Systems we build and run
Bespoke compliance and inspection records
Statutory checks, certificates and expiry dates that chase you rather than the other way round. Amber a fortnight out, red on the day, and a list you can hand to an auditor.
What it is, and where it fits
Where this kind of system fits
- Waste, skips and recycling
- Manufacturing and fabrication
- Property, lettings and facilities
- Transport, haulage and logistics
- Installers, engineers and maintenance contractors
A compliance system holds every check you have to do, when it's next due, who does it and what happened last time. The record is made by the person doing the check, at the time, on a phone, and it can't be quietly backdated.
It suits any business somebody else inspects. Carriers with permits and transfer notes, landlords with gas and electrical certificates, operators with vehicle checks, manufacturers with calibration and test records.
One register of certificates is weeks. Several sites, each with its own schedule and its own responsible person, is the same idea with permissions on it.
What it usually grew out of
Usually a wall planner, a diary reminder and a lever arch file.
The dates sit in a spreadsheet with conditional formatting, the certificates sit in email and a folder, and what's genuinely due next sits with the person who has always done it.
That holds up until somebody is off, an auditor gives you a fortnight's notice, or a certificate lapses between the two places it was written down. The system's job is to make the next check unmissable and last year's evidence findable.
What it does
Every check, with its next date
One schedule covering what has to be done, how often, on what and by whom, instead of three diaries that don't agree.
Warnings before the day
Amber a fortnight out and red on the day, to the person responsible and to whoever has to answer for it.
The check done on a phone
The questions asked in order, the answers recorded, a photograph where it helps, and the name of whoever did it.
Evidence attached
The certificate, the test result or the note filed against the item and the date, so a year of evidence is one screen.
Nothing edited quietly
Every change kept with a name and a time against it. A record can be corrected, and the correction shows.
The auditor's list, on demand
What's in date, what's due, what was missed and what was done about it, produced in a minute rather than a fortnight.
We can also build in AI features where they save time, such as reading a certificate as it's uploaded, checking its dates and reference against the asset or property, and flagging anything that doesn't match for somebody to look at. More on AI and automation.
Usually built alongside asset and equipment registers, document and certificate stores or management reporting. The rest are on the services page.
How it gets built, and how it gets run
| Fixed price | Scope, price and dates in writing before anything starts, with what isn't included written as plainly as what is. It doesn't move because the job turned out harder than we thought. |
|---|---|
| Timescale | A first register of checks and certificates is weeks rather than months. More sites and more schedules take longer and go live in pieces. |
| Onboarding and training | We load the live dates and the current certificates, train whoever does the checks on their own phone, and watch the first cycle through with you. |
| Hosted in the UK | UK infrastructure, backed up nightly to somewhere that isn't the machine running it, kept thirty days, and checked every few minutes that it's up and answering. |
| Changes | A new check, a changed interval, another site. When the rules you work to move, the schedule moves with them. |
Ask about our free Business Systems Assessment
An hour with whoever runs the day to day. Clear recommendations to act on.
We look at how the work actually runs and what it runs on, then send you a list of what we would change, what each change would do for the business, and what it would take. In person or online, whichever suits you. Nothing to pay, nothing to sign.
- One hour
- In person or online
- Recommendations we talk you through
Honest answers
- Will it tell us what the rules are?
- No, and be wary of anything that says it will. You tell us the checks and the intervals you work to and we build those. When they change, changing the schedule is a change rather than a rebuild.
- Can an auditor be given access?
- Yes. Read-only, limited to what you choose, for as long as you choose. Easier than assembling a folder, and you can see what was looked at.
- What happens when a check is missed?
- It stays visible as missed, with the reason if somebody gives one. A system that lets a miss disappear is worse than the spreadsheet it replaced.
Talk to us
Tell us which checks you have to evidence and how you keep track of them now. That's usually enough for us to say whether we can help.
Ring, 8am to 6pm Monday to Friday and Saturday mornings, or use the form below. Pick what you'd like to keep track of, add a line if you want to, and leave a name and a way to reach you.