The work, and who is doing it

Maintenance and building work happens on sites where children are. Knowing which company is coming, which of their people are vetted, and what they were told at induction is part of the job, so it lives in the same system as everything else.

Vetted contractor staff
Jobs from quote to sign-off
Inductions before anyone starts

Every job, at every site

Jobs run from the first quote through to sign-off, with the estimate sitting next to what it cost. That makes the annual maintenance conversation a report rather than a reconstruction.

Recurring work such as the six-monthly RCD test or the annual heat pump service is scheduled rather than remembered.

Quoting, in progress, review and done as real states
Estimated against actual cost
Priority and risk recorded per job
Scheduled jobs raised automatically on a cycle

A job open for editing, showing its reference, the site and area, the contractor assigned, the description of the work, its status, priority and estimated cost.

The Jobs list showing work across every centre with its reference, name, the site and area, the contractor assigned, status, priority and estimated cost.

Know who is allowed on site

A contractor record holds the paperwork you would otherwise be chasing by email: insurance, health and safety documentation, and when each expires.

Their individual workers are recorded too, each with their own vetting status, because the question that matters on the day is whether this person is cleared to be here rather than whether their employer is.

Public liability and H&S documentation with expiry dates
Individual workers vetted and approved per site
Trades recorded, so the right company is called
Inactive contractors kept rather than deleted

The Contractors list in dark mode showing four contracting companies with their contact person, trades, health-and-safety and public liability expiry dates, and active status.

The Contractor staff members list in dark mode, showing each individual working for a contractor with the company they belong to, their trade and the state of their vetting.

Projects, for the work that's bigger than a job

A roof replacement is not a job. It is a budget, an approval, a build window and a dozen jobs underneath it. Projects hold that shape, so capital work is planned and reported on rather than tracked in a spreadsheet beside everything else.

Budget sits next to actual spend from the start, which is the number a board asks for and the one that is hardest to assemble after the fact.

Budget held against actual cost
Ministry approval tracked where it is needed
Jobs grouped under the project they belong to
Design, pricing, construction and done as real states

The Projects list showing a roof replacement, a playground redevelopment, a kitchen upgrade and a carpark resurfacing, each with its site, status, budget, actual cost and dates.

A project open for editing in dark mode, showing the centre, the status and priority, the budget set against the actual cost so far, and the dates the work runs between.

What it cost, and how they performed

The reports answer the questions a board asks: what is still open, how long has it been open, what did we spend, and who is turning up.

Open jobs aged, so nothing quietly stalls
Spend by site, contractor and project
A scorecard across the contractors you use
Unauthorised jobs surfaced separately

The Job summary report showing six open jobs across all sites totalling $7,825 estimated, aged into 0-30, 31-60, 61-90 and over-90-day buckets, with a breakdown by status.

See it with your own setup

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