Facility management is an industry where other companies traditionally rely on paper records, Excel spreadsheets and manual processes. Cleaners signing in at toilets, every technician with piles of paperwork, every manager waiting for a report over the phone. This model has been the standard for decades – but today we know we can do better.

What is ToolSense?

ToolSense is an asset and operations management platform that combines asset management, work orders, maintenance and reporting into a single digital system. It is primarily designed for facility management, cleaning companies, industry and other sectors where physical assets and premises are managed.

The platform combines IoT connectivity – i.e. direct links to devices – with QR codes, NFC tags, a mobile app and a cloud-based dashboard. The result is a comprehensive, real-time overview of what is happening: where the machines are, when they were last serviced, who cleaned a particular room and when.

How it works for us: Tennant T360, T7+, T16

The first step in our integration is connecting 30 cleaning machines – the Tennant T360, T7+ and T16. ToolSense has its own modules designed for different types of machines, which can collect data such as operating time, battery level, hours worked or location. The data is automatically transferred to the platform.

For us, this means an end to guesswork. We know exactly how many hours a machine has actually worked, when it needs servicing, and how efficiently it is being used on individual jobs. Scheduled maintenance is set up automatically, so we prevent unplanned downtime that would jeopardise the quality of service for the client.

According to ToolSense data, companies using the platform can reduce unplanned equipment downtime by up to 70% and save up to 20% on repair and maintenance costs.

QR codes/NFC tags: No more paper records in the toilets

The second area we are introducing is a QR code system for recording completed tasks. Every space – every toilet cubicle, corridor, office or meeting room – will be assigned its own QR code or NFC tag. Once the cleaning is complete, our cleaner simply scans the code with their mobile phone and fills in a short digital form. They can attach photographic evidence, add a note or report a problem.

At the same time, a customer or visitor to the building can also scan the same QR code. If a cubicle is dirty or an additional service is required, they simply scan the code and report the situation – without having to look for a contact or wait at reception. The report goes straight into the system and the responsible staff member receives a notification.

This offers our clients a key benefit: transparent, digital proof of who did what and when. No paper notes left on doors. No missing signatures. Just clean data available online at any time.

What else can ToolSense be used for?

The platform’s strength lies in its versatility. We can apply QR codes, NFC tags and forms to virtually any type of space or facility. Here are a few areas we plan to develop further:

• Offices and meeting rooms – cleaning logs, fault reports or requests for office supplies directly via a QR code or NFC tag in the room.
• Building technical management – digital records of inspections, checks and maintenance work on technical equipment – lifts, ventilation systems, electrical wiring.
• Cleaning machine management – a complete overview of the machine fleet: location, operating hours, service history and automatic maintenance reminders.
• Customer fault reporting – any visitor to the building can immediately report a problem via a QR code or NFC tag: lighting faults, water leaks, or dirt.

Why does this matter right now?

Today, facility management clients expect more than just a job well done. They want evidence, reporting and transparency. Regulatory requirements for documentation are increasing. At the same time, the pressure for efficiency is forcing every company to find ways to do more work in less time.

Digitalisation is not an end in itself; it is a tool that allows us to focus on what really matters: cleanliness, safety and the satisfaction of the people in the buildings we manage. ToolSense gives us the data and insight to do this better every day.

We are at the beginning of this journey. Connected cleaning machines and the first QR codes are a pilot phase, but the outlook is much broader. Gradually, we plan to expand the platform across our entire portfolio of contracts and spaces.