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Campus Facility Management
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Campus Facility Management · Available now

Plan safe work, record service, and keep assets in view.

Campus Facility Management organizes maintenance around the campus asset. Facility staff can register equipment and its location, request a work order, issue a safety permit, assign a technician, record work and parts, inspect the result, and retain service history against the same asset.

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  • Manual work is free
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OverviewActive Safety Permits
Campus Facility Management · Safety permits

Active Safety Permits

scheduled waits for the facility manager

New safety permit
Safety permits in view
6
Approved
6
Permit typeValid fromValid toStatusIssued byWork order
Hot work20 Oct23 OctApprovedAditya RaoTest west campus generator
Confined space entry21 Oct26 OctApprovedKeiko TanakaRepair dining hall wash arm
Electrical isolation22 Oct31 OctApprovedAditya RaoInspect science hall pump seal
Roof access26 Oct30 OctApprovedJasmine ColeTest west campus generator
Elevator lockout24 Oct30 OctApprovedIbrahim DialloTest west campus generator
6 of 6 records
Hot workSafety permits · SP-19478
Approved
Valid from20 Oct
Valid to23 Oct
Issued byAditya Rao
Work orderTest west campus generator
Approve permitSP-19478 · Hot work

Permit Issuer approves the work authorization and validity interval.

Waiting for Permit Issuer
ApproveReturn
Example screen with sample data
Tables, ready to use
11
Saved views
16
Roles with set permissions
6
Reports and dashboards
9
Features

See the maintenance queue

Every feature works on the same records. Pick one to see the screen your team works in.

Assets

Keep campus equipment, its location and its service state tied to the work performed.

  • Identify equipment
  • Review current state
  • Follow the history
  • Assets
  • Work orders
  • Building meters
  • Preventive maintenance plans
  • Service history
Explore assets
OverviewAssets In Service
Campus Facility Management · Assets

Assets In Service

Assets

New
Asset tagNameLocationStatus
LIB-AHU-02Library air handler 2Library mechanical roomActive
SCI-PMP-04Science hall chilled water pumpScience hall basementActive
STU-ELV-01Student center elevator 1Student center west lobbyActive
RES-BLR-01North residence boilerNorth residence plant roomActive
ART-EF-03Arts building exhaust fanArts building roofActive
6 of 6 records
LIB-AHU-02Assets · ASS-55143
Active
NameLibrary air handler 2
LocationLibrary mechanical room
Example screen with sample data
Process

Follow work from request to service

Maintenance work order ships ready to use. 3 steps need a named approval before the work moves on: Approve permit (Permit Issuer), Authorize schedule (Facility Manager) and Inspect work (Inspector).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Request work

    Identify the asset and maintenance need.

    Hot workSP-19478 · Facility Manager
    Request workBy Facility Manager

  2. Approve permit

    The Permit Issuer authorizes the exact job for a valid interval.

    Hot workSP-19478 · Permit Issuer
    Approve permitBy Permit Issuer
    ApprovalPermit Issuer approves the work authorization and validity interval.

  3. Authorize schedule

    The Facility Manager checks the current permit and assigns the work.

    Hot workSP-19478 · Facility Manager
    Authorize scheduleBy Facility Manager
    ApprovalFacility Manager approves assignment with a current permit.

  4. Record work

    The Technician logs the performed task and interval.

    Hot workSP-19478 · Technician
    Record workBy Technician

  5. Inspect work

    The Inspector accepts the result before close.

    Hot workSP-19478 · Technician
    Inspect workBy Technician
    ApprovalInspector accepts the work before closure.

  6. Close and record service

    Keep the outcome with the asset and completed order.

    Hot workSP-19478 · Inspector
    Close and record serviceBy Inspector

Start with Maintenance work order

Inside a record

Keep each record with its asset

Open any safety permit to see the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Valid from, Valid to, Issued by and Work order.

  2. 2
    Linked records

    Records linked to this safety permit.

  3. 3
    Who works on it

    Admin, Facility Manager and Permit Issuer, each with their own permissions.

  4. 4
    Process stages

    Approve permit, with the role that acts.

  5. 5
    Approvals

    Approve permit and Authorize schedule, with who decides.

Active Safety PermitsHot work
Campus Facility Management · Safety permits

Hot work

Test west campus generator · Approved

Log activity
1
Record details
Valid from20 Oct
Valid to23 Oct
Issued byAditya Rao
Work orderTest west campus generator
3

Who works on it

  • AdminManage Users, People, Assets, spare parts
  • Facility ManagerManage work orders, preventive maintenance plans, Assets
  • Permit IssuerManage safety permits
4

Process stages

  • Approve permitPermit Issuer
5

Approvals

  • Approve permitPermit Issuer
    Approved
  • Authorize scheduleFacility Manager
    Waiting
Example screen with sample data
Approvals

Make the permit decision visible

OverviewApprovals
Campus Facility Management · Overview

Approvals

Signed in as Permit Issuer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • SP-62102Hot work
    Clear gym pool pump strainerRequested by Nadine Saad
    Requested2dActions
  • SP-91044Confined space entry
    Repair dining hall wash armRequested by Aditya Rao
    Requested4dActions
  • SP-43652Electrical isolation
    Test west campus generatorRequested by Nadine Saad
    Requested5dActions
  • SP-34780Roof access
    Repair dining hall wash armRequested by Aditya Rao
    Requested4dActions

Who approves what

DecisionApprover
Approve permitThe Permit Issuer authorizes the exact job for a valid interval.Permit Issuer
Authorize scheduleThe Facility Manager checks the current permit and assigns the work.Facility Manager
Inspect workThe Inspector accepts the result before close.Inspector
Approve work ordersFacility Manager
Approve safety permitsPermit Issuer
5 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Campus Facility Management to the work that is theirs. Pick a role to see what it starts with.

