Facilities management

TOPdesk enables you to register calls, complaints and requests in a straightforward manner. You can easily link calls to employees, locations and company assets. By means of categorizations, you can filter and divide the calls among the various disciplines within your organization. Work orders give you the capacity to efficiently assign specialists to handle calls.

Most calls come in by telephone or email. But clients can also use TOPdesk’s web portal to register a call. Employees can easily access the Self Service Desk via your organization’s intranet, for example.

You can reserve all types of assets in TOPdesk: locations, equipment, vehicles, conference rooms, inventory, parking spaces, etc. You can also account for additional services in the reservation, such as catering. As you make reservations for objects and locations, you are simultaneously provided with information concerning availability, planning, costs and accountability. You can also use checklists to issue recurring reservations.

Confirm contracts and appointments with external parties and suppliers in TOPdesk’s Contract management module. It provides all of the necessary details about a contract’s validity, terms of notice, automatic reminders, associated costs and rendered services. Furthermore, you can manage internal agreements (SLAs) within Contract management.

Regarding the automatic reminders, the system will send a notice via email under certain circumstances, for example, when a contract needs to be extended or reviewed. And should you register a call, request or complaint that applies to a contract, TOPdesk will remind you of these contractual agreements.

The Property management module handles the registration of properties, their spatial designs and their associated usage allocations. An AutoCAD link gives you direct access to the latest available drafts and designs. You can register long-term planning activities as projects or periodic activities. Each project is divided into phases and activities, from which you can create a plan and budget. Should these activities conflict with others, you will receive an automatic notice. 

Periodic activities are often supporting tasks such as inspections, maintenance procedures and inventory. Specific examples could be waste removal, periodic window washing or scheduled equipment maintenance. You can assemble series of periodic tasks in a schedule. The planner enables you to immediately see which activities are taking place, the employees responsible for them and how often they occur. The activity planner brings structure to the myriad of tasks for which a facilities organization is responsible.

Every organization that keeps track of supplies wants an efficient, structured system. Aside from a good overview of current stock and orders, the system should also clearly indicate who has ordered what, and to where the items should be delivered. You can establish and execute such logistical operations in TOPdesk. Furthermore, TOPdesk issues reminders to place external orders when stock has been depleted due to internal orders.