Maintenance Logs

How to do it

1. After signing in you land on the Regional Dashboard. The welcome card says Regional Manager and how many care homes are assigned to you.
2. Under Your Care Homes each home is a card. Your own main home carries a Primary badge.
3. Tap a card to open that home's dashboard.
4. A First Aid section sits at the bottom of the page.

What you will see

• ✓One card for each assigned home, in name order, with your primary home first
• ✓If none are assigned the page says No care homes assigned yet: ask your administrator

How to do it

1. The header shows the home name and a Dashboard button to go back to your list of homes. Welcome shows your name and today's date.
2. Four tiles give the headline numbers: Residents, Vacant Rooms, Active Repairs (pending plus in progress) and Fire Locations.
3. Residents shows Occupied and Vacant counts, and View All Residents opens room assignments.
4. View Logs is a set of tiles, one for each log the home keeps, grouped Daily, Weekly, Monthly, Quarterly & Annual, Other Maintenance Records, Housekeeping and Kitchen.
5. Further down is the Monthly Sign-Off panel, then First Aid.

Good to know

• ✓The Repairs tile shows a red number when anything is pending or in progress
• ✓Every log opens a read-only page for that home

How to do it

1. Scroll to Monthly Sign-Off. Use the month picker and View. It opens on last month, and a line says Viewing and the month.
2. Three cards show Maintenance, Housekeeping and Kitchen. Each has a Manager box and a Regional box. A green Both Signed badge appears when both are done.
3. The Manager box shows who signed and when, or Not yet signed off.
4. In the Regional box, tap Sign Off as Checked once it is available.
5. Enter your PIN, add Notes if you wish, and tap Sign Off.
6. The box then shows your name, the date and your notes.

What the Regional box can say

• ✓Sign-off opens followed by a date, with Monthly sign-off opens once the month has ended: too early. It opens when the month is over
• ✓Awaiting Manager Sign-Off: the home manager has to sign that department first
• ✓Sign Off as Checked: ready for you

How to do it

1. An amber badge says Signed off with checks outstanding in the Manager box, with the reason the manager gave.
2. Under Outstanding at sign-off each missed check shows how many were done out of how many were required, for example days, weeks or rooms.
3. Week chips Wk 1, Wk 2 and so on show each week: green when enough were logged, red when short, and blue leave when none were required.
4. In your sign-off box an amber tick box repeats the manager's reason. The Sign Off button stays grey until you tick it.
5. Your Notes are kept as your own acknowledgement.

How to do it

1. Tap Health & Safety Checks. Use the start and end date filter to find a day. 20 records show on a page.
2. Each record shows x/y Completed: green when every check is done, orange otherwise.
3. Open it to see a tick or cross for the eight checks: fire exits, stairwells, fire alarm panel, fire exit doors, escape routes, safety signs, main entrance and substations locked. Comments are shown too.

How to do it

1. Open Fire Alarm Tests. Search by start and end date. The heading shows how many records there are.
2. Each record shows an x/y Pass badge across six checks: control panel, sounders, green screamers, break glass, fire doors release and extinguishers.
3. Green means all passed. Orange means at least one did not.
4. Open a record for a tick or cross against each check, the break glass unit number and any comments.

How to do it

1. Open Fire Bag Audits. Filter by keyword (user or comments) or by date range. 10 records show on a page.
2. Each card shows date, week number, who submitted it, the maintenance and manager sign-offs, and a badge: red N Issue(s) or green All OK.
3. Tap View Details for all 11 items with the expected quantity: hi-vis jackets 4, foil blankets 20, torches 3, whistles 2, wrist bands 100, first aid kit 1, spare batteries 2 boxes, notebook and pens 1, plus the business continuity plan, PEEPS and building floor plans.
4. Items that are missing, faulty, not working or Low! are red. Summary tiles and a banner say whether the audit was complete, all good, or has issues.

How to do it

1. Vacant Room Flushing: filter by date. Badges say All Rooms Flushed, N Room(s) Flushed, No Vacant Rooms or an orange 0 Rooms Flushed. Open a record for the room numbers.
2. Magnetic Lock Checks: each record is a green Checked or a red Not Checked, with the date, week, who checked it and any comments.
3. Furniture Leg Checks: filter by month or status. Tiles show Total Checks, All OK, Action Required and Caps Replaced. Cards say All Legs Checked or Action Required.

