Facility Report mobile app

The Facility Report app is PropLink in your pocket. Site managers, building inspectors and on-site contractors carry it with them and use it to record what they see, log work, respond to tickets and stay connected to the operations team back at the office.

Who it is for

• Site managers doing site walks.
• Building inspectors completing scheduled inspections.
• On-site staff logging incidents as they happen.
• Operations managers triaging issues from the field.

Anyone who is not at a desk most of the day.

What you can do in the app

• Switch between assigned sites: your scope from the admin app applies here too.
• Log an issue: title, description, location (which floor or space), priority. Add photos straight from the camera. Tag a building defect, a tenant complaint, a maintenance need.
• Open a work order: see the contractor brief, mark stages complete, upload completion evidence.
• Respond to a ticket: pick up an assigned ticket, post an update, attach files.
• Read announcements: see what the office has posted to the sites you cover.
• Receive push notifications: get notified when a high-priority ticket lands on your site.

Install the app

1. Open the App Store (iOS) or Google Play (Android).
2. Search for Facility Report by PropLink.
3. Install.
4. Open the app and sign in with your PropLink email.
5. Enter the six-digit code emailed to you.

Sign in with OTP

Facility Report uses one-time passwords by default. No long-term password is required. The OTP can be sent via:

• Email: a six-digit code valid for ten minutes.
• Authenticator app: pair under Profile → Security.

You stay signed in on a device for 30 days. Sign out manually from Profile → Sign out if you are using a shared device.

Logging an issue from your phone

1. Open the app and pick a site.
2. Tap Issues → New issue.
3. Take a photo of what you have spotted, or pick one from the camera roll.
4. Choose a category (water leak, lighting fault, fire safety, security, cleanliness, other).
5. Choose a priority (Low, Medium, High, Urgent).
6. Pin the issue to a floor and space if relevant, for example Block A → Floor 3 → Hallway.
7. Tap Submit.

The issue appears immediately in the admin app under the site's Issues tab. If the priority is High or Urgent, the office team receives a push notification on the spot.

Updating a work order

When you open a work order in Facility Report you see:

• The scope of works.
• The assigned contractor.
• The deadline.
• A status timeline.
• Photos uploaded so far.

You can:

• Update the status: Started, In progress, On hold, Completed.
• Upload progress photos.
• Note materials used.
• Mark complete when the work is done. This triggers the close-out process in the admin app.

Push notifications

The app uses Firebase Cloud Messaging for push notifications. Configure your preferences under Profile → Notification preferences:

• New high-priority ticket on an assigned site.
• A work order has been assigned to me.
• A maintenance event is due in the next 24 hours.
• A site announcement that requires my acknowledgement.

You can toggle each independently. iOS will also ask for the notification permission on first install.

Offline behaviour

The app caches a recent slice of your data so you can keep working with limited connectivity:

• Issues you have logged offline are queued and sync as soon as you are back online.
• Photos taken offline are kept locally until they sync.
• Status updates on work orders are queued similarly.
• New tickets and announcements pulled from the office may be slightly stale offline.

When you reconnect, the app shows a sync indicator and reconciles the queue. If a queued action conflicts with a change in the office (rare), the app surfaces the conflict for you to resolve.

Coming soon

• Voice memos attached to issues.
• Speech-to-text for issue descriptions.
• Site walk mode: a guided checklist for routine inspections, ticking each space as you walk.
• AI photo triage: automatic categorisation of issues from the photo alone.