# F&M — Facilities & Maintenance

> Track facility assets, warranties, and maintenance work through the F&M dashboard, work orders, schedules, and linked closeout records.

Source: https://docs.specset.com/docs/fm-portal · Section: After Handoff · Last updated: 2026-10-08

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](https://docs.specset.com/docs/closeout-handoff) 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.

![Facility dashboard with maintenance priorities and work order status](https://docs.specset.com/images/docs/fm-portal/docs-fm-dashboard.png)

## 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.

![Asset schedule timeline with warranty coverage and maintenance events](https://docs.specset.com/images/docs/fm-portal/docs-fm-schedule.png)

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.

![Monthly maintenance calendar with tasks and a warranty expiration](https://docs.specset.com/images/docs/fm-portal/docs-fm-calendar.png)

## 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](https://docs.specset.com/docs/maintenance-costs) for rates, procedure estimates, actual spending, and exports.

For setup and day-to-day steps, see [Maintenance plans & work orders](https://docs.specset.com/docs/maintenance).

## 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.

![Locations organized into a building, floor, rooms, and roof with linked-record counts](https://docs.specset.com/images/docs/fm-portal/docs-fm-locations.png)

## 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.

![Facility systems with their types, locations, asset counts, and documentation status](https://docs.specset.com/images/docs/fm-portal/docs-fm-systems.png)

## 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](https://docs.specset.com/docs/warranties) explains how to add coverage and keep the supporting paperwork together.

![Facility assets with tags, products, locations, systems, and status](https://docs.specset.com/images/docs/fm-portal/docs-fm-assets.png)

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.

![Product library with manufacturers, model numbers, and supporting documents](https://docs.specset.com/images/docs/fm-portal/docs-fm-products.png)

Use **Spares** to track spare parts associated with the facility's equipment. See [Spares & parts](https://docs.specset.com/docs/spare-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.

![Facility companies with organization types, contact emails, and document counts](https://docs.specset.com/images/docs/fm-portal/docs-fm-companies.png)

## Closeout packages

Open **Packages** to generate compiled O&M manuals: bookmarked PDFs containing equipment data pages and, when selected, their attached documents.

1. Click **New Package**.
2. Choose the scope: the entire project, selected systems, selected locations, or selected equipment.
3. Choose how to organize the package, its data package tier, and whether to bind attached documents into the PDF.
4. 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](https://docs.specset.com/docs/team-roles). If the facility or closeout tools are missing, ask your organization administrator to confirm access.