Issue logged
Residents, staff, inspections and QR scans all feed the same issues register.
PROPLINK FACILITY
Keep every building safe, serviced and provable
Planned maintenance, reactive work orders, statutory compliance and asset registers in one system. Built for facilities teams and managing agents who keep UK buildings running.
THE COMPLIANCE MATRIX
Every statutory obligation on one grid
Rows are sites. Columns are obligations, grouped by category. Every cell shows its RAG status, its open remedial actions and whether a visit is already booked. Compliance percentages roll up per site and across the portfolio, and the whole grid exports to CSV, Excel or PDF when an auditor asks.
- Gas, electrical, fire, water and lifts covered
- Due soon warnings before anything lapses
- Per asset tracking for multiple lifts
- Instructed marker when a visit is booked
- Needs attention tiles with one click filters
- CSV, Excel and PDF exports
THE MAINTENANCE LOOP
From reported to resolved to proven
Every job leaves an evidence trail, so the fix and the proof live on one thread.
Work order raised
Contractors invited to tender with quotes, target dates and priorities recorded.
Completed with evidence
Photos and certificates arrive with the completion, straight from the contractor.
Compliance updated
Verified evidence turns the matrix green and files into the statutory logbook.
STATUTORY MAINTENANCE
Compliance that keeps itself current
Statutory cycles run as scheduled maintenance events with their own clocks, evidence rules and an audit trail an inspector can follow.
A statutory requirement, start to finish
Catalogued
The requirement is recorded with its legal basis and inspection frequency.
Due soon window
Scheduled
The next visit generates itself from the cycle with warnings before it falls due.
Instructed
A work order books the contractor and the matrix shows the visit is arranged.
Verification gate
Evidenced
Certificates arrive against the visit and stay unverified until checked.
Verified
A named check confirms the evidence before anything counts as compliant.
Compliant
The cell turns green, the logbook updates and the next cycle arms itself.
Fire safety registers
Fire doors under the Fire Safety (England) Regulations 2022, compartmentation and FRA records with supersede history.
Statutory logbooks
Fire alarm, emergency lighting, water hygiene and F gas logbooks compiled automatically from your evidence.
Risk assessments
Hazards scored on a four by four matrix with append only decision records.
Remedial actions
Defects from inspections and failed checks tracked with priorities and due dates to closure.
Evidence an inspector can follow
Every green cell traces to a verified certificate, a completed work order or a signed off inspection. Unverified documents never count as evidence, so the matrix only says compliant when you can prove it.
Compiled logbooks print with your branding for the binder in the riser cupboard.
- Portfolio compliance
- Certificates verified
- Open remedial actions
- Due in the next 30 days
- Overdue items
WORK ORDERS
Work orders that close out properly
Issues, tickets and planned maintenance all become work orders when a contractor needs to attend. Invite contractors to tender, compare structured quotes, record the appointment and track estimated against actual cost. Completing a compliance job updates the matrix on its own.
- Reactive, preventive and emergency priorities
- Contractor tendering with structured quotes
- Appointments with access notes
- Estimated against actual costs
- Service charge or reserve fund funding
- Auto raised from planned maintenance
THE BUILDING RECORD
Know every building like you built it
Assets, contracts and inspections all live against the site record.
ASSETS
Every lift, boiler and panel on record
Assets carry manufacturer, model, serial, install date, expected life and warranty expiry, with hazard flags shown to anyone working on them. Issues, work orders and compliance records link back to the asset, so the full service history is one click away. Photograph the rating plate and AI reads the nameplate for you.
- Site, estate and portfolio views
- Hazard flags and isolation points
- Parent and child asset hierarchy
- Condition and status tracking
- Nameplate scanning with AI
- Bulk import from CSV
CONTRACTORPORT
Contractors work in their own portal
Invited contractors see their jobs, quote against your scope, book appointments and complete work with photos and certificates in ContractorPort. Certificates arrive unverified and only count once checked, and invoices upload straight into your supplier inbox.
- Jobs from invited through to completed
- Structured quotes against your scope
- Appointment booking with access notes
- Completion photos and certificates
- Invoices straight to the supplier inbox
- RAMS documents on file
GO DEEPER
Every feature, explained
Each one has its own page with what it does and how it works.
PROPERTY
Interactive floor plans
Real drawn geometry per floor with unit, arrears, ticket and asset overlays.
GOVERNANCE
Files and documents
One document store with folders per site, versioning and shared access.
BUILDING SAFETY
Risk assessments and bow ties
Hazard logs, scored registers and bow tie analyses with live barriers.
COMPLIANCE
Fire safety registers
Fire doors, compartmentation and FRAs as living registers.
COMPLIANCE
The compliance matrix
Sixty plus statutory requirements with RAG status per building.
MAINTENANCE
Work orders
Tendering, quotes, appointments and costs from creation to completion.
MAINTENANCE
The asset register
Every lift, boiler and panel with hazard flags and full history.
MAINTENANCE
Service agreements
Cleaning, lift and monitoring contracts with renewal terms recorded.
MAINTENANCE
Inspections
Checklist walk rounds where failed items raise their own actions.
OPERATIONS
Tickets and issues
Requests as conversation threads with categories, priorities and SLAs.
OPERATIONS
Planner and tasks
Tasks, tickets, work orders and maintenance due dates in one My day view.
PORTALS
ContractorPort
A portal where contractors quote, attend and complete with evidence.
ALSO IN THE BOX
Everything a facilities team needs
PropLink Facility is one product. These come with it.
Stock and consumables
Site level stock with usage recorded against work orders.
QR asset tags
Printable tags so anyone on site reports an issue against the right asset.
Statutory logbooks
Fire alarm, emergency lighting and water hygiene logbooks compiled from your evidence.
Year planner
Every planned visit and statutory cycle across the year in one view.
Access calendars
Contractor visits and access arranged against the site diary.
Concierge desk
Parcels, keys and visitor movements logged at the front desk.
Insurance and claims
Policies, renewal dates and claims tracked per site.
FM reporting suite
Portfolio summaries, work order analytics, vendor performance and spend against budget.
See PropLink Facility on your own buildings
Bring your compliance spreadsheet to the demo. We will load it and show you the matrix live.