For owners’ management companies
An owners’ management company maintains plant it rarely sees: lifts, booster and sump pumps, the fire alarm panel, emergency lighting, smoke vents, car park gates and barriers, door entry and access control, CCTV, ventilation fans and external lighting. An asset register for apartment common areas lists each item once, with where it is, who made it, when it was installed, when its warranty ends and how often it is serviced. It is the starting point for maintenance planning and for any sinking fund discussion. This page shows how an OMC, or its property manager, can keep that register in Fidrel.
30 days free · No minimum term.
Plant details exist in the O&M manuals, spread across the mechanical, electrical and lift sections in different formats. Nobody turns them into one list at handover, so the OMC starts its life without knowing exactly what it owns.
The lift firm, the pump engineer and the alarm company each know their own equipment, its age and its quirks. When a contractor is replaced at the end of its term, that knowledge leaves with it, and the board starts again from nothing.
Without install dates and warranty ends, the first sign that a booster set is near the end of its life is a breakdown, an emergency call-out and a bill that nobody had budgeted for.
A useful register for an apartment scheme lists the plant the OMC is responsible for, not the fittings inside each apartment. That usually means lifts, water booster sets and sump pumps, the fire alarm panel, emergency lighting, automatic smoke vents, dry risers or sprinklers where fitted, car park ventilation, gates and barriers, door entry and access control, CCTV, external and common area lighting, and any shared heating plant. Group them by System, the field the register filters on, so a lift contractor review or an electrical walk-round starts from the right part of the list.
Operations
Each asset has a name and a tag, a system, a location, and the manufacturer, model, serial number and supplier. Installed, Warranty until, Service interval (months) and Last service give its dates, and a status of In service, Out of service or Decommissioned says whether it is still running. The search box finds an asset by name, tag, system or location, and filters narrow the list by system and by status. Where the building has a model, an asset can also carry its IFC GUID, the 22-character identifier that finds the object in the model.
Step 1
Under Asset register choose New asset and give each item a name and a short tag, such as LIFT-1 or BP-2, which must be unique in the project, together with its system and its location in the building. If the developer handed over a spreadsheet, choose Import and pick the Excel or CSV file instead, with the column headings in the first row.
Step 2
Enter the manufacturer, model, serial number and supplier, the install date, the date the warranty ends and the service interval in months, taken from the O&M manuals or the plates on the equipment. Choosing a Type, such as Air handling unit, fills in the usual service interval and expected life while those fields are empty; check both against the manual.
Step 3
Link the manual, the commissioning certificate and the latest service report from the project’s documents to the asset, so whoever opens it later has the paperwork one click away instead of in a cupboard.
Step 4
After a visit choose Record service and enter when it was carried out, by whom, what it cost and a note, and link the service report from the project’s documents. The visit is kept on the asset’s Service tab, the last service date follows the newest visit and the next service moves on by the interval; an item taken out of use can be marked Out of service or Decommissioned.
Fidrel works out each asset’s next service from the last service, or the install date if there has been none, plus the interval. The facilities overview counts assets in service whose next service is overdue or within 30 days, counts those out of service, and lists assets whose warranty ends in the next 90 days. Warranties & contracts, Statutory inspections and Fault reports can each point to an asset, so the lift appears in its maintenance contract, its six-monthly examination and the fault report about it stopping between floors.
The register says what the OMC owns and how old it is; a sinking fund discussion needs to know when each item will have to be replaced and roughly at what cost. In Fidrel those are two separate tools. The Planned maintenance programme is set up by building element from the Irish template, and the install dates and quantities from the register are what you use to set each action’s first year and quantity there. The Irish facilities folders keep the paperwork side by side: 13 Asset register and sinking fund has folders for the asset register, a condition survey, the building investment fund report and the sinking fund plan.
Boards and agents change. Because the register lives in the OMC’s own project rather than in a contractor’s system, a new property manager starts with the same list, documents and dates on the first day. The Export centre packs the facilities folders, with the manuals and certificates filed in them, into one ZIP with a CSV list of the files, for the OMC’s records or for a surveyor preparing a report, and the register itself downloads from the asset list as Excel or PDF.
Under Labels, Fidrel prints labels with a QR code for the assets the list shows, three across, each with its tag, name and location. The code opens the asset in Fidrel for someone who is signed in and has access, so a contractor on site without access to the project sees nothing. The Service tab of an asset keeps every recorded visit with its date, who carried it out, its cost and a note, newest first, which is the history a new contractor or agent asks for.
The register and the Planned maintenance programme are separate: an action in the programme can name the asset it concerns, but an asset does not appear in the programme by itself. Fidrel does not survey the plant or judge its condition, and the register is neither a condition survey nor a building investment fund report. A service falling due or a warranty ending sends no notification; both show on the facilities overview.
Your trial applies to your first own project and starts when that project is created. No card required. Afterwards, choose card or invoice to continue.
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Anything else on your mind? We are happy to help.
Talk to usFrom the O&M manuals and commissioning records handed over by the developer, the plates on the equipment and the service contractors’ reports. Start with the items that would cost most to replace.
No. A tag must be unique within the project, so LIFT-1 always means the same lift in its contracts, inspections and fault reports, whoever is reading.
Yes. Each visit is kept on the asset’s Service tab with its date, who carried it out, its cost, a note and the linked service report, newest first. For inspections, the Statutory inspections register keeps its own log of every visit.
Yes. A fault report can name the asset it concerns, so the register shows which plant keeps failing. Fault reports are made in Fidrel in the browser by people with access to the building’s facilities management.
No. Use it to set the first years and quantities in the Planned maintenance programme, which gives each year’s cost. How much goes into the fund is the board’s decision, taken with its advisers.
Mark the old asset Decommissioned so its record stays, and add the new one with its own tag, install date, warranty and service interval, linking the new manual and certificates.
