Vulken FM

Vulken FM is a London-based facilities management company delivering ventilation hygiene, fire damper testing, compliance inspections, and asset lifecycle services across complex environments. With over 30 years of combined industry experience and a strong focus on compliance-led operations, Vulken required a structured internal system to standardise inspections, improve reporting clarity, and support scalable asset management. We designed and developed a bespoke mobile inspection app and web-based admin platform tailored to their operational workflow.

Client feedback

"H-Studio translated our operational complexity into a clean digital system we can scale."

Kenny Jones - Vulken FM

The Challenge

Vulken's field engineers conduct structured inspections across multiple buildings and asset types, including: • Air Handling Units (AHU) • Fire Dampers • Ventilation systems • Hygiene compliance checks • Condition surveys

The key requirements:

Fast, engineer-friendly mobile workflow
Clear component-based inspection logic (airflow order)
Photo-heavy documentation
Compliance-aligned reporting
Multi-site and multi-tenant structure
Exportable, client-ready reports
Minimal friction during on-site inspections

The platform had to be robust enough for long-term use and scalable for additional asset types.

Solution Architecture

We developed a two-part system:

1. Mobile Inspection App (iOS – React Native)

An internal-use inspection application designed for speed and clarity on site.

Multi-tenant login & organisation selection
Site & building management
Asset type selection (AHU Phase 1)
Asset creation & editing
Structured survey flow
Photo capture & linking (asset, component, question level)
Status completion & engineer signature
Auto-save functionality

The survey structure follows a logical engineering sequence. For AHUs, the component sequence is recorded in airflow order, including: • Intake / Damper • Filter • CHW Coil • LTHW Coil • Supply Fan • Optional extract fan / controls Each component captures: • Operational status (Operational / Faulty / Not operational) • Comments • Supporting photographs The form structure aligns with real inspection requirements, including: • Asset identification • Component breakdown • Testing & checks • Flow rate measurements • BMS connectivity • Access & maintenance conditions • Ductwork overview • Completion & sign-off The app is built around minimal clicks and clear navigation for field engineers.

2. Web Admin Panel

A browser-based administrative system for operational oversight.

Organisation & project selection
Sites / buildings CRUD management
Asset management & filtering
CSV import options
Dynamic forms & question builder
Form versioning control
User & role management (Engineer / Admin)
PDF & CSV export
Report templates & branding
Media library
Audit log (advanced phase)
Object-level permissions (advanced phase)
Integration-ready architecture

The admin panel provides full operational control, allowing managers to configure inspection forms, manage assets, and generate client-ready reports. The system supports multi-tenant operations with role-based access control.

Reporting & Compliance

The platform generates: • Asset-level PDF reports • Client-branded outputs • Embedded photos with comments • Colour-coded status indicators • Structured CSV exports per building or portfolio

This enables Vulken to deliver: • Transparent inspection records • Clear documentation trails • Structured compliance reporting • Consistent inspection methodology The system design reflects Vulken's compliance-led approach aligned with relevant industry standards such as BS 9999-2017 and DW145.

Scale & Performance Considerations

The system was designed to support: • Approximately 1,000+ assets • Heavy media usage • Multiple engineers • Expandable asset types (future phases) • Offline-ready extension (optional phase) • Integration pathways (BMS / sensor data — future phase)

Design Principles

The platform was built around: • Engineer-first UX • Structured inspection logic • Component-based data modelling • Scalable architecture • Clean reporting output • Long-term maintainability

No unnecessary complexity. No bloated workflows. No spreadsheet chaos.

Outcome

The result is a structured inspection and asset management platform that: • Standardises field inspections • Reduces ambiguity in reporting • Improves documentation quality • Supports compliance-driven workflows • Provides operational visibility across buildings and assets

The system is designed to evolve alongside Vulken FM's services, including ventilation hygiene, fire damper testing, and asset lifecycle management.

This case study describes a custom-built internal platform developed for Vulken FM. All information is presented for illustrative purposes and does not imply official endorsement beyond the described project scope. Logos, client references, or third-party names are not used without explicit permission.