Maintenance Logs

Demo guide · Maintenance department

Dashboard

Demo Home · Maintenance department

Maintenance Logs demo guide

Everything the maintenance team records, what each check asks, and how it appears in Compliance. Follow the guide top to bottom for a full tour, or use the contents to jump to one check.

3

daily checks

5

weekly checks

12

monthly checks

▶ Watch the narrated demo (about 10 min)

Plus 2 quarterly, 3 annual or as-needed records, and repairs, leave, reminders, residents, contractors and shared documents.

Daily
Weekly
Monthly
Quarterly
Annual
As needed

Getting started

  1. 1

    Sign in

    Enter your username and your PIN. The Sign In button stays greyed out until every PIN digit is entered. Staff in other departments cannot open this area.

  2. 2

    Read any message from admin

    If admin has sent a broadcast, it opens first and must be acknowledged before you carry on. Reminders due today also pop up.

  3. 3

    Work down the dashboard

    The Maintenance dashboard lists every check as a container, daily at the top, then weekly, monthly, quarterly and annual, then records and tools.

  4. 4

    Log out when you finish

    Use the red Logout button at the top right.

At the top of the dashboard

  • Home name and today's date
  • Week chip: tap for all week numbers
  • Compliance button: see how up to date you are

Jump to check

The round button at the bottom left. Type a check name, or tap the microphone and say it, and the dashboard scrolls straight to it and flashes the container.

Reading the dashboard

Each check is a coloured tile. The colour tells you whether it is done for the current period.

Blue

Still to do this period. Tap it to start.

Amber

Started but not finished, for example water reading saved and electric pending.

Green

Done for this day, week, month or quarter. Tap to view or add more.

Daily checks reset each day, weekly checks each Monday, monthly checks on the 1st, and quarterly checks at the start of each quarter. A red badge on Repairs counts jobs still open.

Backdated entry notice. If a check is saved for an earlier date than today, an amber banner appears on the dashboard and a report goes to admin. This is automatic.

Daily checks

Done every working day. Compliance counts Monday to Friday.

DailyDashboard: Daily Journal

Daily Journal

A record of what maintenance did today. The first container on the dashboard.

How to do it

  1. Tap Add Today's Journal Entry.
  2. Enter your login time and logout time.
  3. Pick tasks from your Saved Scope of Works, or add a new task. Duplicate tasks are flagged so you can delete them.
  4. Write what was done in Content and attach up to 5 images if useful.
  5. Save. The container turns green and offers View or add another entry.
Good to know: You can add more than one entry in a day. Entries can be edited afterwards from the journal list.
DailyDashboard: Health & Safety Checks (Daily)

Health & Safety Checks

A walk-round of the main fire and safety points. One record per working day.

How to do it

  1. Tap Complete HSE Checks.
  2. Tick each item that is satisfactory.
  3. Add a comment if anything is wrong (optional).
  4. Tick the agreement that the records are true and correct, then submit.

What you will be asked

  • ✓Fire exits free from obstructions
  • ✓Stairwells free from obstructions
  • ✓Fire alarm panel
  • ✓Fire exit doors
  • ✓Escape routes
  • ✓Safety signs
  • ✓Main entrance
  • ✓Substations locked
Watch out: If you leave an item unticked the form warns you with Incomplete Checks. Tick it only once it has actually been checked, and report any fault under Repairs.
DailyDashboard: External Area Checks (Daily)

External Area Checks

A short daily check of the outside of the building.

How to do it

  1. Tap Complete External Checks.
  2. Tick each item that is satisfactory.
  3. Add a comment if needed, agree and submit.

What you will be asked

  • ✓Bin store condition
  • ✓Battery storage unit
  • ✓Walkways clear

Weekly checks

One record per week. Weeks run Monday to Sunday.

WeeklyDashboard: Fire Alarm Tests (Weekly)

Fire Alarm Test

The weekly test of the fire alarm system, recorded against the break glass unit you tested.

How to do it

  1. Tap Complete Fire Alarm Test.
  2. Answer every Yes / No question after testing.
  3. Enter the break glass unit number you operated (required).
  4. Add comments, agree and submit.

