Statutory compliance software for commercial buildings 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.
Modules: Inspections · Service Records
Maintained and evidenced are two different things
This is the distinction the whole page turns on. A building can be genuinely well maintained and still fail an audit, because the work was done and the record was not kept — or was kept, but in an inbox, a filing cabinet and three contractor portals. After an incident, a duty holder is asked to produce evidence, and work with no surviving record is indistinguishable from work never done.
- Inspection routines scheduled against the assets they apply to
- Findings raised as work orders without anyone re-typing them
- Photos and readings captured at the point of inspection
- Certificates and service reports attached to the asset record, version history kept
The routines this is usually bought for
Different estates carry different duties, and which apply to you depends on your assets and your role rather than on your sector. The routines teams most often bring here are water hygiene under ACOP L8 and HSG274, lifting equipment under LOLER, fixed wire testing and portable appliance testing, gas safety, fire alarm and emergency lighting testing, and fire door inspection. FacilityOptix holds the schedule, the attendance and the certificate for each — it does not tell you which apply to your building, which is a matter for a competent person.
The certificate has to be the current one
A folder holding four versions of the same certificate with no indication which is live is a common and quietly dangerous state. Holding documents against the asset with version history means the current certificate is unambiguous, and the superseded ones are still there for the period you are required to retain them.
- Documents held against the asset rather than in a parallel folder structure
- Searchable by building, asset or service type
- Version history kept, so the live certificate is obvious
What it gets you
Lapses surface before they lapse
A statutory date that has passed is a different conversation from one approaching. The point of the system is to keep you in the second conversation.
The audit takes an afternoon, not a fortnight
Evidence assembled continuously as work happens does not need reassembling under pressure.
Findings do not die in a PDF
A defect found during a check becomes a job with an owner, and the link between the two survives.
- FacilityOptix is a record-keeping and scheduling system, not legal or compliance advice — which duties apply to your building is a matter for a competent person
- It does not carry out inspections or certify them; it holds the schedule, the attendance and the evidence
- No automatic regulatory updates that change your schedule when guidance changes
The full version of this, module by module, is on the service specification.
Questions about statutory compliance
- Does FacilityOptix tell us which statutory duties apply to us?
- No, and no software should claim to. Which duties apply depends on your assets, your occupancy and your role as duty holder, and that determination belongs to a competent person. What FacilityOptix does is hold the regime you set, run it, and evidence it.
- Where do certificates live?
- Against the asset they relate to, with version history, rather than in a parallel folder tree. That is what makes a certificate findable three years later by someone who was not there when it was filed.
- Can we show an auditor a single view?
- Yes — compliance status rolls up across every building, filterable by building, asset type or contractor, and built from the records engineers already entered rather than re-keyed for the report.
Planned maintenance
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.
Reporting & dashboards
What is due, what has lapsed and what has been done, across the whole estate — built from the records engineers already entered, with nothing re-keyed for the report.
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.
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.
Education estates
A multi-site estate, a small team, a compliance burden that does not scale with the budget, and governors who are entitled to assurance you can evidence.
Managing agents
Several clients, several portfolios, one team — and a reporting obligation to each of them that has to be met from the same records.
Commercial offices
An office building is judged by its occupants continuously, and the work is funded by a service charge they can question. Both of those need a record behind them.
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.
The statutory compliance calendar for commercial buildings
A working checklist of the recurring statutory duties a commercial building typically carries, what drives each frequency, and the evidence that proves each one ran.
Legionella control and ACOP L8 record keeping
Water hygiene is the duty most often carried out properly and evidenced badly. What ACOP L8 expects, how often to review the assessment, and which records actually matter.
See it running on your own buildings.
A live demo on your data, not a slide deck — most teams are live within a week.
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