Preventive maintenance software that starts from your equipment manuals.
Residents, teachers and front-desk staff report problems by text; PM schedules are drafted from the manufacturer's manuals and approved by your lead tech; parts are reserved before the job; and the inspections your safety program depends on are logged and ready for an audit - for maintenance teams of 2 to 40.
Reply within one business day · Written scope and fixed price before any work starts
A proposed product shown with illustrative designs and demo data. We deliver it today as a custom build on our engines.
Status as of November 2026. How we label products
Manual pages read
142
Tasks drafted
18
Approved
11
Needs review
7
Draft PM tasks
| Task | Interval | Source | Craft | Status |
|---|---|---|---|---|
| Replace return-air filters | Quarterly | Manual p. 61 | HVAC tech | Approved |
| Inspect and clean condenser coil | Semi-annual | Manual p. 63 | HVAC tech | Approved |
| Check belt tension and wear | Quarterly | Manual p. 58 | HVAC tech | Review interval |
| Verify economizer operation | Annual | Manual p. 77 | Controls | Draft |
Reviewer notes
- Belt check: manual says monthly in high-useLead to decide
- 2 tasks reference parts not in storeroomAdd to parts list
- Scanned pages 90–96 unreadableUpload clearer copy
Open requests
37
From text
24
Emergency
1
Avg time to complete
1.6 days
Queue
| Request | Location | Channel | Priority | Status |
|---|---|---|---|---|
| "Water coming from ceiling" | Bldg C · Apt 314 | Text | Emergency | Tech en route |
| "AC blowing warm air" | Bldg A · Apt 112 | Text | High | Assigned · today |
| "Gym treadmill belt slipping" | Clubhouse | QR code | Normal | Parts ordered |
| "Garbage disposal jammed" | Bldg B · Apt 207 | Portal | Normal | Completed |
Due this week
64
Completed
58
Failed items
3
Equipment out of service
1
Inspection log
| Inspection | Equipment | Inspector | Date | Result |
|---|---|---|---|---|
| Forklift pre-use check | Forklift #4 (LPG) | M. Kowalski | Nov 13 · 06:05 | Failed · horn · out of service |
| Forklift pre-use check | Forklift #2 (electric) | A. Reyes | Nov 13 · 06:12 | Pass |
| LOTO procedure inspection | Injection molder IM-7 | T. Grant | Nov 11 | Signed record saved |
| Extinguisher monthly | Warehouse aisle 1–6 | J. Pham | Nov 8 | 1 low pressure |
In short
Agenbord Field for Preventive Maintenance is a proposed maintenance system for in-house teams at multifamily communities, private schools and campuses, light manufacturing plants and hotels. It takes work requests by text, drafts PM schedules from equipment manuals with AI for a technician to approve, tracks parts and logs safety inspections. It is a concept shown with illustrative designs, delivered as a custom build on our production field-app, inventory and messaging engines.
What slows facility maintenance teams down today.
PM schedules never got built
The boiler, chillers, rooftop units, kitchen hoods and forklifts all have manuals with maintenance intervals. Turning 40 PDFs into PM tasks is a project nobody has time for, so maintenance stays reactive.
Requests arrive everywhere except the system
Residents text the leasing office, teachers stop the custodian in the hall, a housekeeper radios about a leaking PTAC. Half the requests never become work orders, and nobody can say how long anything took.
Inspections exist on paper - until the auditor asks
Daily forklift checks, annual lockout/tagout procedure inspections, fire door and extinguisher rounds: the work gets done, but the proof is on a clipboard in a supervisor's truck.
How the work flows through the system.
Each workflow runs on one shared record, so nobody re-types numbers between steps.
Manual to PM schedule
Maintenance lead → AI assistant → technicians
- The lead uploads the manufacturer's manual for an asset - for example a rooftop unit or a commercial dishwasher - and records its serial number and location.
- The assistant extracts maintenance tasks and intervals into a draft PM template, citing the manual page for each task.
- The lead edits, deletes or adds tasks, sets the crafts and estimated minutes, and approves the template.
- Approved templates generate PM work orders on the calendar or by meter reading, with the parts each task needs.
