Software for the team behind an office or commercial building

The work behind an office building

An office building has fewer residents than a tower block, but more expectations per square metre. Tenants pay for a working floor: air conditioning that keeps up with a full meeting room, lights that work, washrooms that are clean by nine, access cards that open the right doors. When something fails, the office manager on that floor emails the help desk, and then their managing director emails the leasing team.

Behind that sits a facility manager, a help desk or reception, a team of building engineers and technicians, cleaning and security, and a long list of contractors. Their work arrives from every direction: tenant emails, calls to reception, BMS alarms, landlord inspections, and the steady pressure of fit-outs as tenants move in and out. Without a single list, the facility manager spends the day as a human router, forwarding emails and asking for updates.

TaskLoop gives that work one place. Every request gets an owner, a priority, a deadline and a record of how it was closed.

Tenant requests, from inbox to closed

Every job follows the same four steps: request, assign, act, rate.

Request. The help desk registers each tenant request in the admin dashboard: floor, tenant, category, priority and what was reported. Tenants can also scan a QR code on their floor or in a washroom or meeting room and submit the request directly, then follow its progress.

Assign. The facility manager or help desk assigns the task to an engineer, a technician or a department such as cleaning, with a deadline and instructions.

Act. The engineer receives a push notification on the staff mobile app, accepts the task, updates its status and closes it with an optional photo and a completion timestamp.

Rate. The task closes with a full record: who reported it, who did it, how long it took. Tenants who submitted through the QR flow can rate the service once it is complete.

The help desk can then answer “where is our request?” without phoning the engineer. For more on running this without a big call centre, read tenant maintenance requests without a call centre.

After-hours HVAC and out-of-hours work

After-hours HVAC requests are a classic source of friction. A tenant team is working late on level 8, the building’s cooling schedule ends at six, and the floor heats up. Someone calls security, security calls the duty engineer’s mobile, the engineer extends the schedule from the BMS, and next morning nobody can say when it was requested, who approved it or how long it ran.

In TaskLoop, that request is a task. It is logged with the time and the tenant, assigned to the duty engineer, and closed with a timestamp and a note. If it is not accepted, it escalates to the chief engineer. At month end you have a dated list of every out-of-hours request per tenant. That matters when after-hours air conditioning is recharged under the lease, and it matters when a tenant disputes the charge.

The same applies to anything out of hours: a water leak on a Sunday, a failed access controller on a bank holiday, a fire alarm fault at 3am.

Fit-out snags and handovers

When a tenant fits out a floor, the handover ends with a snag list: ceiling tiles out of line, a floor box without power, a door closer that slams, a sprinkler head painted over, a missing blank plate in the riser. Those lists usually live in a spreadsheet emailed between the facility manager, the tenant’s project manager and the fit-out contractor, with three versions in circulation and photos lost in someone’s camera roll.

In TaskLoop, each snag is a task with a location, a description, an owner and a deadline, closed with a photo as proof. The facility manager sees at a glance how many are open, who has them and which are overdue. The fit-out contractor can receive and close their own snags directly in TaskLoop, with photo proof that the facility manager can check.

Planned maintenance on the same list

A commercial building’s plant does not wait for complaints: AHU filters, cooling towers, pumps, generator tests, emergency lighting checks. TaskLoop treats each job as a task with a deadline, instructions and photo proof, created by the chief engineer or facility manager. Recurring preventive maintenance schedules and inspection checklists generate their tasks automatically once set up. Keeping reactive and planned work on one list means the duty engineer can see their whole day, not just the loudest request.

Reports for the landlord and the tenants

Commercial buildings are managed against expectations, written or not. Landlords and asset managers want to know whether tenants are being looked after. Tenants want to know their requests are taken seriously.

TaskLoop’s reports show task completion rates, response and completion times, and staff performance. Use them for the monthly report to the asset manager, for the quarterly tenant meeting, or simply to spot the floor where the same cooling complaint keeps returning. That pattern often points to a balancing problem, not a series of one-off faults.

Who uses what

What TaskLoop is not

TaskLoop is not a BMS. It does not control the chillers or read the VAV boxes. It is not a lease management or accounting system either, so after-hours recharges are invoiced from your existing tools using TaskLoop’s record as the evidence. If your CAFM holds your asset register and space data, keep it. Read CMMS vs CAFM vs BMS to see where each fits.

Getting started

Start with the help desk and the engineering team. Route every tenant email and call into TaskLoop for two weeks, then look at the dashboard: what came in, what closed, what waited, and why. Pricing is quote-based and depends on your building and team. Book a free demo or read more about building management with TaskLoop.