PSSUltimate

PSSUltimate is a cloud-based workforce, contractor, and task management platform built for local authorities, housing associations, contractors, and estates teams. It enables organisations to manage multiple contractors and in-house teams across diverse services such as grounds maintenance, facilities management, caretaking, compliance inspections, and specialist areas like window cleaning.

By bringing together programmes, staff, contractors, equipment, training, and stock management into one system, PSSUltimate helps streamline daily operations, improve communication, and strengthen accountability. With real-time dashboards, mobile apps (iOS/Android with RFID/PIN login), and custom reporting tools, it gives managers complete visibility of progress across sites and teams, supporting better planning, compliance, and service delivery.

Simplified Team and Task Management

Coordinate in-house teams and multiple contractors from a single platform. Create programmes, assign tasks, and monitor SLA performance across providers. Typical programmes include: Fire Safety Audits, Legionella/Water Hygiene Checks, Health & Safety Inspections, Caretaking & Facilities routines, Window Cleaning cycles, and Grounds Maintenance. Every action is logged for an audit-ready trail, helping you evidence compliance and manage contracts confidently.

Workforce & Contractor Oversight

Get a single source of truth for internal teams and multiple contractors. Allocate programmes, track completions and exceptions, and compare provider performance against SLAs. PSSUltimate is used to manage grounds maintenance contracts, facilities teams, caretaking services, and cleaning contracts, giving managers clear oversight and faster interventions when standards slip.

Improves Workflow Efficiency

On-the-ground sign-off: Team Leaders complete and sign off tasks with photo evidence.

Reactive workforce: Push urgent tasks to user devices for immediate action.

Equipment & competence: Record equipment checks and validate user competence against training records.

Issues & rectifications: Capture site issues and auto-raise rectification tasks into the right programme.

Custom checklists & audits: Use tailored pass/fail or graded checklists for fire safety, H&S, facilities, and grounds work.

Modular Pricing

Starting from £12,500, our base modules; Sites, Programs, Tasks, Reports, and Map — provide a robust foundation for comprehensive and streamlined management.

Optional Modules:

Equipment Module

Empower staff to perform equipment checks directly from their mobile app.

Track all your assets using IDs or NFC tags for full visibility. Record maintenance activities and manage service dates efficiently, whether on-site or remotely.

Additionally, oversee and coordinate employee training, role requirements to ensure compliance training and manage health and safety requirements.

Stock Module

Manage consumable and non-consumable stock.

Let staff request items via mobile/web; managers approve/allocate.

Track locations and expiry, and report on stock use across caretaking, facilities, safety audits, and more.

Attendance Module

Optimise team management with the Attendance Module.

Easily track and record team attendance, including site arrival and departure times, as well as travel times between Sites and Programs.

Customise your tracking with different Attendance Types to as required.

Accessible from both mobile and web apps, this tool provides flexibility and convenience for managing workforce movements efficiently.

Issues Module

Efficiently manage and resolve issues raised internally or externally with the versatile Issues Module.

Record problems on-the-go or from the office using our mobile and web apps, capturing key details with images, video and notes

Track every Issue to resolution across both platforms, ensuring accountability and timely responses.

Easily add Ad-Hoc Tasks where required.

Utilise geolocation to prioritise and escalate Issues based on their risk level.

Inspections Module

Enhance compliance and meet statutory requirements effortlessly with our Inspections Module.

Schedule and record Inspections directly from your mobile or web app, aligned with your risk policies.

The system offers positive reporting, making every check traceable and accountable.

For added efficiency, pair this module with our Issues Module to automatically generate issues for each failed check, streamlining follow-ups and resolutions.

Simplify compliance and inspection processes to focus on what matters most—operational excellence.

Reporting Module

Upgrade your reporting capabilities with our optional Zoho integration, the starter package includes 5 user licences with options to purchase more as required. This integration allows you to create bespoke reporting and dashboard solutions tailored to your specific needs which can be automatically sent out as scheduled

Enhance your decision-making process and business insights with Zoho's robust reporting capabilities

Sectors

PSSU employs a contract-driven approach for sector management, making it versatile across various sectors. It offers tailored functionality with modules such as Issues, Equipment, Stock, and Attendance to meet specific operational needs.

Sectors - Grounds Maintenance

Manage grounds maintenance contracts seamlessly with PSSUltimate. With advanced scheduling, track tasks, monitor progress with real-time updates, and ensure compliance with inspection checklists, site quality checks and completed task checks.

Capture photo evidence, handle urgent issues promptly, and store all data securely in the cloud for easy access and detailed reporting. Simplify your operations effortlessly.

