Rollout playbook

A step-by-step plan for moving your team onto FacilityPro, one site at a time, without disrupting day-to-day work.

Step 1: Decide what success looks like

Write down the two or three things you want to change: faster response to faults, fewer missed inspections, clearer costs per site. These become the numbers you check in Reports later.

Name one owner for the rollout, usually the facilities manager, and one champion on each site who will answer their colleagues’ questions.

Step 2: Pick a pilot site

Choose a site with an engaged team and a manageable number of assets. A good pilot is busy enough to prove the value, but small enough to fix problems quickly.

Step 3: Load the essentials, not everything

Add the site’s buildings, floors and rooms under Locations, then its critical equipment under Assets. Start with what breaks most or costs most; the rest can follow.

Load the default fault and asset types under Settings → Catalogs and adjust them to your language. Set response times per priority under Settings → SLA.

Step 4: Bring people in by role

Invite managers and technicians by email, or print a join-link QR code for each role. Occupants and vendors join the same way and only ever see what their role allows.

Ask everyone to take the one-minute tour, and point each role to its quick-start in the Help Center.

Step 5: Switch on one front door for faults

Put QR labels on assets and rooms, share the public report link, and connect Zalo or WhatsApp if your tenants use them. Then retire the old phone numbers and chat groups, so every request lands in one list.

Step 6: Automate the routine

Create preventive maintenance schedules for your critical assets, attach checklists to them, and add workflows that assign, remind and escalate for you. Put a TV display board in the maintenance office so everyone sees the queue.

Step 7: Review after 30 days, then expand

Open Reports and compare response times, overdue work and costs with the goals from step 1. Fix what slowed people down, then repeat steps 3 to 6 on the next site.

Go-live checklist

☐ Goals and rollout owner agreed · ☐ Pilot site locations and critical assets loaded · ☐ Fault types and SLA targets set · ☐ Team invited by role · ☐ QR labels printed and placed · ☐ Old reporting channels retired · ☐ First PM schedules running · ☐ 30-day review booked