Incidents from the location itself
The store manager opens the incident from their own access, with their own description and photos. No need to interpret a stray message.
Retail and multi-site
The information about your locations should belong to you
When each store calls its trusted supplier and each supplier keeps what it did in its own system, the chain has no history of its own. It knows what it has paid, but not what it has.
Who it's for
For store chains, franchises, restaurant groups, office networks and any organization managing dozens or hundreds of distributed locations. What they have in common isn't the sector: it's that incidents arise at the location, get resolved by someone outside it, and whoever needs the full picture is at headquarters.
The cost of not keeping the data in-house
Each location makes do as best it can, and that works until you need to decide at network scale.
- Nobody knows how many times the same piece of equipment has been repaired at the same store.
- Every supplier has its own record and its own format; the chain has none.
- You can't compare maintenance spend across locations using the same criteria.
- When you switch suppliers, the history leaves with them.
- Headquarters finds out about a recurring problem once it's already a full refit.
What breaks in a store, and what it costs to leave it broken
In retail, a breakdown is almost never just a breakdown: it's sales that don't happen.
- Refrigerated cabinets and display cases: if they fail overnight, there's product to throw away by morning and a bill nobody had budgeted for.
- HVAC: a store at 29 degrees in August empties out even if the window display is perfect.
- Lighting and signage: a dark storefront sign is the first thing a customer sees, and they see it for weeks.
- Automatic doors and locks: a broken door can force you to close the store or leave someone watching it.
- POS and electrical installation: no till, no sale, and it's the incident that escalates to headquarters fastest.
- Plumbing and restrooms: in restaurants and gyms, a direct cause of negative reviews.
What it solves
The network stops being a collection of locations getting by and becomes an operation with comparable data.
Every location, with its own record
Store, office or premises as its own unit: its assets, its contracts, its documentation and its complete history.
Suppliers inside the system
External maintainers receive the work and report back what they did through a restricted portal. The record stays in your house, not theirs.
Assets and warranties
Refrigeration units, HVAC, signage or installations, with their warranty and their intervention history per location.
Quotes with approval
Anything above a certain amount requires sign-off from the right person before it goes ahead.
Consistent preventive maintenance across the network
The same plan applied to every location of the same type, generating work orders without anyone having to remember.
Compare location against location
Spend, incidents and resolution times by store and by period. This is what turns a suspicion into a decision.
Documentation that doesn't get lost
Contracts, certificates and manuals attached to the location or the asset, available even if the equipment or the supplier changes.
When the network is made up of different formats
A chain rarely has fifty identical premises. There are supermarkets with cold rooms and a loading dock, fashion stores where HVAC and lighting are what matters most, restaurants with kitchens and extraction systems, gyms with changing rooms and equipment, mall corners subject to the landlord's rules, and offices or branches with a different usage profile. Each format has its own asset template and its own maintenance plan, and that template is what makes a network scalable: location number fifty is set up with the configuration of location number two, not by redoing everything from scratch.
Shall we look at it with your way of working?
Leave your details and we will get in touch to see whether we fit. No commitment, no lock-in period.
The WhatsApp group has a limit
With five stores it works. The manager sends a photo, someone calls a supplier and it's solved by Monday. With fifty it stops working, and not because people work worse: because in a group chat there's no assigned owner, no deadline, no way to know if this was already reported last week and, above all, no history left behind. After a year, nobody can say how many times that same display case has been repaired or how much has been spent on it. The message is fine for raising the alert; what's missing is the place where that alert becomes a job with an owner, a date and a record.
Opening a new location without starting from zero
Opening day is when you win or lose control of the network.
Copy the format template
The new location inherits the standard assets of its format, with their specs and their coding. Nothing has to be invented.
Inherit the preventive plan
The format's inspections apply automatically to the new location, with their frequency. This is what stops the most recently opened locations from always being the worst maintained.
Record construction warranties
The warranty end date for every installed unit, from day one. This is when it's known and when nobody writes it down.
Activate local suppliers
Who covers that location for each trade, with their access, so the first incident isn't resolved by improvising.
Don't pay for the same breakdown twice
In a large network, a fair amount of money gets spent on repairs that the manufacturer's or installer's warranty would have covered, simply because at the moment of the breakdown nobody knew that unit was still covered. With the warranty end date on every asset's record, the alert appears before the work is commissioned, not when the invoice arrives. It's one of those features that doesn't shine in a demo and that, in a chain with several hundred refrigeration and HVAC units, pays for itself.
Data ownership
The difference between having suppliers and having a maintenance operation is where the history lives. If every intervention is logged in the system of whoever carried it out, the chain depends on them to know what it has and what it has cost. When the record lives in your CMMS, suppliers can change without the knowledge leaving with them.
Frequently asked questions
Does it work if maintenance is done by external suppliers?
Yes, it's the most common case in retail. Suppliers log in through a restricted portal, receive jobs and record what they did inside the system, so the history stays with the chain rather than with the maintainer.
Can a store manager open incidents without complications?
Yes. They get their own access, designed to describe the problem, attach a photo and follow its status. They don't need to know the rest of the system.
Can spending be compared across locations?
Yes. By logging hours and materials against the location and the asset, reports let you compare spend, number of incidents and resolution times across stores and periods with the same criteria.
How many locations does it support?
The structure accommodates multiple companies and their locations within the same installation, with each user's scope restricted to the ones they're assigned to. Today the system manages more than 2.8 million assets.
What do I gain over the WhatsApp group we already use?
An owner, a deadline and a history. In a group chat the alert gets raised, but nobody can later say how many times that unit has been repaired, how much has been spent on it, or whether the problem was already reported last week. The message is fine for raising the alert; what's missing is the place where that alert becomes a job with an owner and a record.
Does it work if every type of location is different?
That's exactly the case it's built for. Each format — supermarket, fashion store, restaurant, gym, mall corner — has its own asset template and preventive plan, and a new location is set up by inheriting its format's template instead of being configured from scratch.
How long does it take to get the network on board?
It mostly depends on the state of your inventory, not on the software. With a reasonable list of locations and equipment, it's imported and up and running within weeks; if the inventory has to be gathered in the field, it's wise to start with one location format and replicate the template across the rest.
Let's see it with your locations
In the demo we work with your network: your location types, your assets and your suppliers.