CAFM for in-house facilities 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.
An in-house team is usually small, permanently interrupted, and responsible for a duty that does not scale down with headcount. The manager who knows where everything is also does the reactive triage, the contractor chasing and the board report, and every one of those is done from memory more often than anyone would like to admit.
What actually goes wrong
One person holds the estate in their head
It works, until they are on leave, ill, or leave the organisation — at which point the register, the contractor list and the certificate history leave with them.
Reactive work eats the planned regime
Every week, planned tasks lose to whatever broke that morning. Nobody decides this; it just happens, and it shows up eleven months later as an overdue list.
The board asks for assurance, not activity
Jobs closed is easy to produce and answers nothing. What is due, what has lapsed and where you are exposed is the report that is actually wanted, and it is the hard one to assemble by hand.
Get the estate out of one person's head
The first win for an in-house team is not efficiency, it is continuity. A register of buildings and assets with service history attached means the estate has a memory that is not a person. That matters most on the worst day — a resignation, an incident, a sudden audit — which is exactly the day nobody has time to reconstruct it.
- Asset register with location, criticality and full service history
- Contractor register with insurance and accreditation expiry tracked
- Certificates held against the asset, with version history
Make the planned-versus-reactive trade-off visible
Holding planned maintenance and reactive jobs in one place does not create more hours in the week. It makes the competition between them explicit, so a planned task that slips does so because somebody decided it could, and the ones that cannot slip are marked as such before the week starts.
Unlimited users, because charging per head breaks the record
The licence covers unlimited users across every property. That is not generosity, it is a design decision: when software is priced per seat, teams stop giving logins to the people doing the work, and a helpdesk starts closing jobs on an engineer's behalf. A completion record is only worth something if the person who did the work is the person who closed it.
Questions from in-house fm teams
- We are a team of three. Is this too much system?
- The licence covers up to fifty properties, which is more than most small in-house teams run, and it is priced on properties rather than users. The question to ask at a demo is how long it takes your team to get a building fully entered — if that is a day rather than a month, the system fits.
- Can everyone have a login?
- Yes. Users are unlimited on every licence, including engineers and site staff.
- How long does it take to get live?
- Most teams are live within a week. The variable is the state of your existing asset register, not the software.
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.
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.
Building an asset register that's actually useful
Every failure downstream — missed PPM, false compliance reporting, unanswerable audit questions — traces back to the register. Here is how to build one that gets finished.
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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