02 · How it works

From spreadsheet to a structured operation, in about a week.

A small loop you can do yourself: sites, assets, schedules, work, evidence. Built for care homes (CQC) and UK property managers (residential lettings, HMOs, commercial). Screenshots below are the live product. Numbers are demo data.

Setup ≈ 2–5 days Self-serve onboarding 14-day free trial, no card Cancel any time, no card
Three videos. The whole product in nine minutes.

Watch the loop.

/ 3 VIDEOS
VIDEO 1 // AI ACROSS WORKFLOWS3 min
AI across workflows: propose-structure, smart triage, compliance form drafts, plain-English Q&A.
VIDEO 2 // CARE HOME COMPLIANCEwalkthrough
Care home compliance dashboard: how the headline score is built, what counts as evidence, how the form library plugs into the day.
VIDEO 3 // PROPERTY MODULEwalkthrough
Property module: tenancies, Awaab’s Law hazard clocks, property-level statutory inspections.
02.1 · The loop

Eight steps. Real screens. No fake demo data.

A typical first-week journey through MainMan, in the order you would actually do it. Every screenshot below is the live product. The data is from a demo tenant we use for testing: eleven sites, ~120 assets, the usual mix of boilers, lifts, washers, fire panels, and the inevitable warranty-expired Stannah.

/ 08 STEPS
STEP 01 / AI · SETUP

Paste a brochure. Get an asset register.

Most maintenance rollouts open with a six-week discovery phase where a consultant photographs your nameplates. MainMan opens with a textarea.

  • Care homes get a Site → Floor → Bay → Room tree with plant rooms, communal areas and resident rooms.
  • Property portfolios get a Building → Property → Unit → Room tree with tenure and property-type tags.
  • Paste a Stannah lift datasheet or a Worcester Bosch boiler manual and get a structured record with make, model, service interval and statutory regime pre-filled.
  • The Generate with AI button sits on every create modal across the product.
By the end of this step You have a location tree and a draft asset register, drafted by AI from material you already had.
AI · PROPOSE STRUCTUREpaste · attach · analyse
MainMan AI 'Propose location structure' modal — paste brochure text, drawings, URLs, or a list of rides and zones, attach a file, and MAINMAN proposes a clean Site → Area → Sub-area → Location hierarchy.
LOCATIONS · LIVE11 sites
MainMan Locations screen showing the resulting site hierarchy: eleven care homes across UK regions with drill-down into buildings, plant rooms, and communal areas.
STEP 02 / ASSETS

Now you have an asset register.

If you used the AI proposer in step 01, your equipment is already in. If not, you have three ways to fill it.

  • Import from a spreadsheet, scan a QR code or photograph a nameplate.
  • Click Generate with AI on the New Asset modal to draft from a manufacturer datasheet.
  • Every asset carries its location, install date, warranty, criticality, service notes and full work-order history.
  • The Reliability Insight panel populates itself as you work, so within a quarter you know which equipment is actually costing you money.
By the end of this step The clipboard in the boiler room retires. The “ask James, he’ll know” tax ends.
EQUIPMENT · LIST120 assets
MainMan Equipment list showing 120 assets across 20 sites — boilers, lifts, washers, fire panels — with status pills and quick filters.
ASSET · DETAILE-001-LIFT
MainMan Asset detail for a Stannah passenger lift — location hierarchy, install date, warranty status, work order history, and reliability insight.
STEP 03 / SCHEDULES

Schedule the inspections you legally cannot miss.

MainMan ships with two sector-tuned inspection libraries today, and you can edit anything.

