Rounds and periodicity
Weekly rounds, quarterly filter changes and yearly seasonal tasks are set once and generated 90 days ahead.
The system for facility-service companies
Effiora is built for companies delivering recurring services at fixed buildings — caretakers, building operations and facility services. Plan rounds with checklists, document the work with QR codes for boards and property managers, track hours per building, and handle absence and substitutes without chaos.
What is a system for facility services?
A system for facility services keeps track of which rounds are due at which buildings, who did them, and what was actually completed. For a facility-service company that means four things: recurring schedules per building — from weekly rounds to yearly seasonal tasks, time tracking that lands on the right building, documentation the board and property manager can see for themselves, and a payroll basis ready for the accountant. Effiora covers all four in one system, with a web app for management and a mobile app for the field.
Hours per building
Every shift belongs to a building, so hours land on the right job automatically, not in one shared pool.
Documentation for the board
A QR sign in the stairwell gives the board and property manager visibility into completed work, with no login and no manual reporting from you.
Payroll basis
Approved hours per employee, absence in the right columns and Excel export, ready for the accountant.
QR
The board scans the code — and sees the job is done
Hang a QR sign in the stairwell or utility room. The board chair, residents or the property manager scan it and see the latest round, the completed checklist, photos and the next planned visit. No more "what are we actually paying for?" discussions.
- A public page per building — no login, branded with your logo
- Checklists with checkmarks, photos and notes per visit
- Anonymous feedback from residents and the board, straight to the operations manager
- Ready A5 signs as PDFs — hang them up the same day
Monthly and quarterly tasks that schedule themselves
Facility work is more than weekly rounds. Effiora supports recurrence per week, biweekly, month, quarter, half-year and year — plus first/last weekday of the month. Enter the quarterly filter change once, and the shifts appear by themselves, 90 days ahead.
Fixed rounds
Weekly and biweekly rounds per building, with fixed or flexible times.
Periodic tasks
Month, quarter, half-year, year — filter changes, drain checks and seasonal tasks schedule automatically.
Checklists per building
Separate checklists per job, and reusable activity bundles for typical rounds.
Nothing slips
Unfilled shifts are flagged in the control room — "unassigned next 7 days" is never silently empty.
Operations per building, hours per building
- Hours per building: GPS-verified clock-in or self-reporting — you always see where the hours belong
- Job profile with Kartverket-verified address, coverage rate, visit history and customer satisfaction
- New shifts and jobs from the phone — the operations manager never needs to swing by the office
- Absence and substitutes: affected rounds are listed instantly, substitutes ranked by experience at that building
- Payroll basis with hours per employee, absence in the right columns and Excel export
One system, four perspectives
A facility-service company has several people who each need their own slice of the same picture — and the board is one of them, even though they never log in.
The owner
Sees the portfolio as a whole: which buildings are staffed, which rounds lack people over the next seven days, and coverage rate per building. The basis for knowing which contracts actually pay off.
The operations manager
Builds rounds, fills gaps when someone is absent, approves hours and follows up deviations. New shifts and jobs are created from the phone, out on site, not back at the office.
The caretaker
Sees today's buildings and tasks in the app, clocks in, ticks the checklist and photographs whatever needs fixing. Works offline in basements and plant rooms.
The board and property manager
Scan the QR sign in the stairwell and see the latest round, the completed checklist, photos and the next planned visit — no login, no phone call to you, and no report for you to write.
From contract to payroll basis
This is what a full cycle looks like in Effiora — from taking over the building to hours being ready for the accountant.
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The buildings go in
Addresses are verified against Kartverket, so the job is tied to the right building. If you have a service agreement, AI contract import can propose buildings, frequency and tasks straight from the contract.
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The rounds are set up
Weekly round, quarterly filter change, yearly seasonal task — set the recurrence once. Shifts generate 90 days ahead, and unstaffed rounds are flagged in the control room.
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The caretaker does the round
GPS-verified clock-in or self-reporting, the checklist ticked along the way, and photos documenting whatever needs follow-up. It all works without coverage and syncs afterwards.
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The board sees the proof
The building's QR page updates automatically. The board and residents see what was done and when — and can send anonymous feedback straight to the operations manager instead of saving it for the annual meeting.
