Planned maintenance software for UK facilities teams PPM schedules that survive a busy week — recurring work planned against the asset, what is slipping visible before it lapses, and evidence captured at the point the job is closed.
Modules: Planned Maintenance
A schedule nobody completes is worse than none
A wall planner with every service interval mapped out looks like coverage right up until three quarters of it is quietly overdue. The problem is rarely discipline. It is that a missed task has no obvious next step: it sits in a row nobody scrolls back to, and the duty holder carries on believing the building is covered. Planned maintenance software earns its place by making the overdue item impossible to ignore, not by holding a prettier calendar.
- Recurring maintenance scheduled per asset or per building
- Upcoming and overdue surfaced separately, rather than blurred into one list
- Completion evidence captured against the schedule, not emailed afterwards
- Tasks owned by a role as well as a person, so cover gaps do not orphan a job
Frequency should track consequence
Intervals copied from a manufacturer's manual and never revisited are the commonest reason a schedule is both overloaded and under-protective at once. The useful question is what actually happens if this specific asset fails before the next visit. For some plant that is an inconvenience. For lifting equipment or a fire door it is a safety matter with a statutory frequency attached, and those belong on a different footing from discretionary servicing.
- Statutory routines distinguished from discretionary servicing
- Criticality from the asset register carried into the schedule
- Intervals adjustable per asset without rebuilding the whole regime
Planned and reactive compete for the same week
Every hour spent on a reactive callout is an hour not spent on planned work, and a team treating the two as separate systems will always discover the conflict too late. Holding both in one place makes the trade-off visible while there is still time to make it deliberately — rather than discovering in month eleven that the planned regime lost every week to the reactive one.
What it gets you
Overdue stops being invisible
The gap between what was scheduled and what was done is the number that matters, and it is on the screen rather than reconstructed at year end.
Evidence arrives with the work
Completion is recorded by the person who did the job, at the time they did it, which is the only version that holds up later.
The regime is defensible
A schedule with reasoning behind its intervals can be explained to an insurer or an auditor. One copied from a template cannot.
- FacilityOptix does not license or embed SFG20 task content; you can structure a regime around your own SFG20 subscription, but the task library is not included
- No automatic scheduling from plant telemetry — intervals are time or usage based, entered by you
- No engineer time and attendance or payroll
The full version of this, module by module, is on the service specification.
Questions about planned maintenance
- Does it include SFG20 schedules?
- No. SFG20 is licensed separately by BESA and FacilityOptix does not resell or embed its task content. Teams holding an SFG20 subscription structure their regime around it here; teams that do not build schedules from manufacturer guidance and statutory frequencies.
- Can a task repeat on different intervals for different buildings?
- Yes. Schedules are set against the asset or the building, so the same asset type can carry different frequencies across sites where usage or criticality differs.
- What happens when a planned task is missed?
- It moves into overdue rather than disappearing, stays attributable to an owner, and remains visible in estate-wide reporting until it is either completed or explicitly closed with a reason.
Work orders
Reactive jobs from report through to sign-off, with the priority and the response time visible while there is still time to act on them.
Statutory compliance
The checks a duty holder is legally expected to run, scheduled against the assets they apply to, with the certificate that evidences each one filed where an auditor can find it.
All features
The six capabilities, and the one record underneath all of them.
Pricing
One licence per company, priced on properties rather than users. Every module included.
In-house FM teams
You run the estate, you hold the duty, and there is nobody to hand the records to. A system that costs less time than it saves is the only kind worth having.
FM service providers
You are measured on response times you have to be able to prove, across sites you do not control, by clients who can put the contract back out to tender.
Healthcare estates
Critical plant, continuous occupancy, vulnerable occupants and an evidence standard set by people who will ask to see the record rather than take your word for it.
Industrial sites
On an industrial site the facilities function and the production function are the same argument, and the plant in dispute is usually the thing that stops everything if it fails.
Building a PPM schedule that covers your statutory duties
Most teams do not lack a PPM schedule. They lack one that gets finished, and one that can be shown to cover the duties they actually hold. Here is how to build both at once.
SFG20 and maintenance standards, explained
SFG20 is referenced in more specifications than it is understood in. Here is what it actually is, what it gives you, and the honest case for and against subscribing.
See it running on your own buildings.
A live demo on your data, not a slide deck — most teams are live within a week.
Try for free