Site, Facility and Property Management
Daily operations in site, facility, and property management cover many different processes, from resident communication to technical maintenance, from common area inspections to supplier and contract tracking.
XtraCRM combines CRM, task, technical service, maintenance, inventory, supplier, document, and finance features to enable management teams to monitor operations from a single center.
How does the process work in the industry?
The process starts with defining the basic structure of the site or facility in the system. Blocks, independent units, common areas, equipment, and related persons are registered.
The owner, tenant, resident, company official, or facility user is linked to the relevant unit. Contact information and usage period are tracked.
Daily operations receive requests for malfunctions, cleaning, security, maintenance, or other services. The request is assigned to the relevant personnel or supplier; actions taken and results are recorded.
Periodic maintenance, contract, document, and inspection dates are planned. Expenses, supplier transactions, management tasks, and important documents are linked to the relevant facility or record.
How is XtraCRM adapted to your management structure?
Each site and facility has different block, independent unit, service, and task structures. In XtraCRM, custom fields, forms, tasks, and workflows can be configured according to the existing management system.
You can create your request process with stages such as "New Request, Under Review, Responsible Assigned, Appointment Scheduled, In Progress, Waiting for Material, Waiting for Inspection, and Completed."
You can define different registration fields and operation processes for site management, plazas, business centers, residences, factory facilities, shopping malls, or mixed-use living spaces.
Facility and section-specific areas you can use
Facility or site name
Facility type
Full address
Block, building, or section
Floor and independent section number
Type of independent section
Gross and net area
Usage status
Owner
Tenant or user
Usage start and end date
Contact persons
Parking or storage information
Meter or subscription information
Key, card, or access information
Responsible manager
Special notes
Relevant contracts and documents
Different information needed by management can be added as special fields. Thus, only necessary fields are shown for each facility type.
Manage owner, tenant, and resident records
Owners, tenants, residents, or corporate users can be recorded as customers or contact persons.
The independent section, contact details, usage period, and related requests belonging to one person can be viewed in the same history.
The history and current occupants of an independent unit can be tracked with special areas and date information according to the management's record policy.
Multiple authorized persons can be defined under a company account for corporate tenants.
Track moves and user changes
New moves, tenant changes, or unit vacation processes can be managed with task and control lists.
Necessary documents, contact information, entry cards, key handovers, and meter information can be recorded during a move.
When a unit is vacated, checks of keys, cards, fixtures, and existing condition can be assigned as tasks to relevant personnel.
XtraCRM is not an automatic building entry or card access system; it can be used to track administrative tasks and records of user changes.
Collect requests and fault reports in a single center
Requests received via phone, email, WhatsApp, management office, or online form can be recorded.
The subject, location, urgency, description, and reporting person of the request can be recorded. Photos and documents can be added to the request.
New requests can be assigned to the technical team, cleaning, security, management, or relevant supplier. Actions taken and information given to the user can be kept in the same record throughout the process.
A control or satisfaction task can be created after a request is completed.
Classify requests by subject
Different request types can be created according to management needs:
Electricity
Water and plumbing
Heating and cooling
Elevator
Common area
Cleaning
Security
Parking
Garden and landscaping
Internet or infrastructure
Noise or neighborhood notification
Moving
Card or key
Technical malfunction
Document request
Other management requests
Each request type can be directed to different responsible parties, priorities, or workflows.
Manage technical service and maintenance tasks
Technical malfunctions within the facility can be opened as service records. The location, equipment, description, urgency, and responsible person can be recorded.
You can structure your service process with stages like “New Notification, Review, Technician Assigned, Waiting for Part, In Progress, Inspection, and Completed.”
Actions taken, materials used, technician notes, photos, and result information can be kept in the service record.
Recurring malfunctions can be evaluated along with past service records to identify issues with the same equipment or area.
Track common areas and equipment
Elevators, generators, pumps, boilers, air conditioning, fire systems, or other facility equipment can be managed with separate records.
The following information can be kept for equipment:
Equipment name and code
Category
Brand and model
Serial number
Location within the facility
Installation date
Warranty period
Responsible team
Maintenance company
Last maintenance date
Next maintenance date
Current status
Technical documents
Description and notes
Thus, the maintenance and failure history of each equipment can be viewed on the same card.
Plan periodic and preventive maintenance
Periodic maintenance schedules can be created for facility equipment. Maintenance frequency, last operation date, and next maintenance date can be tracked.
Tasks can be assigned to technical personnel or suppliers for equipment whose maintenance time is approaching.
When maintenance is completed, performed operations, used parts, cost, service company, and next scheduled date can be recorded.
Downtime or service interruptions caused by maintenance can also be recorded separately.
Manage cleaning and routine field inspections
Common area cleaning, landscaping, security rounds, fire equipment checks, or other routine tasks can be planned with recurring duties.
For each task, location, responsible person, date, control checklist, and result information can be kept.
Missing or inappropriate processes can be reassigned to the relevant team as tasks. Photos and descriptions can be added to the inspection record.
Thus, preventive and routine work is regularly monitored, not only when a failure occurs.
