Facility Apps
Facility Apps is a cloud-based workforce management, compliance and VR training platform for cleaning and FM services. It provides task management, time and attendance, audits, reporting, IoT tracking and immersive staff training. It helps organisations prove service delivery, improve efficiency and maintain compliance across sites and contracts.
Features
- Real-time task management
- QR and NFC tagging
- Audits, forms and inspection tools.
- Live dashboards and automated reporting
- Mobile app
- Integration API
- Customisable site, room and asset structures
- Client portal for transparency and proof of service
- VR Training for Cleaners
- IoT Sensor integration
Benefits
- Proven delivery and audit trail for every task
- Reduced admin and paperwork across teams
- Faster issue resolution and better communication
- Data-driven insights for performance and compliance
- Improved client trust through transparency
- Increased workforce productivity and job satisfaction
- Supports sustainability by cutting wasted visits and materials
- Consistent training standards delivered faster with VR Training
Pricing
Service documents
Request an accessible format
Framework
G-Cloud 15
Service ID
1 1 5 9 2 5 8 0 5 8 1 1 1 3 1
Contact
FACILITY APPS LIMITED
Dan Teare
Telephone: 01772 504 431
Email: accounts@facilityapps.co.uk
About the service
- Service categories
-
- Applications
- Production and operations
- Service industry and public sector operations
- Healthcare
- Education
- Service industry and public sector operations
- Production and operations
- Applications
- Multi cloud support
- Yes
Service scope
- Software add-on or extension
- Yes, but can also be used as a standalone service
- What software services is the service an extension to
- Facility Apps integrates with leading CAFM and enterprise systems used across the NHS, including Micad, Tabs FM, QFM, Concerto, IBM Maximo, IBM Tririga, SAP, and Oracle. It enhances these platforms with mobile task management, attendance tracking, audits, and IoT integration via open APIs to improve data accuracy and compliance visibility.
- Cloud deployment model
- Private cloud
- Service constraints
- Facility Apps has no significant service constraints. The platform operates on any modern web browser or via mobile app (iOS/Android). Planned maintenance and updates are carried out outside of UK business hours and notified in advance. Internet connectivity is required for full functionality, with offline mode available for key tasks.
- System requirements
-
- Web browser (Chrome, Edge, Safari, or Firefox – latest versions)
- Internet connection (4G/5G or Wi-Fi)
- Optional mobile app (iOS 13+ or Android 9+)
- Optional access to device camera and NFC reader
User support
- Email or online ticketing support
- Yes
- Support response times
-
Email and online ticketing support are included as standard. Our support team responds to queries within 4 business hours (Monday–Friday, 09:00–17:00 UK time). Critical issues are prioritised and typically acknowledged within 1 hour.
Outside of working hours, queries can still be logged via the ticketing portal and are addressed at the start of the next business day. - User can manage status and priority of support tickets
- Yes
- Online ticketing support accessibility
- WCAG 2.2 AA
- Phone support
- Yes
- Phone support availability
- 9 to 5 (UK time), Monday to Friday
- Web chat support
- Yes
- Web chat support availability
- 9 to 5 (UK time), Monday to Friday
- AI chatbot
- Yes
- Web chat support accessibility standard
- WCAG 2.2 AA
- Web chat accessibility testing
- Web chat functionality has been tested with users employing assistive technologies including screen readers (NVDA and JAWS), keyboard-only navigation, and browser zoom controls. Testing confirmed that users can start, navigate, and send messages without barriers. Ongoing accessibility reviews are conducted in line with WCAG 2.2 AA standards and user feedback.
- Onsite support
- Yes, at extra cost
- Support levels
-
1. Standard Support (included)
Email, ticketing, and web chat during UK business hours (09:00–17:00, Mon–Fri)
4-hour response time for non-critical issues
Access to online help centre, guides, and video tutorials
2. Enhanced Support (optional upgrade)
Priority handling for all tickets
Direct access to a named support engineer
Monthly review call and service summary
3. Premium Support (optional)
Dedicated Technical Account Manager (TAM)
Extended hours and on-site support where required
Quarterly performance and optimisation reviews
Technical Account Manager / Cloud Support Engineer:
Yes – provided under the Premium Support plan, acting as a single point of contact for escalations, integration advice, and system configuration reviews. - Support available to third parties
- Yes
Onboarding and offboarding
- Getting started
-
We provide a structured onboarding process to help new users get up and running quickly.
