When a tenant calls at 7 a.m. to report a flooded bathroom, the last thing you need is to dig through a group text chain to find out whether anyone scheduled the quarterly plumbing inspection. Facilities teams manage a dense web of building systems, service contracts, regulatory requirements, and tenant expectations — often across multiple buildings — with maintenance staff who are already stretched thin.
TeamWork is a CMMS built for that environment. It gives your team one place to track every work order, schedule preventive maintenance on every building system, manage the vendors who service what your staff doesn’t, and give tenants a clean way to submit requests without calling the front desk.
The problems facilities teams deal with every day
Life-safety systems have no tolerance for missed PMs
Fire suppression systems, emergency lighting, elevators, and backflow preventers all carry regulatory inspection requirements. In most jurisdictions, a missed annual elevator inspection or a lapsed fire extinguisher tag is not just a compliance gap — it’s a potential shutdown. Tracking these on a spreadsheet or a paper calendar means a single distracted month can create a serious liability.
TeamWork auto-generates PM work orders on a fixed schedule. Set an annual inspection for your elevator control systems, a semi-annual test for your fire suppression, and a monthly walk for emergency lighting batteries. The system creates the work order, assigns it to the right technician, and attaches the checklist. Nothing slips unless someone closes the work order with the checklist marked complete.
Tenants submit requests by whatever method is convenient for them
In a multi-tenant building — office park, mixed-use retail, or residential — maintenance requests come in by text, email, phone call, sticky note on the door, and occasionally shouted across a parking lot. There’s no record, no priority, and no way to give tenants a status update without calling them back.
The TeamWork Requester Portal gives each tenant a URL (or you can embed a form on an intranet). They submit a request — building, floor, suite, description — and it lands directly in your work order queue. Managers review, prioritize, and assign. Tenants see status updates without anyone making a phone call. Everything is logged.
Vendor management is a full-time job inside the job
Facilities teams rarely self-perform every trade. HVAC, electrical, elevator, and pest control are often contracted out. Keeping track of which vendor holds which service contract, whether their insurance is current, and whether the last invoice matches the work actually performed is administrative overhead that eats real time.
TeamWork lets you attach vendors to assets and work orders. When a PM generates for your rooftop HVAC unit and the contract says ServiceCo handles it, the work order goes out to ServiceCo. You get a record of every job they’ve completed, the parts they logged, and the labor hours they billed — all tied to that specific unit.
Deferred maintenance accumulates invisibly
Without a system tracking what work has been requested, approved, scheduled, and completed, deferred maintenance builds up silently. A $400 seal replacement that gets pushed three times becomes a $6,000 water damage claim. Boards, ownership groups, and property managers ask “why did this cost so much?” and there’s no audit trail to show the decision history.
TeamWork’s Reports & Analytics show your open backlog by category, age, and location. You can pull a report on every work order for a specific asset over its lifetime — showing exactly when the problem was first reported, what was done, and what was deferred and why.
How TeamWork maps to facilities work
HVAC, electrical, and plumbing systems as assets. Register each rooftop unit, panel, pump, and fixture as an asset with make, model, serial number, install date, and warranty expiration. Every work order and PM run against that asset builds a permanent service history. When you replace a unit five years from now, you have the full record.
Location Hierarchy for multi-building portfolios. Build your location tree: Portfolio → Building → Floor → Zone → Room. Work orders and assets live at the right level. Filtering by building or floor shows every open item for that scope — useful when a property manager asks about the status of work in their tenant space.
Lease compliance and safety checklists. Attach inspection checklists to any PM work order. Create a lease-mandated HVAC filter change checklist with sign-off fields. Create an OSHA-required lockout/tagout verification checklist for electrical panel work. Technicians complete the checklist on the same screen where they close the work order; the record is permanently attached.
Space inventory. Track rooms, suites, and common areas as locations with square footage, use type, and tenant assignment. Link work orders to specific spaces so you always know which tenant’s suite is associated with which open item.
Priority tiers that reflect real urgency. A leaking pipe in an occupied tenant space is not the same priority as a burned-out light in a storage room. TeamWork supports five priority levels. Set priority when you convert a request to a work order, and technicians see their queue sorted accordingly.
What a facilities team typically sees in the first 90 days
Teams moving from email and spreadsheets to TeamWork usually notice three things early: tenant requests stop getting lost because the Requester Portal creates a record for every submission; PM compliance rates go up because the system creates the work order and won’t let it disappear; and vendor conversations get easier because you have actual documentation of what was completed and when.
Frequently asked questions
Can tenants see the status of their requests without logging in? Yes. When a tenant submits a request through the Requester Portal, they receive an email with a status link. They can check the status of their open requests without creating an account or knowing anything about your TeamWork setup.
Does TeamWork handle both our internal staff and our contractors? Yes. Vendors are a first-class record in TeamWork. You can assign work orders to a vendor the same way you assign them to an internal technician. Parts and labor logged on vendor work orders are tracked separately from internal labor for cost reporting purposes.
What building systems can we track as assets? Any system you can give a name and a location to. Teams typically register HVAC units, air handlers, boilers, chillers, electrical panels, elevators, fire suppression zones, emergency generators, backflow preventers, water heaters, and major plumbing fixtures. There’s no limit on the number of assets on the Pro plan.
Ready to put your building systems on a schedule?
TeamWork Starter covers up to five seats and 250 assets at $49/month — enough for a single building team. Pro covers 25 seats and 10,000 assets at $119/month for larger portfolios. Both plans include the Requester Portal, Preventive Maintenance, and Vendor Management.
One price covers your whole team. No per-technician fees.
Start your free 30-day trial — no credit card required. Or request a demo if you’d like a walkthrough with your building’s specific setup in mind.