Planado simplifies task management and allows to control handyman service schedule in a few clicks
In the mobile app, your employees see all scheduled tasks and receive notifications about new assignments.
The built-in job checklists ensure that workers won't overlook any tasks on their to-do list.
When a task is completed, the worker fills out a customizable report with photos and other fields that is automatically saved in the database and transmitted to the office.
When worker starts the job, he will receive a checklist with the list of actions so he doesn't forget anything to do.
After completion, he will fill out a customizable report with photo, text and other various field types.
All reports with photos and other fields are saved in a database and can be useful, for example, in case of a warranty visit
Share a branded portal with clients, giving them full transparency into ongoing and completed projects, work stages, photo reports, and documents.
Through the portal, clients can track project status, view schedules, review reports, and leave feedback on service quality. You decide which projects and details are visible.
Track your employees' trip during working hours, schedule jobs to your workers based on their location right on the map. Task and movement history is recorded and available at any time
GPS location tracking helps calculate mileage and assign the closest worker to an urgent job.
Dozens of property management & maintenance companies around the world already use Planado to organize their business and increase profits.
Planado adapts to the realities of building operations—multi-site workloads, recurring maintenance, compliance checks, and vendor coordination:
Сreate workflows for inspections, preventive maintenance, repairs, tenant requests, and seasonal tasks with mandatory steps and photo proof.
Ыet daily/weekly/monthly tasks for HVAC checks, fire safety inspections, lighting, plumbing, elevator logs, and common area upkeep.
Configure access for facility managers, dispatchers, in-house technicians, contractors, and supervisors so everyone sees only what they need.
Connect Salesforce, HubSpot, Zoho CRM, or your internal systems via API to sync requests, statuses, and reporting automatically.
Tasks management SchedulingEmployee GPS tracking Employee's mobile appChecklists & reportsTeams & work shiftsCustomer notifications Create jobs in mobile appCRM integrationMileage trackingDocuments signing Recurring jobsProduct catalog and pick listAPI & WebhooksYes. Planado supports both recurring planned maintenance (inspections, logs, seasonal tasks) and on-demand work orders (breakdowns, tenant requests, urgent fixes).
Field teams use the mobile app to:
Yes. Create templates for inspections (e.g., fire safety, emergency lighting, HVAC, common areas), make key steps mandatory, and require photo evidence before a task can be closed.
Yes. Planado is designed for multi-location operations: bulk import sites and staff, assign work by building/zone, and monitor workload and backlog across all locations.
Yes. Role-based access is fully configurable. Contractors can see only assigned jobs; supervisors can oversee multiple sites; managers get full visibility and reporting.
Absolutely. Generate reports with photos, comments, timestamps, and statuses. Export to Excel/PDF or share results with stakeholders.
Most teams get comfortable within 1–2 shifts. The app is designed for fast field usage, and onboarding support is available for managers and dispatchers.
Yes. Teams can work offline; everything syncs automatically once the connection returns.
Planado reduces costs by cutting admin time, preventing missed maintenance, improving first-time fix rates with checklists and documentation, and giving managers real-time visibility to balance workload and reduce repeat incidents and site revisits.
Maintenance work never really stops. Requests come in daily, priorities shift, and execution depends on people being available at the right moment. As portfolios expand, this ongoing flow becomes harder to manage. Property management maintenance software often appears when teams realize that routine coordination no longer holds everything together.
Unlike one-off tasks, maintenance is repetitive and time-sensitive. The same type of issue can surface across multiple buildings, while urgent work interrupts planned schedules. Property management maintenance software is used here to keep this moving stream of work visible, not to document it after the fact. Property maintenance software helps prevent everyday activity from breaking into disconnected pieces.
When maintenance is handled manually, control weakens first. Requests are scattered, schedules drift, and contractor updates arrive late or incomplete. With more buildings in play, there is no single view of what is in progress and what is already overdue. This is where structured maintenance systems become necessary — to reduce delays, restore visibility, and bring ongoing work back into a manageable operational frame.
Maintenance usually goes unnoticed until a small issue interrupts normal operations. A repair drags on, a request is overlooked, or a routine check does not happen on time. As properties mature and portfolios expand, these situations become more frequent and harder to manage.
Relying on informal coordination stops working, and property management maintenance software becomes part of keeping day-to-day operations stable.
Expectations add another layer of strain. Service-level agreements define response times, tenants expect issues to be addressed promptly, and owners look for predictable costs and risk control. When maintenance is handled in a reactive way, small delays turn into larger problems. Missed checks, late repairs, and unclear responsibility often lead to higher expenses and avoidable downtime.
The difference between reactive and managed maintenance is structure. Reactive work responds to failures after they happen, while a managed approach keeps recurring tasks, priorities, and follow-ups under control. Property management maintenance software supports this shift by helping teams plan, track, and adjust work before issues escalate, reducing operational risk across buildings.