Manage suppliers and service companies
Technical service, cleaning, security, landscaping, elevator, pest control, or other service companies can be recorded as supplier accounts.
Contact information, authorized persons, facilities served, contracts, tasks, and documents can be kept under the same account.
Jobs assigned to the supplier and their completion times can be tracked. The control results and related manager approvals of the work done can be recorded.
Suppliers’ quotes and past work information can be evaluated in new purchasing decisions.
Track contract and renewal dates
Maintenance, cleaning, security, leasing, insurance, and other service contracts can be linked to the relevant facility or supplier.
The following information can be kept in the contract:
Type of service
Supplier
Start and end date
Contract amount
Currency
Payment period
Scope of service
Renewal terms
Responsible manager
Related documents
Contract status
Tasks can be assigned to the responsible person for contracts nearing their end date. New term offers and renewal decisions can be tracked.
Manage licenses, insurance, and other documents
Licenses, insurance, inspection reports, certificates, and other documents related to the facility, equipment, or service provider can be linked with relevant records.
The issuance and validity dates of the document can be recorded. Tasks or reminders can be created for documents nearing expiration.
Documents requiring review or approval can be directed to the relevant manager. Document access can be restricted based on employee roles.
Track purchasing and material needs
Purchase requests can be created for materials and services needed in maintenance, cleaning, or daily operations.
Product or service, quantity, supplier, price, and expected delivery date can be tracked.
Purchases above a certain amount can be sent for approval according to management's authorization. Received products can be linked to stock records.
Which material is purchased for which facility, department, or service task can be specified with custom fields.
Manage stock and consumables
Cleaning products, technical spare parts, bulbs, filters, cards, or other consumables can be tracked in stock records.
Material entries and exits can be recorded. Purchasing needs may arise for products approaching critical levels.
Materials used during technical service or maintenance can be linked to the relevant work order.
XtraCRM is not an automatic building automation or smart warehouse system; it ensures that operational stocks and movements are recorded.
Associate expenses with facilities and services
Maintenance, energy, cleaning, security, supply, repair, and other expenses can be linked to the relevant facility or cost center.
The expense category, date, amount, currency, supplier, document, and approval status can be tracked.
Expenditures requiring approval can be directed to relevant persons according to the management's authorization structure.
By evaluating expenses based on facility, service type, or period, you can see which areas incur the highest costs.
Configure fee and periodic payment tracking according to your company
Information such as independent unit, period, accrual, due date, and payment status can be tracked with custom fields and financial records.
Tasks can be assigned to the management team for payments that are approaching due or overdue. Communications and payment notifications can be kept in the relevant person's history.
XtraCRM is not offered as a specialized site fee accrual, bank integration, or legal follow-up system. Automatic fee distribution, delay calculation, bank matching, and official ledger processes should be evaluated alongside specialized systems if required.
Manage announcements and resident communications
Relevant groups can be created for maintenance work, water or electricity outages, meetings, events, or other announcements.
Notifications can be planned via email, WhatsApp, or other permitted communication channels.
Messages should be sent according to individuals' communication preferences and management's policies.
Phone calls, emails, messages, and notes can be viewed in the relevant person's history within authorized limits.
Track meetings and decision tasks
Management meetings can be scheduled on the calendar. Agendas, participants, decisions, and tasks can be recorded.
Each decision made can be assigned as a task to a responsible person. Target dates and completion status can be monitored.
Meeting minutes and related documents can be stored in document management.
XtraCRM does not replace the official decision ledger or legally required meeting systems; it facilitates post-meeting operational task and document tracking.
Record security and field incidents
Damage occurring within the facility, security notifications, lost items, or other operational incidents can be tracked separately with records.
The date of the incident, location, description, involved persons, photos, and actions taken can be recorded.
Tasks can be assigned to responsible persons for review or resolution. The outcome of closed incidents and the measures taken can be documented.
Camera recordings, access data, and other sensitive security information should be processed only to the extent necessary and in accordance with the company's data security policies.
Define authorizations according to task distribution
Different access and operation permissions can be defined for management, technical teams, security, cleaning, finance, and executives.
While the technical team manages service and maintenance records, the finance team can access expense and payment processes. Security or cleaning staff can only view tasks assigned to them.
Personal information, financial records, and sensitive documents can only be accessed by authorized users.
Create a measurable structure for management
Management screens can track new requests, open faults, overdue tasks, upcoming maintenance, expiring contracts, pending purchases, and ongoing supplier work.
The following information can be evaluated based on facility, block, section, request type, supplier, or period:
Number of incoming requests and faults
Open and completed tasks
Average resolution times
Recurring faults
Equipment maintenance history
Upcoming maintenance dates
Contract and document expiration dates
Supplier tasks and results
Stock and consumable needs
Facility and service-based expenses
Overdue tasks
User feedback
Open financial tracking
XtraCRM does not force your management into a fixed facility model. By configuring site, individual unit, user, request, equipment, maintenance, supplier, task, and financial records according to your own operational order, you can make daily management processes more organized, measurable, and traceable.