Standara builds a standards-mapped maintenance plan from your asset register. Each site has its own register, planner, callout log, documents and contractors, and everything you need for a site sits in the sidebar on the left. This guide follows that sidebar from top to bottom.
1. Create your account, or join a team
Go to standara.com.au/standara-subscriber, select Log In, then Sign up. Enter your email and a password and confirm your email to activate the account.
If your organisation already has a Standara account, ask the account owner to invite you. Open the invitation link, set a password and you join the existing account. You do not need a separate subscription.
Optional: turn on multi-factor authentication for added security on sign-in.
2. Create your first site
After logging in you land on your sites list. Select New Site. Standara walks you through four steps and opens the dashboard at the end.
- Site details. Site name, street address, a site contact and phone (optional), and notes such as access requirements or an after-hours contact. The name and address appear in the header of the planner and on every exported report.
- Select assets. Browse the disciplines (Fire & Life Safety, Mechanical & HVAC, Electrical, Hydraulic & Plumbing, Vertical Transport and more) and add the asset types present in the building. Use the search box if you are not sure which discipline an asset belongs to.
- Register. Review the register. Each asset carries its governing AS/NZS reference and its maintenance tasks. Remove anything the building does not have, then select Next, Build the planner.
- Planner. The 12-month planner is generated from the register. Select Finish setup, open the dashboard to save the site and open its dashboard.
On the Professional and Enterprise plans, New Site first asks what you are setting up: an operating building, or a construction or fit-out project. The construction path is described in section 12.
3. Find your way around
Once a site is open, the sidebar lists everything for that site: Dashboard, Register, Planner, Callouts, Documents, Contractors, Reports and Site settings. Sites in construction also show Commissioning. Select a section to open it. Where a section has more than one view, the tabs appear across the top of the page.
- Site switcher. The site name at the top of the sidebar opens a list of your other sites. All sites returns to the sites list.
- Badges. Register shows the asset count, Planner shows overdue items and Callouts shows open jobs.
- Collapse. The control at the bottom of the sidebar shrinks it to icons. The choice is remembered for the session.
- On a phone. The sidebar becomes a bar along the bottom of the screen with Dashboard, Planner, Callouts and Documents. More opens the remaining sections.
4. Dashboard
The dashboard is the site's front page. Three tabs: Overview, This month and By discipline.
- Overview shows the on-track percentage, tasks due so far this year, tasks completed, overdue items and year progress, then a Needs attention panel listing the most overdue tasks, anything carried over from a past year, and open callouts.
- This month lists what is scheduled for the current month and what has been done.
- By discipline shows scheduled, completed and overdue counts for each discipline, with the assigned contractor.
Edit site opens the site details. Download report generates the compliance report: choose Full Report or Summary Report from the menu beside the button.
5. Register
Two tabs: Register and Add assets.
Register lists every asset with its discipline, governing standard and task count. Search by asset, category or standard. Edit Tasks on an asset opens its task list, where you can change descriptions, frequencies, clause references and trade requirements. The change flows through to the planner.
Add assets is the library: browse by discipline, search by keyword, or Bulk-add from a paste. New assets pick up their standard references, tasks and frequencies automatically.
6. Planner
The planner is a 12-month grid, one row per task, grouped by discipline and asset. Two tabs: Calendar and List.
Working the calendar
- Click a scheduled cell to move that visit to a different month.
- Double-click a scheduled cell to mark it complete.
- Click a completed cell to revert it to scheduled.
- An overdue cell is a scheduled visit whose month has passed without being completed. Overdue items also appear on the dashboard and in the Planner badge.
Progress updates as you work. The List tab shows the same schedule as a table, which is easier on a phone and for checking a single discipline.
Years and carry-over
Year tabs above the grid run from the site's first year to next year. Each year holds its own completions. A visit left incomplete in a past year is carried over: it stays in the overdue count and in Needs attention until you either mark it complete or write it off. To write one off, open the past year, click the overdue cell and enter a short note explaining why it will not be done. The note is kept with the record, and a written-off cell can be reinstated later.
