Tracking Building Systems
What Are Building Systems?
Building systems are the major mechanical, structural, and infrastructure components that keep your property running — HVAC, plumbing, electrical, roofing, elevators, fire safety equipment, and more. Each system has a lifespan, requires regular maintenance, and will eventually need replacement.
Adding Systems to Nestingbird
Navigate to Maintenance in the sidebar, then select the Building Systems tab to manage your inventory. For each system, you can record:
- System type — HVAC, plumbing, roofing, elevator, fire safety, etc.
- Installation date — when the system was installed or last replaced.
- Expected lifespan — how long the system is expected to last.
- Service interval — how often the system needs routine maintenance (e.g., HVAC serviced every 6 months).
- Last service date — when the system was last maintained.
Emailing Inspection Reports
You can also populate your building systems records by emailing inspection reports to your account's Document Mailbox. Nestingbird will process the report and automatically identify referenced systems, making it easy to keep your inventory up to date without manual data entry.
Service Tracking
When a system is serviced, mark it as maintained in Nestingbird. This updates the service history and resets the countdown to the next scheduled maintenance. Over time, you'll build a complete maintenance record for every major system in your building — invaluable for warranty claims, insurance, and resale disclosures.
Maintenance Reminders
Enable maintenance reminders under Settings > Reminders to receive email notifications when a system's service interval is approaching. This proactive approach prevents small maintenance issues from becoming expensive emergency repairs.
Plan Requirement
Building systems tracking and document processing are available on all plans, including Basics. Maintenance reminders require the Insights plan or above. Including building systems in budgeting and financial planning requires Good Standing.