What you will be asked

  • ✓Fire control panel: indicators operational and showing correct locations
  • ✓Fire alarm sounders
  • ✓Green screamers
  • ✓Break glass unit operates correctly
  • ✓Fire doors, keypads and locks release on alarm
  • ✓Fire extinguishers
  • ✓Lift returns to ground floor
Watch out: The form will not submit until all seven questions are answered and a unit number is entered.
WeeklyDashboard: Magnetic Lock Checks (Weekly)

Magnetic Lock Checks

Confirms that all magnetic door locks and door release systems released properly.

How to do it

  1. Tap Complete Magnetic Lock Check.
  2. Tick All Magnetic Door Locks Checked.
  3. Record any issues in the comments, agree and submit.
Good to know: If a record already exists for the week, opening the check edits that record rather than creating a second one.
WeeklyDashboard: Room Flushing (Weekly)

Room Flushing

Weekly flushing of water outlets in every room, occupied or vacant.

How to do it

  1. Tap Complete Room Flushing.
  2. Tick All Rooms Flushed (Vacant & Occupied) once every room has been done.
  3. Add a comment if needed. Changes save automatically.
Good to know: Because it auto-saves you can leave the page, do other work, and come back to finish the same week's record.
WeeklyDashboard: Fire Grab Bag Audit (Weekly)

Fire Grab Bag Audit

An item-by-item audit of the fire grab bags.

How to do it

  1. Tap Complete Fire Bag Audit.
  2. For every item enter the quantity found against the expected quantity.
  3. Tick Present, and tick Faulty / Damaged or Operates Correctly where they apply.
  4. Record any issues and who they were reported to.
  5. Enter the week number and the maintenance and manager sign-off.
Good to know: A progress counter at the top shows how many sections are complete. The submit button only enables when every section is done.
WeeklyDashboard: Lounge Furniture Leg Checks (Weekly)

Lounge Furniture Leg Check

Checks protective caps on chair and table legs in lounges and communal areas. Applies to furniture on hard standing only.

How to do it

  1. Tap Complete Furniture Leg Check.
  2. Tick All Table and Furniture Legs Checked.
  3. Enter the number of caps replaced.
  4. Tick Action Required if furniture needs repair, then add comments, agree and submit.

Monthly checks

One record per calendar month.

MonthlyDashboard: Calorifier Temperature Checks (Monthly)

Calorifier Temperature Check

Records hot water temperatures at the calorifier.

How to do it

  1. Tap Record Temperature Check.
  2. Enter the flow and return temperatures in °C.
  3. Add comments, agree and submit.
Good to know: Past records can be opened and corrected from the view list.
MonthlyDashboard: Emergency Lights Test - Including Loft (Monthly)

Emergency Lights Test

A monthly functional test of the emergency lighting, floor by floor. Loft emergency lighting is included.

How to do it

  1. Tap Complete Emergency Lights Test.
  2. Tick each floor or area once every light on it is working. Select All and Deselect All are provided.
  3. Tick Action Required if any light needs repair or replacement and describe it in the comments.
  4. Agree and submit.
MonthlyDashboard: Drain Inspection - Plastic Covers Only (Monthly)

Drain Inspection

Visual inspection of drains with plastic inspection covers.

How to do it

  1. Tap Complete Drain Inspection.
  2. Answer each question.
  3. Describe any issue in Notes / Issues Identified, agree and submit.

What you will be asked

  • ✓Drain clear and flowing?
  • ✓Debris removed?
  • ✓Gully / drain cover condition
  • ✓Cover / grate secure?
  • ✓Foul odour present?
  • ✓Water ponding / standing water?
MonthlyDashboard: Sprinkler System Pressure Check (Monthly)

Sprinkler System Pressure

Monthly pressure reading and inspection of the sprinkler system.

How to do it

  1. Tap Complete Sprinkler Pressure Check.
  2. Enter the pressure reading in bar.
  3. Confirm the checklist items. Untick any that are not satisfactory.
  4. Describe any issue and the action taken, then submit.

What you will be asked

  • ✓Pressure OK
  • ✓Control valve OK
  • ✓Sprinkler heads OK
  • ✓Water supply OK
Good to know: Once the month is done the container shows Check Already Completed.
MonthlyDashboard: Wheelchair Checks (Monthly)

Wheelchair Checks

A register of the home's wheelchairs and a monthly safety check on each.

