EstatesBase holds an education estate as one working record. The nine capability areas below are views onto that record, not separate products: the task a site manager completes in the first area is the same record the board reads in the sixth. The areas are presented in the order the work happens: task completion first, the strategic surfaces built on it second, set-up last.
Every statutory obligation is held as a scheduled task with a named owner, a due date, and a risk rating. Completing the work builds the evidence record as it happens, and a requirement-level register shows the position for every site against every requirement. Curriculum and departmental obligations run on the same engine as estates obligations.
Risk assessment, incident reporting, inspection, and safety workflow on one platform. Assessments run on a live five by five matrix; high and critical findings escalate automatically; anyone with a login can report an incident; and a published portal gives staff read access to approved risk assessments without giving them the system.
The asset base, its condition, its whole lifecycle and the work done on it, held together on one record. Each asset carries its identity and its history: a QR tag, make, model and serial number, its location down to the room, the dates it was made, acquired and brought into service, its warranty and its documents, and its condition graded over time on the DfE A to D scale with a repair priority. A surveyor's condition report imports straight into the platform, the assets and their identified issues become live records, and the work, the budget and the evidence run from there. Planned maintenance and a reactive helpdesk run against the same record, and contractors are managed through an approved register and a pre-works gate that confirms risk assessments and method statements, insurance and asbestos checks before anyone starts on site.
Training, competency and clearance held as live records rather than certificates in a drawer. Staff competency is assessed at the four levels the Estate Management Competency Framework defines, Operative, Supervisor, Manager and Strategic, against its seven estate functions, the organisational capability position rolls up into a board summary, and DBS clearances gate site access assignments.
What the data says, and whether the data can be trusted. Performance and benchmarking run per site and across the portfolio; a maturity model calculated from live compliance data distinguishes the level an organisation declares from the level its evidence supports; annual return compilation assembles estate data for the DfE's return; and a tamper-evident audit trail makes record integrity a checkable property.
Who is accountable, what the board has approved, and what the evidence supports, on one surface. Board decisions are recorded as immutable sign-off events, and defined obligations the organisation has not met raise gaps that land on a single accountability register.
Energy, decarbonisation, and the estate's digital position held as working records, from the energy dashboard and decarbonisation register to participation in the DfE's National Education Nature Park programme.
Capital work and the money behind it. Projects run a lifecycle from inception to closed; multi-year budgets hold allocation against spend; whole life cost comparisons put repair against replace using HM Treasury Green Book net present value calculations.
Getting the whole organisation onto one record and keeping control of who can do what. The estate is held across organisation, cluster, site, building and spaces, with the levels you do not use kept out of sight, and tasks, assets and condition are mapped to that estate so the system matches how your organisation is actually structured. Access runs on the four competency levels the Estate Management Competency Framework defines (Operative, Supervisor, Manager and Strategic), so each person sees the sites they work on and the system at the level the framework describes them at. At set-up, a set of questions about your estate switches on the obligations that apply, before any asset is loaded.
The platform comes with intelligence built in where it genuinely helps. Intelligence runs through the platform as one consistent family, and every member of it works the same way: the system drafts, suggests, or flags; a named person reviews and decides; nothing stands until they do.
Draft with AI
Risk and safety management
The system drafts a risk assessment starting point; the assessor completes it and signs it off
AI Drafts
Insight and reporting
Documents assembled from the organisation's own platform data arrive as drafts; each does nothing until a responsible person accepts it, and plan or strategy drafts still require board approval afterwards
Board Narrative
Governance and board assurance
Each section of a board narrative is drafted from live data, edited, then attested per section; only approved sections export, with the approval recorded in the document footer
PPM Analysis
Asset, condition and maintenance
Drafted planned maintenance schedule recommendations, generated on request, against the CIBSE benchmark analysis
Portfolio Benchmarking
Insight and reporting
An interpretation of per-site performance against portfolio and sector reference data, generated on request
Energy Anomalies
Sustainability and net zero
Consumption deviations flagged by a weather and occupancy normalised detector, each with a plain language explanation and an acknowledge workflow
Intelligence Alerts
Insight and reporting
Cross-module signals flagged for human review; nothing is changed or closed automatically, and drafted content carries a marker
AI Assistant (beta)
Platform-wide
A conversational assistant for compliance questions, regulations, the organisation's own estate data, and best practice, with an explicit statement that AI may be inaccurate and compliance advice should be verified against legislation
Every AI surface carries an explicit review-before-use posture. Drafted content is labelled in the record, the label cannot be removed, and nothing stands until a named person has confirmed it. One posture across the whole family, applied by the product itself, not by policy. And for the organisation that wants none of it: EstatesBase works in full with the AI layer switched off.
Book a Consultation: see EstatesBase working, from a site team phone to the board view, and talk through how it would work in your organisation.
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