LeanSite Learning Hub

Getting Started: Understanding the FM Portal

The LeanSite FM Portal brings property records, work orders, assets, messages, schedules, analytics, payments, approvals and support into one workspace. Start…

Create a Dashboard

Create a dashboard when you need a saved view of selected operational measures. Start with a blank canvas or a LeanSite template, choose the widgets that…

Property Details: Using the Property Command Center

Property Details brings one property’s identity, budget, work orders, assets and vendor relationships into a single panel. Open it when you need to understand…

Create an Asset

Create an asset to give a property-level item its own ID, status, specifications and work history. Every asset belongs to one property. After it is saved, the…

Bulk Work Orders for Portfolio Campaigns

Use a bulk work order when one common job must be created across several properties. LeanSite uses one shared definition and creates an independent work order…

How to Add your first property

Adding a property creates the place where Leansite can organise work, budgets, service requests and property information. Complete the five-step setup in one…

4 min readRead guide

Notifications: What Triggers What

LeanSite sends notifications when a platform event requires awareness or action. Web users receive role-filtered notices through the bell in the FM Portal or…

4 min readRead guide

Payments

3 articles

Payments

Submit an Invoice and Track Payment as a Vendor

Submit an invoice only after the linked external work is eligible for invoicing and its completion evidence is recorded. Review the authorised amount, enter…

Payments

How to Pay Vendors On LeanSite

As a Facility Manager, you pay service providers for completed work through LeanSite. This guide takes you from the invoice arriving to the money reaching your…

5 min readRead guide

Payments

How to make Payments

As a Facility Manager, you pay service providers for completed work through LeanSite. This guide takes you from the invoice arriving to the money reaching your…

5 min readRead guide

Work Orders

5 articles

Respond to Marketplace or Direct Work as a Vendor

Open each new opportunity or assignment from its LeanSite notification, confirm the property, asset, scope, deadline and commercial terms, then respond through…

Create one marketplace work order

Create a marketplace work order to get competitive bids from external vendors. Define the scope, set response deadlines and publish the request for your…

Invite and Manage a Preferred Vendor

Add a preferred vendor from Settings > Vendors. Select the trade or service category, then choose a vendor from completed marketplace work or invite a new…

Create recurring preferred-vendor work orders

Create a recurring preferred-vendor work order for planned work that repeats on a predictable pattern, such as cleaning, inspection or maintenance. You set the…

Creating a Work Order: Internal Team vs. External Service Provider

Choose Internal Team when people employed or managed inside your organisation will complete the job. Choose External Service Provider when the work must go to…

FAQs

1 article

FAQs

How To Use The Activity Log

Learn how to use the Activity Log to track recorded actions and changes across work orders, payments, properties, and user activity. Find events, filter by…

Budgets and NTES

5 articles

Understand Budgets and Not-to-Exceed Limits

LeanSite uses property budgets to show how much money has been allocated, committed and spent at each property. A not-to-exceed limit, usually shown as NTE…

Transfer Funds Between Property Budgets

Use Transfer Budget to move an amount from the property you are viewing to another property. The transfer form records the destination, amount and reason, and…

Request and Review an NTE Increase

Raise an NTE increase when the authorised value of an external work order no longer covers the approved scope. The request stays linked to that work order and…

Increase a Property Budget

Use Adjust Budget on a property’s Info tab when its annual budget limit needs to change. LeanSite shows the current limit, asks for the revised limit and…

Budgets and NTEs Explained

How LeanSite keeps facility spend inside an approved number — what a budget is, what an NTE is, and the simple steps for setting both up.

7 min readRead guide

Internal Teams

2 articles

Internal Teams

Set Up an Internal Service Team

Create an internal service team from Settings > Team. Give the team a clear operational name, assign its trade and identify the Team Lead. A correctly…

Internal Teams

Invite Team Members to Your Organisation

Invite an organisation member from Settings > Organization. Enter the person’s email address, choose the role that matches their responsibilities and assign…

Service Requests

4 articles

Create and deploy QR codes for service requests

Create QR codes that link to mobile service-request forms at properties, areas or assets. Test and deploy codes to route submissions to the FM review queue.

How To Set Up Service Requests: Forms, QR Codes and Intake Rules

Set up service-request intake by creating a short form, linking it to the correct property context and generating a QR code for the place where people will…

Create and manage service-request templates

Build service-request templates to collect location, issue, urgency and photos from requesters. Route submissions to the FM queue for deliberate triage…

Manage a Service Request from Submission to Resolution

Every submitted service request requires a deliberate Facilities Manager decision. In the current FM Portal, submitted requests appear under Service Requests >…

Vera Ai

1 article

Vera Ai

How to Use Vera in Facilities Operations

Vera provides contextual guidance inside the FM Portal. Open Ask Vera, describe the task or point of confusion, and answer its clarification questions so it…

Support

1 article

Support

Get help and contact Leansite Support

Get help from LeanSite Support. Create a support ticket, describe your issue and track responses. Follow up on active and resolved requests through Help and…

1 min readRead guide

Analytics

2 articles

Analytics

Create, schedule, and trigger reports

Schedule a report when a team needs the same operational view at a regular time, and use a trigger alert when someone must act after a defined condition…

Analytics

Understand Operational Health

This guide explains the score, component formulas, bands, reporting periods, early-warning signals and location ranking shown on Analytics > Operational Health.