Recording objects & areas: the asset inventory as the basis of every calculation
In easyCAFM you record your entire property portfolio in a structured way: buildings, floors, rooms and outdoor areas, with cleaning area, floor covering and room type.
This clean asset inventory is the basis for everything else: cleaning calculation, workloads, routes and quotes build directly on it.
The clean foundation for every calculation.
A well-structured asset inventory saves time at every turn later on: because every area is stored with its covering and room type, easyCAFM automatically calculates and plans from there.
- Buildings, floors and rooms clearly structured
- Indoor and outdoor areas with covering and room type
- Import existing calculations and plans
- An asset inventory as the basis for calculation and planning
Four steps to a complete asset inventory.
Create property and buildings
Each property gets its buildings, each building its floors. A school building with a gym and kindergarten is mapped the way it stands on site. Outdoor areas such as the playground, lawn and access paths form a separate section.
Record rooms with area, covering and room type
For each room, the cleaning area, floor covering and room type are stored: the classroom with linoleum, the WC with tiles, the corridor with its own covering. From this, easyCAFM later derives the performance value and interval automatically.
Add outdoor areas and ancillary work
Lawns, paths, squares and car parks get their own area types with matching activities such as mowing, sweeping, leaves and winter service. Ancillary work such as waste or consumables can be flagged separately per building or floor.
Import existing data
Areas from plans, Excel lists or existing calculations do not need to be retyped. Earlier calculations by toolsuisse AG can be imported as a folder structure with all objects. Plans serve as the basis for area measurement.
This is what a school building looks like in the asset inventory.
A primary school building with 3,000 m2 of cleaning area and 4,000 m2 of grounds, broken down by level and room type, with the annual hours of routine cleaning. The same structure applies to administration buildings, care homes or churches.
| Level | Room type | Floor covering | Interval | Hours per year |
|---|---|---|---|---|
| GF | Classroom | Linoleum | 5× per week | 330 |
| GF | Corridors, stairs | Tiles | 5× per week | 160 |
| GF | WC facilities | Tiles | 5× per week | 150 |
| 1st floor | Classroom | Linoleum | 5× per week | 330 |
| 1st floor | Group rooms | Linoleum | 3× per week | 25 |
| 1st floor | Corridors, stairs | Linoleum | 5× per week | 150 |
| 2nd floor | Classroom | Linoleum | 5× per week | 165 |
| 2nd floor | Staff room, offices | Carpet | 3× per week | 70 |
| 2nd floor | Corridors, stairs | Linoleum | 5× per week | 150 |
| Basement | WC facilities | Tiles | 5× per week | 250 |
| Basement | Ancillary rooms, storage | Concrete | monthly | 11 |
| Gym | Hall | Sports floor | 5× per week | 160 |
| Gym | Changing rooms, showers | Tiles | 5× per week | 140 |
| Total indoor | 2'091 | |||
| Outdoor | Lawn areas | Lawn | weekly | 120 |
| Outdoor | Paths and squares | Hard surface | weekly | 170 |
| Total | 2'381 |
Behind every line are the individually recorded rooms with area, floor covering and room type. That establishes what has to be cleaned and how often. In the full calculation, deep and special cleaning are added to the routine cleaning of the indoor rooms. For cleaning as a whole, that comes to around 2,300 hours per year. Everything else, from calculating the effort to the annual plan, builds on exactly these details.
Municipalities, care homes, schools and cleaning companies.
Public institutions
Municipalities and cities keep all properties in one inventory: school buildings, administration, works yard, church, sports hall. Each area is recorded once and serves budget, workload and tender at the same time. If an extension is added, it is simply entered. All calculations follow automatically. Find out more: easyCAFM for public institutions.
Cleaning companies
Cleaning companies record their customers' objects separately by tenant. The area measurement taken during the site visit becomes the quote directly and later the route plan. Several customers, several properties, one system. Find out more: easyCAFM for cleaning companies.
About area recording.
Which area counts: gross area or cleaning area?
The Cleaning area, i.e. the floor area that is actually cleaned. Walls, plant rooms and unused areas are not included. For a budget, the area per room is sufficient; for a tender, the values should come from plans or a measurement.
Do we have to record every room individually?
Yes. Every room is created individually, with its own area, its own floor covering and its own room type. This is the precondition for the calculation remaining traceable down to the individual room and for changes to be updated precisely, for example when a room is given a new use.
What about rooms that are cleaned externally?
For buildings, floors and individual rooms you can record that the work is outsourced. They remain fully recorded and are shown separately as external in the calculation and in the reports. This way you see at a glance which part of the effort is delivered in-house and which is not.
Can we work with floor plans?
Yes. Plans are the best basis for area measurement. The recorded areas are stored per room in the inventory and remain available for calculation, workloads and quotes.
More easyCAFM modules.
Cleaning calculation
Calculate cleaning workload objectively using standard values.
Learn moreWorkloads & allocation
Translate workload into FTE percentages and distribute it.
Learn moreRoute & annual planning
Weekly, route and maintenance planning.
Learn moreQuotes & reports
Tender-ready quotes and reports as a PDF.
Learn moreTasks & notifications
Assign tasks and report defects.
Learn moreSee Objects & areas using your use case.
Send a non-binding inquiry, together we'll record one of your properties.