OnTrack O&MClient sign in

Start your O&M manual

Six quick steps. Drop in what you have and we'll take it from there.

Step 1 of 6

Tell us who you are

So we know who to send the quote to.

Which project is it for?

The name you use on site is fine.

About the building

Is the handover phased or across more than one building?For example, handed over in stages, or several blocks on one site.
Is it a higher-risk building under the Building Safety Act?18 metres or 7 storeys and over with at least two homes, or a hospital or care home. A yes here, or to the phased question, makes it a project quote, usually within 2 working days.
Is the project going for a BREEAM rating?BREEAM rates how sustainable a building is. If it's targeted, we add the building user guide and plan the first year of seasonal commissioning.
Is it a new build or a refurbishment?New buildings also need the energy performance certificate and the as-built Part L report in the manual.
Is it domestic or non-domestic?Domestic means homes, such as flats or houses. Offices, shops, schools and hospitals are non-domestic.
Instruct us 8 weeks or more before completion and you get 15% off.

Send us what you have

Drop it all in at once: whole folders work. Your project directory fills in your company list on the next step.

Drag files or folders here

Project directory, scope of works, brief or employer's requirements, specification, equipment schedules, drawings and any O&M documents you already have. PDF works best; a directory as Excel or CSV fills in your companies for you.

    Key documentsThese tick themselves as your files are checked.
    • Project directoryWho's who: every subcontractor and supplier with a contact and email. We fill in your company list from itNeeded
    • Scope of worksWhat your package covers, so we know what the manual must includeRecommended
    • Brief or employer's requirementsWhat the client asked for in the O&M manual and handoverRecommended
    • SpecificationThe mechanical and electrical specificationRecommended
    • Equipment schedulesPlant and equipment schedules, or an asset listRecommended
    • Drawing registerThe list of drawings and their revisionsHelpful

    Big uploads are fine, up to 2 GB a file. If your connection drops, add the same files again and they carry on where they stopped.

    Who is supplying documents?

    List every company supplying O&M documents and mark what each one needs. You only pay chasing for the companies you need us to chase.

    • All uploadedYou already have all their documents and upload them yourself. No chasing.£0
    • One or two documents missingYou have most of their documents. We chase just what's missing.£15
    • Need chasingWe chase them for everything the manual needs.£35

    Compile and check is £95 a manual plus £25 a company (from £195). Chasing is per company: £35 in full, £15 for one or two missing documents, nothing for all uploaded.

    CompanyWhat it needsContact nameEmailRemove
    Set every company to

    Paste rows straight from Excel: company, contact, email. We need an email for each company we chase, unless your project directory has it.

    Your price

    Your price locks when we confirm the document register. If we find a company you didn't list, or the register goes over 250 documents, we'll ask before going further.

    Anything extra?

    How should the manual look?

    We build the manual in your colours with your logo. Or keep it simple with our clean default.

    No logo yet Drop your logo herePNG, JPG or SVG. We use it exactly as supplied.
    Operation and maintenance manualYour projectCompiled by OnTrack O&M

    Cover preview

    How it's handed over

    Do you need separate mechanical and electrical manuals?One manual for each discipline, sharing the same introduction, as many bigger jobs ask for.
    Do you need an essential manual at practical completion?A short manual for day one: project information, the asset register, maintenance, emergency and isolation, and the certificates received so far. The full manual follows within 4 weeks of practical completion. Included free.
    Does the client have a file naming rule?Some clients and universities set a maximum length or a pattern for every file name in the electronic manual.
    Anything for the log book or health and safety file?All optional. If you ordered either add-on, what you give here goes straight in. Anything you don't have yet is listed as awaited.
    Designer's risk registerFor the health and safety file: the residual risks left in the design. PDF, Excel or CSV.
    No file yet

      Last bits, then send

      All optional.

      0
      Most clients order 2 copies

      Who runs the building after handover?

      The facilities manager gets the handover information and the reminders, and we lay out the asset data for their system.

      Aftercare£15 a month
      First month free from handover, then £15 a month or £150 a year.

      Your request

      Thanks, we've got it

      We've emailed you a copy. Here's what happens next:

      • 1We read your documents and build the list of everything the manual needs.
      • 2We confirm the document register and email your fixed price quote within 2 working days. Your price locks then.
      • 3Once you accept, we start chasing your supply chain. You can watch it all happen in your client area.