  • For care homes (16 templates): LOLER 6-monthly hoists, TMV annual, weekly Legionella, nurse call daily test, fire door 6-monthly, emergency lighting monthly + annual discharge, PAT annual, bedrail entrapment 90-day, TR19 kitchen extract.
  • For property managers (16 templates, 8 residential + 8 commercial): CP12 Gas Safety annual, EICR 5-yearly + pre-tenancy, EPC 10-yearly with MEES E now, smoke + CO alarms at every new tenancy, HMO licence 5-yearly, FRA annual under RRO 2005, asbestos register CAR 2012, TM44 air-con 5-yearly, PSSR.
  • Inspections recur automatically. Overdue items light up the dashboard.
  • Photographic evidence is required at sign-off.
By the end of this step Every statutory check has a date in the future and an owner. Nothing sits in someone’s head.
INSPECTION SCHEDULESrecurring · auto-generated
MainMan Inspection Schedules grid showing recurring statutory inspections — LOLER, gas safety, fire risk, PAT, legionella — across multiple sites with due dates and status.
STEP 04 / AI · WORK ORDERS

Create a work order. AI does the boring parts.

When something breaks, anyone with a login can raise a work order in under a minute.

  • Smart triage reads the description, classifies the fault, scores priority and pre-fills the team.
  • HSE assessment flags safety-critical jobs and the PPE or permits required.
  • Neither is chatbot theatre. Both move a real field on the work order.
  • Mobile flow takes a job from arrival to sign-off in four taps, offline-first, with photos, parts and signature.
By the end of this step Work orders take twenty seconds longer than complaining in a WhatsApp group, and produce a structured, assignable, evidenced ticket.
NEW WORK ORDER · AISmart triage + HSE
MainMan New Work Order form with Smart triage and HSE assessment AI buttons at the bottom — AI runs at point of creation.
STEP 05 / TRACK

Watch the work happen.

Every open work order is on one board, filterable by status, priority, team and site.

  • Status flow: Request, Approved, In Progress, On Hold, Done.
  • Engineers update from mobile when the field app ships. Managers update from desktop today.
  • Dashboard above the board shows open jobs, overdue inspections, low-stock parts and MTTR.
  • Three cards tell you whether today is fine, busy, or on fire.
By the end of this step Nobody asks “what’s the status of the boiler job?” in a meeting again. They look.
WORK ORDERS · BOARDall open
MainMan Work Orders list showing all open jobs with status pills, priority, assigned team, and due dates.
DASHBOARDlive
MainMan Dashboard showing open work orders, overdue inspections, low stock items, MTTR, recent work orders, alerts, and team workload.
STEP 06 / AI · COMPLIANCE

Generate the paperwork your inspector wants.

MainMan ships sector-tuned compliance form libraries that draft from your live data. You review before submitting, so these are not blank templates from a guidance PDF.

  • For care homes (7 forms): CQC Provider Information Return, mock CQC audit by Fundamental Standard, RIDDOR F2508, safeguarding referral, falls audit summary, COSHH risk assessment, hoist LOLER inspection log.
  • For property managers (7 forms): Section 21 notice, Section 8 notice with Schedule 2 grounds, MEES exemption register entry, HMO licence application checklist, FRA template (RRO 2005 / PAS 79), commercial dilapidations schedule, service charge year-end reconciliation.
  • Drafts pull from your live tenant data, your assets, your work orders, your tenancies.
By the end of this step The three-days-before-CQC sprint becomes a thirty-minute review. The Section 21 you would wait two weeks for a lawyer to draft is in your inbox in an hour.
COMPLIANCE FORM LIBRARY · AI14 templates · care + property
MainMan compliance forms launcher — CQC PIR, mock audit checklist, RIDDOR, safeguarding referral, falls audit, COSHH, LOLER inspection log (care home) and Section 21, Section 8, MEES exemption, HMO checklist, FRA template, dilapidations schedule, service charge reconciliation (property).
STEP 07 / STOCK

Know what is on the shelf before the engineer drives to site.

Parts and consumables get a register too. Work orders pull parts from stock automatically, so usage logs itself.

  • Each part has a minimum stock level. Falling below it flags on the dashboard.
  • Work-order parts pull is logged automatically, so no separate consumables spreadsheet.
  • It is not a procurement system, and it is not pretending to be one. It is enough to stop the “drive back to the depot” tax.
By the end of this step Engineers leave for site with the right parts. Reorders happen before you are out, not after.
STOCKlow-stock flagged
MainMan Stock list showing parts and consumables with on-hand quantities, minimum stock levels, and low-stock highlighting.
STEP 08 / AI · ASK ANYTHING

Ask MAINMAN, in English.