- Completed PMs record readings, photos and parts used, building the asset's history.
Work request by text
Resident, teacher or guest services → dispatcher → technician
- The requester texts a dedicated number or scans a QR code on the asset: "water under sink in apt 214".
- The request is matched to the location and asset, given a suggested priority and placed in the dispatcher's queue.
- The dispatcher confirms and assigns; the requester gets a text with the ticket number and expected time.
- The technician closes the work order with notes and photos; the requester is told it's done and can reply if it isn't.
Safety inspection rounds
Safety lead → authorized employees → plant manager
- Inspection checklists are scheduled: daily forklift pre-use checks, monthly extinguisher checks, annual lockout/tagout procedure inspections.
- The inspector completes the checklist on a phone at the equipment, with a photo where required.
- A failed item opens a work order and, for a forklift, marks it out of service until repaired.
- The plant manager sees completion by area and can export the inspection log for an auditor.
What's included in Agenbord Field for Preventive Maintenance.
Asset register
Assets by site, building and room with make, model, serial, manuals, warranty and history.
AI PM builder
Draft PM templates extracted from equipment manuals with page citations, approved by your lead before use.
PM scheduling
Calendar, meter and seasonal PMs that generate work orders with tasks, crafts and parts.
Requests by text & QR
Text, QR and web requests routed to a shared queue, with status updates to the requester.
Work orders & mobile app
Assignments, checklists, readings, photos, signatures and time, working offline.
Parts & storeroom
Parts by bin, min/max levels, reservations for scheduled PMs and purchase requests.
Inspections
Recurring safety and compliance checklists with failed-item work orders and exportable logs.
Make-ready & room turns
Unit turn and guest-room checklists for multifamily and hotels, with vendor tasks.
Vendor & contractor work
Contractor work orders, certificates of insurance and invoice approval on mobile.
Maintenance dashboard
Backlog, PM completion, mean time to repair and cost per asset and per site.
AI that does specific jobs and shows its work.
Every AI feature is tested on your own records before it's switched on, and a person approves anything that moves money or goes to a customer.
PM schedules from equipment manuals
Reads uploaded OEM manuals and drafts PM tasks and intervals with a citation to the source page for every task. Limits: it only uses the documents you upload, it can miss tasks in poorly scanned manuals, and nothing becomes a live PM until a qualified person reviews and approves it.
Request triage
Reads incoming texts, matches them to a location and asset and suggests a priority ("water leak" above "squeaky door"). Limits: a dispatcher confirms every ticket; anything describing a safety emergency is routed to a person immediately with your emergency instructions.
Who it's for and who it isn't.
A good fit if you are
- Multifamily portfolios with on-site maintenance teams and make-ready turns
- Private schools and small campuses whose facilities staff juggle HVAC, roofs, kitchens and fields
- Light manufacturing plants with 20-300 assets and an OSHA-driven safety program
- Hotels where engineering handles guest-room tickets and plant equipment
Probably not the right fit if you are
- Teams happy with a self-serve maintenance app and a short asset list
- Heavy industry needing condition monitoring, reliability engineering and SAP-level integration
- Property managers who mainly need tenant accounting with maintenance as a side feature
Designed around the rules you work under.
Plain-English notes, not legal advice. Software supports your compliance process; it doesn't replace your attorney, CPA or compliance lead.
Lockout/tagout periodic inspections
OSHA's hazardous energy standard requires an inspection of each energy control procedure at least annually by an authorized employee other than the one using it, and a certification identifying the machine, the date, the employees included and the inspector. Inspection records are designed to support that certification. OSHA LOTO eTool - periodic inspections.
Daily forklift examinations
Under 29 CFR 1910.178(q)(7), powered industrial trucks are examined before being placed in service, at least daily (after each shift when used around the clock), and a truck with a safety defect is taken out of service. OSHA has said the standard does not require written records, but many plants keep them; the checklist logs each exam and locks out failed trucks. OSHA interpretation, Feb. 7, 2000.
Status texts to requesters
Requesters who text in start the conversation; ongoing status texts still respect opt-outs and TCPA consent rules. FCC - TCPA overview. Not legal or safety advice; your safety program defines the inspections.
What exists today and what's being built.