How to do it

1. Open Sprinkler Pressure Checks. Search by who checked or the issues text, set dates, or tick the issues-only box.
2. Four tiles show Total Checks, Latest Reading, Average and Issues Found. Issues Found turns red when above zero.
3. Pressure is green from 4 to 6 bar and amber outside that range.
4. Each row shows Pressure, Valves, Heads and Supply as green OK or red Issue, with the issue and the action taken.

How to do it

1. Open Calorifier Temps. Choose a Month: the page opens on the current month.
2. Each card shows the date and the domestic hot water flow and return and the chilled flow and return, to one decimal place in °C.
3. Any comments are shown underneath.

How to do it

1. Open Emergency Lights + Loft. Filter by Month and by Status: ok, issues or action.
2. Four tiles count Total Checks, All Floors OK, Some Issues and Action Required.
3. Each card shows a green All Floors OK or orange Some Issues badge, a red Action Required badge if needed, and a chip for each floor with a tick or cross.
4. Comments appear on the card.

How to do it

1. Open Drain (Plastic Covers). Choose a month or All Months.
2. A green All Clear badge means the drain was clear and flowing, the gully good, no odour and no ponding. Otherwise you see Blocked, Odor Detected or Water Ponding.
3. Six field badges show Clear & Flowing, Debris Removed, Gully Condition, Cover Secure, Foul Odor and Water Ponding, with notes.

How to do it

1. Open Wheelchair Checks and filter by date.
2. Badges show how many were Checked, how many Passed, and a red count of Issues when above zero.
3. Open a record for each chair: its number, its location and Pass or Fail for brakes, wheels, seat condition and footrests.

How to do it

1. Open Meter Readings. Choose a Year (the current year to begin with) and a Month.
2. Each card shows the month, the Water reading and the Electric reading, and any notes. A reading that was not recorded says No reading.
3. Tap a photo thumbnail to see the meter photo full size.

How to do it

1. Open Bedroom Inspections. Filter by date. The heading shows the number of records.
2. A green All OK badge means all 17 questions (11 bedroom and 6 en-suite) were answered yes. Otherwise it says Issues Found.
3. Open one for a tick or cross for each question, shower, basin and bath hot and cold temperatures, equipment such as sensor mat, bed or chair mat, crash mat and infra red sensor, and comments.
4. Airflow Mattresses lists each bedroom with the resident (or Vacant), the last check date and the mattress and pump serial numbers.

How to do it

1. Open Other Room Checks. Filter by dates and Room Name.
2. Each card shows a Pass count such as 9/10. The card is green if all pass, red if any fail and orange when it is incomplete.
3. A badge shows the type of room: Kitchen, Room (No Water), Room (With Water), Custom Configuration or Standard Room.
4. Water temperatures are coloured. Hot is green from 50 to 60°C, red above 60 and orange below 50. Cold is blue at 20°C or below and orange above.

How to do it

1. Open Fan Cleaning. The most recent 50 records show.
2. Each card shows the date, who checked it and an x/y Cleaned badge.
3. A grid of fans shows a green tick for cleaned and a red cross for not cleaned, plus notes.

How to do it

1. Essential Checks (Quarterly): filter by year, quarter or search. Each card is red N Issue(s) or green All Clear. Open it for 12 questions answered Yes, No or N/A.
2. Showerhead Descaling (Quarterly): a table with the quarter, Complete or In Progress, a bar showing rooms done out of 66, and who finished it. View Details shows each room.
3. PAT Testing (Annual): tiles count Total, Expired, Expiring Soon and Valid. Statuses come from the renewal date: red Expired, orange Due in N days (7 days or less), amber Expiring Soon (8 to 30 days) and green Valid. Each result is Pass or Fail.
4. On PAT, filter by dates, status, result or a search. Expired items are listed first.

How to do it

1. Fire Drills: filter by date. Each card shows the date, the area evacuated, who submitted it and a green Signed badge when a signed document is attached. Summary figures give response time, staff, others and residents.
2. Open a drill for the start time, who initiated it, the residents involved, any problems (yellow) and remedial action (green). View Document and Download open the signed sheet.
3. Fire Incidents: filter by date and type (Actual Fire, Smoke - No Fire, False Alarm, Malicious Activation, System Malfunction, Controlled Burn, Other).
4. Severity is a badge: red High for an actual fire or any injury, orange Medium if the fire service was called or there was damage, and yellow Low otherwise.

How to do it

1. Open Repairs. Use the status filter: All, Pending, In Progress or Completed, or search by reporter or description.
2. Pending repairs come first, then in progress, then completed, newest first. Cards are yellow, blue and green.
3. Each card shows who reported it, the date, the description and any notes, and the date it was completed.
4. A note reads View only - editing is restricted to maintenance staff.

