How does object-based time tracking work in facility management?

With object-based time tracking, every clock-in is automatically assigned to the correct building or job – via QR code at the building entrance, NFC tag in the stairwell or GPS geofencing around the property. This creates a seamless record for each building: who was on site, when and for how long. This data serves as proof of service for property managers, as the basis for post-calculation and as evidence in liability cases.

How can I provide digital proof of winter maintenance operations?

With Jobilino, employees can clock in at the start of a winter maintenance operation – with an automatic GPS location and timestamp. In addition, photos of the cleared pavement or gritted footpath can be taken and saved directly in the app – with a timestamp and GPS, archived in an audit-proof manner. In the event of a claim, a complete digital record is available that clearly documents when the service was performed.

What do authorities check during inspections of property maintenance companies?

Competent authorities check the following in property maintenance and facility management companies: complete time records for all employees, correct compliance with the collective agreement for property maintenance including supplements for early shifts and winter maintenance, proper social security registration and evidence of overtime worked. Missing records are penalised by up to €2,180 per employee (Austria).

Can I use an app to create proof-of-service reports for property managers?

Yes. Jobilino exports a complete proof-of-service report as a PDF for each property – including date, time, employee name and services rendered. Property managers and owners' representatives receive a professional, transparent report. This strengthens client confidence and clearly differentiates your business from competitors who still work with handwritten household logbooks.

Does the app work in basements or utility rooms without network coverage?

Yes. Jobilino is developed offline-first: clock-ins, photos and task confirmations are stored locally on the device and synchronised automatically as soon as a connection is restored. Underground car parks, basement stairwells and utility rooms without mobile network coverage are no problem – no bookings are ever lost.

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Facility Management & Property Maintenance: Where Time Tracking Decides Profit and Loss Every Day

A property maintenance company in Vienna looks after 120 residential complexes, office buildings and commercial properties. Every morning, employees spread out across the entire city – some servicing up to eight properties a day. Who was at which property, and for how long? Was the winter gritting service really carried out at 6:00 a.m. – or not until 8:30 a.m., when the first resident slipped?

These are exactly the questions that determine trust, contracts and liability in facility management. And this is precisely where paper slips, WhatsApp groups and single-language apps fail every single day.

Digital time tracking with property assignment, GPS verification and multilingual support is not a luxury in facility management – it is the foundation for professional operations.

The 6 Biggest Problems with Time Tracking in Property Maintenance and Facility Management

� Many properties, one employee: A property caretaker services several sites each day. Without property-specific time tracking, it is impossible to determine how much time was actually spent at each property.
� Seasonal fluctuations: Winter gritting, leaf removal, deep cleans – the time required varies greatly. Those who do not record accurately cannot invoice correctly or plan sensibly.
� Proof of service for clients: Owners' representatives, property management companies and commercial clients are increasingly demanding digital proof of services rendered. A slip of paper is no longer sufficient.
� International workforce: A large proportion of employees in facility management and property maintenance speak little or no German – single-language systems are operated incorrectly or ignored.
� High staff turnover: New employees must be ready to work within the shortest possible time. Software with a lengthy onboarding process is not practicable.
� Liability for winter maintenance and safety obligations: Was the footpath really cleared before the first pedestrian walked by? Without a digital record with a timestamp and GPS, this question cannot be answered in the event of a claim.

What the Law Requires of Facility Management Companies

The full obligations of the Working Time Act (AZG) in Austria and the ArbZG in Germany also apply in facility management and property maintenance:

� Recording of the start, end and duration of daily working hours – for every employee, every working day
� Break times: A minimum of 30 minutes after 6 hours of work – must be documented
� Overtime: Must be shown separately, particularly for winter maintenance deployments before 6 a.m. or after 8 p.m.
� Retention obligation: At least 7 years – must be produced immediately during inspections
� Collective agreement for property maintenance: Industry-specific minimum wages and supplement regulations require accurate time documentation as their basis

Particular liability relevance: In winter maintenance and safety obligations (lighting, snow clearance, gritting), digital time records with GPS location and timestamp are the only reliable proof that a service was performed – and when. In the event of a claim, this can make the difference between full liability and proof of proper performance.

