Fluent Forms for Facilities Management
Building maintenance rounds, contractor sign-in, compliance audits, and asset tracking.
Facilities managers oversee buildings, equipment, and contractors across multiple sites. Fluent Forms gives them a single platform for maintenance rounds, contractor management, compliance audits, and asset inspections — with everything stored digitally and accessible from the dashboard.
Typical workflow
- Create templates for maintenance checks, contractor inductions, compliance audits, and incident reports
- Schedule recurring rounds — daily building walks, weekly plant room checks, monthly fire safety audits
- FM team completes inspections on their phone or tablet as they walk each site
- Issues are logged with photos, severity, and required actions for follow-up
- Dashboard provides visibility across all sites, outstanding issues, and completion rates
Recommended field types
| Field type | Use it for |
|---|---|
| Inspection Matrix | Condition ratings for each building system — HVAC, plumbing, electrical, fabric |
| Image Upload | Maintenance issues, asset condition, repair evidence |
| Signature | Contractor sign-in, inspection sign-off, permit to work |
| GPS Location | Confirming site location for multi-site operations |
| Date (default to today) | Auto-stamping inspection dates |
| Dropdown | Site, building, floor, system type, priority |
| Text (Voice Fill) | Detailed observations, remedial actions, contractor notes |
| Table Matrix | Asset registers — equipment ID, location, condition, next service |
Example forms
- Daily building walk — reception, toilets, common areas, lighting, temperature, cleanliness
- Plant room inspection — boilers, pumps, ventilation, water treatment, BMS readings
- Contractor sign-in and induction — company, names, insurance details, site rules, signatures
- Permit to work — hot works, confined spaces, working at height, authorisation signatures
- Asset condition survey — equipment ID, age, condition, remaining life, replacement priority
- Reactive maintenance request — what's wrong, where, urgency, photos, assigned to
Key features for facilities management
Multi-site management
Create forms for each site and assign them to the relevant on-site team. The dashboard gives you a single view of compliance across all buildings.
Voice Fill for building walks
Facilities managers can dictate findings as they walk — "men's toilets ground floor, third cubicle door latch broken, hand dryer not working, soap dispenser empty" — faster than typing on a clipboard app.
Contractor management
Use forms for contractor inductions, permit-to-work sign-offs, and job completion records. Digital signatures and timestamps create a reliable audit trail.
Scheduled compliance rounds
Set up recurring schedules for everything from daily building walks to annual fire risk assessments. Fluent Forms ensures nothing is missed.
Combine Open to All forms with your maintenance team so any available engineer can pick up reactive requests from the pool, while scheduled preventive checks are assigned directly.