How to do it

1. Fire Equipment Locations opens Fire Safety Equipment Summary with tiles for Locations, Fire Extinguishers, Break Glass, Door Release, Fire Alarms and Emergency Lights.
2. Below it, one card for each location lists its equipment, with the codes shown as chips. A location with none says No equipment registered at this location.
3. Service Management filters by dates, contractor and status. Cards show the service type, a status badge (scheduled blue, completed green, cancelled red), the date and the contractor. Open one for the cost, invoice number and completion notes.

How to do it

1. Open Cleaning Logs. Choose a month (the last twelve, or All Time), or a specific date, a location or a staff member.
2. A badge shows the number of records. Each day has a heading and a task count.
3. Each card shows the room, whether it is daily, weekly or monthly, the location and who completed it.
4. Tap a card for the full checklist: ticked tasks are green, unticked are grey, with any comments.

How to do it

1. Open Mop Changes. Choose a month, a date or an area.
2. Records are grouped by day with a count of changes.
3. Cards and the detail box use the mop colour: red, blue, green or yellow.
4. Tap one for the area, location, colour, date, who changed it and any notes.

How to do it

1. Open Dryer Filter Log.
2. Filter by filter, month and date.
3. Each record shows which filter, who did it and when.

How to do it

1. Open Opening & Closing Checks. Use Prev, Current and Next, or Jump to week, to move between weeks. A week starts on Monday.
2. Seven day cards show the problems and changes text, the opening and closing ticks, the name and signature, and Safe methods followed and effectively supervised.
3. A card is green when opening, closing and safe methods are all done, amber when it was started but not finished, and grey when there is No entry recorded.
4. A counter shows x/7 days completed this week.

How to do it

1. Fridge/Freezer Temps: filter by date or who completed it. Each day shows a table of Fridge 1, Fridge 2, Freezer 1 and Freezer 2 at AM, Noon and PM, with a Complete or In Progress badge and notes.
2. Fridge readings are green from 0 to 5°C, amber from over 5 to 8°C, and red outside that. Freezers are green at -18°C or below, amber from -18 to -15°C and red when warmer.
3. Dishwasher Temps shows the morning and afternoon readings for each day. They are green at 82°C or above, amber from 75°C to just under 82°C, and red below 75°C. An empty reading shows a dash.

How to do it

1. Open Food Prep Logs. Filter by date, meal service (breakfast, lunch, dinner, supper, snack) or who recorded it.
2. Records are grouped by day. Each shows the menu item, the time and a meal badge.
3. Three temperatures are shown: Temp 1 (Initial), Temp 2 (2 min) and Trolley Temp. Each is green at 63°C or above, amber from 55°C to just under 63°C and red below 55°C.
4. Comments are shown, with Records confirmed as true and correct when the cook ticked the confirmation.

How to do it

1. Daily Cleaning: filter by date. Each card shows the date and a badge of how many tasks were done, green when all are done and amber when not. Open it for each task ticked or crossed, with notes.
2. Weekly Cleaning: filter by month. Each card shows the kitchen deep clean and food store checks, each ticked in green or crossed in red, with notes.
3. Satellite Cleaning covers the Bistro, Kitchenette and Teams Room.

How to do it

1. Catering goods delivery is a list of deliveries, newest first. Each card is Accepted (green) or Rejected (red), with the date and time, the supplier and the product type.
2. Badges show Visual and Dates as green for a pass and red otherwise, plus the temperature and invoice number. A complaint reference appears in red when there is one.
3. Cold Storage groups the readings by date with a count of units recorded. Columns are Unit, AM, Noon, PM, Comments and By. Fridges are green from 0 to 5°C and yellow from over 5 to 8°C, and a freezer is green at -18°C or below. Anything else is red.

How to do it

1. Open Probe Accuracy (D2). Filter by dates and by status: All, Complete or In Progress.
2. Each record is headed with its month and has a Complete or In Progress badge. It covers two probes, Probe 1 and Raw Probe.
3. Each probe has an Ice Check and a Boiling Water check, shown as OK or Fail with the temperature and date. A fail shows the corrective action taken.
4. The 4 Week Summary tile opens the kitchen's own review of the last four weeks.

How to do it

1. Daily Checks (Opening) shows the opening and closing checks for the Main Kitchen, Kitchenette, Bistro and Teams Room.
2. Cook/Chill Records shows cooked food that was cooled to be kept.
3. Goods Received shows deliveries checked in, with their temperatures and whether they were accepted.

How to do it

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