Maintenance work does not arrive in neat batches. Requests come in throughout the day, some urgent, some routine, and priorities shift as conditions change. Treating this as a fixed task list rarely works for long. Maintenance management software is used to keep this ongoing stream of work from breaking apart.
Requests are captured and tied to specific properties or locations instead of floating between messages and notes. From there, work progresses through visible stages. Nothing disappears after submission, and status changes reflect what is actually happening, not what was planned earlier. Property management software for maintenance keeps these steps connected, even when work stretches over time.
This changes how maintenance is handled. Teams are not just closing individual requests; they are keeping an active process under control. Work stays visible as it moves, priorities can shift without losing context, and coordination feels less reactive.
Maintenance requests often come in fragments. Someone sends a brief message, attaches a photo, or calls in a hurry, and the picture stays incomplete. Where the issue is, how urgent it is, and who should handle it are not always clear, which slows things down. Maintenance management software helps at this point by giving requests a defined place early on, instead of letting them drift between messages and calls.
Requests are turned into work orders with defined parameters. Each task is linked to a specific property or area, assigned a type of work, and connected to the people responsible for execution. Within a property maintenance management system, this information stays attached to the task as it moves forward, rather than being added later from memory.
This structure changes how work is picked up. Technicians and contractors see what needs to be done, where, and under which conditions. Managers, in turn, can track progress without clarifying the same details repeatedly.
Maintenance plans tend to change as soon as the day starts. An urgent issue pulls attention away, people are reassigned, and earlier plans no longer quite fit the situation. Maintenance software for property management helps teams keep sight of what was planned, even when the schedule has to shift on short notice.
Planned and reactive tasks are viewed together, not in separate lists. This makes it easier to decide what needs immediate attention and what can wait, especially when technicians or contractors are limited. A building maintenance management system helps keep priorities visible as conditions change, rather than locking teams into static schedules.
Planned maintenance often gets pushed aside when urgent problems come up. Inspections are moved, routine tasks wait longer than intended, and attention shifts to whatever is broken at the moment. After a while, it becomes harder to remember which checks were delayed and which work never made it back into the schedule.
Property maintenance management software keeps both types of work in the same working space. Preventive tasks do not disappear when priorities shift, and urgent repairs remain linked to the broader maintenance picture instead of living as isolated events. This makes it easier to see how day-to-day decisions affect future workload.
When preventive and reactive work are tracked separately, scale becomes harder to manage. Information spreads, priorities compete, and visibility weakens as portfolios grow. Property management maintenance tools help keep both streams aligned, so maintenance stays manageable even as the number of properties increases.
When updates stop coming in, it becomes hard to tell where work actually stands. Tasks linger without clear signals, and follow-ups often happen too late. With task states visible while work is ongoing, unfinished items are easier to notice. Handovers no longer hide gaps, and stalled work stands out before it quietly turns into a delay.
Clear tracking also affects how responsibility is perceived. When updates appear as work progresses, there is less room for assumptions about who is handling what. Property maintenance tracking software captures changes as they happen, which removes the need to confirm status through calls or follow-up messages.
Managers and owners do not have to request updates to understand what is happening. They can open the system and see which tasks are active, delayed, or completed across buildings. Responsibility becomes clearer because progress is visible in the same place where work is being tracked, without relying on follow-up explanations.
When maintenance work involves both in-house staff and outside contractors, coordination rarely stays simple. Schedules do not line up, responses come through different channels, and priorities shift depending on who is involved. Small gaps appear first — a missed detail, a duplicated task, an unclear responsibility — and managers end up filling these gaps manually. Software for property maintenance companies usually appears at this stage, when informal coordination starts consuming too much time.
Tasks are distributed through one workspace rather than relayed manually. Technicians and contractors access the same job information, including scope, location, and timing. Updates are added as work progresses, so changes do not need to be confirmed separately. Real estate maintenance software supports this by keeping communication tied to the task itself instead of scattered across messages.
As operations expand, informal coordination stops holding up. More people, more sites, and more vendors increase the risk of misalignment. Property maintenance management systems give all parties a common reference, making it easier to assign work, track execution, and adjust plans without rebuilding coordination from scratch each time.
##How Does Building Maintenance Software Support Multi-Site and Portfolio Operations? Managing maintenance across several buildings adds layers of complexity that are easy to underestimate. Each location has its own layout, usage patterns, and service history, yet the work still needs to follow a consistent approach. Building maintenance software helps teams operate across sites without treating every property as a separate system.
