Compliance, safeguarding & estates
Shipped · v1.3.2Estates & Facilities
The PAT-test spreadsheet, retired.
Site → building → floor → room hierarchy with every legally-mandated maintenance check tracked, scheduled, and auto-flagged when it goes overdue — plus visitor sign-in, a contractor portal, lone-working, room bookings, energy and lettings, all on the same audit fabric. The single document an inspector asks to see, in five clicks instead of five inboxes.
Three things FreshService can't match
Built for trusts, not retrofitted from enterprise.
Every statutory check, scheduled
PAT, fire alarm, EICR, gas safety, legionella, asbestos, lift LOLER, boiler, fire risk assessment — every UK schools check, with default frequencies and one-click renewal.
Auto-flagged before it lapses
Red for overdue, amber for due-within-30-days, on the dashboard. The owner is emailed at 90 / 30 / 7 days out — nothing discovered at inspection.
Contractor portal that blocks lapsed cover
Token-gated link — no Keystone account needed: the contractor opens an emailed URL, sees their assigned inspections, uploads certificates and marks jobs complete. Public + employer liability, accreditations, DBS and safeguarding induction tracked with expiry; lapsed cover blocks active work; on-arrival sign-in tied to the same record.
Specification — everything else included
15 items · as of v1.3.2
No "coming soon" — every line below is in the product today. Tick it against your requirements spec.
- Site / building / floor / room model — assets, tickets, schedules, bookings attach at the right level
- Inspection records — contractor, date, result, certificate PDF, next-due; failures auto-raise remediation tickets
- Visitor & staff sign-in — handled by the Presence / Welcome Desk product, sharing the same site and contractor records
- Contractor portal — token-gated link (no Keystone account needed): contractor opens the URL to see assigned inspections, upload certificates, mark jobs complete; on-arrival sign-in tied to the register
- Lone-working sessions — staff sign-in before working alone, expected check-in time, escalation if the check-in is late
- Room bookings — halls, meeting rooms, kitchens; conflict-checked against timetable + closures; iCal feed for personal calendars
- Lettings & external hire — hirer details, insurance check, caretaker on duty, fee → routed to Finance; income tracking per site
- Keyholder register — who holds keys to what, on-call rotation, emergency contact info
- Energy & utilities — meter registry (gas, electric, water), reading capture, usage trends per site
- Defect QR reporting — print a QR sticker, staff scan it to raise a ticket against the right room or asset without typing a location
- Compliance evidence vault — certificates grouped by statutory area, latest per schedule, gap-flagged (missing / expired / overdue / paper-only)
- Condition surveys — DfE CDC condition grades (A–D), priority and needs-replacement flags per element
- Capital planning — weighted project prioritisation with a CIF evidence pack and an SCA plan (PDF / CSV)
- Inspector-ready exports — one PDF per academy: every schedule, last inspection, next due
- Asset linkage — every PAT-tested device / fire panel / boiler links to its compliance schedule
See it running
Real screens from the live demo.
Click any screen to view it full size, or try it live at staging.alresfordmat.uk. Module docs on the docs site.
Front-of-house
Visitor and staff sign-in lives in Presence.
The contractor register here shares records with the Presence Welcome Desk — so a contractor's on-arrival sign-in, a visitor's badge and your fire roll-call all run off the same platform.
See Estates & Facilities running today.
Click around the live demo at staging.alresfordmat.uk — real product, synthetic data, no sign-up. Or get a 7-day private instance seeded with your academy structure.