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What is Buildfolio?

Buildfolio is a state-of-the-art facility management software solution that can ensure the optimization of your organisation’s resources and building facilities by maximising the life cycles and minimising the maintenance costs.

Other derivative benefits that can be reaped by your organisation beyond efficient facility management includes:

Greater visibility over assets, allowing management to make better-informed decisions over potential and existing investments.
Tracking and automatic charging of maintenance costs to improve your organisation’s financial bottom line, and maximise return on investments (ROI) for your properties.

Conceptualised by a team of dedicated individuals with vast experiences in the area of facilities management and various industries, Buildfolio’s exceptional functionality and superior usability make it a proven and trusted solution for premium properties in the region.

What are the Modules in Buildfolio?

To meet every aspect of your facility management needs, Buildfolio has a modular structure that grants you the flexibility of deploying only the functions that are required. Buildfolio consists of 3 core modules and 6 Add-On modules

Core Modules

With Work Order Management Module, create a streamlined, standardised workflow process while minimising manual tasks. You can also easily track SLAs and costs to ensure KPIs are met. The Buildfolio II mobile app also complements the web-base application and allows for Work Orders to be updated on the go.

With the Asset Management Module, you can gain real-time visibility into your asset base, identify potential hazards, extend the life span of assets and minimise failures.

The User/Labour Management Module is mainly used by the Administrator to set up user profiles and customise access rights to the Buildfolio system. Authenticated using a combination of the login name, password, and unique access rights, Buildfolio provides a high level of security and access control while offering flexible configuration control.

Add-On Modules

According to your organisation’s needs, you can opt-for any of these Add-On Modules.

Vendor & Contract Management Module: Save time and money with quick access to vendor-related information, allowing for visibility into contract life cycles and risk exposure reports.
Facility Inventory Module: Monitor and plan inventory requisition budgets, then track inventory usage and consumption to prevent unnecessary loss and expiration of stock.
Billing Management Module: Process billings for chargeable and closed work orders to callers and tenants. This ensures that bills are correctly issued to minimise mistakes and revenue losses from work orders being overlooked.
PR/Budget Module: Simplify and streamline the entire purchase requisition process with auto-tracking of purchases and tender agreements, ensuring all approvals are routed to the correct party.
Document Management Module: Improve security and control over document distribution, preserve capital organisational knowledge and improve document storage with digital archiving.
Reports Module: Generate customised reports, according to management’s decision-making needs, which can be printed, saved to a central repository, or exported to Microsoft Excel and Adobe PF formats.

For step-by-step guides to using each module, see Buildfolio’s Knowledge Base.

What are the roles in Buildfolio?

Buildfolio’s modular approach allows each users’ access to the modules to be restricted according to their job scopes, with the ability for the Administrator to grant each class of user limited authority and functionalities within the system. In this system, only the Administrator has overarching authority over all functionalities within the system.

The other roles in the system includes:

Technician: The technician is the maintenance and service personnel who carries out the actual work, and mainly uses Work Order Management Module to update on the progress of the work done.
Supervisor: The supervisor is the team leader of the facility management team. They will assign the technicians to the Work Orders when HelpDesk has not yet assigned one to the work. They verify that a work is completed, chargeable or not, and submits the work order for closure.
Work Manager: The work manager is the overall in charge of the facility management department. They are responsible for closing a work order after the supervisor verifies that it is completed properly.
Others: Other roles may include ad-hoc vendors who may be granted temporary access to the functions in Buildfolio whenever it is required for maintenance work.

These various roles will be able to access different functions within Buildfolio according to their job scope. For example, the Technician will not be given access rights to close work orders, unlike a Work Manager. The Administrator can grant and change each user’s access rights in the User/Labour Management Module.

For a step-by-step guide to managing user access, see Manage User.

How to navigate Buildfolio?

For a step-by-step guide to navigating Buildfolio on your web browser, see Navigating Buildfolio on web browser.

For a step-by-step guide to navigating Buildfolio on your mobile devices, see Navigating BUILDFOLIO II mobile app.