Planned preventative maintenance
PPM software for the engineers who run the rounds.
Give every engineer the same check for every asset type, open the right asset by scanning its label, and record the readings, condition and photographs as they work. Every visit adds to that asset's history, with the next due date on the record.
£25 per user per month on The Works, Base from £13 · trial from £1, cancel any time
9
Assets
71
Tasks done
4
Defects
Harbour House quarterly round, the sample report below
What is PPM software?
PPM software is used to plan and record planned preventative maintenance: routine servicing and checks of assets such as boilers, air handling units and emergency lighting at set intervals. Many teams build their task lists from SFG20, the maintenance standard developed by BESA, whose schedules set out what needs maintaining, how often and by whom.
Last updated . Facts checked on 4 October 2026 against SFG20 and What is SFG20?.
What should a PPM report include?
A PPM visit record should show, for each asset, what was checked, what was found and what happens next. These are the fields in the SiteSurvey PPM checklist template, and why each one matters.
| Field | Why it matters |
|---|---|
| Asset reference, type and location | Ties the result to one piece of plant, so the next engineer finds the same asset and the history stays on it. |
| Task list for this asset type | Every engineer works through the same tasks, so two visits to the same unit can be compared. |
| Readings and test values, as numbers | Pressures and temperatures entered as numbers can be read against the last visit, not just noted. |
| Condition rating and photo | A photograph backs the rating, so the client sees the condition rather than a word. |
| Pass or fail per task | Shows exactly which task failed, not just that the visit found a problem. |
| Defect photo, priority and action | Turns a failed task into a defect someone can act on, with the evidence attached. |
| Engineer sign-off and date | Records who did the work and when. |
| Next due date | Sets when the asset is next due, so the following visit can be booked. |
SFG20, the building maintenance standard developed by BESA, colour-codes its tasks by criticality: red for statutory requirements and amber for industry best practice. SiteSurvey does not include the SFG20 library; you bring the task list.
Sources: SFG20 and What is SFG20?.
SiteSurvey for PPM, at a glance
- What it is
- A mobile inspection app for iOS and Android, with a web portal, used to run and record planned maintenance rounds asset by asset.
- Who it is for
- Facilities management teams, maintenance contractors and building services engineers.
- What it records
- The check for each asset type, readings as numbers, pass or fail per task, condition photos, defects with priority, and the next due date.
- Evidence
- Every check is dated, attributed to the engineer and stored against the asset. It works offline and syncs when back in signal.
- Price
- £25 per user per month on The Works plan, which includes forms, reports and bookings. Trial from £1, cancel any time.
- What it does not do
- It does not generate a recurring PPM calendar, include the SFG20 library, or certify that statutory maintenance is complete.
A PPM schedule is only as good as the record of what was actually done.
Planning the maintenance calendar is the easy part. The hard part is proving each task happened: that the right asset was checked, to the right standard, with readings that can be compared with last quarter's, and that the defect found on the round turned into a repair. Paper job sheets and free-text notes lose exactly that.
Checks done differently
Two engineers, two ways of recording the same air handling unit, and no way to compare the results.
Readings you can't trend
Pressures and temperatures written as notes can't be read against the last four visits.
Defects that go nowhere
A fault is spotted on the round, written on a sheet, and never reaches the person who fixes it.
How does a PPM round work, from the booked visit to the asset's history?
01 · Book the round
The visit lands in the engineer's own calendar with the site, the assets and the forms already attached.02 · Open the asset
Scan the asset's label or pick it from the room on the floor plan, and the right check opens.03 · Run the check
Work through the same tasks every time, key in readings as numbers, and photograph the condition.04 · Record and raise
Save the result to the asset's history with the next due date, and raise any defect with its photo.Walk Cam, point by point
The round, asset by asset.
Walk Cam takes the engineer through each asset on the round in order, films it and writes down the readings and findings as they speak.
Point 2 of 4
Pumps and valves
Pumps and valves checked for noise, leaks and vibration, with the findings spoken.
Point 3 of 4
Air handling unit
Filters, belts and drain trays checked, with the work done on the visit recorded.
Point 4 of 4
Emergency lighting
Emergency lighting checked fitting by fitting, with each result on the record.
What the report looks like
What a PPM report looks like.
This is a full sample report for a quarterly planned preventative maintenance visit, made with the SiteSurvey report builder. Scroll through it here or download the PDF. The photographs are stills from the Walk Cam clips on this page.
- 1The visit and the records seenWho attended, when, which task list was worked to, and which log books and reports the engineer saw on the day.
- 2Asset by asset, with photosEach Walk Cam point has its stills and the engineer's spoken notes, written down as they were said.
- 3Readings and resultsPressures and temperatures as numbers, next to the last visit, with the tasks completed and the result for each asset.
- 4Work, defects and next visitWhat was done on the day, each defect with its priority, action and target date, the next visit due and a dated sign-off.
Try the form
The form behind the report. Open it and try it.
A live SiteSurvey form, shared by link with no login. It asks only what applies to the asset in front of you, warns when a reading is outside the range you enter and takes a separate record for each asset. Answers are cleared every night.
