Field Service Software for Landscaping Contractors, Grounds Maintenance Teams & Arboriculturists
Managing a landscaping or grounds maintenance business means coordinating multiple crews across multiple sites, tracking a fleet of vehicles and plant, proving compliance to clients, and keeping on top of a constant cycle of jobs — all without burying your team in paperwork.
pro-Forms® gives you one simple, UK-hosted platform to schedule every job, track every piece of equipment, and replace paper forms with digital records your crews can complete on-site — even without signal. Whether you run a grounds maintenance contract for a local authority, manage a commercial landscaping operation, or run a tree surgery team, pro-Forms® has the tools to reduce admin, protect compliance, and give clients the evidence they need.
Schedule Every Job, Round & Crew from One Dashboard
WORK MANAGER: Job Scheduling
Efficient job management built for landscaping and grounds teams on the move
From recurring weekly maintenance rounds to one-off landscaping projects and reactive call-outs, WORK MANAGER gives you complete visibility of every job, every crew and every site — in real time.
Stop chasing crews by phone, losing paper job sheets or relying on memory to track what’s been done. WORK MANAGER puts office and field teams on the same page, automatically.
WORK MANAGER for landscaping and grounds maintenance:
- Set up recurring maintenance rounds — daily, weekly, fortnightly, monthly or annual — and assign them to specific teams or operatives
- Schedule reactive and one-off jobs alongside your recurring work, without losing sight of either
- Assign optimised jobs using AI powered scheduling
- Send instant job notifications to field staff via the mobile app — no phone calls needed
- Capture job completion, times on-site and crew sign-off in real time
- Flag missed or incomplete visits automatically, giving you a clear audit trail for client reporting
- Generate detailed reports on job completion rates, crew productivity and contract performance
Mobile Forms
Go Paperless with Landscaping & Grounds Maintenance Mobile Forms
Replace paper risk assessments, site sign-off sheets and inspection records with digital forms your crews complete on their phone or tablet
Paper-based risk assessments, job sign-off sheets and inspection records create real problems for grounds maintenance and landscaping businesses — lost forms, illegible handwriting, compliance gaps and hours of admin re-entering data back at the office.
pro-Forms® Mobile Forms puts a fully digital, offline-capable form builder in the hands of every site operative. Build any form you need — no coding required — and deploy it instantly to your crews’ devices.
Common mobile form types for landscaping and grounds maintenance:
- Site-specific risk assessments and method statements
- Pre-start machinery and vehicle checks (mowers, chippers, strimmers, vehicles)
- Job sign-off forms with customer signature capture
- Before and after site photography, logged against the job record
- Arboricultural survey and tree inspection reports
- Near-miss and incident report forms
- Toolbox talk sign-off and acknowledgement sheets
- Pesticide/herbicide application records (COSHH compliance)
- Waste transfer documentation and disposal records
- Client satisfaction and handover forms
ENTERPRISE ASSET MANAGER
Track & Manage Your Vehicles, Machinery and Equipment
Maximise the uptime and lifespan of your plant, fleet and tools
Mowers, vehicles, trailers, chippers, hedge cutters, chainsaws and hand tools represent a significant capital investment for any landscaping or grounds maintenance business — yet most companies still rely on spreadsheets or notepads to track them. That means lost equipment, missed services, unexpected breakdowns, and failed compliance checks.
Enterprise Asset Manager gives you a single digital register for every asset you own or manage, with full service history, compliance status, location tracking and maintenance schedules — all accessible from any device.
Enterprise Asset Manager for landscaping and grounds businesses:
- Build a complete digital inventory of every vehicle, machine, trailer and tool
- Set planned maintenance schedules and receive automated alerts as service dates approach
- Record all service, repair and inspection activity against each asset
- Track asset location and allocation — know which crew has which equipment, on which site
- Log pre-use inspection results from Mobile Forms directly against the asset record
- QR code scanning for fast identification and inspection in the yard or on-site
- Track equipment compliance (e.g. LOLER thorough examinations, PAT testing, MOT/service dates)
- Support insurance and warranty claims with a complete, date-stamped service history
Digital Staff ID Cards — Employee Digital Profile App
Manage Operative Certifications & Prove Compliance on Site
Track chainsaw licences, first aid, PASMA, pesticide qualifications and more — all from the pro-Forms® mobile app
Landscaping and grounds maintenance businesses operate under strict H&S and certification requirements. Missing or expired certificates can mean operatives being turned away from site, lost contract opportunities or, worse, a serious incident with no documented safe system of work.
