Preventative maintenance software for properties and community schemes
Never miss a gutter clean, never miss a fire extinguisher service.
Cadence-based preventative maintenance plans for community schemes and rental properties. Choose weekly, monthly, quarterly, semi-annual, annual or custom-interval cadences. Regalis checks every active plan daily, works out what is next due, and automatically raises the next work request into the existing WhatsApp vendor bid-auction dispatch. Pause, resume or archive a plan — without losing the historical execution log.
- 6 cadence options
- Automatic daily scheduling
- WhatsApp bid-auction dispatch
- Pause / resume / archive
- Per-property or org-wide
Every day, Regalis checks every active plan. Any plan that is now due is automatically raised into the dispatch engine.
Raised requests feed the same WhatsApp vendor bid-auction engine used for reactive repairs.
Plans can be paused (suspended without losing history) or archived (closed while keeping the execution log). Both stay reversible.
Reactive maintenance answers complaints. Preventative maintenance prevents complaints — and reduces operating cost.
The vast majority of property-maintenance work, on both rental and scheme stacks, is reactive — a tenant logs a leaking tap, an owner reports a broken gate motor, a trustee escalates a fire-equipment failure. The platform answers each one as it comes in: dispatch a vendor, log the work, capture the photos, settle the invoice. Reactive maintenance is necessary, and it is well-handled.
Preventative maintenance is structurally different. A quarterly gutter clean helps prevent a winter-rains roof leak that would have cost ten times the gutter clean to fix. An annual fire-extinguisher service helps the body corporate meet the conditions insurers typically expect at renewal. A weekly pool chemistry test keeps residents using the pool and helps the body corporate manage its liability. The work is scheduled in advance, scoped narrowly, and done on cadence — not in response to a complaint.
Most platforms either ignore preventative maintenance entirely (leaving the maintenance manager to track it in a spreadsheet) or bolt it on as a separate module with its own way of working. Regalis treats it as a thin scheduling layer over the same reactive engine the team already uses. Each plan is simply a recurring scheduler; when its next-due date arrives, Regalis automatically raises an ordinary work request into the existing WhatsApp bid-auction dispatch — same vendor pool, same bidding logic, same photos and invoices, same record trail. The team's workflow does not change; the work just happens earlier.
How preventative maintenance runs on a spreadsheet
- The maintenance manager keeps a spreadsheet of scheduled work — gutter cleans, fire equipment, pool chemistry, garden, lift inspections, generator service. The spreadsheet is updated weekly when she remembers.
- When the next-due date is missed, nobody notices because the platform does not know about the spreadsheet — and the spreadsheet does not know about the platform.
- Vendors get a WhatsApp from the maintenance manager's personal phone with the request and a "let me know when you can do it". The vendor responds; the manager schedules; the work happens; the invoice goes to the bookkeeper. The trail is fragmented.
- When the trustees ask "when was the last fire extinguisher service" at AGM, the manager opens the spreadsheet, then the email archive, then the WhatsApp thread, then the invoice file. The answer takes 20 minutes to assemble.
- When the maintenance manager leaves the firm, the spreadsheet leaves with them and the cadence resets. A few quarters later, the trustees notice that nothing is being preventatively maintained anymore.
- When the insurance broker asks for proof of annual fire-equipment service for the policy renewal, the firm has to chase the vendor for invoices and reconstruct the timeline.
What preventative looks like on Regalis
- Each preventative job is a plan with a cadence, a start date, a category and a vendor pool. The next-due date is worked out automatically, and Regalis checks it every day so nothing is forgotten.
- When a job falls due, a "Preventative" work request is raised automatically into the existing WhatsApp bid-auction engine. Vendors bid; the auction awards; the work happens; the invoice attaches.
- Every preventative request lives in the maintenance dashboard alongside reactive requests. The full trail — request, bids, award, photos, invoice — is on the request record. Trustees see it on their portal.
- AGM "when was the last fire extinguisher service" answers in 3 seconds — open the plan, see the execution log of every prior run with date, vendor and invoice.
- Plans are property-of-the-org, not property-of-a-person. When the maintenance manager leaves, the plans stay live and continue executing.
- Insurance renewal evidence pack exports from the plan execution log — every prior fire-equipment service date, vendor, photos, invoice. One click.
From plan creation to AGM evidence pack.
