> ## Documentation Index
> Fetch the complete documentation index at: https://docs.cleverschool.systems/llms.txt
> Use this file to discover all available pages before exploring further.

# Room Checks

> Getting Started

> [!NOTE]
>
> Initial module enablement and manager assignment must be performed by an `Administrator`.

## 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).

> [!TIP]
>
> 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.

***

## Further Setup (Manager Guide)

> [!NOTE]
>
> Operational setup and ongoing room inventory management is carried out by a `Site Manager` via the **Manage** or **Site Audit** screens.

### 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.

> [!TIP]
>
> 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.

### 2. Adding & Importing Rooms

You can populate your room inventory either manually or in bulk using spreadsheet import:

> [tab] Bulk Spreadsheet Import (Recommended)
>
> 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.

> [tab] Manual Room Creation
>
> For adding individual spaces:
>
> 1. On the **Site Audit** dashboard, click **New Room**.
> 2. Enter the room **Name** and **Code**.
> 3. Select the parent **Room Area**.
> 4. Select the **Check frequency** (**12 months**, **6 months**, or **4 months**).
> 5. Optionally add a general **Comment** (e.g. *"Repainted summer 2026"*).
> 6. Click **Save** to create the room and initialise its audit checklist.

### 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.

### 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.

***

## Next Steps & Guides

> [card] [Tutorials & Practical Guides](./tutorials)
>
> Step-by-step walkthroughs for conducting room checks, logging remediation actions, and exporting PDF inspection dossiers.

> [card] [Conceptual Model & Tour](https://docs.cleverschool.systems/site/introduction.md)
>
> Understand data hierarchy, the 28 HSE criteria, status colours, and automated reminder alerts.


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.