Platform

One governed record for every building, its equipment and the work done on it.

The foundation under everything Harmelo shows you: what is installed, what was done, who did it, what evidence supports it and what is still missing, in a record that outlasts staff, contractor and ownership changes. Intelligence is what that record lets you decide.

Request a walkthrough What it shows you

Building record for Maple Court, a fictional building: tools for the building, equipment on record, signed service visits, contractors, information gaps and recent activity.

Identity and provenance

The building and each unit of equipment keep one continuing identity, and the history attaches to it.

Every building, and every boiler, rooftop unit, pump or water heater in it, carries a Harmelo identifier. Visits, documents, assessments, inspections, projects and follow-ups are attached to that identifier with their source, so the unit's story reads from installation to today, whoever did the work.

Building identifiers (HBIN) travel with the building's record through a sale or a custody transfer; a transfer never issues a new one.
Equipment identifiers (HMIN for mechanical, HEIN for energy systems) are reserved after a collision check and never reused, so a replacement unit starts its own history and the old one is retired with what replaced it.
Provenance on every fact: a signed visit, a document accepted in evidence review, an entry or import, or an engineering assessment, with who recorded it in Audit.
An internal identity system. These are Harmelo's own persistent record identifiers. They are not a government, land-title or other official registration, and they do not certify the equipment or the work.

The story of one boiler on its Harmelo record, for a fictional building: the gas permit and installation in 2002, two assessments, documented service, visits by two contractors, a pressure vessel inspection, an approved replacement project and an office follow-up. — Demonstration dataThe equipment lifecycle on one boiler's record. Built only from records already on file; it rates nothing and predicts nothing.

The building record

Everything the building has, and everything known about it.

Each building holds its equipment, documents, permits, engineering assessments, warranties, signed visits and what is still unknown. Every fact carries where it came from: a document, a signed technician observation, information entered or imported, or an engineering assessment.

Identity: buildings and equipment carry Harmelo identifiers that survive a change of contractor, software or owner. They are internal record identifiers, not an official registration.
Statement classes: a documented fact is shown differently from a planning assumption.
Honest gaps: missing information is listed as missing, never as a defect.

The problem: Nobody can say with confidence what is installed, or how they know.
What Harmelo does: Each building holds its equipment, documents and visits, every fact with its class and source, and missing information named.
The outcome: Decisions start from a documented record a board, an insurer or a buyer can read for themselves.

Equipment record for a boiler: service visits, last service, items still open, information gaps, what the record says and what is missing. — Demonstration dataAn equipment record: what the record says and what is missing.

How information enters

Four ways in, each with its source kept.

Signed visits from the fieldTechnicians file checklists, readings, photos, parts and findings at the equipment, signed by who did the work.

Documents and paperworkInvoices, manuals, warranties and permits are attached; the facts read from them wait in evidence review for a person to accept.

Engineering assessmentsA professional's findings are kept as the engineering baseline beside the equipment they describe.

Imports and entriesExisting lists and records come in through import or entry, and are marked as entered or imported rather than documented.

Equipment and service continuity

Keep service history with the equipment when contractors or staff change.

Every signed visit is filed against the unit it was done to, by the company and technician who did it. Repeat service and contractor changes show up across visits, so the next technician starts where the last one finished.

The problem: A new contractor diagnoses from scratch.
What Harmelo does: Signed visits stay with the unit across every company and technician.
The outcome: Fewer repeat diagnostics, and continuity that survives a contract change.

Demonstration dataOne unit's history across visits and technicians.

Evidence and information gaps

A person decides what changes the record.

Candidate facts read from signed visits and paperwork wait in evidence review until someone accepts or rejects them. Information gaps are counted per building and per kind, with the way each one is resolved.

The problem: Paperwork is read once and its facts are typed in by whoever is available.
What Harmelo does: Candidate facts from paperwork and visits wait in review; a person accepts or rejects each one.
The outcome: The record changes only on evidence someone stood behind.

Evidence review: candidate facts waiting for review, differences from the record, accepted and rejected, with each fact's source. — Demonstration dataEvidence review: candidate facts with their sources, decided by a person.

Information gaps for a fictional portfolio: warranty, building identifier, serial number and service history gaps, each with how it is resolved. — Demonstration dataInformation gaps, each with how it is resolved.

