a scan at the asset, not a search through three contractors' folders.
Frequently asked questions
- What does facilities management inspection software do?
- It gives every asset on an estate a QR-tagged record that opens the right checklist on scan, schedules the next check on the cycle the regulation sets, and produces a verifiable PDF report tied to that asset. Fire, water hygiene, lift, electrical and gas checks sit on one calendar instead of in separate contractors' files.
- Can subcontractors use it without a paid seat?
- Yes. Subcontractors are invited with the Contractor role and sign in with their email. They only take a paid seat when the admin assigns one, and their completed checks appear on the central dashboard like everyone else's.
- How much does it cost?
- From £15 per user per month on Starter and £39 on Professional, with a 30-day free trial and no card required. Shareable portal links open without a Hovermarks login.
Stop chasing paperwork.
Start proving compliance.
Tag your first asset, run your first inspection, and pull a signed evidence pack, all on your free 30-day trial. No credit card required.