Property management requires the efficient coordination of multiple processes at the same time. Property managers must ensure that technical inspections are carried out regularly, faults are resolved promptly, communication with tenants is maintained, costs are monitored, documents are properly archived, and the work of both in-house teams and subcontractors is effectively organised. When managing a larger number of buildings, office complexes or residential communities, handling these activities manually becomes difficult to control and increasingly prone to errors.
A great deal of information is still scattered across email messages and telephone arrangements. This makes it more difficult to respond quickly to service requests, monitor the progress of work, analyse costs and maintain a complete history of activities carried out at a given property.
Profesal Facility is a system designed to help property management companies organise their day-to-day operations. The solution can be used for both commercial and residential property management. It enables users to store information about properties, tenants, service requests, inspections, costs, documents, technical equipment and maintenance activities in one centralised location.
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Key Challenges in Property Management
Companies operating in the property sector face a wide range of administrative, technical and communication-related tasks every day. The most common challenges include:
- carrying out scheduled technical inspections,
- reducing response times for fault and breakdown reports,
- coordinating the work of service technicians and subcontractors,
- documenting completed repairs, maintenance activities and additional work,
- controlling the costs of building maintenance and technical services.
Without the right tool, property managers may find it difficult to quickly determine which requests have already been completed, which require approval, which have been assigned to an external service provider, and which generate the highest costs. Profesal Facility addresses these needs by providing a centralised environment for managing property-related operational processes.
Profesal Facility as a Central Property Management Hub
Profesal Facility enables users to create a multi-level property structure. The system can reflect the actual hierarchy of a property complex, including buildings, floors, rooms, technical equipment and individual infrastructure components.
A typical structure may include the following levels: complex, building, floor, room, equipment, subassembly and individual component. This approach makes it possible to assign service requests, inspections, documents, costs and tasks to specific locations or assets. As a result, property managers can quickly access the complete history of a particular piece of equipment, room, building or entire property complex.
Service Request Management
Service request management is one of the key areas supported by the system. Tenants, residents and employees can report faults, breakdowns and requests for additional services. Requests are submitted directly to the system, where they can be described, categorised and assigned to a specific location or asset.
The system supports the entire service request workflow—from initial submission and assignment to the appropriate technician or external service provider, through completion and cost settlement, to the archiving of all related data. This reduces the risk of information being lost and provides greater control over the progress of work.
mySupport – a Portal for Tenants and Customers
mySupport is a web-based application for tenants and customers that simplifies fault reporting and enables users to track the progress of their requests. Users can submit a request for a specific asset, describe the issue, attach photographs and check its current status.
For property managers, this means more structured and efficient communication with tenants. Instead of handling requests through multiple channels, the company can manage them within a single system. Tenants, in turn, benefit from a clear communication channel and greater visibility into the progress of their requests.
mySupport can also support the approval process for repair costs and additional work. Tenants can review the estimated cost of the service, accept or reject the quotation and confirm completion once the work has been carried out. Based on the recorded data, the system can generate a cost summary that serves as supporting documentation for subsequent invoicing. The application can also provide messages related to a specific building, company or asset. This enables property managers to inform tenants about planned work, failures, system shutdowns and other important operational announcements.
Profesal Mobile – Supporting Field Technicians
In the property management sector, a significant part of the work is carried out away from the office. Service technicians, maintenance staff and subcontractors need quick access to information about service requests, fault locations, the scope of work, technical equipment and the history of a given property. Profesal Mobile enables field employees to access the system using mobile devices.
As a result, data collected in the field is transferred directly to the system, while property managers gain real-time visibility into the progress of work. The mobile application also facilitates shift-based operations. Technicians can register their presence at a property complex, indicate the start of a shift and confirm their availability. This allows property managers or tenants to contact the technician currently on duty more quickly.
A System Tailored to Your Company’s Processes
Every property management company operates differently. Residential property managers have different requirements from companies managing commercial properties, office centres, retail units or extensive property portfolios.
Profesal Facility can be adapted to an organisation’s individual processes. The system also supports integration with other IT solutions, enabling data from different areas of the business to be accessed in one place. This approach helps increase operational efficiency, reduce manual work and provide greater control over property management processes.
