Building maintenance

Technical records of equipment, inspections, services, deadlines, and the history of the building.

Purpose

Building maintenance is the central operational technical record of shared equipment, installations, inspections, services, malfunctions, and deadlines. The record is filled in and maintained by the co-owner representative or the site administrator, while active tenants see it as an overview table of the current status.

The module is intended for daily organization and continuity of information. It does not replace official records, certificates, service booklets, or records that, according to regulations or contracts, are kept by the manager or an authorized service technician.

Record content

Each item contains the name of the equipment or system, category, description, physical location, status, date of the last action, next deadline, and service contact. The administrator can use a separate button to upload a PDF, TXT, DOC, DOCX, XLS, or XLSX document up to 25 MB and independently enter an external HTTPS web link. The uploaded file and the web link are therefore displayed as two separate actions.

Supported statuses are:

• Correct
• Review soon
• Waiting for service
• In progress
• Repair needed
• Out of use
• Completed

For each item, there is a chronological history of inspections, services, repairs, status changes, and notes. An event can include a date, status after the action, a new deadline, and an associated document.

Permissions and visibility

Active members of the location can read the records and history of only their location. Only the administrative authority of that location can add, edit, and delete items, add history, and include reminders.

Deadline reminders are private administrative notifications. The scheduled server checks selected deadlines every day and notifies active administrators 30, 14, 7, or 1 day in advance, depending on the selection in the record. The demo site is intentionally excluded from sending actual reminders.

After saving, the administrator chooses one of three actions. On a mobile device, they are displayed as three full vertical rows so that the text and touch areas remain readable even on a narrow screen:

1. just update the record;
2. update the record and send a short notice to the tenants;
3. update the records and initiate the preparation of a detailed Official Notice.

A short notice to tenants respects their global, modular, and location notification settings. The published notice leads back to Building Maintenance.

PDF, print, and paper backup

The administrator can create a complete PDF of the entire module at any time. The PDF includes the title and location, creation time, a summary table of all items, details, service contacts, related documents, and the full history of each item.

Three separate actions are available:

• Print — opens the system overview and printout;
• Download PDF — saves the file to the device;
• Send to yourself — opens the system sharing menu, including email when available. The web uses Web Share with a PDF attachment; if the browser does not support it, the PDF is downloaded and an email draft is opened for manual attachment.

Each report contains a warning that it is an operational, and not an official legal record. Thus, the paper copy serves as a backup in case the application is unavailable, without creating a false impression that Conexa issues a certificate or an official report.

Web

The registered member opens Building Maintenance from the web portal. The link transfers the ID of the currently selected location, and a user with multiple memberships can clearly change the location on the page itself. The administrator portal offers the same CRUD, history, reminders, and PDF actions on a large screen.

Demo location

The production DEMO LOCATION contains five fictional examples: Elevator A, fire extinguishers and hydrants, lightning protection installation, garage ventilation, and roof, gutters, and roof drains. The examples have different statuses, deadlines, service contacts, web links on the conexa.life domain, and action history.