Each new client receives:
A kick-off and blueprint session to map sites, roles, and workflows
Online training sessions (live or recorded) for managers and operatives
Access to user documentation, video guides, and FAQs through the Facility Apps Help Centre
Optional on-site training for larger rollouts or complex setups
Our implementation team assists with initial configuration, imports site and user data, and supports the first live run. A dedicated onboarding contact ensures the system fits your operational model before handover to support. - Service documentation
- Yes
- Documentation formats
-
- HTML
- Documentation accessibility standard
- WCAG 2.2 AA
- End-of-contract data extraction
-
At contract end, customers retain full access to their data. All information — including task records, attendance logs, audits, reports, and user data — can be exported by authorised administrators in standard formats such as CSV, Excel (XLSX), or JSON via the web interface or API.
Facility Apps can also provide a complete data export on request at no additional cost. Exports are securely transferred through encrypted download links or SFTP. No customer data is deleted until written confirmation is received and backup retention periods have expired. - End-of-contract process
-
At the end of the contract, Facility Apps provides full assistance to ensure a smooth and transparent offboarding process.
Included in the contract price:
Continued system access for 30 days after contract end to allow data export
Full data extraction (CSV, XLSX, or JSON) via the admin portal or API
Secure data transfer through encrypted download or SFTP
Confirmation of data deletion once the customer confirms extraction is complete
Additional cost (optional):
Extended data hosting or read-only access beyond 30 days
Custom data formatting or integration support for import into other systems
On-site or remote technical assistance beyond standard offboarding
All customer data is retained securely in line with GDPR and deleted only after written confirmation from the customer.
Using the service
- Web browser interface
- Yes
- Supported browsers
-
- Microsoft Edge
- Firefox
- Chrome
- Safari
- Opera
- Other
- Application to install
- Yes
- Compatible operating systems
-
- Android
- IOS
- MacOS
- Windows
- ChromeOS
- Designed for use on mobile devices
- Yes
- Differences between the mobile and desktop service
-
Facility Apps provides full functionality on both desktop and mobile.
The desktop version is typically used by managers and supervisors for scheduling, reporting, dashboards, and administration tasks.
The mobile app (iOS/Android) is designed for operatives and site teams — optimised for smaller screens, with offline capability for completing tasks, audits, and check-ins when connectivity is limited.
All data syncs automatically between desktop and mobile in real time once a connection is restored. - Service interface
- Yes
- Description of service interface
-
Facility Apps provides a secure, browser-based interface for administrators and managers, and a mobile app interface for operatives (iOS/Android). Both are designed for simplicity and quick navigation, with role-based permissions controlling access to features such as scheduling, reporting, and task management.
Support and service requests are managed through the Zendesk portal, where users can raise, track, and update tickets, chat with support staff, and access the knowledge base. The interface meets WCAG 2.2 AA accessibility standards and supports single sign-on (SSO) for secure access. - Accessibility standards
- WCAG 2.2 AA
- Accessibility testing
-
Facility Apps has been tested with users of assistive technologies including screen readers (NVDA and JAWS), voice navigation, and keyboard-only access. Testing confirmed that key workflows — such as task completion, audit submission, and ticket creation — are fully accessible.
The Zendesk support interface has also been tested for WCAG 2.2 AA compliance, ensuring compatibility with assistive tools, high-contrast settings, and alternative input devices. Accessibility feedback is reviewed quarterly, and adjustments are made as part of ongoing UX improvements. - User support accessibility
- WCAG 2.2 AA
- API
- Yes
- What users can and can't do using the API
-
Facility Apps provides a secure, REST-based API (JSON format) for integration with other systems such as HR, payroll, helpdesk, IoT, or CAFM platforms.
Users can:
Access, create, update, and delete data relating to sites, locations, tasks, users, and time records.
Automate onboarding by creating sites, users, and schedules programmatically.
Pull live performance and audit data for reporting or business intelligence tools (e.g. Power BI).
Connect IoT sensors to trigger or close tasks automatically.
Users can’t:
Make structural changes to the core database schema.
Bypass role-based permissions or access restricted data.
Deploy or configure the core application infrastructure (this is managed by Facility Apps).
