Grounds and landscaping
Grounds and landscaping management software for contractors
Grounds and landscaping management software from TurfOps, built in Cape Town, South Africa, for contractors that maintain estates, commercial grounds and construction sites under contract. Every site sits on one map as real geometry, and the fleet, fuel, staff, tickets and the chemical register required by Act 36 of 1947 are held against the site they belong to. Crews log work on a phone with a PIN. Each client sees their own site in a read-only portal.
Every site on one map, coloured by how it is doing
A landscaping contractor's work is spread across estates, office parks, retail grounds and build sites, and TurfOps puts all of them on one map. Each site is coloured by its state: green where all is well, amber where a licence is about to lapse or a handover is due, red where a job has run well over. Zoom in and the site boundary and its zones are drawn as real geometry, not a pin on a road. Zones can be drawn on the map or imported from a Google Earth KML file. Sites are typed as estate, commercial, construction site, golf course or practice facility, so each one carries the modules that fit it. Tickets, machines, readings and spray records are pinned to the zone they concern.
- See every site under contract on one portfolio map with a status colour
- Open a site to see its zones, the machines on it, open tickets and the staff allocated to it
- Draw the zones of a site on the map or import them from a KML file
- Type each site as estate, commercial, construction site or practice facility
Machines and fuel that move between sites
A contractor's mowers, tractors and bakkies move between sites all week, and the question is always where a machine is and who had it last. In TurfOps each machine sits at its current site with the person who signed for it. Moving a machine to another site or another division records its condition, hour meter, odometer and photos, and the receiving side accepts or disputes the handover. Hour meters go in as machines are used, so services come due on time. Vehicle and machine licences, discs and registrations are flagged weeks before they lapse. Fuel is logged where it moves: into a site tank, into a machine against a name, or as a tank reading, with the gap between the tank and the logs flagged. The monthly fuel return exports to Excel or PDF.
- Sign a machine across between sites or divisions, with photos and meters
- Keep vehicle and machine licences and discs grouped by expiry
- Log a fuel fill in the field, or photograph the slip and let TurfOps read it
- Link vehicles to Cartrack tracking to see where they are and how far they went
Faults and tickets that always have an owner
Anything that goes wrong on a site is raised as a ticket from the field: a burst irrigation line, a broken mower, a bed that needs replanting. The crew member adds a title, a priority, a photo and a pin on the map, and links it to the site, the zone and the machine it concerns. Tickets sit on a board with the columns of your own workflow, from new to done, with an assignee and a due date, and an overdue ticket raises an alert. Comments and photos stay on the ticket. A site page shows its recurring issues, so the same leak is not fixed for the fifth time without anyone noticing. Nothing becomes nobody's problem.
- Raise a ticket with a photo, a pin and a priority from any phone
- Link each ticket to a site, a zone and a machine
- Move tickets across a board that follows your own workflow statuses
- See the recurring issues on each site
Act 36 compliance on grounds, not only on golf courses
Act 36 of 1947, the Fertilizers, Farm Feeds, Agricultural Remedies and Stock Remedies Act, does not care whether the ground being sprayed is a fairway or an office park verge. TurfOps keeps one chemical application register for every site on the contract. The contractor logs the product, the application type, the rate, the area and the zone against the site, each record carries who logged it from their sign in, and the weather for the day is captured automatically for the site's location. The register is searchable by product, site and date range and exports to PDF or CSV, so an inspection or a client's compliance request is a click rather than a search through notebooks.
- Record product, rate, area and zone against the site for each application
- See the weather at the time of spraying captured automatically
- Export the register per site and date range for an inspector or a client
- See who logged each application, taken from their sign in
Budgets, divisions and a client who can see the work
A grounds contract is won on price and kept on evidence. Budgets are held per site per fiscal year across labour, fuel, chemicals, equipment, water, irrigation and repairs, compared with actuals month by month and marked on track, at risk or over budget before month end. Staff are allocated across divisions and sites, and sign in with a six digit PIN on any phone, free and unlimited, with no signal needed. Several divisions, such as maintenance, landscaping and construction, can work on the same site under one organisation. Each client gets a read-only portal of their own site: the machines on it, the tickets raised and fixed, the readings taken and a monthly summary. The AI assistant you already use can be connected to your data and asked questions in plain words.
- Compare budget with actual per site, per category, per month
- Run maintenance, landscaping and construction divisions in one organisation
- Give each client a read-only portal of their own site
- Export every record in full at any time
Common questions
What is grounds maintenance software?
Grounds maintenance software is the system a grounds or landscaping contractor uses to record and plan the work on the sites it maintains: machines, fuel, staff, faults, spraying and budgets. TurfOps is one such system, built in South Africa for contractors running several sites at once. It holds every site on one map as real geometry and keeps the fleet, the tickets, the chemical register and the budget against the site the work was done on.
Is there landscaping management software built for South Africa?
Yes. TurfOps is built in Cape Town by TurfOps (Pty) Ltd and hosted for South African operations. The chemical register follows Act 36 of 1947, budgets are in rand, and the field app works with no signal. Mapping uses open geospatial data rather than a licensed basemap. Onboarding is assisted: your sites are mapped, your asset and chemical records migrated and your divisions configured before the crews start using it.
How does TurfOps compare with WhatsApp groups and spreadsheets?
A WhatsApp group is where a broken mower is mentioned once and then lost, and a spreadsheet is current only until the next site visit. In TurfOps the crew logs the fault, the fill or the spray where it happens, with a photo and a pin, and it lands against the right site and machine with an owner. The office never retypes it. The fuel return, the spray register and the client report are built from what the crew logged.
Does TurfOps work for commercial grounds maintenance as well as golf?
Yes. Sites are typed as estate, commercial, construction site, golf course or practice facility, and the modules that matter to a commercial contract, such as fleet, fuel, tickets, the Act 36 register, budgets and the client portal, work the same on an office park as on a course. Golf specific modules such as course walks and the tournament calendar are simply left switched off on sites that do not need them.
Can landscaping crews use it without email accounts or company phones?
Yes. Crew members sign in with a six digit PIN on any phone, with no email address and no password. The app keeps working with no signal and syncs when coverage returns. Field staff are free and unlimited, so every operator and driver can log work without changing the bill. Pricing is per site per month; current prices are on the pricing page.
Can several divisions or contractors work on the same estate?
Yes. One organisation can run several divisions, such as maintenance, landscaping and construction, and more than one division can serve the same estate. Machines are owned by a division and deployed to a site, and a formal handover moves them between divisions with a condition sign off. Each person sees the modules and sites their role allows, and the estate's owner sees one read-only portal of their site.