When the schedule starts
If the site has an Operations commenced date in Site settings, nothing is due before that date and each cycle is anchored to that month. A site handed over from construction gets this date from Practical Completion automatically.
Exports
Download report at the top of the planner produces the PDF: choose Full Report or Summary Report from the menu beside it. The Excel and CSV versions of the schedule are on the Reports page.
7. Callouts
Callouts are the reactive log, available on the Professional and Enterprise plans. Three tabs: Open, Closed and All.
Select Log Callout and record the date, priority (Routine, Urgent or Emergency), discipline, the asset, a description of the fault, the contractor, an estimated cost, the status (Open, In Progress or Closed), the invoice reference and notes. Each callout gets a work order reference. Close it out when the work is done; the cost and invoice stay with the record.
8. Documents
Documents are filed by discipline, with a Site drawings folder pinned at the top for architectural and services drawings. Drag files onto a folder or use Browse files. Discipline folders accept PDF, Word, JPG and PNG; the drawings folder also takes DWG and DXF. Service reports, certificates and photos filed here sit beside the tasks they close out, so the annual question is answered from one place.
9. Contractors
Two tabs: Assignments and Directory.
Assignments sets one contractor per discipline. The assignment appears on the planner, the scope of works and the compliance report.
Directory holds your contractors: company, contact, phone, email, website, discipline and service area, ABN and licence number, plus their public liability, professional indemnity and workers compensation cover with the certificate on file and its expiry date. Add your own or pick from the panel list. A contractor in the directory can be assigned to any of your sites.
10. Reports
- Planner exports. Download Excel or Download CSV for the full schedule: every task, frequency, contractor and month, for contractors and other systems.
- Compliance report. The full report is the complete planner for the site: every asset, task, frequency and governing reference with completion status for the year. The summary report is two to three pages for a board or committee: discipline status, completion to date, overdue items and open callouts. Both download as PDF.
- Scope of works (Professional and Enterprise) is the task list by discipline as a standalone document, for contractor tenders and audits.
11. Site settings
Site name, address, contact, phone, notes and the Operations commenced date. Select Save site details when you are done. Leaving the page through the sidebar also saves.
12. Construction projects and handover
On the Professional and Enterprise plans a site can start as a construction or fit-out project. It opens in the Commissioning section instead of the dashboard, with six tabs: Records, Register, Compliance, Handover, Defects and DLP.
- Records holds the project documents as they arrive: certificates, test reports, manuals and as-builts, flagged for review.
- Register is the commissioning register by discipline and system, with each stage signed and dated as it completes.
- Compliance tracks the statutory items that must be complete for occupation and handover.
- Handover lists the deliverables required at Practical Completion.
- Defects is the defects list, with status and sign-off.
- DLP issues Practical Completion. Set the PC date and the Defects Liability Period, choose which commissioned systems become assets in the register, and select Issue DLP. The site moves to operations, the planner starts from the PC date, open defects carry into the DLP register, and the commissioning history stays one click away from the dashboard.
13. Team
On the Professional and Enterprise plans, select Team on the sites list to invite colleagues and set their role: owner, member or viewer. Viewers can read every site and report but cannot change anything.
14. Saving, sync and security
- Your work saves automatically every 30 seconds and whenever you move between sections. There is no Save button to remember except in Site settings.
- Site data is stored in Standara's cloud in an Australian region and synced across your devices, so you can log in anywhere and continue.
- A working copy is cached in your browser for speed. Clearing your browser or switching devices never deletes your data; it reloads on your next login.
- All data is encrypted in transit and at rest. Sign-in uses industry-standard authentication, with optional multi-factor authentication.
- We treat your data as yours, and share it only with the service providers needed to run Standara, as set out in our Privacy Policy.
15. Need help?
Email info@standara.com.au and we reply within one business day.
Related
- How to build a facilities asset register: what to capture, how to classify it and how to keep it live.
- Planned preventative maintenance software: what PPM software has to do and how Standara does it.
You now have a site with a standards-mapped register, a planner you work month by month, and reports you can hand to an auditor, insurer or committee.