Sites
Buildings, establishments and places subject to obligations: the list, then each site's record with its units, equipment, third parties and requirements.
Site list
Each site has a compliance badge that opens its requirements. Filter by compliance, manager (“My sites”: those you are responsible for; “No manager”), portfolio or country, search by name, code or city; “Show archived” also lists archived sites. “New site” creates a site; “Import” (owners and administrators) loads an Excel or CSV file.
Fields and buttons
- Compliance
- Badge and filter: the compliance of the site's requirements.
- My sites
- The sites you are in charge of.
- Portfolio
- A group of sites (mandate, region, fund).
- Country
- The site's country.
- Show archived
- Also shows archived sites, to view or restore them.
- New site
- One site per building, shop or premises you follow, with its address and country.
- Import
- Owners and administrators: load sites, third parties and the rest from an Excel or CSV file.
Actions on several sites
Tick sites, or “Select all rows”, then: “Add tags…”: existing tags are kept; “Change portfolio…”: their requirements follow the new portfolio; “Assign a manager…”: their new requirements go to that member; a site the member does not see is skipped; “Archive…”: units, equipment and requirements are archived with them, and can be restored. Right after an archive, “Undo” reverses it; later, tick “Show archived”, then the archived sites and “Restore…”.
Fields and buttons
- Add tags
- Adds tags to the ticked sites; their current tags stay.
- Change portfolio
- The ticked sites and their requirements move to the chosen portfolio.
- Assign a manager
- Owner of the new requirements of the ticked sites; a site they do not see is skipped.
- Archive
- Archives the sites with their units, equipment and requirements; they can be restored.
- Undo
- Right after an archiving: undoes it.
Create or edit a site
Name, code, site type, portfolio, manager (the requirements created on the site are assigned to them; only members who can see the site are offered), address, country, region and time zone. When the country has several time zones, choose the site's: its due dates and reminders are counted in its local time. Coordinates and tags are optional; your custom fields are added to the form.
Fields and buttons
- Name
- The site's name, shown everywhere and in the emails to third parties.
- Code
- Your internal code, unique; it links imports and the API.
- Site type
- Residential, offices, commercial, warehouse…; an assignment rule can target a site type.
- Portfolio
- The group the site belongs to.
- Manager
- The requirements created on the site are entrusted to them; only members who see the site are offered.
- Country
- The country's obligations and the time zone depend on it.
- Region
- State, province or region, when an obligation depends on it.
- Time zone
- Country with several time zones: the site's due dates and reminders are counted at its time.
- Latitude
- Optional, with the longitude; included in the exports and the API.
- Tags
- Free words to group and filter, separated by commas (20 at most).
Record tabs
Info (identity and address), Units, Equipment, Third parties & relationships (tenants, service providers and workers of the site, with their dates), Requirements (what is asked for the site, its units, its equipment and the companies working there) and History (every change with its author). In Requirements, tick rows for the actions of the requirements list (remind, due date, owner, waiver…).
Fields and buttons
- Units
- Apartments, premises, offices, parking spaces of the site.
- Equipment
- Lifts, extinguishers, boilers… and their inspections.
- Third parties & relationships
- Tenants, service providers and workers of the site, with their dates.
- Requirements
- What is requested for the site, its units, its equipment and the third parties working there.
- History
- Each change, with its author.
Units and equipment
A unit is a flat, premises, office or space of the site; its occupancy (occupied, vacant) follows the active leases. A piece of equipment (lift, extinguisher, boiler…) belongs to the whole site or to a unit; one line can count several identical items (“Quantity”). Assignment rules create their periodic inspections.
Fields and buttons
- New unit
- Adds a unit to the site.
- Reference
- The unit's code, unique within the site.
- Unit type
- Apartment, house, shop, office, parking…
- Occupancy
- Computed from the active leases: occupied, vacant or unknown.
- New equipment
- Adds equipment to the site or to a unit.
- Equipment type
- Sets the periodic inspections the rules give it.
- Unit
- Empty: the equipment serves the whole site.
- Quantity
- Number of identical pieces of equipment followed on this row (12 extinguishers, for example).
- Serial number
- Optional; helps recognize the device during the inspection.
Compliance dossier and archiving
“Compliance dossier” downloads a ZIP: a PDF register (the requirements, then the findings and how they were resolved), the approved evidence, the proof of resolution of the findings and their SHA-256 fingerprints. “Archive” first shows what will be archived with the site (units, equipment, closed requirements); “Restore” reopens the requirements closed by that archiving and recomputes their status. Each line of the register carries the data entered with the document: date of a check and the body that carried it out, result, certificate number, checklist.
Fields and buttons
- Compliance dossier
- ZIP: PDF register, approved documents and their SHA-256 fingerprints.
- Archive
- First shows what will be archived with the site (units, equipment, closed requirements).
- Restore
- Reopens the requirements closed by the archiving and computes their status again.
Compliance at a date
“At a date”, under the compliance badge of a third party or a site, shows the state at a past date (claim, inspection, audit): for each requirement followed that day, its status from the history and since when, the approved document that covered the date and today's status. A document approved later but valid on that date is flagged “Approved after this date, on …”. Without a time, the state is the one at the end of the day. Requirements created after the date are not counted; the history goes back 5 years. “Download (CSV)” gives the same rows.
Fields and buttons
- At a date
- The status of the site's requirements on a past date, from the history, with the document that covered it; CSV export.