How to do it

  1. Register Wheelchair once for each chair: number, last location and status (Available, In Use or Maintenance).
  2. Each month tap Perform Check and tick the wheelchairs you are inspecting. Chairs already checked this month show green.
  3. Answer the four safety questions for each chair, confirm its current location, then agree and submit.
  4. View Check Records shows the history.

What you will be asked

  • ✓Brakes working and holding securely?
  • ✓Wheels in good condition with proper tread?
  • ✓Seat in good condition, no tears or damage?
  • ✓Footrests secure and functioning?
Watch out: Checks cannot be done until at least one wheelchair is registered.
MonthlyDashboard: Meter Readings (Monthly)

Meter Readings

A water reading and an electric reading, each with a photo of the meter.

How to do it

  1. Step 1: enter the reading date, the water reading and a photo of the water meter. Save.
  2. The container turns amber: Water Reading Saved – Electric Pending.
  3. Step 2: enter the electric reading and a photo. Save.
  4. The container turns green when both are in.
Good to know: Photos are taken from the camera or chosen from the gallery. HEIC photos from iPhones are converted automatically.
MonthlyDashboard: Extractor Fan Cleaning (Monthly)

Extractor Fan Cleaning

Monthly cleaning record for the extractor fan units.

How to do it

  1. Tap Complete Extractor Fan Cleaning Check.
  2. For each of the 10 units record whether it was cleaned, with notes if needed.
  3. Add general comments and save.
Good to know: The container shows how many fans are cleaned. It only turns green when all 10 units have a recorded outcome.
MonthlyDashboard: Bedroom Inspections (Monthly)

Bedroom Inspections

A monthly inspection of every bedroom. Rooms are grouped by floor to match the home's layout, and the resident's name is shown where the room is occupied.

How to do it

  1. Open the Bedroom Inspections container and tap a bedroom number.
  2. Answer the room, door, window, bed and electrical questions.
  3. Answer the airflow mattress question. It is informational: "No" is not an issue. If "Yes", enter the mattress and pump serial numbers.
  4. Answer the ensuite questions and record the water temperatures.
  5. Agree and submit. The bedroom button changes colour so you can see what is left.

What you will be asked

  • ✓Door closes ok and closes on alarm activation
  • ✓Door free from damage, intumescent strip in place
  • ✓Drop down seal works
  • ✓Nurse call point works
  • ✓Windows free from damage, restrictor in place and working
  • ✓Fixtures and fittings in good condition
  • ✓Electrical outlets free from damage and working
  • ✓Profile bed works; bed rails present and in good condition
  • ✓Ensuite: condition, outlets, extractor fan, toilet flush and seat, door
  • ✓Water temperatures
Good to know: The Airflow Mattresses list shows every bedroom that has an airflow mattress and pump recorded.
MonthlyDashboard: Other Rooms Inspections (Monthly)

Other Rooms Inspections

Monthly inspections for rooms that are not bedrooms: lounges, dining rooms, sluices and so on.

How to do it

  1. Open the Other Rooms Inspections container and choose the room from the list.
  2. Check the room name and location.
  3. Answer the general inspection questions and the water facility questions (hot and cold temperatures, toilet flush).
  4. Add comments, agree and submit.

What you will be asked

  • ✓Door closes ok and free from damage
  • ✓Window restrictors work
  • ✓Drop down seal works
  • ✓Fixtures, fittings and decor
  • ✓Electrical outlets
  • ✓Extractor fan working and clean
  • ✓Nurse call point works
  • ✓Furniture free from damage
Good to know: Which questions appear depends on the room template set up for your home.
MonthlyDashboard: Sentinel Check (Monthly)

Sentinel Check

Monthly hot and cold temperature checks at three sentinel outlets.

How to do it

  1. Tap Complete Sentinel Check.
  2. Enter the inspection date.
  3. For Location 1, 2 and 3 enter the location name, hot temperature and cold temperature.
  4. Add comments, agree and submit.
MonthlyDashboard: Loft Check (Monthly)

Loft Check

Monthly inspection of the loft space.

