Getting Started with FacilitySync
Set up spaces, log your first maintenance ticket, and get the module doing useful work in an afternoon.
FacilitySync is where your building's problems go. Someone reports a broken air conditioner, it becomes a ticket, it gets assigned, it gets fixed, and the cost lands somewhere you can report on. Everything else in the module — inspections, schedules, equipment, vendors — hangs off that.
What you get
| Screen | What it is for |
|---|---|
| Tickets | Every maintenance job, open and closed |
| Dashboard | Open work, average resolution, spend this month, alerts |
| Calendar | Scheduled maintenance and inspections on a calendar |
| Assets | The equipment you own, with warranty and service history |
| Inspections | Structured walkthroughs with checklists |
| Schedules | Recurring work that repeats on its own |
| Inventory | Parts and supplies, with reorder points |
| Vendors | Contractors, their rates, and their job history |
| Compliance | Permits and licenses, with expiry alerts |
| Reports | Spend and ticket analysis in the shared workbench |
| Budgets | Live spend against targets you set |
Set up in this order
- Add your spaces. Tickets are far more useful attached to a place. Spaces come from your venue settings and are shared with the rest of CeremonySync, so you may already have them. Add sub-locations under Settings → Space Sub-Locations if you need to be more precise than "Grand Ballroom".
- Set your SLA targets. Go to Settings → SLA Targets and set a resolution deadline in hours for each priority. Anything past its target is flagged overdue automatically.
- Add your equipment. Assets → Add Asset, or Import CSV if you have a list already. Record the warranty expiration — the module will warn you before it lapses.
- Add your vendors. Vendors → Add Vendor with their specialty and hourly rate, so assigning work to them later is one click.
- Log a real ticket. Tickets → New Ticket. Give it a category, a priority and a space.
Tip: Do not try to back-fill a year of maintenance history. Start logging from today. The reports become useful after a month of real tickets, and back-filled data is usually guesswork that makes the numbers worse rather than better.
Then set up the parts that run themselves
Once tickets are flowing, three things stop you having to remember:
- Recurring schedules for work that repeats — filter changes, gutter clearing, fire extinguisher checks.
- Auto-inspections that create a pre-event walkthrough when a wedding is booked.
- Compliance items for every permit and license, so you hear about a renewal before the deadline rather than after.
Who should have access
FacilitySync adds two roles. Facility Manager runs the module — tickets, inspections, vendors, spaces and settings. Maintenance Technician is deliberately narrow: they see tickets and can report new problems and work the ones assigned to them, but they cannot change your configuration or see your vendor rates.
See Understanding Roles & Permissions for the full picture.
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