Helpdesk, work orders, planned maintenance and service levels for your built portfolio
Total Facilities Management runs a portfolio of sites, buildings and spaces on the same engines as HSE: a service-request helpdesk, work orders, planned preventive maintenance, facility inspections, service-level clocks, provider performance, stores, FM contract terms and budgets. Requests can be raised by scanning a QR label in a room.
Pilot · Modules marked Pilot are available to selected customers while they are completed. Capabilities depend on the configuration agreed for each deployment.
Capability map
18 capabilitiesOverview
The challenge
Facilities teams juggle helpdesk e-mails, maintenance spreadsheets and contractor reports, so service levels and planned-maintenance compliance are hard to prove. Safety controls such as permits are often disconnected from maintenance jobs.
How Green Codes Pro helps
Green Codes Pro handles requests and jobs through configurable workflows with response, attendance and resolution clocks, generates planned work from a fixed calendar, and checks that a valid permit exists before a job that needs one can start.
How it works
The 6 stages a record moves through, from the first entry to a verified close.
Stage 1
Request
Stage 2
Triage
Stage 3
Work order and approval
Stage 4
Work
Stage 5
Verify
Stage 6
Requester feedback and close
Capabilities
18 documented capabilities, each verified against the product.
18 capabilities
Sites, buildings and facilities with profiles, areas, hours and operators, broken down into spaces linked to the assets inside them.
Ask the helpdesk to fix, clean or provide something; requests are triaged, checked for duplicates at the same place, converted to work orders or actions, and closed after the requester accepts.
Jobs route by urgency and estimated cost to approval, work and verification by someone other than the person who did the work.
Plans from a template library on a fixed calendar with seasons and blackout dates; jobs are raised automatically ahead of each date and missed planned work is announced.
Deferring planned work needs approval, with an extra HSE review for statutory plans; approval moves the plan date and its open job.
Service-level policies by priority, category, facility or criticality start clocks on business or round-the-clock calendars, pause on hold, warn when at risk and record breaches; extensions need a reason.
Per provider and in-house team: jobs completed, service levels met, breaches, reopens, requester satisfaction and overdue work over chosen periods.
Facility and space inspections run on the Audit & Inspection engine with starter checklists and schedules; findings raise work orders.
Service categories carry default priorities and whether a permit is required, editable in settings.
AI-assisted
AI assists the helpdesk with facility facts, a job finder and request triage suggestions (category, priority, possible duplicates and, where AI is configured, a reading of the description and photos). It is read-only; the helpdesk decides.
AI suggestions support qualified people — they never replace professional review, and every decision stays with your team.
AI across the platform →AI helpdesk assistance
AI suggests a category, priority and possible duplicates for a request and answers facility and job questions from records the reader may see; people decide.
Mobile & field
QR labels on facilities and rooms open a phone page to report a problem there and see what is already reported and being worked on.
Business advantages
Service levels measured per measure, provider and facility
Planned maintenance compliance visible, including statutory plans
Permit-to-work checked before maintenance starts
Parts, costs and budgets tied to each job
Requesters report problems by scanning a room QR label
Total Facilities Management
Modules marked Pilot are available to selected customers while they are completed. Capabilities depend on the configuration agreed for each deployment.
