Know where everything is. And that it's been checked.
Manage your school's assets, maintenance schedules, and statutory inspections in one place. Calm Facilities gives you complete visibility and control over your physical environment, ensuring compliance and preventing costly breakdowns.
Asset Tracking
Complete visibility of all your assets
Keep track of every asset in your school with comprehensive management that gives you instant access to location, status, and maintenance history.
- QR-tagged assets
- Easily identify and track assets with QR codes that link directly to their digital records for instant access via mobile.
- Location mapping
- Know exactly where each asset is located with detailed mapping and room assignments for quick access.
- Warranty management
- Track warranty information and service contracts to ensure you're covered when issues arise.
- Lifecycle tracking
- Monitor the complete lifecycle of assets from acquisition to disposal with comprehensive history.
- Condition monitoring
- Record and track the condition of assets over time to identify deterioration before failure occurs.
- Audit-ready records
- Maintain complete, accessible documentation that's always ready for inspection or audit.
Mobile Maintenance Management
Report and manage maintenance on the go
Empower your staff to report issues instantly and access their maintenance tasks from anywhere, ensuring nothing falls through the cracks.
Mobile access transforms how your team manages maintenance. Staff can instantly report issues with photo documentation, while maintenance personnel can view and update their task lists on the go, dramatically improving response times and issue resolution.
- Mobile issue reporting Allow any staff member to report maintenance issues instantly with their mobile device, including photo documentation and location details.
- Digital task lists Provide maintenance staff with mobile access to their task lists, complete with priority levels, locations, and required tools.
- QR code scanning Scan asset QR codes to instantly access maintenance history, documentation, and report new issues associated with specific equipment.
The system works offline when needed, automatically synchronising when connectivity is restored. Real-time notifications alert relevant personnel to urgent issues, ensuring critical problems are addressed promptly.
Real-time updates and communication
Maintenance staff can update task status in real-time, providing instant visibility to administrators and requesters. The system facilitates communication between requesters and maintenance personnel, ensuring everyone stays informed throughout the resolution process.
Preventative Maintenance
Prevent costly breakdowns before they happen
Move from reactive to proactive maintenance with intelligent scheduling, early warning systems, and comprehensive tracking that extends asset life and reduces costs.
- Scheduled maintenance
- Automatically schedule routine maintenance based on manufacturer recommendations, usage patterns, and best practices.
- Early warning detection
- Identify potential issues before they cause failures through condition monitoring and maintenance pattern analysis.
- Cost tracking and analysis
- Monitor maintenance costs over time to identify assets with increasing maintenance needs that may require replacement.
- Seasonal maintenance planning
- Schedule seasonal maintenance tasks automatically to ensure systems are prepared for changing weather conditions.
- Maintenance forecasting
- Predict future maintenance needs based on historical data, allowing for better resource planning and budgeting.
- Service history tracking
- Maintain comprehensive service histories for all assets to inform maintenance decisions and replacement planning.
Compliance Assurance
Always inspection-ready, always compliant
Ensure your facilities meet all regulatory requirements with automated compliance tracking, documentation, and reporting that keeps you audit-ready at all times.
- Regulatory compliance tracking
- Track compliance with all relevant regulations and standards, with automated scheduling based on statutory requirements.
- Audit-ready documentation
- Maintain comprehensive, accessible documentation that's always ready for inspection, with complete audit trails for all activities.
- Compliance alerts
- Receive automated notifications for upcoming compliance deadlines, ensuring nothing is missed or overlooked.
Compliance isn't just about ticking boxes - it's about ensuring safety and meeting your duty of care. Calm Facilities transforms compliance from a burden into a streamlined, automated process.
From compliance burden to peace of mind
The system provides clear compliance status dashboards for leadership visibility, identifies compliance gaps before they become issues, and stores all evidence needed for verification. When inspectors arrive, your reports do the talking.
Inspection Records
Comprehensive inspection management
Track all statutory and routine inspections with detailed records, follow-up actions, and historical data analysis that ensures nothing falls through the cracks.
- Statutory inspection tracking
- Schedule and track all required statutory inspections with automated reminders and compliance status monitoring.
- Mobile inspection checklists
- Complete inspections on-site using mobile devices with customisable checklists and photo documentation capabilities.
- Non-compliance flagging
- Automatically flag non-compliant items with required follow-up actions and escalation pathways.
- Corrective action tracking
- Assign, track, and verify completion of all corrective actions identified during inspections.
- Historical data analysis
- Analyse inspection data over time to identify recurring issues and improvement opportunities.
- Inspection certification
- Generate and store official inspection certificates and documentation for compliance verification.
Risk Assessment
Identify and mitigate risks before they become incidents
Create, manage, and track risk assessments across your facilities with customisable templates, scoring systems, and control measure tracking.
Effective risk management is essential for maintaining safe educational environments. Calm Facilities provides a comprehensive risk assessment system that helps you identify potential hazards, evaluate risks, and implement appropriate control measures.
- Risk assessment builder Create detailed risk assessments using customisable templates tailored to different facility types and activities.
- Risk scoring and prioritization Evaluate and score risks based on likelihood and impact, allowing you to prioritise mitigation efforts effectively.
- Control measure tracking Document and track the implementation of control measures to ensure risks are properly mitigated.
The system automatically schedules risk assessment reviews based on regulatory requirements or significant changes to facilities or activities. This ensures your risk assessments remain current and effective.
Comprehensive risk visibility
Gain organisation-wide visibility of risks through intuitive dashboards that highlight high-priority areas. Generate detailed reports for governors, regulators, or insurance providers that demonstrate your proactive approach to risk management.
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Ready to transform your facilities management? Start your journey to proactive maintenance and compliance today.