Keep the practical details together
A working record for your villa.
Plan maintenance from the actual instructions, agree what happens while you are away and keep a clear handover record. Three simple workbooks, with one private save and download.
This tool does not send your entries to Sivana. Save on this device or download a backup before leaving. Keep passwords, alarm codes, bank details and other access credentials out of these records.
Your paper owner checklist
Enable JavaScript to add records, save your work, export it or print the completed workbook. You can also use these headings on paper:
- Maintenance: equipment, task, supporting instructions, actual interval, last completed date, next agreed date and responsible provider.
- Away from home: authorised contacts, agreed scope, visit arrangements, reporting and unresolved questions.
- Handover: documents, manuals, equipment, outstanding work, responsible person, target date and evidence received.
Keep the evidence with the plan.
After a service visit, record what was actually done and the relevant invoice, work sheet or photograph reference. Before an absence, confirm that each person understands their role and how to reach you. At handover, leave an outstanding item open until the agreed action and evidence have been considered.
Keep a backup when you make an important change. Browser storage belongs to this browser and can be cleared by device or privacy settings; it is not a shared owner portal. A downloaded JSON backup can be imported on another device, and the CSV or print view keeps field labels beside the entries.
This is an original planning framework for owner-entered records. It sets no maintenance intervals, insurance conditions, warranty periods or professional findings. The supporting sources for each record are the documents and agreements you identify. Read sources, methods and corrections.