Reused from our production engines
Capabilities of the engine this edition is built on.
- Field app with photos and diaries synced to the office
- Materials, inventory and procurement
- Mobile approvals with an audit trail
- AI copilot over company data
- Shared messaging inbox with an AI assistant
Built for your project
Scoped and delivered as a custom build.
- Asset register with manuals and history
- AI extraction of PM tasks and intervals from manuals, with citations
- Calendar and meter-based PM scheduling
- Text and QR work requests with SMS status updates
- Inspection checklists with out-of-service locks
- Integrations with property management, hotel and building automation systems
Connects to the systems you already run.
Systems we integrate with
Named platforms are examples we build against through their public APIs - not partnership claims.
How it compares - honestly.
Established products are often the right answer. Here's when each one is the better choice.
| Product | What it is | The better choice when |
|---|---|---|
| MaintainX | A mobile-first maintenance and work order platform popular with manufacturing, hospitality and facilities teams. | You want a polished, self-serve CMMS your team can start using this week with no custom work. |
| UpKeep | A mobile CMMS and asset management platform with work orders, PMs, parts and request portals. | You want an established, packaged tool with request portals and asset tracking ready to use. |
| Limble | CMMS software known for ease of use, PM scheduling and parts management in manufacturing and facilities. | You want an easy-to-adopt packaged CMMS with strong PM and inventory features today. |
| Fiix (Rockwell Automation) | A cloud CMMS for manufacturing with asset management, PMs and integration into Rockwell's industrial ecosystem. | Your plant runs Rockwell automation and you want a CMMS that sits close to that ecosystem. |
What it costs, up front.
This edition is a concept delivered as a fixed-price custom build on our field-app, inventory and messaging engines. Price depends on sites, asset count, the number of manuals to process and integrations.
Requests & PM starter
From $15k
Text and QR requests, work orders, the AI PM builder for your first 50 assets and a mobile app.
6–10 weeks
Full maintenance edition
$45k–$120k
Adds parts and storeroom, inspections, make-ready or room turns, vendor work and integrations with your property or hotel system.
4–7 months, phased
Multi-site portfolio
$120k+
Many properties, campuses or plants, cross-site reporting, purchasing integration and asset data migration.
Phased
Facility maintenance teams: common questions.
How well does the AI read equipment manuals?
We don't quote an accuracy number. It drafts tasks with a citation to the manual page so your lead can check each one, and we test it on a sample of your own manuals before relying on it. Poor scans and manuals without maintenance tables need more human editing.
Can residents or teachers really submit requests by text?
Yes. A dedicated number receives texts, matches the sender to a unit or room where possible, and creates a request for the dispatcher to confirm. QR codes on equipment and a web form work too. WhatsApp can be added as an option.
Does it integrate with our property management software?
Where your system offers an API - many multifamily and hotel platforms do, with conditions - units, residents and work orders can sync. We confirm access for your specific system before quoting.
Will it keep us OSHA-ready?
It records the inspections your safety program defines - including annual lockout/tagout procedure inspections and daily forklift checks - and exports the logs. Your safety program and people are what meet the standards; the software keeps the proof organized.
How is this different from MaintainX or UpKeep?
Those are packaged products you can start using right away, and for many teams they are the better choice. This edition is a custom build for teams that want PM schedules generated from their own manuals, text-first requests and integration with property, hotel or plant systems on their terms.
Is this available today?
Not as a ready-made product. It is a concept delivered as a fixed-price custom build that reuses our production field-app, inventory and messaging engines.
Sources
- OSHA - Lockout/Tagout eTool, periodic inspection
- OSHA standard interpretation (Feb. 7, 2000) - powered industrial truck examinations
- OSHA - Powered industrial trucks eTool, pre-operation
- FCC - Telemarketing and robocalls (TCPA)
- MaintainX
- Limble CMMS
- Fiix
Regulatory notes are plain-English summaries, not legal advice.
Concept
Want Agenbord Field for Preventive Maintenance built for your business?
Send us your workflow and the systems you use. We'll reply within one business day, then a free 30-minute call, then a written scope with a fixed price - including an honest view on whether an off-the-shelf product would serve you better.
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