How to Automate FIELDBOSS

A route of elevator units is a book of maintenance contracts

An elevator contractor does not really sell repairs. It sells coverage on a list of units: one car in a walk-up, four in a hospital tower, a freight lift behind a loading dock, each on a monthly or quarterly visit and each written into a contract with a renewal date on it.

FIELDBOSS is where that list lives. It is field service management software for elevator and HVAC contractors, built on Microsoft cloud technology so the service side and the accounting side work off one record. Open a unit and you have the building, the contract, the visit frequency, the maintenance checklist, the history of every callback and every part fitted. Dispatchers work the day from it, technicians carry it on a phone into a machine room with no signal, and the owner reads the value of the contract book off it.

Every unit carries paperwork FIELDBOSS never issued

An elevator answers to a jurisdiction as well as to a contract, and the jurisdiction keeps its own copy of the unit. The operating certificate and the date it lapses. The annual and five-year test dates. Any violation an inspector wrote up on a visit nobody from your office attended.

Some of that arrives as a letter to the building owner, who forwards it a fortnight later, or does not. Most of it simply sits on a public register until somebody thinks to look. So one person in the office keeps a spreadsheet, opens the register a few units at a time and types across what they find. That same person is checking whether the controller board shipped, whether the modernisation quote sent in March was ever answered, and which contracts renew before the quarter closes. None of it is difficult. All of it is a morning, every week.

FIELDBOSS

Certificates that count down on their own Operating certificate and test expiry read off the jurisdiction's own register, set against the visit already booked for that unit.

Violations found the week they post A notice written up on a building you cover surfaces with the unit, the contact and the correction deadline attached.

Quotes and renewals that get chased Modernisation quotes sitting unanswered and contracts inside ninety days of renewal, listed before the customer starts shopping.

Maintenance Management builds the month before anyone opens it

The inside of that job FIELDBOSS handles well, and a contractor still raising preventive visits by hand is paying for something twice. Maintenance Management automates the recurring preventive work, creating the work orders and service activities so the month starts with the schedule already populated. Dispatch and Scheduling move them and notify the technician by SMS. Work Order Management, Estimating and Quoting and Invoicing carry a callback from the phone call through to the bill, and because it sits on Microsoft Dynamics 365 the reporting reads the same data the accounting does. There is even Safety Test and Violation Management, holding the test and violation history against the unit it belongs to.

Holding is the wall. Every one of those features acts on something a person in your office typed in first. The certificate that quietly expired last month, the violation logged on the register on Tuesday, the answer the building owner never sent: none of them reach FIELDBOSS until somebody signs in somewhere else and reads them off a screen.

The city's register turned into next month's schedule

Suppose the unit list could go and read the register itself. Certificate expiries pulled off the jurisdiction's own page and set against the visit already on the calendar, so the test gets booked in the same week rather than a month after the lapse. A violation posted against one of your buildings on Tuesday morning surfacing Tuesday afternoon, with the unit, the building contact and the correction deadline beside it. Category 1 and Category 5 test dates counted down per unit and against the schedule they have to fit inside.

The commercial half works the same way. A modernisation quote three weeks unanswered, flagged with what it was worth and who to ring. Contracts inside ninety days of renewal, listed before the property manager starts taking other calls. The controller or door operator on back order, checked on the supplier's account so a technician is not sent to a job the part has not arrived for. None of that needs judgement. It needs somebody to open six websites in the right order, every morning, without ever getting bored of it.

Reading a register is not a service manager's job

The office is not short of logins. It is short of the hour it would take to use them, on a morning when three cars are down and the phone has not stopped. WebRun is an AI agent that drives a real Chrome browser, signed in as you, on a schedule you set. It opens the elevator register, the supplier's order page or the quote thread, reads what is on screen and puts it back against the unit in FIELDBOSS.

Because it works the browser rather than an API, a state portal built two decades ago is just another page. Anything that changes a record or reaches a customer is drafted and held for a person to release, so the notice that goes out still has a human behind it. The cards below are where elevator and HVAC contractors usually start.