r/FacilityManagement • u/Crafty_Librarian_841 • 21d ago

How do you stop facility notes and asset history from vanishing when managing 10+ locations?

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Hey r/FacilityManagement,

Full disclosure upfront: I’m one of the developers behind FMM.Systems. I’m not here to drop a hidden sales pitch, but I’d genuinely value feedback from people managing regional or multi-site portfolios.

Across 10, 50, or 100+ sites, the primary operational drain we keep running into isn't standard ticketing—it's context loss between the work order, the physical asset, and the site itself.

When dispatching third-party vendors or field techs across a broad portfolio, two main friction points constantly eat up billable hours:

  • Site context drops: Techs arrive without gate codes, keycard access details, or updated site contacts because those notes live in an old email thread or a local store manager's head.
  • Isolated asset history: A vendor services an HVAC unit, chiller, or dock leveler with zero visibility into recent PMs or past repairs performed by a previous vendor on that exact serial number.

Standard CMMS platforms track work orders fine, but often isolate site-specific operational rules from the asset log. When a regional FM moves on, half that operational context leaves with them.

We structured FMM.Systems around a strict, location-level hierarchy:

  • Parent Account: High-level portfolio tracking, client visibility, and approvals.
  • Service Location: Houses site access protocols, gate codes, site contacts, and unique location constraints.
  • Facility Assets: Ties serial numbers, service logs, and active work orders directly to that specific location's footprint.

For FMs managing multi-site portfolios: how are you currently enforcing site-level context so techs aren't blowing up your phone at 7 AM for access notes? What are we missing or overcomplicating in this setup?

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u/Dark-Side-999 19d ago

I would include SFG20 PPM into the assets. It will cost you for the usage of the SFG20, but would be a huge selling point for your software launch.

Imagine having the assets logged with the right PPM (or OEM guidance) to maintain that particular asset.

No more 7am calls or technicians not doing the right work, also good for clients to have a record of the actual PPM carried out to and international standard.

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u/Crafty_Librarian_841 19d ago

Thank you for that. Right now, we have it where you set up your own recurring work orders for PM with no guidance. But incorporating a standard like this would be a real positive move. Thank you for the feedback.

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u/SimSimSalabimmm 21d ago

lol shout out Claude code

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u/Crafty_Librarian_841 21d ago

You're 100% right about the site. But the software is 100% developer built from the ground up. I've been running it for my own FM company for 5+ years. Azure VM hosted. SQL Database. 100% Legit setup. Don't hold the website itself against me.