Site and Contract Register for Facility Companies
Every client site sits on one record with its blocks, posts, service scope and contract rate. The operations desk opens a site once and the rest of the system reads it.
What a site record holds
A site is more than an address. Posts, scope, rates and dates are entered once, and the roster, the helpdesk, the maintenance schedule and the monthly bill all read them from this record.
Who fills it in
The operations manager opens the site once your client signs. Back office staff put in the rates and the billing heads. The site facility manager then fills the blocks, the posts and the contacts as deployment begins. A rate revision is entered by the back office alone.
Where the site record is read
Almost every other screen hangs off it.
- The roster draws its posts and shifts from the site record
- Complaints are logged against a site, a block and a category
- Maintenance rounds and asset entries sit under the same site
- The monthly bill takes its rate and cycle from the contract
- Consumable indents are raised and read site by site
What the client decides
Some choices belong to your office, not to the software. Whether a layout with three towers is billed as one site or three is settled by your operations team and the client admin before the first bill goes out.
- Whether two towers of one layout are one site or two
- How a mid-contract rate revision is recorded and from which month
- Which site contacts may raise complaints and see bills
- Whether a closed site is archived or kept alive for renewal
Frequently asked questions
Can one client hold several sites?
Yes. A client company can carry many sites, each with its own posts, rates and complaints, and the bills can go out together or separately. The choice is yours.
What happens when a contract is renewed at a new rate?
The new rate is entered with the month it starts. Bills before that month keep the old rate.
Does it keep scanned agreements?
Yes. The signed agreement, the work order and rate revision letters can be attached to the site record.
Is a site closed when the contract ends?
The site is marked closed and its history stays readable. Complaints, bills and asset records from the contract period are not removed.
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