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Maintenance

Preventive maintenance software for universities

Schedule recurring maintenance across every building, assign it to a technician or a contractor, and see in one list what is overdue, what is due soon and how reliably your team finishes on time.

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Maintenance schedules: recurring filter changes and code-required elevator and fire alarm inspections, each with equipment, due date, overdue status, assignee and a Complete button.

Sample data. Northfield University is a fictional campus.

The problem

Preventive maintenance that depends on memory

Filters get changed when someone remembers. Belts and bearings are checked when a unit starts to squeal. On many campuses the schedule lives in a spreadsheet or a calendar owned by one person, and when that person is out, the work quietly stops.

The equipment is varied: rooftop units, boilers, chillers, elevators, generators, fire alarm panels and roofs. Some of the work is done by your own technicians and some by vendors under contract. Nobody has a single view of what is due this month across every building, or of what was done last time.

Skipped preventive work does not disappear. It shows up later as a failed unit, an emergency call and a replacement nobody budgeted for. Leadership asks how well the team keeps up, and without records the honest answer is a guess.

How BldgHelm handles it

Every recurring task, on every asset, with a record of each one

BldgHelm attaches maintenance tasks to the equipment itself, so the schedule, the history and the person responsible live in the same place.

Overdue maintenance on a phone: filter replacements with equipment, due date, days overdue and a Complete button.

  • Recurring schedules

    Add tasks such as "Replace filters, every 3 months" or "Belts, bearings and coil check, every 6 months". Frequencies run in days, weeks, months or years, with optional checklist steps.

  • The next due date moves itself

    When a task is completed, the next due date moves forward automatically, so nobody re-enters the schedule.

  • Maintenance and inspections

    Each task is either preventive maintenance or an inspection, and can be marked as required by code. See compliance inspection tracking.

  • Staff or vendors

    Assign a task to a technician or to a contractor company. Vendors complete it from their phones through the contractor portal.

  • Due soon and overdue lists

    Due soon covers the next 30 days. Both lists filter by building, category and assignee, and technicians start on the tasks assigned to them.

  • Daily reminders

    A daily check sends reminders by email and in the app before a task is due, and again when it is overdue. By default reminders go out 14 and 3 days ahead, and an Owner Admin can change that. Each person chooses what they receive.

  • A record every time

    Completing a task logs the date, who did it, hours, parts, cost and photos, plus a Pass, Fail or Needs follow-up result for inspections. The equipment page keeps the history, newest first.

  • On-time completion rate

    Reports show how often tasks are finished on time, by building, so you can see where the schedule is slipping.

  • Warranty conditions

    If a warranty requires an annual inspection, link the schedule to the warranty so the required work is never missed.

How it works

From setup to a working routine

  1. Step 1: Get your equipment in

    Import equipment from a spreadsheet with a template and preview, or add it one piece at a time. Print QR labels so a scan opens the asset.

  2. Step 2: Add schedules to each asset

    Choose a task, a frequency, a first due date and an assignee. Mark code-required inspections as such.

  3. Step 3: Let the daily check do the nagging

    Reminders go to the assigned person and to facilities managers when work is coming due or overdue.

  4. Step 4: Complete tasks from the phone

    Follow the checklist, log hours, parts and photos, and record an inspection result. The next due date resets.

  5. Step 5: Review overdue work and the on-time rate

    Work through the overdue list by building, and use the report to see where capacity or vendor performance needs attention.

Maintenance findings can become work orders, and neglected assets feed the backlog behind capital planning. Request a demo to walk through a maintenance schedule with sample data.

Rooftop condensing units on a white membrane roof, with brick campus buildings behind.

Illustrative photo.

Who uses it

Built for everyone who touches a building

  • Facilities directors and managers

    Facilities managers set the schedules, assign them, watch the overdue list and report on-time completion by building.

  • Technicians

    Technicians open their assigned tasks on a phone, work through the checklist, log what they did and attach photos.

  • Contractors

    Vendors completing elevator, fire alarm or HVAC work log their own visits and results, and see only the tasks assigned to their company.

  • Finance and leadership

    Viewers can read maintenance history and reports. Cost totals are visible only to roles allowed to see costs, never to technicians.

FAQ

Frequently asked questions

What is preventive maintenance software?
It is software that schedules recurring maintenance tasks for equipment, reminds the people responsible, records each completed task and shows what is overdue. The goal is to catch wear before it becomes a failure.
Can schedules be triggered by run hours or meter readings?
Not today. Schedules are calendar-based: every set number of days, weeks, months or years. Condition-based triggers are not part of the product yet.
Can technicians complete tasks from their phones?
Yes. BldgHelm works in the browser on any phone and can be added to the home screen. Buttons are large, there is a dark mode for dim mechanical rooms, and photos come straight from the camera. A connection is needed; there is no offline mode yet.
How are vendor-performed tasks handled?
Assign the schedule to a contractor company. Its employees complete the task in the contractor portal and the result lands on the equipment's history in your records.
What happens when a task is overdue?
It appears in the Overdue list, filterable by building, category and assignee, and reminders go to the assigned person and to facilities managers. It also counts against the on-time completion rate.
Can we keep warranty requirements on schedule?
Yes. A warranty can list required conditions, such as an annual roof inspection, and be linked to the maintenance schedule that covers it, so the work that keeps coverage valid is not missed.

Keep reading

Related solutions

See your campus in BldgHelm.

A walkthrough of the three workflows with sample data, and a plan for bringing over your buildings, equipment and schedules.

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A brick college quad on a clear day, with lawns, crossing paths and a few students in the distance.