Getting Started
Tutorials
Workflows
Conceptual Model
The Site (Room Checks) module structures estates health and safety compliance through a four-tier relationship connecting physical locations, individual rooms, standardized safety criteria, and active audit records:- Room Areas: High-level physical or structural divisions across your institution (such as Main Building, Science Block, Design & Technology Wing, Sports Complex, or West Campus). Room Areas group spaces into logical units for streamlined filtering, reporting, and physical inspection walkthroughs.
- Rooms: Distinct physical spaces within a Room Area (e.g. Lab 101, Woodwork Workshop, Classroom 4B, Staff Room). Each room has an identifiable name, a code, an assigned Room Area, an inspection frequency (12, 6, or 4 months), general room comments, and a real-time issues indicator.
- Room Check Areas & Checks: A standardised catalogue of 28 statutory health and safety checks categorised into seven inspection domains aligned with Health and Safety Executive (HSE) classroom safety guidance.
- Room Audits (Audit Records): Individual evaluations linking each room to each safety check. An audit record tracks whether the check is compliant (OK), logs mandatory remedial actions when Not OK, records the timestamp of the last inspection, and maintains active/disabled status.
The 28 Health & Safety Checks
Every room in the school is evaluated against 28 pre-configured health and safety criteria across seven statutory areas:1. Movement (Slips and Trips) — 8 Checks
1. Movement (Slips and Trips) — 8 Checks
- Flooring: Is the internal flooring in good condition?
- Floor Level: Are there any changes in floor level or type of flooring that need to be highlighted?
- Gangways: Are gangways between desks clear?
- Leads: Are trailing electrical leads/cables prevented wherever possible?
- Lighting: Is lighting bright enough to allow safe access and exit?
- Spillages: Are procedures and equipment in place to deal with spillages (e.g. water, bodily fluids)?
- Access Steps: Stand-alone classrooms: are access steps or ramps properly maintained?
- Access Rails: Stand-alone classrooms: are access stairs or ramps provided with handrails?
2. Work at Height (Falls) — 2 Checks
2. Work at Height (Falls) — 2 Checks
- Steps/Stool: Is an ‘elephant-foot’ stepstool or stepladder available for use where necessary?
- Window Opener: Is a window-opener provided for opening high-level windows safely?
3. Furniture and Fixtures — 5 Checks
3. Furniture and Fixtures — 5 Checks
- Condition and Fixing: Are permanent fixtures in good condition and securely fastened (e.g. cupboards, display boards, shelving)?
- Repair and Suitability: Is furniture in good repair and suitable for the size of the user (adult or child)?
- Portable Stability: Is portable equipment stable (e.g. TV set or display screen on a suitable trolley)?
- Window Restriction: Where window restrictors are fitted to upper-floor windows, are they in good working order?
- Hot Surfaces: Are hot surfaces of radiators and heaters protected where necessary to prevent burns to vulnerable young people?
4. Manual Handling — 1 Check
4. Manual Handling — 1 Check
- Trolleys: Have trolleys been provided for moving heavy objects (e.g. computer equipment, heavy book crates)?
5. Electrical Equipment and Services — 4 Checks
5. Electrical Equipment and Services — 4 Checks
- Switches and Sockets: Are fixed electrical switches and plug sockets in good repair?
- Plugs and Cables: Are all plugs and cables in good repair with no exposed wiring?
- Checks (PAT): Has portable electrical equipment (e.g. laminators, kettles, power tools) been visually checked and tested at suitable intervals?
- Damage: Has any damaged electrical equipment been immediately taken out of service or replaced?
6. Fire Safety — 5 Checks
6. Fire Safety — 5 Checks
- Exit Routes: Are fire exit doors and corridors unobstructed?
- Exit Doors: Are fire exit doors kept unlocked during school hours?
- Exits Easy: Are fire exit doors easy to open from the inside without specialist tools or keys?
- Equipment: Is appropriate fire-fighting equipment in place in the classroom or immediate corridor?
- Procedures: Are fire evacuation procedures clearly displayed near exit points?
