> ## Documentation Index
> Fetch the complete documentation index at: https://help.qrtub.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Facilities and grounds

> Where QRtub fits for facilities, cleaning and grounds teams: equipment in buildings, faults reported by whoever finds them, and contractors with no login.

Facilities is the trade where most of the people who notice a problem are not employees, do not have
the app, and will not be getting an account.

## Where QRtub fits

A facilities system holds the asset register, the planned maintenance schedule and the work order
history. Everyone who works in the building sits outside it — tenants, students, residents, visitors,
cleaners and the contractor who turns up once a quarter.

A code on the plant, the toilet block or the drinking fountain gives that outside group one place to
go. Behind it, your own team can see what they need and everyone else sees only what you have
chosen to show.

## What gets tagged

* Plant rooms, switchboards, pumps and air conditioning units
* Fire equipment — extinguishers, hose reels, exit lighting
* Lifts, doors, gates and access control hardware
* Amenities: toilet blocks, drinking fountains, barbecues, shelters
* Playgrounds, park furniture, bins and signage
* Cleaning equipment and consumable stores

## QRtub is particularly useful when

* **The person who spots the fault is not on your staff.** A tenant, a resident or a member of the
  public reporting a broken fountain is the fastest fault detection you will ever get, and it costs
  nothing to enable. See [Let anyone report a fault](/how/report-a-fault).
* **Contractors attend unsupervised.** A code at the plant gives them the procedure and a place to
  record attendance without an account on your system.
* **Assets are scattered across sites** and nobody can be expected to find the right record by
  navigating a list of four hundred.
* **The same item needs a staff view and a public view.**
  See [One tag, your team and the public](/how/team-and-public).
* **Inspections are already tagged physically.** Fire equipment and test-and-tag cycles have
  carried a card on the item for decades — the code goes on the same spot.
* **Assets outlive the software.** A pump installed in 2014 has outlasted two maintenance systems.
  The code should outlast the third.

## The problems you'll hit

1. [Let anyone report a fault](/how/report-a-fault) — the central one for this trade
2. [One tag, your team and the public](/how/team-and-public) — occupants and technicians on one code
3. [Make the installation earn its keep](/how/earn-its-keep) — a code in a public place carries more
   than a form

## Works with

| Tool                     | What a scan opens                                                                                      |
| ------------------------ | ------------------------------------------------------------------------------------------------------ |
| **Google Forms**         | A free fault report anyone can submit — [guide](/integrations/google-forms/overview)                   |
| **Jotform**              | A fault report with a photo, no account needed — [guide](/integrations/jotform)                        |
| **MaintainX**            | A work request straight into maintenance — [guide](/integrations/maintainx)                            |
| **ServiceM8**            | A job for a contractor attending — [guide](/integrations/servicem8)                                    |
| **Mitti**                | Inspection templates and asset records — [guide](/integrations/mitti/setup)                            |
| **WhatsApp**             | A message to the on-call number, prefilled with which asset — [guide](/integrations/whatsapp)          |
| **Notion or SharePoint** | Procedures and manuals — [Notion](/integrations/notion) · [Microsoft 365](/integrations/microsoft-365) |
| **YouTube**              | How to reset it before anyone is called out — [guide](/integrations/youtube)                           |

The WhatsApp one is worth a look for out-of-hours. A message that already says which pump it is
beats a phone call that starts with working out which pump it is.

## Typical Item fields

Asset number · description · building and level · location detail · make and model · installed date ·
service contractor · last service · next service due · manual URL · public or staff only

## Related

* [Conditional Visibility](/destinations/conditional-visibility) — showing staff buttons only to staff
* [What Is a Tag?](/tags/what-is-a-tag) — outdoors, in public, for years