Tenant and Occupier Access to Building Information
Tenants and building occupiers regularly need information about the building they occupy: how the heating and cooling systems work, what to do in an emergency, who is responsible for what, and how to request services. Too often, this information sits with the building management team and is only available by phone or email, creating a bottleneck. PM Assist enables you to provide tenants with self-service access to relevant building documentation, reducing enquiries and improving the occupier experience.
The Tenant Information Challenge
Building occupiers have a legitimate and ongoing need for information about their building. New starters need to understand car parking arrangements and access procedures. Office managers need to know the operating hours for the HVAC system and how to report a maintenance issue. Fit-out contractors need building specifications and services information before starting work.
Traditionally, this information is communicated through a building user guide issued at lease commencement, supplemented by ad-hoc emails and conversations with the building management team. The user guide quickly goes out of date, tenants lose their copies, and the management office becomes the default source for every query.
This creates an unnecessary workload for building managers and a frustrating experience for tenants who want quick answers to straightforward questions. The information exists, it is just not accessible to the people who need it.
Self-Service Building Information Search
PM Assist allows you to create a searchable library of tenant-facing building documentation. Building user guides, emergency procedures, service charge information, fit-out guides, and operational policies can all be uploaded and made searchable. Tenants can then find answers to their own questions without needing to contact the management office.
The natural language search makes this accessible to non-technical users. A tenant can type "what are the office hours for air conditioning" or "how do I book the loading bay" and get a direct answer drawn from the relevant building document. There is no need to know which document contains the information or to navigate a complex folder structure.
For building managers, this self-service capability reduces the volume of routine enquiries, freeing up time for higher-value activities. It also ensures that tenants receive consistent and accurate information rather than relying on verbal responses that may vary depending on who answers the phone.
Managing What Tenants Can and Cannot See
Not all building documentation should be available to tenants. Detailed M&E schematics, security system specifications, and certain compliance records are operational documents that should remain with the building management team. PM Assist allows you to control which documents are shared with occupiers, maintaining appropriate boundaries while still providing a useful self-service facility.
Typical tenant-facing documents include building user guides, emergency action plans, fit-out specifications, waste management procedures, cycling and shower facility information, and service charge schedules. You can curate this library to include the documents most relevant to your tenants and add new materials over time.
- Share building user guides, emergency procedures, and operational policies
- Provide fit-out guides and building specification information
- Reduce routine enquiries to the building management office
- Control which documents are visible to tenants and which remain internal
Improving the Occupier Experience
Tenant satisfaction is closely linked to how easy it is to get things done in a building. When occupiers can quickly find the information they need, whether that is the out-of-hours security number, the loading bay booking procedure, or the building's environmental policy, they feel better served and more positive about the building.
For managing agents and landlords, providing self-service building information is a differentiator that enhances the tenant relationship. It demonstrates a professional and modern approach to building management, and it contributes to tenant retention by making the building easy and pleasant to occupy.
PM Assist provides this capability without requiring a bespoke tenant portal or expensive app development. The searchable document library can be made available through a simple link, accessible on any device, making it practical to deploy across buildings of any size.
Frequently asked questions
Give your tenants the information they need
Set up self-service building information search for your occupiers. Reduce enquiries, improve tenant satisfaction, and demonstrate a modern approach to building management.
- Upload and organise building documentation
- AI-powered search across all your manuals
- Source-cited answers for every query
- Team collaboration and access control
- No credit card required to start