All features
Work Management
Empower your employees to easily submit and track their work request using a web interface or mobile App anywhere at anytime.
Create maintenance job, and track average resolution time. Get quick access to the maintenance history of all your managed facilities, offices and assets.
Get organized and easily keep tab on all tasks via a simple work calendar view.
Easily implement preventive maintainance program to keep your facilities and assets running smoothly. Create maintenance schedules, tie the schedules to assets and configure the service intervals. You receive automated reminders for all scheduled maintenance jobs close to the due date. Monitor compliance to preventive maintenance schedules, view assigned Vendor or Technician, materials used, cost, and see progress reports anywhere anytime.
Keep all stakeholders in the loop via Instanta’s SMS and Email notification engine. Easily activate several preconfigured automated alerts and notifications such as new service request notification to facility managers, work assignment alert to technicians amd vendors, workorder status change notification and work completion notification to requester.
Allow facility users to easily submit their feedback and satisfaction ratings on completed jobs. The requester can also reopen a completed job if not satisfied.
Quickly send bulk notifications & alerts via SMS and email registered facility users and other stakeholders
Space Booking
Simple and intuitive booking interface for your clients to view the availability of a bookable common area and to submit a booking request for the available time slot.
Control the usage of your bookable facilities by creating a worklow to approve, reject or comment on a booking request
Quickly generate facility utilization report.
Vehcle booking & dispatch
Intuitive web interface for end users to submit vehicle requests and for transport team to create new reservations, assign personnel and vehicles and monitor status of ongoing trips.
Receive daily upcoming trips notifications so your reservation and logistic officers can prepare accordingly. Your drivers will also receive SMS notification when they are assigned a trip. You will never again miss any trip due to oversight
Know in real-time if a vehicle or personnel will be available to execute new trip within a specified period. Hence, you can easily avoid conflicts.
Travel management
Enable your employees to request for Hotel reservation and air ticketing booking from a web and mobile interface.
Interface for managers to quickly approve or deny travel requests and for the admin / logistics unit to make bookings and advise the employee accordingly.
Asset Management
A central database to maintain inventory of your asset and track its details all through its lifecycle. Store and quickly access every piece of information such as the location, manufacturer, model, specifications, supplier details, asset & serial number, purchase date & price, warranty information etc.
Easily schedule preventive maintenances for your equipments to keep them running smoothly. Link equipments to work order and quickly report the maintenance history and associated cost.
Log equipment readings such as running hours, temperature, pressure and fluid level to proactively detect exceptions and enable predictive maintenance
Inventory Management
Web interface for users to request for store items and track the status of their request.
Track the issuance of items from your warehouse to another store, facility, workshop, vendors or employees from anywhere at anytime
Stock counts are automatically reduced when items are issued from the store and increased when items are purchased or transfered into the store. Gain complete visibility into which items are in stock, the quantity of items in stock and the issuance history of each stored item.
Receive automated alerts when an item's current stock level reaches the predefined reorder level to avoid running out of stock.
Supplier & Vendor Management
A central database to register a new vendor, specify the category, the contact information, and keep tabs on the supplier's job history, view peformance ratings and payment history.
Seamlessly send request for quotation (RFQ) to multiple vendors / suppliers, receive their quotations and select the preferred vendor. Automatically send award letter or purchase order to the selected vendor and rejection notice to the vendors whose quotations were rejected.
Automatically initiate vendor payment request to your account department on job completion or goods receipt. Generate an electronic job completion certification and good received note for vendor to process payment.
Objective evaluate suppliers and vendors performance using criteria such as SLA compliance, satisfaction rating and frequency of repeated jobs.
Procurement
Web interface for users to submit material requests and track the status of their request.
Send request for quotation to multiple vendors, add & update submitted quotations, then automatically send award letter or purchase order to the vendor whose quotation was selected and rejection notification to the vendors whose quotations were rejected.
Streamline your procurement process by tieing new purchase order to submitted purchase requests or work order, Automate the delivery of approved purchase orders to the supplier via email, send payment request to account department and track the supplier's payment status.
Interface to create goods received note from a purchase order and record quantity received, confirm the supplied items' specification and condition before acceptance and subsequent warehousing & shelving. The stock level will be updated automatically when supplies are received into the store.
Web interface to register a new supplier or update existing suppliers, specify the category and the contact details, and track the supplier's history, peformance ratings and payments.
Fleet management
Empower your fleet managers to submit maintenance requests and monitor the progress of ongoing maintenance jobs anytime anywhere. Create job order, and track resolution time, get complete visibility into each vehicle’s maintenance history, maintenance cost and replaced parts for management decision making.
Capture fuel issuance to know how much you are spending on fueling and easily monitor trends to detect and eliminate fuel frauds.View real-time fuel level, report estimated consumption per trip and analyse consumption to detect anomalies
Receive automated reminders for all expiring vehicle documents such as vehicle Management license, hackney permit, road-worthiness and more.Have easy access to each vehicle's document renewal history and cost.
Monitor your fleet movement, replay events, monitor driver's behaviour and receive notifications for security events.
Property lease management
Simple interface to create new lease, view existing lease details such as facility, apartments, occupant contact email & phone number, start and end date, fees, contract documents, status, renewal history and more.
Receive automated renewal notification for all expiring leases close to the expiry date. For example 3 months to the lease expiration date.