Asset-Linked PPMs: Clear Oversight, Real Assurance

If you’re responsible for assets, estates or facilities, chances are you’re juggling multiple spreadsheets, folders and systems just to stay compliant. And when an audit, inspection or incident lands on your desk, that pressure quickly escalates.

At Virtual Helpdesk, we hear the same questions time and again from Facilities Managers, Asset Managers and senior leaders. They’re not looking for more software. They’re looking for clarity, control and peace of mind.

That’s exactly what our new Asset Compliance System is designed to deliver.

Why does asset compliance still feel so manual?

Despite increasing regulation and scrutiny, many organisations still rely on fragmented processes:

• Spreadsheets that are out of date the moment they’re saved

• Certificates stored in email inboxes or shared drives

• Inspections tracked manually with no real-time status

• No clear link between assets, risks and compliance evidence

The result? Compliance becomes reactive rather than controlled. Teams spend time chasing paperwork instead of managing risk, and senior leaders lack confidence in the data they’re seeing.

Our Asset Compliance System brings everything together into one central CAFM platform, giving you a single, reliable source of truth across your entire estate.

How do I know which assets are compliant right now?

This is one of the most common questions we’re asked — and one of the hardest to answer with manual systems.

With Virtual Helpdesk, compliance status is visible in real time. Every asset has a clear compliance profile, showing:

• What inspections, tests and certifications are required

• What’s completed, what’s due and what’s overdue

• Who is responsible and when actions were taken

This removes guesswork and gives Facilities and Asset Managers immediate visibility, while providing senior leaders with confidence that risks are being actively managed.

Asset-Linked PPMs: Clear Oversight, Real Assurance

Traditional CAFM systems often separate assets from maintenance activity, making it difficult for senior leaders to see what is actually happening on the ground.

Virtual Helpdesk links every asset directly to its Planned Preventative Maintenance (PPM), providing a clear, estate-wide view of maintenance and compliance activity in one place. Leaders can see, at a glance, which maintenance tasks are due, in progress or complete, with progress updating in real time as work is carried out.

This removes uncertainty, reduces reliance on manual reporting, and provides confidence that assets are being maintained properly — supporting stronger governance, lower risk and clear audit assurance.

What about audits — can we evidence compliance quickly?

Audits shouldn’t trigger panic. But without a structured system, they often do.

Our Asset Compliance System is built with audit readiness at its core. Compliance records, certificates, inspection outcomes and maintenance activity are all linked directly to the asset. That means when evidence is requested, the answer is already there.

No last-minute scrambling. No reliance on individual knowledge. Just clear, structured records that support both internal governance and external scrutiny — including alignment with Golden Thread principles.

How does this help us manage contractors better?

Contractor oversight is a major compliance risk if not properly controlled.

Virtual Helpdesk ensures that contractors can only carry out work where compliance requirements are met. Certifications, accreditations and completed tasks are captured and validated within the system, creating accountability and transparency.

This protects your organisation, supports safer working practices, and provides a clear audit trail of who did what, when and against which asset.