Everything you have built up is queryable in plain English: every asset, every work order, every closure note, every part used.

  • Examples: which equipment is failing the most? · what did we spend on the Norwich site last quarter? · show me every overdue LOLER inspection.
  • Answers are deterministic, with SQL underneath, generated and run against your tenant.
  • We tell you up front when you are in simulation mode versus connected to live AI.
  • No hallucinated maintenance histories, ever.
By the end of this step Your data answers questions. The era of “ask James, he’ll know” ends.
ASK MAINMANplain-English Q&A
MainMan Ask MAINMAN AI chat answering 'which equipment is failing the most?' with a ranked list of the top 5 assets by work order count.
/ PROPERTY MODULE

Plus: the bits that only matter if you rent out property.

If you manage residential lets, HMOs or commercial property, MainMan adds the three things that turn maintenance into compliance: a tenancy register that proves document service, a hazard tracker that runs the statutory Awaab’s Law clocks, and property-level inspections that follow the building rather than the boiler.

/ 03 FEATURES
01Tenancies

The tenancy register that proves what you served, when, and how.

Each tenancy carries the documents you must serve under UK law: Information Sheet (Renters’ Rights Act 2025), How-to-Rent guide, CP12, EICR, EPC and deposit prescribed information. Each has a timestamp and a service method (hand, email, post). Civil penalties for missed service apply per tenancy under the relevant statute, and the court evidence pack writes itself as you go.

02Hazards · Awaab's Law

The statutory clock, running on every reported hazard.

A tenant reports damp or mould. MainMan starts the Renters' Rights Act 2025 clocks immediately and shows you the one that's running.

14d · investigation window
48h · written summary to tenant
7d · significant repair
24h · emergency repair
03Property inspections

Statutory checks tied to whole properties, not individual assets.

A CP12 covers a whole flat, an EICR covers an installation, an FRA covers a building. MainMan lets statutory inspections attach to one or many locations, which is the right shape for property-level compliance, alongside the existing asset-level inspections you already use for boilers and lifts.

02.2 · The output

…and now you can answer to a board, or a regulator.

Everything above feeds the reports view. Compliance status by site, mean time to repair by asset class, cost per asset, planned vs. reactive ratio. The charts are not the point — the point is the trail of evidence behind them. Every number traces back to a closed work order with a photo and a signature.

/ EVIDENCE-FIRST
REPORTS · LIVE compliance · cost · reliability
MainMan Reports view with charts showing compliance status, work order volume by site, cost trends, and reliability metrics.
02.3 · The negative space

And here is what you do not have to do.

Every line below is a thing a competitor will tell you is implementation, professional services or discovery. Mostly they are just the cost of running their software, dressed up as scope. MainMan does not have these.

[01] ×

Hire a consultant

No systems-integrator partner, no implementation specialist, no four-figure-a-day discovery phase. Onboarding is a self-serve flow with help in the chat if you get stuck.

[02] ×

Wait six months for go-live

Most customers are live inside a week. The longest part is collecting nameplate photos from your sites, and that is your decision rather than ours.

[03] ×

Buy a separate "AI module"

Smart triage, HSE assessment, the form library and Ask MAINMAN are all included. There is no Pro tier and no AI add-on. Every seat, every feature.

[04] ×

Sign a three-year deal

Monthly or annual. Cancel anytime. We earn the renewal every month by being useful.

[05] ×

Speak to a sales engineer

Start a trial without talking to anyone. Talk to us when you actually want to.

[06] ×

Migrate "later"

Import your spreadsheet today, refactor the tree next week, add more sites next month. The asset register is not the final exam.

That's it. Sites → assets → schedules → work → evidence.

If your maintenance operation fits in five words, you can run it from one tab.

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