Setup and configuration:
API access is provisioned through an API key and endpoint configuration within the Facility Apps admin console. Webhooks can be used for real-time event notifications.
Limitations:
API rate limits and endpoint permissions are applied to maintain system performance and data security. - API documentation
- Yes
- API documentation formats
- Open API (also known as Swagger)
- API sandbox or test environment
- Yes
- Customisation available
- Yes
- Description of customisation
-
Facility Apps is highly configurable to match each organisation’s structure and processes.
What can be customised:
Task lists, cleaning specifications, and audit forms
Site and room hierarchies
User roles, permissions, and workflows
Dashboards, KPIs, and automated reports
Branding (logos, colour scheme, terminology)
Alerts, notifications, and escalation rules
How users can customise:
Administrators can make most changes directly through the web interface using the built-in configuration tools. Advanced integrations and automations can be set up via the open API.
Who can customise:
Configuration rights are limited to authorised administrators or managers with elevated permissions. Operatives can personalise their view (e.g. language, notification settings) but cannot change system-wide settings.
Scaling
- Independence of resources
-
Facility Apps is hosted in a multi-tenant cloud environment with strict resource isolation between customers. Each client operates within its own secure database schema and logical environment, ensuring that performance or data usage by one customer does not affect another.
The platform automatically scales server resources (CPU, memory, and bandwidth) based on demand to maintain consistent performance levels. Load balancing and performance monitoring are continuously applied, with alerts triggering proactive action if thresholds are approached.
This approach guarantees stable service delivery and data separation, regardless of overall system usage or client size.
Analytics
- Service usage metrics
- Yes
- Metrics types
-
Facility Apps provides detailed service usage metrics through its built-in reporting and dashboard tools.
Administrators can monitor:
Active users and logins
Tasks created, completed, or overdue
Audit and inspection counts
Attendance and check-in records
API usage and data transfer activity
Usage data is visible in real time and can be exported in CSV or Excel format for further analysis. Monthly summary reports are also available on request. - Reporting types
-
- API access
- Real-time dashboards
- Regular reports
- Reports on request
- Resource tagging
- Yes
- FOCUS resource tagging
- Yes
Supplier type
- Supplier type
- Reseller providing extra features and support
- Organisation whose services are being resold
- Facility Apps BV
Staff security
- Staff security clearance
- Staff screening not performed
- Government security clearance
- None
Asset protection
- Knowledge of data storage and processing locations
- Yes
- Data storage and processing locations
-
- United Kingdom
- European Economic Area (EEA)
- User control over data storage and processing locations
- Yes
- Datacentre security standards
- Complies with a recognised standard (for example CSA CCM version 4.0)
- Penetration testing frequency
- At least once a year
- Penetration testing approach
- In-house
- Protecting data at rest
- Physical access control, complying with SSAE-18 / ISAE 3402
- Data sanitisation process
- Yes
- Data sanitisation type
-
- Deleted data can’t be directly accessed / Cryptographic Erasure
- Explicit overwriting of storage before reallocation / Secure Erase
- Equipment disposal approach
- A third-party destruction service
Data importing and exporting
- Data export approach
-
Users can export their data at any time through the Facility Apps web interface or via API.
Administrators can generate exports for tasks, time and attendance, audits, and user records in standard formats including CSV, Excel (XLSX), and JSON. Reports and dashboards can also be downloaded directly as PDF files.
For larger datasets, bulk exports are available on request and can be securely transferred via encrypted download link or SFTP. Data extraction is self-service and included within the standard licence — no additional software or licences are required. - Data export formats
-
- CSV
- ODF
- Data import formats
-
- CSV
- ODF
Data-in-transit protection
- Data protection between buyer and supplier networks
-
- TLS (version 1.2 or above)
- IPsec or TLS VPN gateway
- Data protection within supplier network
- TLS (version 1.2 or above)
Availability and resilience
- Guaranteed availability
-
Facility Apps is hosted on AWS infrastructure, benefiting from its proven reliability and redundancy.
We guarantee a monthly service availability of 99.9%, excluding planned maintenance windows.
Availability is continuously monitored, and any unplanned downtime is recorded and reported.