Staff Digital Profile keeps every operative’s certifications, training records and ID in one secure digital location — with automated expiry alerts so nothing lapses unnoticed.
Certifications and qualifications you can track with Staff Digital Profile:
- Chainsaw certificates (CS30, CS31, CS38, CS41 and others)
- Pesticide application certificates (PA1, PA2, PA6, PA6W)
- First aid at work (FAW, EFAW)
- PASMA mobile tower training
- IPAF / MEWPs operator certification
- Arboriculture qualifications (NPTC, City & Guilds)
- Driving licences and CSCS cards
- Safe use of brushcutters and clearing saws
Online Forms
Online Forms for Customer Enquiries, Quotes & Contracts
Capture new customer enquiries, quote requests and contract sign-ups directly on your website with pro-Forms® Online Forms. Branded, GDPR-compliant and fully configurable — no code required.
Use cases for landscaping businesses:
- Online quote request forms for residential and commercial clients
- Contract renewal and onboarding forms
- Customer satisfaction and service review forms
- New supplier or subcontractor registration forms
Why Landscaping & Grounds Businesses Choose pro-Forms®
One platform, not five
Job scheduling, equipment tracking, mobile forms and staff certifications in a single UK-hosted system — no stitching together of separate tools, no duplicate data entry.
Works offline in the field
The pro-Forms® mobile app works without internet connection — essential for crews on parks, rural estates and sites with poor mobile coverage. Data syncs automatically when signal returns.
Evidence for public sector and housing association clients
Timestamped, digitally signed records of every site visit, risk assessment and job completion — instantly available when clients request evidence or when contracts come up for renewal.
UK-hosted, GDPR-compliant
All data is hosted in the UK by ResourceTrack (UK) Ltd and has been since 2006 — giving you and your clients full confidence in data residency and GDPR compliance.
Fast to set up, easy to use
No lengthy implementation projects. pro-Forms® is designed for field service businesses, not enterprise IT departments — most customers are up and running within days.
Trusted by UK Construction Businesses Since 2006
ResourceTrack (UK) Ltd has been helping field service businesses digitalise their operations since 2006. Our software is used by contractors across the UK — from construction and fire & security to facilities management and grounds maintenance — to manage everything from a handful of field operatives to large multi-site workforces.
Just some of our landscaping & grounds management users…
Frequently Asked Questions:
Landscaping & Grounds Maintenance Software
What is landscaping field service management software?
It is a digital platform that connects office teams and field crews in real time — replacing paper job sheets, risk assessment forms and spreadsheet-based schedules with a mobile app and a central dashboard. Landscaping and grounds maintenance businesses use it to schedule recurring rounds and one-off jobs, track vehicles and plant, manage compliance records, and give clients evidenced reports of site visits.
Can pro-Forms® handle recurring grounds maintenance scheduling?
Yes. WORK MANAGER lets you build recurring job schedules — daily, weekly, fortnightly, monthly or annual — assign them to specific crews, and track completion in real time. Missed visits are flagged automatically, giving you a clear audit trail for client reporting and contract compliance.
How does pro-Forms® help with health and safety compliance in landscaping?
pro-Forms® Mobile Forms lets your crews complete site-specific risk assessments, method statements, near-miss reports and toolbox talk sign-off sheets on their phones or tablets — even without internet access in the field. Completed forms are stored centrally and available instantly for client or auditor requests.
Can pro-Forms® track staff certifications like chainsaw licences and first aid?
Yes. The Staff Digital Profile module holds each operative’s certifications, training records and ID documents — with automated alerts when certificates are due to expire. Staff can display their profile on-site from the pro-Forms® mobile app, so there is no need to carry physical paperwork.
Is pro-Forms® suitable for arboriculture and tree surgery businesses?
Yes. Tree surgery and arboriculture companies use pro-Forms® for mobile risk assessments and near-miss reports, chainsaw and climbing certificate tracking in Staff Digital Profile, project-based and reactive job scheduling in WORK MANAGER, and equipment tracking for chainsaws, chippers, stump grinders and vehicles.
Does pro-Forms® work offline in the field?
Yes. The pro-Forms® mobile app stores forms and job data on the device so your crews can work without an internet connection and sync automatically when signal is restored — important for grounds teams working across parks, estates and rural sites with patchy coverage.
Is pro-Forms® suitable for local authority and housing association grounds contracts?
Yes. pro-Forms® is used by contractors who manage public sector and housing association grounds contracts. The platform provides timestamped, evidenced records of site visits, digital risk assessments and job sign-off forms — supporting the audit trail increasingly required by public sector clients.