Sectors - Facilities Management

Use PSSUltimate for comprehensive facilities management. For example, list building equipment with safety checks to ensure it is fit for use, and store personnel training records to verify only qualified staff operate machinery.

Design work programs for routine maintenance of facilities and add urgent or standard priority tasks as needed. Ensure compliance with up-to-date training records for all facilities management roles.

Sectors - Estates Management

Utilise PSSUltimate for efficient estates management, becoming an invaluable tool for your teams. Generate work programs tailored to various estate areas, ensuring tasks are executed according to agreed schedules. Seamlessly manage and track tasks, optimising productivity and organisation across your estate management responsibilities.

Sectors - Vehicle Management

Efficiently manage your vehicle fleet with PSSUltimate. Track vehicle details, maintenance schedules, and fuel consumption effortlessly. Utilise the system to schedule regular maintenance tasks, monitor vehicle usage, and ensure compliance with regulatory standards. Streamline your vehicle management processes for improved efficiency and cost-effectiveness.

Web App Features

☑ Interactive KPI Dashboard- Provides real-time visibility into key performance metrics customised to your needs. Enables proactive management and informed decision-making. Visual insights and dynamic updates help you quickly identify trends, monitor progress, and address issues, ensuring optimal performance and continuous improvement.

☑ Integrated Zoho Reporting - PSSU seamlessly integrates with Zoho for bespoke and automated reporting solutions. This integration allows you to generate customized reports tailored to your specific needs, leveraging Zoho's powerful analytics capabilities.

☑ Advanced filtering and searching of data enable you to drill down into specifics with ease. Utilize powerful grid views and dynamic dashboards to organize, visualize, and interpret data effectively. Enhance your decision-making process with detailed insights and comprehensive data analysis.

☑ Scheduling Manager - PSSU's Customisable Task Type or Site specific Scheduler offers a comprehensive solution to fit your scheduling needs. Schedule Tasks or Sites against specific periods or timeframes, active days and buffer windows, ensuring all activities are planned and executed efficiently, enhancing productivity and resource management

☑ Training Management - Link users to training roles to ensure all necessary competencies are met for both performing their roles and using equipment safely. Maintain up-to-date requirements and records to support health and safety compliance.

☑ Stock Management solution for all your inventory needs. Easily place orders, amend requests, and accept and process requests. Efficiently manage stock holding and inventory levels to ensure optimal operational efficiency and supply, reducing errors, and ensuring timely availability of necessary items.

☑ Personalised Inspections - Create Check and Checklist for Sites and Equipment Inspections. Schedule Inspections as needed to ensure consistent monitoring and compliance. Configure the system to require all checks complete or all to include images if required, for thorough reporting and documentation.

☑ Equipment Inventory and Check functionality - Manage equipment inventory efficiently with PSSU's comprehensive functionality. Create and schedule checks as required, ensuring thorough monitoring and maintenance of equipment.

Mobile App Features

☑ Complete Work Program Tasks- Customise PSSU to suit your needs by defining system terms and role scopes. Tailor Site and Task sign-off requirements, including image requirements and default task status options. Utilise the weather feature to auto restrict when Tasks can be completed, enhancing Task management and ensure comprehensive reporting and compliance.

☑ Perform tailored Equipment Checks per Equipment Type, ensuring safety and compliance by verifying equipment fitness for use. When used in conjunction with training requirements feature, Users will be alerted if training is outdated, ensuring operational readiness and compliance

☑ Capture and escalate Issues via the mobile app improving communications from onsite to in-office. Capture and classify Issues by Category, Type and Risk, adding images and location for ease of management, then escalate seamlessly manage to completion via the addition of Rectification Tasks allocated to the correct Program and priority level . Notifications can be set for improved communication.

☑ Order and revise Stock requests by selecting from the categorised catalogue or scanning RFID tags. View maximum order limits, stock images, and current inventory values for convenience. Requests are authorised before provisioning, and notifications can be configured to streamline management and communication.

☑ Log Attendance records via Sites or Program as you and your team proceed through your day. Log activities against set codes or Programs/Sites to complete the picture of time spent both onsite, travelling, in meetings and on leave for example.

☑ Conduct Completed Task Checks to cross check satisfaction in the standard of completion of the Tasks undertaken. Enables the raising of a rectification Task on a priority level if any Tasks are deemed to have failed the check process.

☑ Conduct Site Quality Checks - Grade the quality of Tasks completed at a Site providing transparency of works. Use the web app to then provide tailored reporting monitoring both individuals and teams ratings and performance. Configure to require images from certain grade levels upwards for reference and allocate Ad hoc Tasks for any necessary rectifications.

☑ Capture Training Attendance to courses via the mobile app and review a dashboard of Due and Overdue Courses to ensure timely supply.