If uptime falls below 99.9% in a given month, affected customers are eligible for service credits aligned with AWS’s Service Level Agreement tiers:
99.0%–99.9% uptime: 10% service credit
95.0%–99.0% uptime: 25% service credit
Below 95.0% uptime: 100% service credit for that month’s subscription fee
Credits are applied to the next billing period. AWS data centre resilience (multiple Availability Zones, automatic failover, and continuous monitoring) underpins this guarantee. - Approach to resilience
-
Facility Apps is hosted on Amazon Web Services (AWS) within geographically separate Availability Zones in the UK and EU, providing built-in redundancy and failover capability.
The service architecture uses load-balanced application servers, replicated databases, and automated backups to ensure high availability and rapid recovery in the event of hardware or network failure.
All infrastructure components are continuously monitored, with automatic scaling and failover between zones if performance thresholds or faults are detected. Data is stored in multiple locations to prevent loss from localised outages.
Detailed architectural and resilience information is available to buyers on request under NDA, as it contains commercially sensitive details. - Outage reporting
-
Facility Apps communicates service outages clearly and promptly through multiple channels.
A public status page provides real-time service health information and incident updates.
Email alerts are automatically sent to registered administrative users in the event of any service disruption or planned maintenance.
A ticketing update is also logged within the Zendesk support portal for visibility and tracking.
All outages are reviewed through post-incident reports, with root cause analysis and mitigation actions shared with affected customers.
Identity and authentication
- User authentication needed
- Yes
- User authentication
-
- Multi-Factor Authentication (MFA)
- Username or password
- Access restrictions in management interfaces and support channels
-
Access to management interfaces and support channels is controlled through role-based access control (RBAC) and multi-factor authentication (MFA).
Only authorised Facility Apps personnel can access production systems or customer environments, and all activity is logged and auditable. Privileged accounts are issued on a least-privilege basis and reviewed quarterly.
Support access via Zendesk is restricted by role, ensuring only trained engineers can view or respond to customer tickets. Sensitive data shared through support channels is encrypted in transit (TLS 1.2+) and redacted where appropriate.
Administrative interfaces require secure VPN or AWS IAM controls. - Access restriction testing frequency
- At least once a year
- Management access authentication
-
- Multi-Factor Authentication (MFA)
- Username or password
Audit information for users
- Access to user activity audit information
- Users have access to real-time audit information
- How long user audit data is stored for
- User-defined
- Access to supplier activity audit information
- Users have access to real-time audit information
- How long supplier audit data is stored for
- User-defined
- How long system logs are stored for
- User-defined
Security governance
- Named board-level person responsible for service security
- Yes
- Software Security Code of Practice
- Yes
- Security governance certified
- No
- Security governance approach
- Facility Apps follows the principles set out in the Software Security Code of Practice, embedding secure design, development, and deployment throughout its lifecycle. Security responsibilities are clearly defined, with regular code reviews, vulnerability scanning, and third-party penetration testing carried out to identify and mitigate risks. Although our security governance framework is not formally certified, it aligns with recognised standards such as ISO 27001 and NCSC guidance. Access controls, encryption, and monitoring processes are actively maintained to ensure customer data integrity and confidentiality across all environments. Security policies are reviewed quarterly and approved by senior management.
- Information security policies and processes
-
Facility Apps operates under a comprehensive Information Security Management Framework aligned with ISO 27001 and NCSC Cloud Security Principles.
Core policies include:
Information Security Policy – defines governance, risk assessment, and access control measures.
Data Protection and Privacy Policy – ensures GDPR compliance and lawful data processing.
Incident Management Policy – covers breach detection, escalation, and reporting.
Access Control Policy – enforces least-privilege and multi-factor authentication.
Backup and Business Continuity Policy – ensures data resilience and recoverability.
Policies are reviewed annually (or following significant change) and communicated to all staff. Regular audits and staff training reinforce compliance and continuous improvement.
Operational security
- Configuration and change management standard
- Supplier-defined controls
- Configuration and change management approach
-
Facility Apps follows a formal Configuration and Change Management Policy aligned with ISO 27001 and ITIL principles.
All service components including code, infrastructure, and integrations are tracked throughout their lifecycle using version control (Git) and configuration management tools. Each change request is logged, documented, and reviewed before release.
Changes are assessed for potential security, stability, and performance impacts through automated testing, peer code review, and, where applicable, vulnerability scanning. Major changes undergo management approval and regression testing in a staging environment before deployment.