Create the plan
On a property, open the preventative maintenance tab and create a plan. Set the title (e.g. "Quarterly gutter clean"), the category (Roofing), the cadence (Quarterly), the start date for the first run, the description and any vendor-pool constraints. The plan saves as active and the next-due date is worked out immediately.
- Title + category + cadence + start date
- Vendor-pool constraints optional
- Saves as active with next-due worked out
- Available on the property and the maintenance dashboard
Regalis checks every active plan daily
Once a day, Regalis checks every active plan. For each one it works out the next-due date from the cadence and the last completed run. If the next-due date is today or already past, Regalis automatically raises a "Preventative" work request and sends it into the bid-auction engine.
- Automatic daily check
- Per-plan next-due calculation
- "Preventative" work request raised
- Auto-dispatch to bid auction
Vendors bid on WhatsApp; auction awards
The new request goes out through the existing WhatsApp vendor dispatch. Eligible vendors — matched by category, geography and availability — receive the request and bid with ETA and price. The earliest credible ETA wins. Once awarded, the vendor schedules the work, attends, captures photos and submits the invoice.
- Vendor pool matched by category + geography
- WhatsApp outreach to eligible vendors
- Earliest credible ETA wins
- Photos + invoice attach to the request
Execution log + evidence pack
On completion, the request closes and the plan's execution log captures the date, vendor, photos and invoice. The plan's last-completed date updates and the next-due date is recalculated from the cadence. At AGM or insurance-renewal time, the plan exports its full execution log as an evidence pack covering all prior runs.
- Execution log per plan
- Last-completed updates, next-due recalculated
- AGM / insurance evidence pack export
- Multi-year history preserved
A scheduling layer over the existing dispatch engine — not a separate product.
Weekly cadence
Run a plan every 7 days. Common use: pool chemistry tests on a luxury body corporate, lobby cleaning, gate motor inspections on a high-traffic estate.
Monthly cadence
Run a plan every month. Common use: lift inspections, monthly garden service, generator test runs, security camera maintenance.
Quarterly cadence
Run a plan every 3 months. Common use: gutter cleans, deep-clean common areas, HVAC filter changes, pest control.
Semi-annual cadence
Run a plan every 6 months. Common use: roof inspections, fire-equipment functional checks, plumbing main-line flushes.
Annual cadence
Run a plan every 12 months. Common use: fire extinguisher service for insurance renewal, electrical Compliance Certificate renewal, annual fire-door inspection.
Custom days
Set any interval — every 45 days for pool chemistry, every 73 days for filter changes, every 100 days for treatments. Calendar awareness around weekends.
Start date
Every plan carries a start date that anchors the cadence. The first run happens on the start date; later runs follow at each cadence interval from there.
Vendor-pool constraints
Optional per plan: restrict the bid auction to a defined vendor list, a category match or a geography match. Defaults follow your existing vendor settings.
"Preventative" label
Automatically raised requests carry a "Preventative" label in the title and link back to the plan they came from. Filterable on the maintenance dashboard; visible to vendors in WhatsApp.
WhatsApp bid auction
Reuses the same reactive dispatch engine. Eligible vendors receive the request over WhatsApp and bid; the auction awards to the best fit on ETA and price.
Pause control
Suspend a plan without losing history. Paused plans raise no new requests, but the execution log is preserved. Resuming picks up the cadence from the pause date.
Resume control
Re-activate a paused plan. Regalis picks it up on the next daily check; the next-due date is recalculated from the resume date and the cadence.
Archive control
Close a plan permanently while preserving the historical execution record. Archived plans drop off the active list but remain in the audit trail and evidence packs.
Automatic daily check
Regalis checks plans once a day. Any plan whose next-due date falls on or before today is raised into dispatch automatically. The check is safe to repeat — running it again the same day will not create duplicates.
Per-property + org-wide
Plans attach to a specific property. Both scheme and rental properties support plans. Org-wide views bring plans together across properties for principal-level oversight.
Execution log
Every prior run on a plan is recorded with date, vendor, photos and invoice. Multi-year history. The AGM / insurance evidence pack exports the full log on demand.
Insurance evidence
Annual fire-equipment service, electrical Compliance Certificate renewal, lift inspection — all relevant at insurance renewal. Evidence packs export per plan to support broker or underwriter review.
AGM-ready report
At AGM, trustees ask "when was the last X" and the answer is in the plan's execution log. No spreadsheet, no email archive, no WhatsApp thread — one record.