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The month closes
Approve hours in one queue, catch "missing entry" before it becomes a payroll error, and export an Excel workbook per employee with absence and supplement hours separated.
What Effiora is — and what it is not
The facility-services market has several system categories that look alike and solve different problems. Here are the boundaries, so you know what Effiora actually replaces.
Not an FDV system
An FDV system documents the building itself: drawings, components and maintenance instructions. Effiora documents the work performed at the building. The two do not exclude each other. They answer different questions.
Not a payroll system
Effiora produces the payroll basis — approved hours, absence in the right columns, night, weekend and holiday hours separated. Your accountant applies rates in their own payroll system.
Not an invoicing system
Effiora does not invoice your customers. It gives you the hours and the documentation the invoice rests on — how many hours went to which building — but the invoicing itself stays where you do it today.
Not a general shift-planning app
In ordinary schedulers a shift is tied to a person and a time. Here it belongs to a building, carrying its own recurring checklist, history and hour accounting, so you know what each building costs to run.
Built to be seen by the customer
The public QR page is not a reporting module you have to remember to send. It updates itself after every visit, and is often what decides the renewal of the service agreement.
Comparing several systems? We have collected nine questions to ask any vendor — whoever you end up choosing. Read the guide: how to choose a system
Frequently asked questions
Is Effiora a fit for caretaker services?
Yes. Effiora is built for companies delivering fixed, recurring services at fixed locations — that applies to facility-service and building-operations companies just as much as cleaning. Rounds, checklists, hours per building, documentation and substitute handling are the same flow.
How do I document the work for the board or property manager?
Every building gets its own QR code and public page. The board or property manager scans the code and sees the latest visit with its completed checklist, photos, notes and the next planned round — no login. You can also share the link directly.
Does Effiora support quarterly and yearly tasks?
Yes. Work plans can recur weekly, biweekly, monthly by date, on the first or last weekday of the month, quarterly, biannually and yearly. Shifts generate automatically 90 days ahead and account for absences and substitutes.
Can workers track hours per building?
Yes — every shift belongs to a job/building, so hours are registered in the right place automatically. Workers clock in with GPS verification or confirm planned hours, and the manager approves everything in one queue.
Is Effiora an FDV (facility documentation) system?
No. Effiora is an operations system for teams and service delivery: planning, execution, documentation and payroll basis. It does not replace FDV documentation, but it documents the actual work performed at the building.
How do we get started?
Book a demo and we will set up an example based on your buildings. Onboarding is guided, and buildings and rounds can be imported from contracts with the AI contract import.
What does Effiora cost for a facility-service company?
The price is set by how many employees you have, not by how many buildings you service. Until 1 January 2027 a launch price applies: 690 NOK per month for 2–9 employees, 1,490 NOK for 10–24, and from 2,490 NOK for 25 and up, excluding VAT (ordinary price from 2027: 990, 2,290 and from 3,990 NOK). Every feature is included in every plan, with no setup fee or lock-in period.
Does Effiora suit housing co-operatives and jointly owned properties?
Yes — it is one of the most common uses. Each building gets its own QR page, and the board or property manager follows completed work without you producing reports. Residents can leave anonymous feedback that goes straight to the operations manager instead of building up until the annual meeting.
Can we handle seasonal work like snow clearing and lawn mowing?
Yes. Seasonal tasks are entered as recurring shifts for the period they apply to, and periodic tasks can repeat quarterly, half-yearly or yearly. Unplanned work, like an extra ploughing round, is added as a single shift from the phone.
How do we see what a single building costs to run?
Every shift belongs to a building, so all hours collect on the right job. The job profile shows coverage rate, number of visits, average per visit and customer satisfaction — the basis for judging whether a service agreement is priced correctly at renewal.
What happens if the caretaker has no coverage in the basement?
The app works offline. Clock-ins, checklists and photos are stored locally and sync automatically when coverage returns — common in basements, parking garages and plant rooms.
Where is our data stored?
In the EU. The service runs at Hetzner in Germany and email goes via Mailjet in France. Each company’s data is isolated with PostgreSQL Row-Level Security in the database itself, not only in the application.
See Effiora with your own jobs
Book a no-obligation demo and we will show you how Effiora fits your operation — from schedule to payroll basis.