All deployments are logged and auditable, with rollback procedures and monitoring in place to ensure service continuity. - Vulnerability management type
- Supplier-defined controls
- Vulnerability management approach
-
Facility Apps operates a proactive vulnerability management process to identify, assess, and remediate potential threats across all environments.
Threat intelligence is sourced from AWS Security Bulletins, NCSC advisories, OWASP, and subscribed vulnerability feeds (CVE/NVD databases). Potential vulnerabilities are continuously assessed through automated scanning tools and periodic third-party penetration testing.
Security patches for critical vulnerabilities are applied within 24–48 hours of release; high or medium-risk issues are resolved within scheduled maintenance windows. All patching and updates are tested in staging environments before production deployment.
Findings are tracked through our ticketing system (Zendesk/Jira) until verified as fully remediated. - Protective monitoring type
- Supplier-defined controls
- Protective monitoring approach
-
Facility Apps uses continuous protective monitoring to detect, investigate, and respond to potential security compromises.
System logs, access events, and network activity are automatically collected and analysed using real-time monitoring tools. Alerts are generated for suspicious activity such as failed login attempts, unusual API traffic, or privilege escalations.
When a potential compromise is detected, it is immediately escalated to the security team for triage. Confirmed incidents trigger the Incident Management Policy, including isolation, investigation, remediation, and communication to affected customers if required.
Initial response to critical incidents occurs within one hour, with full incident reports issued after resolution. - Incident management type
- Supplier-defined controls
- Post-quantum cryptography secure
- No
- Incident management approach
-
Facility Apps follows a documented Incident Management Policy aligned with ISO 27001 and NCSC guidance.
We maintain pre-defined response procedures for common events, including unauthorised access attempts, data integrity issues, system outages, and suspected data breaches.
Users can report incidents via the Zendesk support portal, email, or web chat. All reports are logged, triaged by severity, and tracked through to resolution.
For any security-related or service-impacting incident, affected customers receive a formal incident report outlining the cause, impact, corrective actions, and prevention measures. Critical incidents are acknowledged within one hour and investigated immediately by the security team.
Secure development
- Approach to secure software development best practice
- Supplier-defined process
Public sector networks
- Connection to public sector networks
- No
Pricing
- Discount for educational organisations
- No
- Free trial available
- No
Discount percentage by annual call-off contract value (excluding VAT)
- Less than £250,000
- 0%
- Between £250,000 and £500,000
- 2%
- Between £500,001 and £1,000,000
- 4%
- Between £1,000,001 and £2,500,000
- 6%
- Between £2,500,001 and £5,000,000
- 8%
- Over £5,000,001
- 10%
Standards and certifications
- ISO/IEC 27001 certification
- No
- ISO 28000:2022 certification
- No
- ISO 9001 certification
- No
- Quality management systems (QMS)
- Yes
- CSA STAR certification
- No
- PCI certification
- No
- Cyber essentials
- Yes
- Cyber Essentials Certificate Number
- Provided
- Cyber essentials plus
- No
- Cyber Essentials Alternative
- In relation to the services you do not have a current and valid Cyber Essentials Plus certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials Plus certificate by one of the government approved accreditation bodies within 12 months of the date of award.
- Other security certifications
- No
Social value
- Mission: Kick start economic growth
-
To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.
Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority
- Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
- Plans to engage the contract workforce in deciding the most important workplace issues to address
- Ensuring new workers are informed of their right to join a trade union
- Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
- Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
- Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
- Activities to cascade good practice on fair working conditions throughout the supply chain
- Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
- Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
- Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
- Support for the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
- Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.
- Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
- Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
- Delivery of apprenticeships, supported internships and T Level industry placement opportunities (Level 2, 3 and 4+) in relation to the contract
Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises
- Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
- Advertising of supply chain opportunities openly and to ensure they are accessible to a diverse range of businesses, including advertising all subcontracting opportunities on Contracts Finder
- Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees
- Mission: Make Britain a clean energy superpower
-
To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero
Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.
- Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
- Collaborative ways of working with the supply chain to deliver additional environmental benefits in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
- Mission: Break down barriers to opportunity
-
By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain
Policy Outcome 6: Employment and training: For those who face barriers to employment
- Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
- Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.
- Other measures to offer development opportunities for the target cohort(s) in the contract workforce
- Mission: Build an NHS fit for the future
-
That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.
Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.
- Actions to invest in the physical and mental health and wellbeing of the contract workforce