The plans most SA body corporates and estates need from day one.
Weekly: pool chemistry (the body corporate carries liability while the pool is open), lobby and common-area deep cleaning, gate motor inspection on high-traffic estates. Monthly: lift inspections, generator test run (so it works when load-shedding hits), perimeter fence walk, security camera function check, garden maintenance.
Quarterly: gutter cleaning (helps prevent winter-rains roof leaks), HVAC filter changes, pest control, deep clean of common areas, painted surface inspection. Semi-annual: roof inspection, fire-equipment functional check (extinguishers, hoses, alarm panels), plumbing main-line flush, generator full service.
Annual: fire extinguisher service (commonly required for insurance renewal), electrical Compliance Certificate renewal where applicable, fire-door annual inspection, building condition survey to support the long-term maintenance plan, generator load-test. Every one of these is a candidate for a preventative plan from day one of platform rollout.
Continue exploring how Regalis handles the rest of the rental operation.
Maintenance dispatch over WhatsApp
The reactive side of the same engine — tenants and owners log repairs, vendors bid on WhatsApp, the earliest credible ETA wins.
Read moreCommunity schemes overview
The integrated community-schemes mode covering HOA, body corporate, sectional title and share block on one platform.
Read moreInspection templates & mobile PWA
Template library + field-ready installable mobile app with offline photo queue. Pairs with preventative maintenance for compliance inspections.
Read moreCommon questions about preventative maintenance.
How does it pick vendors?+
Preventative work requests feed into the same WhatsApp vendor bid-auction dispatch that handles reactive repairs. Eligible vendors — matched by category, geography and availability — receive the request over WhatsApp, bid with their earliest credible ETA and price, and the auction awards to the best fit. Plans do not need a pre-assigned vendor; the auction runs every cycle.
Can I pause a plan?+
Yes. Plans have three lifecycle controls: Pause (suspend without losing history; resuming picks up the cadence from the pause date), Resume (re-activate from pause), and Archive (close permanently while preserving the historical execution record). A paused plan raises no new requests; an archived plan raises no new requests and drops off the active list. Both stay reversible until your retention settings clear out long-paused or archived plans.
Does it work for rental properties too?+
Yes. Preventative maintenance plans attach to any property — rental or scheme. A landlord with a rental home runs annual fire extinguisher service and quarterly gutter cleans through the same engine a body corporate runs theirs through. Plans on rental properties feed the rental-side maintenance dashboard; plans on scheme properties feed the scheme-side maintenance dashboard.
What happens if a vendor doesn't bid?+
The bid auction has a configurable timeout (defaults to a few hours for reactive, 24-48 hours for preventative). If no vendor bids within the timeout, the request is escalated — broadcast widens to vendors slightly outside the original category match, and the operator is notified. For schemes with locked-in vendor relationships, the auction can be bypassed in favour of a direct dispatch to a named vendor.
What cadences are supported?+
Six cadence options: Weekly, Monthly, Quarterly, Semi-Annual, Annual, and Custom Days (set your own interval — e.g. every 45 days for pool chemistry, every 73 days for filter changes). Each plan carries its own start date for cadence calculation; Regalis checks every active plan daily and raises a request whenever the next-due date has arrived.
How are preventative requests distinguished from reactive ones?+
Automatically raised requests carry a "Preventative" label in the title and link back to the plan they came from. The maintenance dashboard lets the team filter to preventative, reactive or all. Trustees and landlords see the label on the request record; vendors see it in the WhatsApp message so they understand it is a scheduled visit, not an emergency.
How does the automatic daily scheduling work?+
Once a day (by default in the early hours, South African time), Regalis checks every active maintenance plan. For each plan it works out the next-due date from the cadence and the last completed run. If the next-due date is today or already past, Regalis automatically raises a preventative work request and sends it through the bid-auction dispatch. The plan's last-completed date then updates to today.
Can the maintenance team override the schedule?+
Yes. A plan can be run on demand from its detail page (a one-off run that does not affect the cadence), or the next-due date can be manually brought forward or pushed back. The cadence itself can be edited at any time, and the change applies going forward. Past runs stay in place — the plan's execution log gives trustees, owners and auditors a clear record to work from.
See everything built for you — explore the property managers hub
Let Regalis remember
so the team doesn't have to.
Walk through plan creation, the automatic daily scheduling, the bid-auction dispatch and the evidence-pack export with someone from the team.