Estates and facilities software for schools, trusts and colleges 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.
Education estates concentrate an unusual amount of duty into a small team: multiple buildings of very different ages, heavy public occupancy, long unoccupied periods that change the risk profile, and a governance structure that asks for assurance in writing. Trusts add the further problem that sites were run separately before they were run together, so records arrive in several incompatible shapes.
What actually goes wrong
Sites were run independently before the trust existed
Each one brings its own register, its own contractors and its own idea of what a compliance file looks like.
Water systems that sit idle for weeks
Holiday closures change the risk on a water system materially, and the flushing regime that covers it is the sort of routine that quietly stops being done.
Governors and auditors want written assurance
The estates report to a board is a standing obligation, and it is a different document from the one the team runs on day to day.
One shape across every site
The value of bringing sites onto one register is not centralisation for its own sake. It is that a question asked once — which buildings have a current fixed wire test — has one answer rather than nine, and a new site joining the trust has an obvious shape to be entered into.
- Asset register and maintenance regime held the same way at every site
- Whole-trust roll-up alongside a single school's own history
- Role-based visibility, so a site lead sees their own buildings
Routines that survive the holidays
The checks most likely to lapse are the ones whose cadence does not match the term. Scheduling them against the asset rather than against somebody's routine, and surfacing overdue separately from upcoming, is what keeps a summer closure from becoming a September problem.
The governors' report is a filter, not a project
Reporting drawn from the operational records means the assurance paper and the working position are the same thing. That is worth more than the hours it saves: a board paper that can be traced back to individual jobs is one that survives a question.
Questions from education estates
- Is this suitable for a multi-academy trust?
- The licence covers up to fifty properties with unlimited users, and visibility is scoped by building — so a trust can run every site on one licence while site leads see only their own.
- Does it cover water hygiene for school closures?
- It holds and schedules the regime you set, including routines whose frequency reflects periods of low or no occupancy, and it evidences that they were done. What the regime should be is a matter for your water risk assessment and a competent person.
- Can we import records from several different systems?
- Yes, and on a trust this is usually the main body of the work. The import is structured rather than re-keyed, but the decisions about what each site's columns mean still need someone who knows the estate.
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.
Buildings & assets
Every building you look after, every asset inside it, and the service history attached to the asset rather than filed in a folder someone has to remember the name of.
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.
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.
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.
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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