F&M — Facilities & Maintenance
On this page
The F&M portal gives owners and facility teams a searchable record of what is installed in a building, when it needs maintenance, what warranty coverage remains, and which companies support it. The records and documents collected during closeout stay connected to the facility after handoff, so you can move from an asset to its product information, maintenance history, and supporting documents.
When F&M is enabled for your organization, open Facilities and choose a facility. Construction projects with closeout enabled expose the related tools under Closeout in the project sidebar.
Starting with source documents or an existing O&M package? See Build a closeout record for preparation, import, verification, and owner handoff.
Dashboard
Open Dashboard to see maintenance work that needs attention, upcoming work, and expiring warranties. Review overdue work and work due today or this week, then follow an item to its work order or asset record. The work-order totals and completion trends help you see whether the team is keeping up.
Schedule & calendar
Open Schedule for an asset-by-asset timeline of warranty coverage and maintenance activity. Change the time scale to inspect a short window or plan farther ahead. Use the filters to focus on the equipment and maintenance frequency you need.
The timeline distinguishes completed work, upcoming or overdue work, and projected occurrences from recurring plans. A future projection helps you plan; it is not the same as an assigned work order. Open an existing work-order event to inspect the work behind it.
Choose Schedule → Calendar to see dated work and warranty expirations by month. Select an event to see its details. When several events fall on the same day for an asset, open the grouped entry to inspect them together.
Work orders, plans, and procedures
Work Orders tracks individual jobs, including their status, due date, assignee, and associated asset, location, or system. Open a work order to record progress and completion so the next person can see what was done.
Managers can use Work Orders → Plans to set up recurring maintenance and Work Orders → Procedures for reusable instructions. A plan defines when work is due; a procedure describes how to carry it out. Use Costs to review the maintenance forecast against the fiscal-year budget. See Maintenance costs & budgets for rates, procedure estimates, actual spending, and exports.
For setup and day-to-day steps, see Maintenance plans & work orders.
Locations
Use Locations to organize the physical facility into sites, buildings, levels, rooms, areas, or other segments. Nest locations to reflect the building's layout, then link the assets, systems, and documents that belong there. For example, a mechanical room can sit under the ground floor and contain its air handling equipment and maintenance records.
The list shows asset, system, and document counts so you can identify a location with missing records before opening it. Open a location to inspect its details and related records.
Systems
Systems groups equipment by function, such as electrical distribution, ventilation, domestic water, fire protection, or security. A system can have a location and contain related assets and documents. Use locations to answer “where is it?” and systems to answer “what does it serve?”
Search or group the systems list to find the right part of the facility, then open a system to inspect its equipment and documentation together.
Assets & products
An asset is an installed item: an air handling unit, pump, panel, or other piece of equipment. Open Assets to find it by tag, product, location, or system. Its record connects installation information, status, warranties, maintenance, and supporting documents.
Open the asset's Warranties tab to check coverage, dates, and service contacts. Warranty management explains how to add coverage and keep the supporting paperwork together.
A product describes the model used by one or more assets. Open Assets → Products for the product library, including manufacturers, model numbers, specification references, and product documents. Keep shared model information on the product and installation-specific information on each asset.
Use Spares to track spare parts associated with the facility's equipment. See Spares & parts for shelf counts, minimum stock, work-order usage, and inventory exports.
Companies
Companies keeps the subcontractors, suppliers, manufacturers, and service providers behind the facility's records in one place. Record contact information and link supporting documents so the team can find the right organization when equipment needs service or a warranty question arises.
Closeout packages
Open Packages to generate compiled O&M manuals: bookmarked PDFs containing equipment data pages and, when selected, their attached documents.
- Click New Package.
- Choose the scope: the entire project, selected systems, selected locations, or selected equipment.
- Choose how to organize the package, its data package tier, and whether to bind attached documents into the PDF.
- Give the package a title and click Generate package. When it finishes, download the compiled PDF from the package's row.
Keep the supporting O&M documents linked to the facility records as well, so owners can find them later through a system, product, or asset.
Available actions depend on your role. If the facility or closeout tools are missing, ask your organization administrator to confirm access.