Facility maintenance
Facility maintenance software for the building behind the business
MaintainIQ is facility maintenance software for the HVAC, roof, plumbing, lighting and parking lot behind your restaurants, stores and other sites. Put recurring building upkeep on a schedule, get problems reported from every site, and see which buildings need attention on one screen.
- One site or many
- Unlimited users per location
- English and Spanish
Operators at these brands use MaintainIQ
Schedule
Building upkeep on a schedule, not on memory
Filters, grease traps, water heaters and roof drains stay quiet until they fail. Give each one a preventive maintenance schedule with instructions and a short checklist, then see what is due and what is overdue at each site.
- HVAC filters every month, the grease trap on a set day, roof drains every 3 months
- Assign each task to a person or a role at the location
- Tick the box when the contractor visit is booked
Life safety
Extinguisher and emergency light checks that really happen
Fire codes commonly call for a monthly check of every extinguisher and a monthly test of emergency and exit lights, with longer yearly inspections on top. Put these on a set day of the month at each site, with a short checklist of what to look at, and every check lands in the service history. For a full walk-through of the building, run an audit with sections like Exterior and Restrooms.
- A set day of the month for each site's safety checks
- The same short checklist at every site
- Walk-throughs scored by section, with the last auditor and date per site
Repairs
Leaks, outages and broken lights, reported from the site
The person who finds the roof leak is rarely the person who fixes it. Staff report it from their phone, you set the priority and due date, and the work order stays open until someone closes it, with a record of who reported, accepted and closed it.
- Link the work order to the unit it is about, like the water heater or rooftop unit 2
- Assign it to someone on your team or to an outside contractor
- Needs attention, in progress and closed, the same at every site
Contractors
The right contractor for every system
Most building work goes to outside companies, the HVAC tech, the plumber, the hood cleaner and pest control. Keep each one as a vendor, set the preferred vendor on each system, and keep warranty dates on the equipment that has them. Pest control, extinguisher checks and hood cleaning can each run as a recurring maintenance item with its vendor.
- Vendor records for every trade you use
- A preferred vendor for each piece of equipment
- Work orders assigned to a vendor, who does not log in, so the record stays with your team
- Warranty expiry dates with a countdown
Common tasks
Facility maintenance tasks and how often they come around
Typical intervals to start from. Your equipment manuals, your landlord and your local fire and health codes decide what applies to you.
| System | Typical task | Common interval |
|---|---|---|
| HVAC | Change filters, check belts and drains, professional service | Filters monthly to quarterly, professional service twice a year |
| Roof | Clear drains and gutters, look for damage and standing water | Twice a year and after big storms |
| Plumbing and water heaters | Look for leaks, flush the water heater tank | Leak check monthly, flush at least once a year |
| Grease trap | Pump out and clean | Often every 1 to 3 months, or as your city requires |
| Lighting and parking lot | Replace burned-out lights, look for potholes and trip hazards | A weekly walk-around |
| Pest control | Licensed service, check traps and entry points | Monthly is common for food businesses |
| Fire extinguishers | Check the gauge, the pin and that nothing blocks it | Monthly check, yearly service by a certified technician |
| Emergency and exit lights | Press to test, then a longer battery test | 30 seconds monthly, 90 minutes yearly |
Straight answer
What this facility maintenance software is not
MaintainIQ is not a building automation system or an enterprise facilities platform. It does not control your HVAC, read utility meters, manage leases and space, or process contractor invoices. It keeps building upkeep scheduled, reported and on record at every site, which is where most operators need the help.
Free templates
Free facility maintenance checklists
Winter Facility Readiness Checklist, Free PDF
Free winter facility readiness checklist PDF. Pre-winter building prep, freeze protection, a daily snow and ice log, and a cold weather emergency plan.
Free Emergency Lighting & Exit Sign Inspection Checklist PDF
Free emergency lighting and exit sign inspection checklist PDF with the monthly 30-second test, annual 90-minute test and NFPA 101 test logs.
Free Roof Inspection & Maintenance Checklist PDF
Free roof inspection and maintenance checklist PDF for commercial flat roofs, with spring, fall, post-storm and annual checks and warranty records.
What is facility maintenance software?
Facility maintenance software helps you look after the building itself, the HVAC, roof, plumbing, lighting, parking lot and life-safety equipment. It schedules recurring upkeep, tracks repairs and keeps a history for each system, so no site depends on a paper log. Read more in understanding facility maintenance.
What is the difference between facility maintenance and equipment maintenance?
Facility maintenance covers the building and its systems, like HVAC, plumbing and the roof. Equipment maintenance covers the machines you run the business with, like coolers, fryers and ice machines. Most operators need both, and MaintainIQ keeps them in one app. See equipment maintenance.
Can I manage facility maintenance for several sites?
Yes. The Home dashboard shows preventive maintenance and work orders for every location, next to daily tasks and food safety checks. Filter by a group of locations, such as a region or brand, to see just the sites you look after, and export lists to Excel.
Can I track fire extinguisher and emergency light checks?
Yes. Set them up as preventive maintenance on a set day of the month, with a short checklist, and each completed check goes into the service history. MaintainIQ keeps the record. It does not replace the yearly inspection by a certified technician.
Does it work for hotels and senior living?
Yes. Hotels, senior living communities and parks use MaintainIQ for building upkeep as well as their kitchens. It is not a property management or care system. It covers maintenance, checklists, inspections and food safety. See industries for how each one uses it.
Do I need a maintenance department to use it?
No. MaintainIQ is built for sites where managers and staff handle maintenance alongside everything else. They report problems and complete checks from their phones, outside contractors do the specialist work on the work orders you assign them, and you keep track of both in one place. Every customer also gets a dedicated account rep.
Ready when you are
Keep every building in shape
In a 15-minute demo we will show you how building upkeep, repairs and contractors would work across your sites.
- iPhone, iPad, Android and web
- English and Spanish
- Unlimited users per location
Prefer to talk? Call (888) 534-0261. US-based support.