Admin

Configures users and maintains reference data for the facilities team.

  • Manage Users, People, Assets, spare parts
  • View work orders, safety permits, building meters, preventive maintenance plans

Roles and permissions

Reports

Answer the daily maintenance questions

Review maintenance status, permit validity, asset service and spare part use.

Overview
Campus Facility Management · Overview

Campus Facility Management dashboard

This quarter

Work orders in view
6
Preventive
2
Corrective
2
Inspection
2

Safety permits by status

How far records got this quarter

StageReachedStep
Requested30
Approved1860%
Expired1372%
Closed862%

Number of safety permits by status

Sample counts per stage

700
30Requested
70Approved
40Expired
70Closed
Example screen with sample data
  1. 01Work orders by status

    Show the maintenance queue by current work order status.

  2. 02Work due by asset

    Group scheduled work by asset and due date.

  3. 03Permit validity review

    Show approved permits and their validity dates against work orders.

  4. 04Technician activity

    Show work log intervals and performed work by technician.

  5. 05Part consumption by work order

    Group consumed quantities by work order and part.

  6. 06Stock at reorder point

    Compare quantity on hand with each spare part's reorder point.

  7. 07Preventive work due

    Show next due dates and recorded intervals by asset.

  8. 08Meter readings near action limit

    Compare each reading's value with its action limit and asset.

  9. 09Completed service by asset

    Group outcomes and next due dates by asset and closed work order.

All reports and dashboards

Who it's for

Built around campus equipment

See how Campus Facility Management fits your kind of team.

University campus

Coordinate maintenance across teaching buildings, plant equipment and shared campus spaces.

Research campus

Maintain shared research-building equipment with clear work authorization and service history.

Multibuilding campus

Keep maintenance requests and equipment records consistent across dispersed buildings.

Controls

Check safety, stock and acceptance

Each stage of maintenance work order names the role that acts and the status it records, so a change is never anonymous.

OverviewMaintenance work order
Campus Facility Management · Process

Maintenance work order

Each stage, the role that acts and the status it records

Process stages
9
Approval steps
3
Roles involved
4
Tables touched
4
Authorize scheduleApproval
Facility Manager
StatusRequested → Approved
RecordsWork orders
Assign and schedule
Facility Manager
StatusApproved → Scheduled
Record work
Technician
StatusScheduled → in progress
Maintenance work order
  1. Start
    Approve permitPermit Issuer
    Safety permits
  2. Approval
    Authorize scheduleRequested → Approved
    Work orders
  3. Step
    Assign and scheduleApproved → Scheduled
    Facility Manager
  4. Step
    Record workScheduled → in progress
    Technician
  5. Approval
    Inspect workIn progress → Inspection
    Technician
Example screen with sample data

See each stage in detail

AI agent

Ask for the next maintenance action

Give each facilities role a way to ask about its work and prepare the next action.

It can

  • Facility Manager: Show open work by status, asset and due date; prepare the next scheduling review.
  • Permit Issuer: Find the work order, linked permit and validity interval for a planned job.
  • Technician: Summarize the assigned order, asset identity and existing work logs before recording the task.
  • Inspector: Bring the performed work and linked asset into the acceptance review.

Stays with a person

  • A person still decides whether a permit is safe to issue and whether completed work passes inspection.
  • The assistant should identify the record and the decision owner, then leave the approval with that person.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Campus Facility Management
  • Campus identity
  • Room scheduling
  • Meter collection
  • Purchasing
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 11 tables
11tables
  • Assets5
  • Work orders7
  • Safety permits4
  • Preventive maintenance5
  • Building meters4
  • Parts and service5
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Set the scope

    Choose the first building or equipment group and identify the staff who will request, authorize, perform and inspect work.

  2. Prepare records

    Check asset tags, locations, staff identities, part units and stock levels. Add preventive plans and meter points with agreed dates and limits.

  3. Rehearse the work

    Run a request through permit issue, scheduling, technician log, part posting, inspection and service history.

  4. Review the result

    Compare the asset state, work order status, permit interval, stock balance and completed service entry with the expected outcome.

  5. Expand

    Add the next building or asset group after the first team can repeat the handoffs consistently.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Campus Facility Management.

All questions
How do I get started?

Click Get started, then use Proto to configure Campus Facility Management for your business. Start with a small group of campus assets, staff, permits and parts, then rehearse one complete work order.

Can we track equipment across buildings?

Yes. Each asset has a tag, name, location, manufacturer and serial number. Use a consistent location rule so staff can find the same unit in the register and on site.

How is a work order authorized?

The planning action checks the order, its asset and an approved permit for that order whose validity covers today. The facility manager then assigns a person and due date.

What happens after a technician finishes?

The technician records the work interval and performed task. An inspector accepts the result before the order closes and service history is recorded.

How are preventive plans handled?

A plan records an asset, day and hour intervals, last completion and next due date. The facility manager reviews due plans and starts a work order for the actual service.

What does a meter reading do?

It records a metric, value, unit, action limit, date and asset. A reading at its action limit flags the asset for maintenance review.

Can staff see which parts a repair used?

Yes. Part usage links the part and quantity to a work order. Posting reduces stock once and flags reorder at the recorded point.

Where can we see completed service?

Service history links the accepted outcome and next due date to the asset and work order. Closed work orders give the corresponding job record.

When can we close a safety permit?

After the authorized work is finished, the Permit Issuer closes the permit by its identifier. The work order keeps its own inspection and service history.

Set up Campus Facility Management your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

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How to get started

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