What is Civic.ly?

Civic.ly is asset management software built specifically for parish, town, and community councils in the UK. It helps you keep track of everything your council owns and maintains — from park benches and play equipment to buildings and footpaths — all in one place.

The Problem Civic.ly Solves

Most councils manage their assets using a mix of spreadsheets, paper lists, and local knowledge. This makes it hard to know exactly what you have, where it is, what condition it is in, and whether inspections are up to date. When someone retires or moves on, that knowledge often goes with them.

Civic.ly replaces all of that with a single system that your whole team can access — from the office or out in the field.

How It Works

Civic.ly has two parts that work together:

The web app is what you use on a computer or tablet in the office. It gives you the full picture — your dashboard, asset register, interactive map, reports, and all the management tools for inspections, jobs, and scheduling.

The mobile app is what your grounds staff and inspectors use on their phones out in the field. It shows their task list for the day, lets them complete inspections, report defects, and add new assets simply by taking photos.

Everything syncs automatically between the two. When a grounds team member completes an inspection on their phone, it appears in the web app straight away.

What You Can Do with Civic.ly

Build your asset register using photos and AI

Walk around your town or village with your phone, photograph your assets, and Civic.ly does the rest. It uses the photo's GPS location to map the asset automatically, and AI analyses the image to classifies the asset type, description, and condition. No typing long descriptions in the rain. You can review and make any changes later in the mobile app or web app.

Civic.ly's data model covers over 700 asset types across six main categories and 45 sub categories, so whether it is a slide in a playground, a war memorial, a streetlight, or a fire extinguisher, there is a place for it.

Regulations assigned automatically

When Civic.ly classifies an asset, it also checks whether that asset type has any regulations or standards associated with it. If it does, those regulations are automatically assigned to the asset record. For example, a playground swing might be assigned BS EN 1176 (playground equipment safety) and PuWER (Provision and Use of Work Equipment Regulations), while a water feature might be assigned HSG 274 (legionella control). This means you do not have to look up which standards apply — Civic.ly handles it for you, so your inspections and compliance records are linked to the right regulations from the start.

See everything on a map

Every asset and area is plotted on an interactive map. You can switch between street maps, satellite imagery, and Ordnance Survey layers. Draw areas for your parks, playing fields, and building footprints, and see which individual assets sit within them.

Inspect with pre-built checklists

Civic.ly comes with ready-made inspection checklists for dozens of asset types — playgrounds, sports facilities, paths, cemeteries, water features, and many more. Assign an inspection, and your team completes it on their phone using a simple checklist. If something fails, they can raise a defect on the spot, take a photo, and even draw on it to highlight the issue.

Track defects and create jobs

When a problem is found, it becomes a defect with a photo, location, and description. You can then create a job to fix it — assign it to someone, set a due date, and track it through to completion. The full history is recorded for audit and insurance purposes.

Schedule recurring tasks

Set inspections, jobs, and routines to repeat automatically — daily, weekly, monthly, quarterly, or at any interval. You can schedule tasks for specific days or seasonally (for example, grass cutting between April and October). Your team gets notified when something is due.

Group tasks into routines

Bundle related inspections and jobs into a routine — like a weekly playground round or a monthly grounds check. Order the tasks to create a logical walking route, and schedule the whole routine to recur.

Report and export

View real-time metrics on your dashboard, filter and search your asset register, and export data to CSV or PDF. The system tracks asset values, insurance figures, and condition ratings — useful for your Annual Governance and Accountability Return (AGAR) and for insurance renewals.

Who Uses Civic.ly?

Civic.ly is designed for five types of user:

• Office staff — clerks, administrators, and office managers use the web app to manage the asset register, set up schedules, review inspection results, and run reports. You do not need to be technical — the interface is designed to be simple and clear.

• Grounds and facilities staff — managers and team members use the mobile app day to day. They see their task list, complete inspections, report defects, and photograph new assets — all from their phone while out and about. Managers can also use the web app to plan schedules and review work.

• Contractors — external contractors you hire for specialist work can be given access to see their assigned jobs, complete tasks, and report back — without seeing your full asset register.

• Volunteers — community volunteers who help maintain local spaces can be given access to log their work and report issues, keeping everything in one system.

• Councillors — elected members can log in to see the dashboard, review asset condition, and check that maintenance is on track. It gives you oversight without needing to get into the detail.

Built for Councils

Civic.ly is not a generic asset tool adapted for councils — it was built from the ground up for parish, town, and community councils. The data model, inspection checklists, compliance features, and terminology all reflect how councils actually work. The asset categories, from civic regalia to allotments to war memorials, are things only councils deal with.

Getting Started

The fastest way to see what Civic.ly can do is to try it yourself. Start with the Quick Start guide, which walks you through adding your first assets, running your first inspection, and seeing the full workflow from start to finish — all in about an hour.