Manage jobs and tasks
Create, manage and schedule jobs, tasks and bookings all in one place. Custom fields and templates allow you to add the information that matters to your business. With real-time reporting, your entire team can stay up-to-date.
- Jobs and tasks for everything from maintenance to bookings
- Schedule and track progress of bookings, jobs and tasks
- Assign team members, sites and contacts
- Use customisable forms to supercharge jobs and tasks
- Mobile app access allows you to work on the go
- Dynamic scheduling & job management
Custom Forms and Reports
Complete surveys and data capture on the app with instant professional reporting. With custom forms and reports, easily capture the information you need to keep your venue running. Perfect for condition surveys, legislation or warranty documents, health and safety logs or incident reports with slick, fully customisable PDF reporting outputs.
- Quick and easy to use
- Customisable fields for data capture
- Exportable to Excel or PDF file formats
- Upload and attach documents and images
- Fully Brandable Custom PDF reports
Reminders and Notifications
Never miss any important deadlines again. Stay on top of everything with automatic reminders and notifications. Set reminders against individual tasks or recurring events. Perfect for day to day actions as well as annual contract renewals or maintenance reminders.
- Create and manage reminders
- Receive notifications by email or SMS
- Send automatic reminders to customers
- Automate regular maintenance reviews and tasks
- Filter by type, date, status and customer
Manage Contacts & Sites
Store all your contact information in one secure place that can be shared with the team both in the central portal and the mobile app. Keep a log of all the information you require and customise the fields as you need. Log names, numbers and addresses through to billing information, emails and more.
- Automatically link contact information to jobs
- Save valuable time when creating tasks and form filling
- Keep a recorded log of all customer communication
- Store files and notes against contacts and sites
- View a complete history of jobs against contacts and sites
Schedule Jobs, Teams and Projects
Streamline logistics and view all workers, jobs and timings with an easy to use, innovative, drag and drop planning tool. Jobs changes can be made instantly with instructions automatically sent directly to the operative or worker through the mobile app.
- Intuitive drag and drop interface
- Auto-update reminders and alerts when rescheduling
- Easily manage, assign or reassign jobs to team members
- View all jobs and tasks in day, week or monthly views
- See where the team are via interactive real-time maps
Keep track of hours logged by staff and save time with simple and easy to use timesheets. All team members, office and field-based, can quickly and easily fill in their time on the mobile app or on the web. Expenses and receipts can also be uploaded directly into the system.
- Track time against jobs or free form entry
- Management approval for timesheets
- Track and record expenses
- Access and update through Mobile App.
- Customised to suit your organisation
Store & Share Company Documents
Store important documents in a central location which are accessible whenever you need them. From health and safety certificates to team member HR reports. Expiration date tracking alerts relevant managers when documents need reviewing.
- Centrally store important company documents
- Expiration tracking alerts for compliance documents
- Add descriptions and notes against files
- Import and export documents
- Export a full list of documents with relevant details
Manage Contracts & Assets
Keep a central log of all assets from machinery to small items. Prevent double-booking of assets by assigning them to customers, sites or jobs. A complete history of the asset logs which jobs it has been used on and when service is due.
- Track current use and the history company assets such as machinery, equipment and venues
- Prevent double-booking of assets
- Assign assets to customers, jobs or team members
- Automatically create recurring jobs with assigned assets
- Manage long-term contracts with recurring events
Business Intelligence & Reporting
Optimise operations and strategy with PassportBI. Aggregate and analyse the data collected through Passport365 and make data-driven business decisions. Discover if jobs can be more efficient, or if you could charge more for your facilities.
- Make data-driven strategic decisions
- Oversight on all business performance
- Dynamic reporting using Microsoft’s PowerBI engine
- View data in interactive visuals like never before
- Combine data from Passport365 with other datasets
Plans to suit your business
Passport 365 is a subscription based software with no upfront costs or long-term contract requirements. Pay month-to-month and leave whenever you want.
Additional features, such as BI reports and custom branded forms are typically priced based on your requirements. Get in touch to find out more information on these.
"Passport365 are fully supporting us through our digital transformation to better manage our pitches and facilities"Jean McCormick|Facilities Manager
"“Passport365 is a fantastic solution for managing large scale operations across the county. Passport365 saves us 20 hours a week on scheduling and organising the teams of the grounds, it is a fast and effective way to managing multiple sites. The team are on hand whenever you need them to answer any questions or give you some handy tips.”Joe Attfield|Grounds Maintenance Manager
“We chose to use Passport365 as our new customer portal and scheduling system because it can be fully customised to our needs and will be a great resource to our clients to be able to monitor their facilities and maintenance. The system is easy for our team to set up and use and we can’t wait to see the impact it has on our customer service and internal operations.”Jordan Strachan|Marketing and Communications Manager
"Passport365 has organised my business from a scheduling point of view and has given Sports Turf Care a more professional image to our customers. The email communications, customer portal and clean, professional forms I can now supply my customers with, has been a true advantage!"John Fisher|Sports Turf Care, LLC
"Our engineers have taken to it well and it provides us with a great method of communication and ensures that nothing gets lost in translation. Great tool to send off to clients with invoice upon completion and can document any issues that we come across."Simon Bingham|Business Partner
“Passport365, Great service from a very friendly and professional team who go that extra mile. An absolute pleasure to work with”Paul Lockyer|Contracts Manager
"Passport365 has removed guess work. This is not 'I think' this is 'I know'"Tucker Shaw|VP of Maintenance
"Passport365 is central to everything we do with the framework"Keith Macpherson|Associate Director
"GrasSports has been using Passport365 for around a year and during that time we have found it helpful in improving our reporting and scheduling of our work. Any time we come across an issue the team at Passport365 were on to it straight away and keep us updated. The customer service is very good and can not fault it."Lloyd Talbot|Maintenance Manager
"Passport 365 has really helped us on site in quickly communicating information internally to the office and also to our clients. In our workplace, sharing information quickly is critical. Playing surfaces can change day to day so we needed a system that wa capable to quickly enter data, pictures and written information, process this and present it in a simple to understand format. Passport 365 ticks all these boxes."Dean Tingley|Pitch Consultant
"We have fully moved to using Passport365 and no longer use paper forms on our projects"Gabrielle Andrews|Project Administrator
"Such a time saving system!"Louise Ramage|Director
"Continuing our reputation as Synthetic surfacing specialists and early adopters of innovation, this partnership with Passport365 & Conduit will revolutionise our business, significantly distinguishing us from our competitors."Duncan Bennett|Managing Director
"Passport365 enables evidence-based decision making, saving time, staffing and costs"Ed Hunt|UK Facilities & Planning Manager