Exoft created a maintenance management and workflow automation platform for senior living communities. This platform helps operators move work orders, inspections, compliance, vendor coordination, and regular maintenance into a digital system. It brings all maintenance tasks together in a mobile-friendly setup, with features like automated task assignment, clear oversight, and consistent procedures. The platform is built for large residential communities. It makes maintenance easier, increases accountability, and helps facility teams handle both everyday requests and more complex compliance tasks.

The Client

Our client is an AgeTech company that offers digital solutions for senior living operators. As the platform grew, managing facilities became a bigger part of daily work. Communities needed a clear system to handle maintenance requests, inspections, vendors, and workflows, not just resident engagement.

The Challenge

Before, many maintenance tasks were managed with emails, phone calls, spreadsheets, or separate systems. This made it hard to keep track of work orders, see progress, set priorities, and stay updated across teams and contractors. The client needed a solution that worked for different users, such as maintenance technicians, facility administrators, outside contractors, and service providers.

Our Cooperation & Services

Exoft built a dedicated maintenance management app that fits seamlessly into the larger senior living system. It is connected to the residence experience platform.

Our team took care of the architecture, workflow design, mobile and backend development, reporting, and kept adding new features. We aimed to do more than just build a ticketing system. Our goal was to create a well-organized maintenance management setup for large residential communities.

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Solution

Work Order Management

The platform lets facility teams create, assign, prioritize, and track maintenance requests all in one place. Teams can add photos, videos, attachments, priorities, risk levels, and other documents to their requests.

Business impact: This gives facility managers a clear view of all open and completed work, reduces missed or delayed requests, and helps teams respond faster to urgent maintenance issues.

Mobile Workforce Management

Maintenance staff get detailed task information through a special mobile app. Work orders can be assigned either automatically or by hand, making it easier for teams to organize daily maintenance.

Business impact: Mobile access helps technicians spend less time on coordination and more time completing tasks. It also improves accountability because every assignment, status update, and completion step is tracked in the system.

Inspection & Compliance

Maintenance teams use ready-made templates, digital checklists, photos, and electronic signatures to complete inspections. This creates a full record for each task, helping facility teams keep records of finished work, stay compliant, and follow standard procedures.

Business impact: Standardized digital inspections help reduce compliance risks, simplify audit preparation, and make it easier to prove that required maintenance and safety checks were completed on time.

Contractor & Vendor Coordination

The system works for both in-house maintenance teams and outside vendors. Administrators can assign tasks, check progress, and track when work is finished, whether it is done by their own team or by outside contractors.

Business impact: This improves control over outsourced work, reduces communication gaps with vendors, and helps administrators make sure external contractors meet expected timelines and service standards.

Reporting & Visibility

Operational dashboards show maintenance activities, request statuses, priorities, and team performance. This helps facility managers make better decisions.

Business impact: Centralized reporting helps leadership understand workload, identify bottlenecks, monitor team performance, and make data-based decisions about staffing, vendor use, and maintenance planning.

Results & Impact

  • Automated work order creation, assignment, and escalation workflows
  • Standardized inspections through digital checklists, signatures, and compliance tracking
  • Unified internal maintenance teams and third-party contractors within a single workflow
  • Improved visibility into maintenance operations through centralized reporting
  • Delivered as part of a platform supporting facilities with thousands of users and 99.99% uptime