Open the live form →See every question in the PPM checklist →Or see it filled in: the finished record with every answer, and the Walk Cam report with its clips, stills and spoken notes. See the finished record → Watch the Walk Cam report →
More than Walk Cam
Build the form. Share it by link.
Walk Cam films the inspection. The form behind it is yours to build, and anything you capture can be sent to someone outside your team as a link, with no login or app needed.
Build your PPM checklists with AI
Describe the checks you carry out and the AI assistant builds the form: fields, required photos, readings as numbers and follow-up questions that only appear when something fails. Refine it in chat, edit it visually, or start from a template.
How the form builder works →
Share by link, no login needed
Make any form shareable and SiteSurvey gives it a unique URL, with an optional password. Customers, tenants or contractors fill it in on their phone’s browser, and their answers land in the same project. Walk Cam recordings and finished reports can be shared the same way, by link or by email.
How Walk Cam sharing works →What should PPM software record on each visit?
The round, not just the calendar. Whether you work to SFG20 task lists or your own, the value is in capturing every check the same way, against the right asset, with evidence.
One form per asset type
Build the check once for each asset type and every engineer runs it the same way on every visit.
Scan to open the asset
Scan the label on the plant and go straight to that asset's record and its assigned check.
A history per asset
Every visit is stored against the asset, so this quarter can be read next to the last four.
Readings as numbers
Pressures, temperatures and test values are typed fields, so they can be compared and reported on.
Defects with evidence
A failed task reveals the defect photo, priority and action fields, and stays hidden when the check passes.
Offline in the plant room
Basements, risers and roof plant rarely have signal. The round captures on the device and syncs later.
Start from a PPM checklist template.
Every field in the PPM report table above is already in the template. Use it as the starting point for your own planned maintenance form, or describe your task list to the AI form builder and let it draft one. Every field is editable, in chat or visually.
Try it on your phone
Fill in the PPM checklist on your phone now
Scan the code with your phone camera. It opens the real form, no sign-up needed.
Open the form on this phoneWhat is the best PPM software?
The best PPM software depends on which half of the job you need help with. If you need a system to hold the maintenance calendar, generate recurring visits and track contracts, choose a planning or CAFM tool built for that. If the problem is the round itself, where checks are recorded differently, readings cannot be compared and defects go missing, look for a mobile app with a form per asset type, asset scanning, readings as numbers, photographs, offline working and a history per asset. SiteSurvey is strong on the round: it runs and records the checks, and it does not generate a recurring PPM calendar or include the SFG20 library.
What is PPM software?
PPM software helps maintenance and facilities teams plan and record planned preventative maintenance: the routine servicing and inspection of assets such as boilers, air handling units, fire systems, lifts and emergency lighting at set intervals. It covers two jobs: planning when each task is due, and recording that the task was done, what was found and what needs fixing. SiteSurvey is built for the second job, the round itself, with bookings to get engineers there.
Does SiteSurvey generate the PPM schedule for me?
Not automatically. You decide the frequency for each asset, every completed check records the next due date, and visits are booked into engineers' own calendars. If you already plan your maintenance calendar in another system, jobs can come into SiteSurvey from your job management system and the rounds are run and recorded here.
Can engineers open the right check by scanning the asset?
Yes. Scan the label on the asset and SiteSurvey opens that asset's record with the check assigned to it, so the result is recorded against the right piece of plant rather than typed against a description.
Can we see an asset's maintenance history?
Yes. Every check is stored against the asset with its readings, condition, photographs and date, so successive visits can be read as a history rather than as separate job sheets.
Can we use SFG20 or our own task lists?
Yes. Forms are fully editable, so you can build each check around the task list you already work to, whether that is SFG20 or your own specification. SFG20 is the building maintenance standard developed by BESA, and its schedules set out what needs maintaining, how often and by whom. SiteSurvey does not include the SFG20 library itself: you bring the task list, and the AI form builder can draft a form from it that you adjust afterwards.
What should a PPM report include?
A PPM report should show, for each asset, what was checked, what was found and what happens next: the asset reference and location, the task list worked through, readings and test values, pass or fail per task, condition with photographs, any defect with its priority and action, the engineer and date, and the next due date. The sample report page above shows how SiteSurvey lays it out.
Does it work in plant rooms with no signal?
Yes. The whole round runs on the device, including scans, readings, photographs and video, and syncs when the connection returns. That matters because plant tends to live in basements, risers and roof spaces where there is no coverage.
Who is it for?
Facilities management teams, maintenance contractors and building services engineers who carry out planned maintenance rounds on plant and building systems. It suits in-house estates teams and contractors who need to give the client a consistent, dated record of every visit.
How much does it cost?
Pricing is per user, not per asset or site. The Works plan, which includes the custom form builder, reports and the staff booking calendar used for PPM rounds, is £25 per user per month. The Base plan starts at £13 per user per month. Every plan starts with a trial from £1, cancel any time.
Go deeper
Guides and tools behind this workflow.
See it on your next job