Keep every building in the same conversation.

Start with location and responsibility

Define the building, floor, room and equipment identifiers your team uses. Decide who receives requests for each location and who owns a job when a contractor is involved. Standard labels make history easier to find; too many required fields can make a simple request difficult.

Test a routine request, an urgent building-system fault and a scheduled inspection. Verify the handoff from occupant or requester to supervisor, technician and contractor where applicable.

Evaluate permissions and visibility

• Can occupants report problems without full technician licenses?
• Can a contractor see only the assigned building or work?
• Can supervisors compare sites without exposing unrelated records?
• Are duplicate requests grouped without losing the original reports?
• Can work continue in basements or areas with poor connectivity?
• Does the closure record include parts, notes and follow-up work?

Multiple locations are not the same as multi-site control

A product may allow many location labels while reserving cross-site reporting, permissions or approval workflows for a higher plan. Ask the vendor to demonstrate the actual site structure and roles in the quoted configuration.

Use common work types and priority definitions across sites, while retaining useful local instructions. Decide which fields are centrally controlled and who may add assets or contractors.

Plan the rollout and the exit

Pilot one representative building, including a weak-connectivity area. Import a limited asset set, process requests, complete recurring tasks and inspect the export. Confirm whether photos, documents, timestamps and relationships remain usable outside the product.