Property Time Tracking: The Core of Facility Management

What the construction site is to the building trade, the property is to facility management. Every minute an employee spends in a building must be assigned to that property – for invoicing, cost calculation and proof of service.

With Jobilino, every clock-in is automatically assigned to the correct property – via a QR code at the entrance, an NFC tag in the stairwell or GPS geofencing around the building. The result:

� Proof of service per property: When was which employee in which building for how long – retrievable at the touch of a button
� Target-vs-actual comparison: Was the calculated effort realistic? Which properties cost more than planned?
� Client reports: Professional proof-of-service documents for property managers and owners' representatives – exportable directly from the app
� Seasonal analysis: How much additional effort arises in winter? How is the workload distributed across the year?

Winter Maintenance Records: Why a Digital Timestamp Saves Lives – and Prevents Liability

No other topic in facility management is more legally sensitive than winter maintenance. The obligation to clear and grit paths in Austria and Germany generally begins between 6:00 and 7:00 a.m. – depending on the municipality, federal state and contract terms. Those who fulfil their obligation must be able to prove it.

A handwritten entry in the property maintenance log is often not sufficient in the event of a claim. What counts:

� Digital timestamp: At what exact time did the employee begin clearing?
� GPS location record: Was the employee actually on site – and not only an hour later?
� Photo documentation: The cleared footpath, the gritted pavement – captured in the app with a timestamp and GPS

Jobilino enables all of this: timestamp, GPS, photo documentation and digital task confirmation – in the employee's native language, stored in an audit-proof manner.

Multilingualism in Facility Management: The Decisive Practical Factor

The proportion of employees with insufficient German language skills is particularly high in facility management and property maintenance. Romanian, Polish, Serbian, Croatian, Turkish, Hungarian, Slovak – these are the languages in which your employees think and communicate.

An app that only works in German is operated incorrectly, leads to booking errors and increases staff turnover. Jobilino shows every employee everything in their native language – interface, task lists, properties, notifications and forms.

The practical benefit: new employees are immediately able to act independently without any induction. No misunderstandings, no booking errors, no frustration on the first day of work.

NFC and QR Code: The Simplest Recording Method for Property Maintenance

In facility management, the simplest method is often the best: NFC tags or QR codes in the stairwell, at the main entrance or in the utility room.

� NFC tag: The employee briefly holds their smartphone to it – clocked in within under 2 seconds. Tamper-proof, as physical presence is required.
� QR code: Laminated and waterproof, works even with older smartphones. Scan = clock-in + property assignment in a single step.
� Both work offline: Saved locally, synchronised automatically – even in the basement or plant room without a signal.

Jobilino for Facility Management & Property Maintenance: What the App Delivers in Practice

� Property time tracking: Every clock-in automatically assigned to the correct building or job
� QR, NFC and GPS: Three recording methods – freely combinable depending on the property and device
� Winter maintenance records: Timestamp, GPS and photo in one – audit-proof and exportable
� Multilingual: Romanian, Polish, Slovak, Hungarian, Croatian, Serbian, Turkish, German, English
� Photo documentation: Employees document services rendered directly via in-app photos with timestamp and GPS
� Client reports: Professional proof-of-service documents per property – as a PDF sent directly to the property manager or owners' representative
� Offline mode: Basements, plant rooms, underground car parks – no signal, no problem
� Payroll export: Direct export to BMD, DATEV and other payroll systems – collective-agreement supplements for early and night shifts automatically included
� Up and running in under a day: No IT project, no training – employees are ready to go immediately with a single link

Conclusion: In Facility Management, Digital Time Tracking Means Professionalism and Legal Protection in Equal Measure

Anyone still working with paper and WhatsApp in facility management and property maintenance has no reliable answers to the most important questions: Who was where, and when? Was the service performed? Can it be proven?

Digital time tracking with property assignment, GPS verification, photo documentation and multilingual support gives you these answers – automatically, every day, in an audit-proof manner. It protects you from liability claims, strengthens your position with clients and makes your cost calculations reliable.

Try Jobilino now for free – designed specifically for facility management companies and property maintenance businesses. No credit card, no commitment, ready to use immediately.

Time Tracking in Facility Management & Property Maintenance: The Best Solution for Property Maintenance Companies