A property management system makes collaboration between administrators and technicians easier when its mobile app runs on the same data as the system itself. The Pythagoras property management system has mobile apps that give technicians their cases, rounds and cleaning schedules directly on their phones. When someone ticks off a task, the information flows back to the property management system, so the administrator can see in real time who did what and when.
What should a technician app in a property management system be able to do?
An app for technicians in a property management system should let the administrator plan in the office and the technician work in the field, without anyone doing the same job twice. The key is that the app and the property management system share the same data, so nobody has to transfer information by hand.
This checklist sets out seven requirements a property manager can set for an app used by administrators and technicians:
- Shared data: the app pulls drawings, objects and tasks directly from the property management system.
- Real-time reporting: status, time spent and deviations go straight back to the property management system.
- On-site fault reporting: the technician creates a case with a description, a location on the drawing and a photo.
- Access control: the system owner decides who can see and do what in the app.
- Notifications: technicians are told about new cases without having to go back to the office.
- Support for external contractors: contractors can use the same app as your in-house staff.
- Clear interface: the app also works for staff with limited language skills.
How do the Pythagoras mobile apps work with the property management system?
The Pythagoras mobile apps are part of the Pythagoras property management system, and technicians in technical management and cleaning management use them. Planning takes place in the property management system, and the system owner decides who gets access to the Pythagoras mobile apps and what they can see and do there.
When a task is ticked off in the Pythagoras mobile apps, the report goes straight into the property management system. The administrator can see in real time who did what, when the work was done, how long it took and whether any problems came up. With that information, it’s easier for the administrator to optimise planning, set more accurate budgets and invoice for the work.
The Pythagoras mobile apps are built on the same digital twin as the Pythagoras property management system, meaning the digital drawings and models of the properties. The administrator and the technician therefore see the same picture of the building, which makes tasks easier to understand and reduces the risk of mistakes.
The flow shows how planning and the work itself connect in Pythagoras: the administrator plans, the technician reports back in a Pythagoras mobile app, and the property management system is updated straight away.
Which tasks do the Pythagoras mobile apps cover?
Pythagoras has several mobile apps for different property management tasks. The table shows what the technician does in each app and what the administrator gets back in the property management system.
Which tasks do the Pythagoras mobile apps cover?
Pythagoras has several mobile apps for different property management tasks. The table shows what the technician does in each app and what the administrator gets back in the property management system.
| Pythagoras mobile app | Technician | Administrator receives |
| Cases | Sees today’s priority cases, sorts them by building or case type and gets notified about new cases | Status and communication for each case |
| Cleaning Management | Gets an individual schedule and instructions, colour-coded on drawings, and reports deviations with a photo and a comment | Data for quality follow-up, and planning based on actual time spent |
| Preventive maintenance | Follows round checklists and ticks off completed tasks | An overview of whether the work was done, when and how long it took |
| Inspections | Carries out internal inspections, regulatory inspections, cleaning inspections and SBA (systematic fire safety work) using drawings, checklists and photos | A photo of the fault linked to the component, and a record of how often the checks are done and by whom |
| Energy | Records meter readings for things like electricity and water | Data that goes straight into energy reporting |
| Planned maintenance | Carries out condition surveys and creates actions in the mobile app | Actions that go into the maintenance plan |
How does the app make collaboration between different roles easier?
The Pythagoras mobile apps let technicians report any fault they spot, even outside their own area of responsibility. For example, a cleaner who notices a leaking dishwasher can create a case in the Pythagoras mobile app, which immediately sends a notification to a maintenance technician.
Case management in Pythagoras lets everyone involved follow the status of a case and communicate about it in the app. The person reporting the fault can describe it in text, mark the location on the drawing, select the component and attach a photo. That way, the maintenance staff who receive the work order can go straight to the right place.
When Nynäshamn Municipality procured the Pythagoras property management system, it singled out the mobile features in the trade magazine Cleannet in December 2021. With the Pythagoras mobile features, caretakers, electricians and other staff at Nynäshamn Municipality can handle cases on site instead of at the office.
Can external contractors and staff who don’t speak Swedish use the app?
Yes. Both in-house and external maintenance staff can use the Pythagoras mobile apps. With the drawings and checklists in the Inspections app, even a contractor can easily find the right component in the building and report a fault.
The Pythagoras Cleaning Management app is designed to work even when the user doesn’t speak Swedish or English. Colour codes on the drawings and clear instructions show the cleaner what to clean, where, when and how.
What should you consider before introducing an app for technicians?
An app for technicians only delivers its full value when the work is managed in the Pythagoras property management system.
You need to decide on permissions and roles before you start using the Pythagoras mobile apps. In the Pythagoras property management system, the system owner decides who can use the apps and what each role can see and do, for example in-house staff, contractors and cleaners.
Documentation requirements affect which checks an app for technicians should support. Under Chapter 2, Section 2 of the Swedish Civil Protection Act (2003:778), owners and occupiers of buildings must, to a reasonable extent, keep equipment for putting out fires and take measures to prevent fire. Myndigheten för civilt försvar (MCF, the Swedish Civil Defence Agency) provides guidance on responsibilities and Systematic Fire Protection work, and Systematic Fire Protection work can be carried out and documented in the Pythagoras Inspections app.
Frequently asked questions about property management systems with an app
What mobile apps does Pythagoras have?
Pythagoras has mobile apps for Cases, Cleaning Management, Supervision and upkeep, Inspections, Energy and Planned maintenance. The Pythagoras mobile apps link field work in technical management and cleaning management to the Pythagoras property management system.
Does the caretaker need to go to the office to see new cases?
No. In the Pythagoras Cases app, the caretaker gets a notification on their phone when a new case comes in. The caretaker can also see a prioritised list of the day’s cases in the Cases app.
What happens if a technician falls ill?
In the Pythagoras property management system, the administrator can easily move a sick employee’s rounds and tasks to a colleague, or reschedule them. The colleague then gets the tasks in their Pythagoras mobile app.
Does it cost extra for each person who needs to report faults?
No. Pythagoras doesn’t charge per licence for fault reporting, so an organisation can let as many people as it likes report faults through the Pythagoras mobile app.
How do you check that the cleaning has actually been done?
Cleaners report completed work and deviations directly in the Pythagoras Cleaning Management app. Quality managers can then carry out follow-up inspections with the Inspections app and track the results in the Pythagoras property management system.
Summary
A property management system makes collaboration between administrators and technicians easier when the app and the system share the same data. The Pythagoras mobile apps give technicians their tasks, drawings and fault reporting on their phones, and give administrators real-time reporting in the Pythagoras property management system.
Would you like to see how the Pythagoras mobile apps could work in your property management? Book a demo and we’ll show you the apps using your own workflows.
About Pythagoras
Pythagoras is a Swedish company that develops a visual property management system based on digital twins, for technical and financial management, energy monitoring and cleaning management.
Our customers include some of Sweden’s largest industrial companies, as well as many municipalities, regional authorities and universities.