Tasks, schedules, and updates are handled through the same logic, even when buildings differ in size or function. With the same approach applied across sites, differences in workload become easier to notice. Some buildings demand more attention, others follow a steadier pattern, and these shifts are visible without digging through reports. Building maintenance management software keeps activity visible both at individual locations and across the portfolio, so local work is not lost when attention moves to the bigger picture.
As portfolios grow, processes do not need to be redesigned from scratch. New buildings follow the same maintenance structure, which reduces onboarding time and limits disruption. Planado supports this model by allowing different properties to operate within one shared maintenance framework, rather than forcing teams to manage each location through separate tools or workflows.
Reports created after work is finished rarely reflect what actually happened on the ground. By the time data is collected, checked, and summarized, priorities may have already shifted. A building maintenance management system approaches reporting differently by keeping information tied to execution instead of reconstructing it later.
Updates appear in the same place where the work is being done, not added later for reporting purposes. Progress and delays become visible as tasks change state, without extra steps or manual summaries. In a property maintenance management system, this makes control more practical, because managers see the situation as it develops instead of reconstructing it after everything is finished.
This approach reduces the need for manual reconciliation. Managers do not have to merge spreadsheets, messages, and notes just to understand the current situation. Systems like Planado illustrate how maintenance data stays connected to actual work, allowing reporting to emerge naturally from daily operations rather than from separate reporting cycles.
Operational control becomes more practical when information is current and traceable. Decisions can be made based on what is happening now, not on summaries that arrive once issues have already escalated. Explore how structured maintenance workflows help reduce delays and improve operational control across properties and buildings.
Maintenance work rarely exists in isolation. Decisions made on-site affect budgets, asset condition, and long-term planning, even if those connections are not always visible at the moment work is performed. Property management software for maintenance is often integrated for this reason — to keep maintenance activity aligned with the wider business context. Instead of operating as a standalone tool, maintenance systems can share information with ERP, accounting, or asset management platforms. This does not require exposing technical details to everyday users. The goal is simpler: ensure that completed work, resource usage, and equipment history are reflected where financial and asset decisions are made.
Maintenance software is usually evaluated after existing routines stop holding up. Requests pile up, schedules shift too often, and keeping track of work across buildings takes more effort than the work itself. At this point, property management maintenance software needs to match how maintenance actually happens, not how it looks on paper.
A long feature list rarely helps if daily use feels awkward. What matters more is whether the system supports how tasks are created, reassigned, delayed, and closed in real conditions. Maintenance work changes quickly, and the software should absorb those changes without forcing teams to rebuild plans or bypass the system.
It helps to think a bit ahead of today’s workload. As operations expand, maintenance does not simply increase in volume — it becomes harder to keep aligned. More sites, more contractors, and more reporting requests all pull on the same processes. Property management maintenance software needs to absorb that pressure without forcing teams to add extra tools or rebuild how they work. The aim is to keep maintenance under control as things get more complex, not to switch systems every time the operation grows.
Maintenance becomes easier to manage when all work follows the same operational logic. Planado brings together the different parts discussed throughout this page into one environment, where preventive and reactive maintenance are handled side by side instead of in separate tools. As property management maintenance software, it supports how maintenance actually unfolds — with shifting priorities, overlapping tasks, and work happening across multiple buildings.
Requests, schedules, and updates remain connected to specific properties as work progresses. Teams do not need to switch between systems to understand what is planned, what is delayed, or what has already been completed. Property maintenance management software like Planado keeps this information visible to both managers and field teams, reducing the need for manual checks and follow-ups. The same structure holds as operations grow. New properties, technicians, or contractors fit into existing workflows without changing how maintenance is organized. This makes it possible to scale maintenance operations while keeping control and clarity in place. Instead of rebuilding processes as complexity increases, teams continue working within a single, consistent system.
See how Planado supports day-to-day maintenance work across properties and buildings in a single system.
Recurring work stays easier to follow when it is part of the same workflow as day-to-day maintenance. Scheduled checks do not disappear when urgent tasks come in, and skipped work is easier to notice. This helps teams keep maintenance cycles intact without relying on reminders.
Yes. It allows teams to manage work for different buildings within the same structure and logic. Tasks, schedules, and updates remain consistent across locations, which simplifies coordination as portfolios grow.
Tracking keeps task status visible while work is still in progress. Delays are easier to spot early, before they turn into missed deadlines. This reduces reliance on follow-up messages and late explanations.
Most maintenance systems are designed to connect with accounting, ERP, or asset tools at a high level. This allows maintenance activity to inform budgeting and asset records without manual data transfer. As a result, maintenance stays aligned with broader business processes.
Planado applies a unified operational approach to both preventive and reactive maintenance in one platform. Tasks, schedules, and updates stay connected to specific properties, giving teams a clear view of ongoing work. To see how this works in practice, you can explore Planado through a free trial and evaluate how it fits your maintenance operations.