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Initial module enablement and manager assignment must be performed by an Administrator.

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Quick Start

1

Enable the Site module

Navigate to Administration > Modules and locate the Site Audit / Room Checks module. Toggle the module to Enabled.
2

Assign a Site Manager

In Administration > Staff (or Users), assign the Site Manager role to one or more staff members responsible for estates oversight (such as the School Business Manager, Site Manager, Facilities Coordinator, or Caretaker).
Until at least one Site Manager is assigned, administrators receive automated weekly alerts reminding them to delegate module leadership.
3

Open the Site Audit

Reload your page and select Site Audit (or Room Checks) from the main navigation sidebar.
4

Explore Pre-Configured Baseline

Review the initial default Room Area (Main) and explore the dashboard layout.

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Further Setup (Manager Guide)

Operational setup and ongoing room inventory management is carried out by a Site Manager via the Manage or Site Audit screens.

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1. Structuring Room Areas

Before adding rooms, organise your physical estate into logical zones:
  • Navigate to Manage > Areas (or /admin/site/areas).
  • Click Create Room Area to define your school’s buildings, blocks, floors, or satellite sites (e.g. Main Building, Science Block, Sports Hall, Nursery Wing).
  • Use the drag-and-drop handles on each row to arrange areas in the sequence you want them to appear during walkthrough audits.
  • Edit area titles as needed.
A Room Area cannot be deleted if it contains allocated rooms. Ensure rooms are reassigned to another area before attempting to delete an obsolete area.

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2. Adding & Importing Rooms

You can populate your room inventory either manually or in bulk using spreadsheet import:
For onboarding whole-school room inventories:
  1. From the main Site Audit dashboard, click Import Rooms.
  2. Click Export Blank File to download the standardised rooms-blank.xlsx template.
  3. Open the spreadsheet and populate the required column headings:
    • name: The descriptive name of the room (e.g. Science Lab 1, Year 3 Classroom, Main Office).
    • code: The unique identifier or door number (e.g. LAB-01, RM-14, OFF-MAIN).
  4. Select the target Room Area for these rooms.
  5. Upload the completed .xlsx, .xls, or .csv file and click Import.
  6. The system automatically creates all rooms in the selected area and generates all 28 default health and safety check records for each room.

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3. Setting Inspection Frequencies

Review frequencies dictate how often a room must be re-inspected:
  • 12 Months (Default): Standard teaching classrooms, libraries, offices, staff rooms, and storage spaces.
  • 6 Months: Art studios, music practice suites, food technology rooms, and sports halls.
  • 4 Months (Termly): Specialist science laboratories, design and technology workshops, prep rooms, and commercial kitchens.
To modify the frequency of any existing room, select Edit from the row actions menu on the main dashboard.

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4. Delegating Read-Only Viewers

Grant view-only access to governors, trust executives, or external health and safety consultants:
  • Navigate to Manage > Viewers (or /admin/site/viewers).
  • Click Add Viewer and select staff members who require read-only transparency.
  • Designated viewers can inspect the whole-school audit progress bar, view individual room check sheets, and download PDF dossiers without edit permissions.

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Next Steps & Guides

Tutorials & Practical Guides

Step-by-step walkthroughs for conducting room checks, logging remediation actions, and exporting PDF inspection dossiers.

Conceptual Model & Tour

Understand data hierarchy, the 28 HSE criteria, status colours, and automated reminder alerts.