How to do it

  1. Tap Complete Loft Check.
  2. Answer the two questions.
  3. Add comments, agree and submit.

What you will be asked

  • ✓Is the loft in good condition?
  • ✓Are all compartment doors in good condition and do they close ok?
MonthlyDashboard: Corridor Check (Monthly)

Corridor Check

Monthly inspection of the corridors.

How to do it

  1. Tap Complete Corridor Check.
  2. Review the existing corridor list for your home. You can edit names or add another corridor.
  3. Complete the check, add comments, agree and submit.

Quarterly checks

Once every three months: January–March, April–June, July–September, October–December.

QuarterlyDashboard: Essential Checks (Quarterly)

Essential Checks

A quarterly review of fire safety and housekeeping risks. The quarter (for example July, August, September) is shown on the form.

How to do it

  1. Tap Complete Essential Checks.
  2. Enter the date of inspection. The quarter is filled in for you and cannot be changed.
  3. Answer each of the twelve questions Yes (green) or No (red).
  4. Use the comments box only if there is an outstanding issue: say what is wrong and what is being done.
  5. Confirm the record is true and correct and submit.

What you will be asked

  • ✓Combustible control and system effectiveness
  • ✓Materials stored correctly
  • ✓Heaters guarded
  • ✓Waste and skips
  • ✓Flammable storage
  • ✓Electrical extension leads, flexes and repairs
  • ✓Furniture condition
  • ✓Escape routes
  • ✓Smoking area
QuarterlyDashboard: Showerhead Descaling (Quarterly)

Showerhead Descaling

Every bedroom showerhead descaled once per quarter. All 66 bedrooms are listed. It takes more than one visit, so progress saves automatically.

How to do it

  1. Tap Start Descaling Check.
  2. Tick each bedroom as you finish it. Every tick saves automatically and a progress bar shows how many are done.
  3. Leave whenever you need to. Next time the button says Continue and your earlier ticks are still there.
  4. The form will not submit until all 66 bedrooms are complete. Add comments if needed, agree and submit.
  5. View History shows earlier quarters.
Good to know: The quarter is worked out for you (for example Q4 2026), so you cannot pick the wrong one.

Annual & as needed

Recorded when they happen.

AnnualDashboard: PAT Testing (Annual)

PAT Testing

Portable appliance test record, one item at a time.

How to do it

  1. Tap Record PAT Test.
  2. Enter the test date. Next Test Due is calculated for you.
  3. Enter the tester name and the item details: asset number, location, type (Class 1, Class 2, Lead), fuse rating and who it belongs to (Home, Resident or Staff).
  4. Record the visual inspection and the test result, then submit.
As neededDashboard: Fire Drill

Fire Drill

A record of each fire drill, with the signed staff sheet attached.

How to do it

  1. Tap Record Fire Drill.
  2. Enter the date, area evacuated, start time, drill time and overall response time.
  3. Record who initiated it, who took part, and whether residents were involved.
  4. Enter problems identified and remedial action (type None if there were none).
  5. Download the Staff Sign-Off Sheet, get all staff to sign it, then upload it to the record.
Watch out: Type None in the problems and remedial action boxes. Leaving them empty counts as incomplete.
As neededDashboard: Fire Incident Report

Fire Incident Report

Only used when something has happened: an actual fire, smoke, a false alarm, and so on.

How to do it

  1. Tap Report Fire Incident.
  2. Enter the date, time and location, and choose the incident type.
  3. Record how it was discovered and by whom.
  4. Record the emergency response: did the fire service attend, and the evacuation time.
  5. Record injuries, damage and actions taken, then follow-up details.

What you will be asked

  • ✓Actual fire
  • ✓Smoke – no fire
  • ✓False alarm
  • ✓Malicious activation
  • ✓System malfunction
  • ✓Controlled burn
  • ✓Other

Repairs, leave & records

Not part of the compliance checks, but used every week.

As needed

Repairs

Report a fault the moment you find it.

  1. Report New Repair: enter a description with as much detail as possible. The date and your name are filled in.
  2. View All Repairs: filter by Pending, In Progress or Completed, or search. Update the status and add notes as work progresses.
  3. A red Pending badge and a blue In Progress badge on the container show how many are open.
  4. For life-threatening emergencies such as fire, gas or major flood, call 999 first.
As needed

Sick / Annual Leave

Explains days with no checks.

