Building details and renewals

A site record can hold more than its address. MaintenanceOps can also track the property information facilities leaders often need to find quickly — ownership, lease dates, insurance renewal, contact information, square footage, and maintenance spend.

Start with the information that creates deadlines

If you do not have time to complete every property field, prioritize lease expiration, insurance renewal, primary contact, and square footage. Those are the fields most likely to drive action later.

Add the property details that matter

Open a site and select Edit.

Area	Useful fields
Ownership	Owned or Leased
Building size	Square footage for cost-per-square-foot reporting
Lease	Landlord/property manager, rent, start date, expiration date
Insurance	Carrier, policy number, renewal date
Site contact	Name, phone, and email

You do not have to complete every field. Start with the information that would be painful to hunt down during a renewal, emergency, or leadership request.

Set renewal warning windows

Lease and insurance sections include a Remind me before setting of 30, 90, or 180 days.

Warning window	A practical fit
30 days	Straightforward administrative renewal
90 days	Policy review, bidding, or moderate coordination
180 days	Lease negotiation or a renewal needing significant planning

MaintenanceOps can surface approaching and overdue dates on the Locations page, site detail page, and the Lease & insurance renewals dashboard block.

A reminder is the start date for action

Do not choose the reminder window based on when paperwork is due. Choose it based on when someone needs to begin reviewing, negotiating, bidding, or collecting documents.

Use the site as a property reference

The site detail page can bring together:

• address and map,
• work orders across the entire site tree,
• lease and insurance information,
• key contacts,
• and attached records such as leases, insurance documents, surveys, or other Library files.

Keeping these records attached to the site makes them easier to find than relying on an individual’s inbox or an unclear shared-folder structure.

Understand maintenance cost

The Maintenance cost section rolls up qualifying spend from work orders across the entire site tree. When square footage is available, MaintenanceOps can also show cost per square foot.

Use cost as a signal, not a verdict

A higher maintenance cost does not automatically mean a property is performing poorly. Use it to identify where to look deeper, then review the underlying work orders, assets, repeat failures, and capital needs.

A practical renewal review

When a renewal warning appears:

1. Confirm the current expiration or renewal date.
2. Open the supporting lease, policy, or contract documents.
3. Confirm the correct property contact.
4. Decide whether bids, negotiation, inspections, or leadership approval are needed.
5. Update the site record when the new agreement or policy is finalized.

Keep the record current

Review the site record when ownership or lease terms change, a new insurance policy is issued, the primary contact changes, square footage is corrected, or important supporting documents are replaced.

Next step

For the physical hierarchy that connects sites to buildings, rooms, requests, assets, and parts, see The location tree. Use Reports when you want to compare maintenance activity and cost across the operation.