Field to office

Captured once, at the equipment.

The field app guides the technician through the checklist the property requires, with readings, photos, parts, findings and the sign-offs the template asks for. The office sees what each record still needs before it goes to the customer.

The problem: Field notes arrive incomplete and are retyped.
What Harmelo does: Required sign-offs come from the checklist template, and office completion shows what is missing.
The outcome: One visit produces a complete record and a customer summary.

Required sign-offs come from the governed checklist template, not from memory.
Office completion shows what is missing from each signed visit.
The customer summary is drawn from the same signed record.

Demonstration dataA signed visit, evidence review and office completion.

Permissions

The organization holding the record decides who reads and writes it.

People and rolesStaff are added with the access their role needs, and removed when they leave. Their recorded work stays on the building.

Contractors you authorizeA contractor works on the equipment you grant, and that access ends when you end it. It never carries over on its own.

Owner-controlled sharingWhat moves in a handover or appears in an evidence pack is the owner's decision, and private working notes stay private.

Audit historyWho filed, reviewed, shared or prepared what, and when, is recorded for every action.

Handover and continuity

When the building changes hands, the history goes with it.

Handover review shows what is known, what is missing and what will move, for a sale, a new manager or a new operator. Nothing is transferred without the owner's decision.

The problem: A sale or a new manager restarts the history.
What Harmelo does: Handover review shows what is known, what is missing and what will move.
The outcome: The next party starts from the record, and the owner decides what moves.

Handover review for Maple Court: what moves with the building, what is missing, and the custody statement. — Demonstration dataHandover review: what moves with the building and what is missing.

Then the authorized transfer moves the record.

Propose. The outgoing organization proposes the transfer to the receiving organization's transfer code, with a manifest of what moves and what stays.
Accept. The receiving organization accepts or declines. Only an organization with governed roles and permissions can accept a building into its custody.
Carry out. The receiving organization confirms, and the record moves with its service history, documents, permits, warranty cases, manuals, projects and assessments. Copies are made before anything is removed, and an interrupted transfer resumes where it stopped.
Access ends. The outgoing organization's access to the building ends. Both organizations' Audit records every step.

Working notes, other parties' confidential material and contractor access do not transfer. A home connected to an organization stays its owner's.

Custody transfer screen for a fictional organization: one building proposed to another organization, and one accepted from another organization and waiting to be carried out, with the confirmation step. — Demonstration dataCustody transfer: proposed, accepted, then carried out by the receiving organization.

Institutional outputs

Evidence outputs drawn from the same record.

Every statement carries its class: documented fact, technician observation, entered or imported, engineering assessment, planning assumption or not documented. Nothing is a certification, an inspection or a score.

Evidence pack for an insurance renewal, with its content digest and statement classes. — Demonstration dataEvidence pack: insurance renewal, lender review, financing, acquisition or due diligence.

Infrastructure Disclosure Report

A report on one building: systems and equipment on record, signed service history, technician findings, history from documents, replacements, the engineering baseline and what is not documented.

Evidence packs

Sections chosen for the purpose (insurance renewal, lender review, financing, acquisition or due diligence), with documented costs only where the reader's access includes them. Preparing a pack is recorded in the audit history.

Works alongside your CMMS and property-management system

It complements the systems that run the work. It does not duplicate them.

A CMMS is built around the work order: open it, assign it, close it. A property-management system is built around the lease and the ledger. Both are good at today's work, and both lose the asset's history when a contract, a vendor or the software changes. Harmelo is built around the asset and its evidence, so it holds what those systems were not designed to keep.

Keep using your CMMS forScheduling, dispatch, work orders, preventive maintenance calendars and parts.

Keep using your property system forLeases, tenants, rent, payables and owner statements.

Use Harmelo forBuilding and equipment identity, signed visit evidence, what is still missing, service history across contractors, the basis for capital plans, handover and custody transfer.

Existing equipment lists and service records come in through import and are marked as imported, not as documented. Harmelo has no public API or live connector to another named product today; connections are scoped with technology partners.

Next step

See the platform on buildings like yours.

A virtual walkthrough of the workspace, the field app and the evidence outputs, using demonstration data.

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