New: Ask VayFM, an AI assistant that answers from your own maintenance data. Try it in the live demo
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Know which equipment needs attention before it breaks.

VayFM Maintain brings every asset, job, certificate and spare part across all your sites into one portal, with alerts before anything goes overdue.

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Maintenance managementPlanned maintenanceCompliance alertsQR fault reportingEngineer phone view
Built for teams that look after buildings
  • In-house facilities teams
  • FM service providers
  • School trusts
  • Healthcare estates
  • Property managers

Everything maintenance, in one connected portal

Eight modules that share the same assets, sites and people. Switch on what each client needs.

Jobs and work orders

Raise, assign and track every fault. Priorities, due dates, costs and a board you can drag.

See it in the demo

Planned maintenance

Schedules that repeat on their own, with a calendar and reminders before services slip.

See it in the demo

Assets and QR codes

A register of every asset with a health score and a printable QR label for fault reporting.

See it in the demo

Compliance

Fire, electrical, water and lift certificates with expiry alerts at 90, 60 and 30 days.

See it in the demo

Stock and spares

Know what is on the shelf and in the van, with minimum levels and low-stock alerts.

See it in the demo

Contractors

Keep trades, contacts and response times together and see which jobs went to whom.

See it in the demo

Ask VayFM

Ask "what is overdue?" or "which assets cost most?" and get an answer from your own data.

See it in the demo

Engineer phone view

Engineers see only their jobs, most urgent first, and start or complete them in two taps.

See it in the demo

See the picture across every site, at a glance

0%

of work is planned rather than breakdown, with a clear 80% target to aim for

0%

of jobs finished by their due date, tracked for every engineer and site

0

assets flagged as at risk before they turn into emergency call-outs

Figures shown are from the sample "Meridian Healthcare Estates" demo company, last 90 days. They illustrate what the dashboard reports and are not customer results.

Made for places people depend on

Every building type has its own checks and its own risks. VayFM adapts to the equipment you actually have.

HealthcareMedical gas, generators, water safety and strict certificate tracking EducationBoilers, fire safety and kitchens across a trust of schools Offices and commercialLifts, air handling and building controls across towers and parks Retail and hospitalityRefrigeration, lighting and shopfront equipment kept running between visits Housing and estatesCommunal systems, repairs and contractor performance Public sectorEvidence for audits, with a record of every check and fix

Live in days, not months

Four steps from sign-up to a portal your whole team uses.

1

Set up your company

Add your sites, team and brand colours. Each client gets its own separate space.

2

Import your assets

Upload a spreadsheet of equipment in one go, or add assets one by one.

3

Label and schedule

Print QR labels, then set repeating services for the equipment that needs them.

4

Switch on alerts

Turn on the daily email so overdue work and expiring certificates never go unnoticed.

Move from firefighting to planning

Every asset gets a health score from its breakdown history, overdue servicing, current status and age. The riskiest equipment rises to the top, so you fix it on your terms.

  • Planned vs breakdown work, tracked against an 80% target
  • Assets at risk listed on the dashboard
  • Repeat failures flagged for replacement decisions
Sprinkler system, Main Entrance5 breakdowns in 90 days, service overdue20
Standby generator, Plant Room2 breakdowns in 90 days58
Air handling unit, Level 2Service due in 6 days66
Passenger lift, Block ANo issues found96

Anyone can report a fault in seconds

Stick a QR label on the equipment. Staff, tenants or visitors scan it, describe the problem and the job lands in your queue. No login, no phone calls, no lost emails.

  • Printable labels for every asset
  • Urgent reports are flagged straight away
  • Built-in limits stop spam
Scan to report a fault
Report a fault
Send report

Nothing goes overdue quietly

The portal watches every deadline for you: jobs past due, services coming up, certificates about to expire and stock running low. A daily email lands in the right inboxes, and says nothing on days when there is nothing to report.

  • Alerts in the portal and by email
  • Certificates tracked at 90, 60 and 30 days
  • Low-stock warnings before you run out
Fire risk assessment, OakfieldExpired 25 days ago!
Legionella assessment, RiversideExpires in 12 days12d
Boiler PCB0 left, minimum 40
Lift inspection, Block AExpires in 140 daysOK

Built by someone who has run the job

VayFM was started by a facilities management professional with many years of hands-on experience, including leading maintenance and operations for multinational organisations across several countries and sectors.

Along the way the same problems kept appearing: assets tracked in spreadsheets, contractors chased by phone, certificates that expired unnoticed, and breakdowns that could have been planned. The tools on the market were either too heavy for everyday teams or too basic to trust.

So we built VayFM Maintain: a portal that is simple enough for an engineer to use on a phone, and thorough enough for a manager to trust with audits. Plain language, honest numbers and alerts before things go wrong.

Founder, VayFMFacilities management professional

Talk to the team

Built from real experience

Every screen exists because a facilities team needed it on the job.

Simple before clever

If it takes a manual, we have not finished designing it.

Your data stays yours

Each company is separated inside the database, and everything can be exported.

Simple pricing that grows with you

Every plan includes jobs, planned maintenance, assets, compliance, stock, contractors, reports and QR fault reporting.

Starter

For a single site or a small team getting organised.

£49/ month
  • Up to 10 users
  • Up to 150 assets
  • Daily email alerts
  • CSV import and export
  • Email support
Start with Starter

Pro

For growing teams with several sites and more to track.

£149/ month
  • Up to 40 users
  • Up to 600 assets
  • Ask VayFM AI assistant
  • Health scores and risk dashboard
  • Priority email support
Choose Pro

Enterprise

For FM providers and large estates running many clients.

£399/ month
  • Up to 200 users
  • Up to 5,000 assets
  • Your logo and colours
  • Guided onboarding and training
  • Named support contact
Talk to us

Prefer to own it? One-off licence

Pay once and run VayFM Maintain on your own accounts. We set it up with you. Optional support available.

Ask for a quote

Prices exclude taxes. Monthly plans can be cancelled at any time.

Easy to use. And we are here anyway.

Help for your whole team as you grow.

We set it up with you

Share your sites and a spreadsheet of equipment and we help you load it, print your QR labels and build your first planned maintenance schedules, so you start with a working portal.

Questions we hear a lot

How long does setup take?

Most teams are working in a few days. The longest step is usually gathering the list of equipment, and a spreadsheet import takes minutes once you have it.

Can I import assets from Excel?

Yes. Download the import template, fill it in and upload it. Sites are matched by name, and anything unrecognised goes to your first site.

Does it work on phones?

Yes. Engineers get a simple "My jobs" view, and anyone can report a fault by scanning a QR label with their phone camera. The portal can also be added to a phone's home screen.

Is our data kept separate from other companies?

Yes. Every company's data is separated inside the database itself, not just hidden on screen, so one customer can never see another's records.

Can we export our data?

Yes. Jobs, assets, planned maintenance, certificates and stock can be downloaded as CSV files whenever you like.

Do you offer a one-off licence?

Yes. We can set up VayFM Maintain on your own accounts for a single payment. Ask for a quote using the form below.

See how VayFM Maintain fits your sites

Tell us a little about your buildings and we will arrange a walkthrough, or send you the details you need.

  • A 30 minute walkthrough on your own data shape
  • An honest view of whether it is the right fit
  • A clear quote, monthly or one-off

We use these details only to reply about VayFM Maintain.