Expansive FM

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From regional gaps to one estate view

One FM view across 149 clubs, seven countries and counting

“It's definitely helped us maintain standards across the group.”

— Chris Statt, Head of Facilities Management

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expansive x David Lloyd

The Numbers

149

Clubs Live

9

Countries

More than 5000

Assets Managed

More than 200

Suppliers Connected

The Challenge

A growing international estate had outgrown a UK-only view

David Lloyd Leisure’s previous CAFM covered the UK, but it could not give FM leaders the same visibility across Europe. As the estate expanded, compliance and contractor management were split by geography. Club teams also needed a simpler way to raise work, because adoption should not require a training session every time.

We wanted to bring everything under one simple-to-use system, so anybody can ask us anything about compliance and we’d be able to give them the answers straight away.

Managing compliance across a growing estate was becoming harder

  • UK activity was visible, but European activity sat outside the same view.
  • Contractor management across Europe lacked central oversight.
  • Reporting relied on data exports and manual Excel work.
  • Logging jobs was more complicated than it needed to be for club teams.

Why Change Was Needed

To manage an international estate consistently, the FM team needed everyday work to be easier and management information to be more dependable.

FM Team

FM activity across the UK and Europe was fragmented across separate views.

SLA Doc

Job logging was too complicated for busy club teams.

Compliance

Compliance and contractor performance were difficult to track and act on.

What They Needed

Simplicity at club level, detailed enough for central FM

The replacement had to work for people raising a defect in a club and for leaders reporting performance to the executive team.

One estate view

A single system spanning the UK, Ireland, Germany, Spain, Belgium, the Netherlands and Italy, with consistent reporting and room to grow beyond today’s 149 live clubs.

Easy mobile reporting

Club teams needed to log defects quickly. FM leaders needed to review and approve work from a phone without waiting until the end of the day to open a laptop.

Compliance without blind spots

The team wanted internal experience checks and external planned visits in the same operational view, with failed documents held open until remedial work was complete.

Reporting leaders could use

Dashboards had to turn live activity into clear executive updates. The FM team also needed enough detail to manage contractor response and first-time fix performance, with planned work visible in the same view.

We had a clear view across the UK, but not one consistent view across Europe.

Live from June 2024, with change built into the rollout

David Lloyd Leisure implemented Expansive in June 2024. The move introduced new ways of handling areas such as cost codes and finance, so adoption was treated as a change project rather than a simple software swap.

The everyday interactions were deliberately kept easy. QR codes mounted on Perspex were placed in four key locations around each club, giving teams a visible route to raise defects. 

Role-specific dashboards helped the system fit different teams. Health and safety colleagues could see what mattered to them, while project teams were not asked to wade through irrelevant tiles. A small detail, perhaps. Also the sort of detail that decides whether a system gets used.

The Solution

One place for jobs, compliance, suppliers and costs.

Expansive now gives David Lloyd Leisure one operating view across 149 clubs. Club teams can raise work through simple QR codes, while the FM team manages compliance and contractor performance centrally. Costs and payment status stay connected to each job, so nothing disappears into an inbox halfway through.

 

A real example: from failed inspection to completed remedial actions

When a planned inspection identifies an issue, the team can raise a remedial work order directly from the original compliance job. The original finding remains visible whilst the work is being completed, giving the team a clear line from inspection to resolution.

Job Logging & Approvals


QR codes, automatic notifications and mobile approvals help jobs move faster from the outset.

Compliance & Documentation


Inspection findings can generate linked work orders that remain visible until remedial work is complete.

Contractor Performance


Insights reporting helps the team monitor completion rates and manage suppliers against their KPIs.

Cost & Payment Visibility


Costs, approval status and payment certificates can be tracked against each job from start to finish.

Results & Impact

The team can now show the work behind the member experience

52%

Faster completion of compliance and planned maintenance work across sites, with progress easier for the team to track.

212

Maintenance operatives contributing to work across sites, with their activity recorded and visible to the wider team.

10+

Maintenance colleagues earned Team Member of the Year recognition for work previously hard to evidence.

41%

Faster reactive work completion year on year, with jobs moving from reported fault to completed work more quickly.

the biggest surprise

When maintenance work became visible, so did the people doing it. 

The biggest shift was not a feature. It was how clearly the FM team could show the contribution of maintenance colleagues across the clubs. With 212 operatives and more than ten Team Member of the Year winners, work that once sat quietly in the background is now easier to evidence and recognise.

For a function that is often noticed only when something stops working, that matters.

If you operate in different territories, it's multilingual and works with different currencies. The support from expansive is great, and the team is flexible in helping us get what we need. 

— Chris Statt, Head of Facilities Management, David Lloyd

expansive global reach-2

More Than Just a System

What began as a need for one view across a growing international estate has changed how maintenance is seen inside David Lloyd.

With planned work and club activity now visible, the FM team can show what maintenance teams deliver, not only what happens when something goes wrong.

That evidence has helped justify further investment and brought wider recognition for the people looking after each club.

Ready to take control of your FM operation?

Ready to take control of your FM operation?

Platform Tour

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