Maintenance Logs

How to do it

1. Read the big figure: Maintenance checks completed, for example 41/48, with a progress bar.
2. If everything required is done it says All required checks are complete. Otherwise it tells you how many are still outstanding.
3. Checks are grouped by Daily, Weekly, Monthly and Quarterly, with separate counts for Bedrooms and Other Rooms.
4. Tap Continue to dashboard.

How to do it

1. The header shows your name and today's date. Tap the Week chip to see every week number for the year.
2. The four counters give you the picture: Residents, Vacant Rooms, Active Repairs and Fire Locations.
3. Below are containers for Residents, Repairs, User Management, Access Departments, Monthly Sign-Off, Manager Reminders and First Aid.
4. The blue Compliance button opens the year view.

What you will see

• ✓Residents (occupied / vacant)
• ✓Vacant rooms
• ✓Active repairs (pending and in progress)
• ✓Fire safety equipment locations

How to do it

1. Open Compliance and choose the year.
2. The summary cards show daily checks, weeks, months and quarters compliant.
3. Below are tables for daily, weekly, monthly and quarterly checks, with each period marked complete, incomplete or on leave.
4. Counting rules are the same ones the monthly sign-off uses, so what you see here is what sign-off will check.

How it counts

• ✓Daily checks count Monday to Friday for maintenance
• ✓Weekly checks count one record per ISO week
• ✓Monthly checks need at least one record a month
• ✓Quarterly checks need at least one record a quarter
• ✓Recorded leave is excused and shown as on leave

How to do it

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

How to do it

1. Open the Monthly Sign-Off container. Select Month and confirm the Signing off for banner shows the right month.
2. Tick the departments you are signing off: Maintenance, Housekeeping, Kitchen. Your ticks are remembered on this device until you submit.
3. Tap Submit Monthly Sign-Off. The app checks every selected department's logs for the month.
4. Everything complete: a Confirm Sign-Off box appears. If any leave was recorded it lists the dates that were excused. Tap Confirm Sign-Off and it is recorded with your name, date and time.
5. Something outstanding: an Outstanding Compliance Checks box lists each missing log, grouped by department, with a Copy button per department so you can send the list to the right team.
6. To sign off anyway, tick the acknowledgement, write your findings (why it was not up to date and what is being done) and tap the sign-off button. It is recorded as an exception with your name, date, time and findings.

The rules

• ✓Only after the month has ended. Before that you get a message saying when sign-off opens
• ✓Departments already signed off are left unchanged
• ✓Departments already countersigned by Regional are locked

How to do it

1. Tap View Signoff History at the bottom of the Monthly Sign-Off container.
2. Each month and department shows who signed as Manager, the date and time, and any notes.
3. Under that, Regional shows their countersignature, or Not signed off if it is still waiting.
4. A month shows Both Signed once manager and regional have both signed.

How to do it

1. Add Resident: choose the room number, enter the resident's name and save.
2. The Room Occupancy Overview on that page shows how many of the 66 rooms are occupied and how many are available.
3. View All Residents lists everyone. Use Search to find a name or room.
4. Use Edit to change a room or name, or Remove when a resident leaves (you are asked to confirm).

How to do it

1. Open Manage Users. The top shows total users, active users, departments and staff.
2. Tap Add User. Enter the username.
3. Choose the 4-digit PIN: Enter Manually or Generate Auto.
4. Choose the department: Manager, Maintenance, Housekeeping, Kitchen or View Only. Save with Create User.
5. To change someone, tap Edit: you can change the username, PIN and department. Remove an account with Delete.

The rules

• ✓Each PIN must be exactly 4 digits
• ✓Each PIN must be unique across the system, so the app rejects one already in use
• ✓You cannot delete your own account
• ✓Regional accounts are not shown in your list

How to do it

1. New Repair Request: describe the fault with as much detail as you can. The date and your name are filled in.
2. The container shows Pending (awaiting assignment) and In Progress (being worked on) counts.
3. View All Repairs: filter by Pending, In Progress or Completed, or search.
4. Each repair shows who reported it, the description, any notes, and when it was completed.

How to do it

1. Create Reminder: enter a title and an optional description.
2. Choose the frequency: One-off, Daily (choose which days), Weekly or Monthly.
3. Choose the date it should start showing, then save.
4. On the day it is due, a Reminders for Today box pops up on your dashboard. Tap Got It to dismiss it.
5. View Reminders lists all of them, active or inactive. You can delete one (you are asked to confirm).

How to do it

1. Maintenance (blue): grouped by Daily, Weekly, Monthly, Quarterly and other records such as PAT testing, fire drills, fire incidents, fire safety equipment and service management.
2. Housekeeping (green): daily, weekly and monthly cleaning logs, mop cleaning, the dryer filter log and an all-logs history with filters.
3. Kitchen (amber): opening and closing checks, daily and weekly cleaning, goods received, fridge and freezer temperatures, dishwasher, food preparation, cook and chill, satellite cleaning, probe accuracy and the four-week review.
4. Open any record type to see the history, and use the filters on the page to find a date or person.