7. Workplace (Ventilation and Heating) — 3 Checks
7. Workplace (Ventilation and Heating) — 3 Checks
- Ventilation: Does the room have adequate natural or mechanical ventilation?
- Temperature: Can a reasonable room temperature be maintained during use of the classroom?
- Blinds: Are measures in place (e.g. window blinds) to protect from solar glare and excessive heat from the sun?
Visual Status & Progress Indicators
The module provides immediate visual clarity through real-time colour-coded progress indicators and status badges:- Green (
Checked / OK): The check has been verified as compliant (OK) and the inspection date is within the room’s validity window. - Orange (
Due for Review): The check was completed previously but is entering its final month before expiration (e.g. Month 11 of a 12-month cycle). - Red (
Overdue / Unchecked / Action Required):- Unchecked: The check has never been evaluated.
- Overdue: The scheduled review window has expired without re-inspection.
- Not OK / Action Required: The check failed inspection and requires corrective maintenance.
- Grey (
Disabled): The check has been deactivated for this specific space (e.g. upper-floor window restrictors disabled in a basement room) and is excluded from active compliance metrics.
Roles & Permissions Matrix
Access control is governed by role-based permissions (site_view, site_own, site_manage):
- Administrator
- Site Manager
- Site Owner
- Site Viewer
System Governance & Module Activation
- Enable or disable the Site (Room Checks) module across the school tenant.
- Assign and revoke the
Site Managerrole for senior estates or business staff. - Automatically receive system alerts if the module is enabled without an active manager.
- Inherit full management permissions across all room areas, checks, and audits.
Core Screen Tour
1. Site Audit Dashboard (/site/audit)
The main operational hub presents a complete overview of all rooms across the institution:
- School-Wide Progress Bar: An aggregate visual indicator displaying the proportion of compliant, due, overdue, and failing checks across all rooms.
- Filter by Area: Narrow the view to specific buildings, wings, or satellite sites using the area dropdown.
- Just Issues Toggle: Instantly filter the table to display only rooms with outstanding maintenance issues (
Not OKchecks or uncompleted actions). - Search Filter: Search rooms by name or code.
- Bulk Actions Menu: Select multiple rooms to generate batch PDF printouts, reassign rooms to another area, or delete obsolete spaces.
- Management Shortcuts: Access Import Rooms, Export Blank File, and New Room dialogs.
2. Room Detail & Inspection (/site/audit/{room})
Clicking any room opens its dedicated inspection checklist:
- Room Summary Bar: Displays room name, code, parent area, inspection frequency, and room-level progress indicator.
- Area Filter & Search: Filter the 28 checks by health and safety domain or keyword.
- Interactive Status Badges: Click any check status icon to launch the evaluation dialog.
- Show Disabled Toggle: Switch visibility of disabled checks on or off.
- Bulk Check Enablement: Select multiple checks to enable or disable them in batch.
- Print Inspection Sheet: Generate a formatted single-room PDF check sheet for physical inspection rounds.
3. Room Area Administration (/admin/site/areas)
Accessible to Site Managers and Administrators:
- Create Custom Areas: Define new physical zones (e.g. Sixth Form Centre, Playing Fields Pavilion).
- Drag-and-Drop Reordering: Customise the display sequence of areas.
- Deletion Safeguards: Areas containing allocated rooms cannot be deleted until all rooms have been reassigned.
4. Site Viewer Delegation (/admin/site/viewers)
- View all staff currently granted read-only access to the Site Audit.
- Add new viewers from the staff directory or revoke viewer roles.
Review Frequencies & Automated Reminders
Review Frequency Options
Every room is configured with an explicit inspection cadence:- 12 Months (Annual): Default setting for general teaching classrooms, administrative offices, staff rooms, and storage spaces.
- 6 Months (Half-Yearly): Recommended for medium-risk spaces such as art studios, food preparation rooms, and physical education halls.
- 4 Months (Termly): Essential for high-risk educational environments including science laboratories, design and technology workshops, and commercial kitchens.