Compliance schedules

Compliance schedules

The compliance module is the “have we done all the legally-required maintenance?” surface for the trust estates team. It’s the answer when an inspector asks for proof.

What it covers

The seeded compliance types every UK school carries (operators can rename, disable, or extend from Estates → Compliance types):

• PAT testing — portable appliance, typically annual
• Fixed wiring inspection (EICR) — every 5 years (BS 7671)
• Gas safety record (CP12 equivalent) — annual
• Fire alarm — weekly call-point test — monthly schedule (one zone per week, rotated)
• Fire alarm — annual service — 6-monthly (BAFE/FIA contractor)
• Emergency lighting — monthly test — monthly functional test
• Emergency lighting — annual full discharge — annual 3-hour test
• Fire extinguisher — annual service — annual
• Fire risk assessment review — annual + on material changes
• Legionella risk assessment — biennial; separate monthly temperature-monitoring schedule
• Cold water tank chlorination + clean — annual
• Lift LOLER thorough examination — 6-monthly (passenger), 12-monthly (goods only)
• Lift PUWER service — annual
• Asbestos re-inspection — annual
• Lightning protection inspection — annual
• Roof inspection — annual
• Playground equipment annual RPII inspection — annual

Each type is configured in Estates → Compliance types with a default frequency. The agent then schedules instances per building, site, room, or asset.

How it works

Three tiers:

1. Compliance type — the regulatory category (e.g. PAT testing)
2. Compliance schedule — an instance of a type bound to a building or asset (e.g. “Annual PAT testing for East Block”)
3. Inspection — a single occurrence of the schedule (e.g. “PAT testing on 12 Sept 2026, signed off by AcmeElectrical”)

The schedule has a frequency_months and a next_due_date; when an inspection is recorded, the next due date moves forward. The compliance type carries a default_frequency_months that pre-populates new schedules — you can override it per-schedule.

Recording an inspection

Open the schedule, click Record inspection:

• Date — when it happened
• Inspector / Contractor — pick from the contractors register
• Outcome — one of pass, fail, partial or pending
• Certificate — upload the PDF
• Next due — auto-calculated; you can override

The outcome drives the cycle. Any outcome except pending rolls the schedule’s next-due date forward by its frequency — that includes pass, partial, and fail. A pending outcome is a no-op — it’s a placeholder for an inspection that hasn’t completed yet, and doesn’t reset the cycle. Recording any completed outcome (including a fail) will advance the due date, so you can plan the remedial visit; track the remediation through findings rather than delaying the schedule. Recording a finding does not raise a ticket — Estates doesn’t create tickets.

Dashboard + alerts

The Compliance index surfaces:

• Overdue — schedules whose next-due date has passed
• Due in 30 days — incoming

Overdue items are red, with a count badge in the rail. Trust IT directors / estates leads should see this go to zero by the start of every term.

Reports

Two export formats:

• Compliance register (CSV) — every schedule with last inspection date, outcome, certificate number, validity, next due, status, open findings, and responsible person. Download from the compliance index. This is the document inspectors typically ask for; have it ready.
• Certificate pack (PDF / XLSX) — per individual schedule, from the schedule detail page. Bundles the schedule cover sheet, all inspection records, and uploaded certificate files.

Why this matters

A missed compliance deadline is a regulatory issue but more importantly a safeguarding issue. The platform exists to make missing them harder. Don’t disable schedules to clear the count; do them.