Target Persona: In-house facility manager at a commercial building, mall, hospital, campus, or office complex.
Your Scenario
You manage 1–5 buildings. Your team does cleaning, security patrols, and maintenance. You answer to building owners or tenants.
Step 1: Create Org
Select industry = facility. Explain what auto-seeds: categories (Cleaning, Inspection, Electrical, Plumbing, General Maintenance, Security Patrol, Lift / Escalator), assets (Main Entrance, Lobby, Main Lift), inspection templates (Daily Site Inspection, Weekly Fire Safety, Monthly Lift Maintenance).
Step 2: Set Up Your Sites
Rename "HQ" to your actual building name. Add more sites if managing multiple buildings. Add address + GPS coordinates for site-based tracking.
Step 3: Add Your Assets
Add real facilities/assets: lifts, generators, water pumps, fire panels, AHUs. Use asset type for equipment with serial numbers. Use space type for areas (lobbies, car parks, rooftops). Generate & print QR codes for key assets — staff can scan to report faults, view maintenance history, or log compliance checks.
Step 3b: Set Up Security Patrol Routes (Optional)
If you have security guards: create patrol routes with QR checkpoints. Place QR stickers at checkpoint locations. Guards scan to start patrol sessions — GPS-stamped check-ins prevent fake logs. Available on all plans including Free.
Step 3c: Set Up Preventive Maintenance (Optional)
For critical equipment: create PM schedules with recurring checklists. Auto-generate work orders when due. Technicians complete via WhatsApp with photo evidence. Free plan includes 3 PM items per site.
Step 4: Invite Your Team
Assign roles: Manager (yourself), Supervisors (shift leads), Operators (cleaners, technicians, guards). Explain each role's access level.
Step 5: Go Live with WhatsApp
Save the Laksana WhatsApp number. Have team members send test "menu". Show example messages: "Cleaned Level 3 corridor", "AHU Unit 2 making noise at Block A". Explain that short notes and photos become organized work records.
Step 6: Activate Inspection Templates
Enable the auto-created "Daily Site Inspection" and "Weekly Fire Safety" templates. Set responsible persons. Configure reminder timing.
Explore the Dashboard & Reports
View your operations at a glance from the web dashboard, and generate weekly reports to track team performance.
Optimise Your Usage
- ✅ Enable watermark with timestamp + GPS + submitter name for audit-ready photos.
- ✅ Set up daily report at 6pm to get end-of-day summary.
- ✅ Use QR asset codes for fault reporting and maintenance history tracking.
- ✅ Set up patrol routes with QR checkpoints for verified security rounds.
- ✅ Create PM schedules for critical equipment (generators, lifts, AHUs).
- ✅ Review weekly reports to track team performance.
- ✅ Enable issue notifications so critical issues (lift breakdown, water leak) alert you immediately.
- ✅ Stay Alert: Enable WhatsApp notifications for issues assigned to your team (Note: out-bound notifications consume Laksana credits).
- ✅ Automate Workflows: Set up auto-assignment rules based on categories, and configure SLA escalations to stay on top of issues (Advanced plan feature).