  1. Tap Record Sick / Annual Leave.
  2. Choose one day or a date range, add a note and save.
  3. Leave days then show as on leave in Compliance instead of looking like missed checks. Remove an entry if plans change.
As needed

Reminders

Recurring prompts for tasks that are not part of the standard checks.

  1. Create Reminder: title, description, start date and frequency. For weekly reminders choose the days.
  2. Reminders due today pop up when you sign in. Dismiss them once dealt with.
  3. View All Reminders lists everything set.
As needed

Residents

Room numbers and names, used in the bedroom inspections.

  1. Add Resident: choose the room and enter the name.
  2. View All Residents lists and edits them.
  3. Keeping this up to date means the bedroom inspection shows the right name and vacant rooms are right.
As needed

Fire Safety Equipment Locations

A register of where each piece of fire equipment is.

  1. Add Location: name the location.
  2. Tick what is there: extinguishers (with type), break glass call points, door releases, fire alarm sounders, emergency lights.
  3. Enter reference numbers separated by commas when a location has several units.
As needed

Service Management

Contractors and their servicing visits.

  1. Register Contractor: name, contact number and notes. They can be edited, made inactive or removed.
  2. Add Service: date, contractor, service type, details, and completion or follow-up notes.
  3. View Contractors and View Services show the records.
As needed

Shared Documents

A library shared with every home.

  1. Upload with a title, category, description and the file (max 10MB).
  2. Allowed: PDF, DOC, DOCX, XLS, XLSX, JPG, PNG, GIF, TXT, ZIP.
  3. Search or filter by category. Delete removes it for all homes, so check first.
As needed

First Aid

CPR, DR ABC and emergency procedures.

  1. Tap First Aid Guide for the step-by-step reference.
  2. In an emergency, call 999 immediately.

Compliance & All Logs

Two ways to see how up to date the home is.

Compliance

  • Open from the blue Compliance button at the top of the dashboard.
  • Choose the year. Summary cards show daily checks, weeks, months and quarters compliant.
  • Daily checks count Monday to Friday only. Weekly checks count one record per week.
  • Days you recorded as leave show as on leave.
  • Monthly, quarterly, Essential Checks and Showerhead Descaling each have their own table.

All Maintenance Logs

  • Under Quick Access on the dashboard.
  • Every record in one place, filtered by year, month and frequency (daily, weekly, monthly, quarterly).
  • Each log shows a status: Up to date Due soon Overdue
  • Tap a log to open its records.

Rules to remember

Check it, then record it

Only tick what you have physically checked. Every form ends with an agreement that the records are true and correct.

Logged for today

Checks are dated today. If you were away, record Leave.

Faults go to Repairs

A comment on a check is not a repair request. Raise it under Repairs so it is tracked.

Emergencies

Fire, gas leak, major flood or injury: call 999 first, record afterwards.

Questions

I was off sick. How do I stop the gap looking like missed checks?+

Record it under Sick / Annual Leave. Those days show as on leave in Compliance. Do not enter a check for a day you were not there.

Can I enter a check for yesterday?+

Checks are always logged for today. If a record is submitted with an earlier date, the app logs it as a backdated entry, shows an amber notice on your dashboard, and sends a report to admin. Use Leave for days you were away.

The form says "Incomplete". What is missing?+

Every question needs an answer, and the agreement tick is required. Scroll up: unanswered items are the ones still unticked or empty.

I started a check and left. Is it saved?+

Room Flushing, Showerhead Descaling and the Fire Bag Audit progress save as you go. Other checks save when you press submit.

I spotted a fault during a check.+

Tick or comment on the check as the form asks, then raise it under Repairs → Report New Repair so it gets tracked to completion.

How do I find a check quickly?+

Use the Jump to check button at the bottom left of the dashboard. Type a name or tap the microphone and say it, for example "bedroom checks".

What does the week number mean?+

Weeks run Monday to Sunday under ISO numbering. Tap the Week chip at the top of the dashboard to see every week number for the year.

A message popped up and I cannot get past it.+

Admin broadcasts must be read and acknowledged before you continue. Tap the acknowledge button once you have read it.

Can I use it on a phone?+

Yes. It works on phones and tablets, and can be installed to the home screen from the sign-in page.

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