> ## 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 > Conceptual Model, Roles & Operations > [card] [Getting Started](./getting-started) > [card] [Tutorials](./tutorials) > [card] [Workflows](./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. ```mermaid theme={null} flowchart TD Site["Site Audit (School-Wide)
Overall compliance progress bar • Issue filters • PDF dossier generation • Spreadsheet imports"] Area["Room Area (Physical Zone)
e.g. Main Building • Science Block • West Campus
Drag-and-drop ordering • Area-specific room filtering"] Room["Room (Individual Space)
Name & Code • Check Frequency: 12 / 6 / 4 Months
General Comments • Active Issues Flag (OK / Action Needed)"] Catalogue["Health & Safety Catalogue (28 Checks)
7 Statutory HSE Domains • Pre-seeded criteria"] Audit["Room Audit Record (Per Check Evaluation)
Status: Checked (OK) • Due Review • Overdue • Action Required • Disabled
Checked-on timestamp • Mandatory remedial action notes"] Site --> Area Area --> Room Room --> Audit Catalogue -.-> Audit ``` *** ## The 28 Health & Safety Checks Every room in the school is evaluated against 28 pre-configured health and safety criteria across seven statutory areas: > [accordion] 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? > [accordion] 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? > [accordion] 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? > [accordion] 4. Manual Handling — 1 Check > > * **Trolleys**: Have trolleys been provided for moving heavy objects (e.g. computer equipment, heavy book crates)? > [accordion] 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? > [accordion] 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? > [accordion] 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: ```mermaid theme={null} flowchart LR Checked["Checked (Green)
Compliant & within review period"] Due["Due Review (Orange)
Within 1 month of due date"] Overdue["Overdue (Red)
Past review cadence"] Action["Action Required (Red)
Not OK / Issues logged"] Disabled["Disabled (Grey)
Deactivated for room"] ``` * **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`): > [tab] Administrator > > **System Governance & Module Activation** > > * Enable or disable the Site (Room Checks) module across the school tenant. > * Assign and revoke the `Site Manager` role 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. > [tab] Site Manager > > **Estates Leadership & Operational Management** > > * Create, edit, reorder, and delete `Room Areas`. > * Create, edit, reassign, and delete `Rooms`. > * Set and modify room inspection frequencies (**12 months**, **6 months**, or **4 months**). > * Perform and update individual room audits, mark checks *OK*, and record mandatory remedial action notes. > * Enable or disable specific room checks per room. > * Import rooms in bulk via Excel/CSV and export blank spreadsheet templates. > * Assign and revoke read-only `Site Viewer` permissions. > * Receive automated weekly email reminders for rooms with pending or failing checks. > [tab] Site Owner > > **Operational Check Performer** > > * Perform room inspections and update compliance statuses for assigned rooms. > * Mark checks as *OK* or record remedial maintenance notes for failing items. > * Receive reminder notifications regarding pending inspections. > [tab] Site Viewer > > **Governance, Oversight & Auditing** > > * Read-only access to the main **Site Audit** overview and individual room check sheets. > * Filter room lists by area or active maintenance issues. > * Export and print complete audit dossiers and room inspection sheets. > * Cannot modify statuses, edit comments, change frequencies, or alter room configurations. *** ## 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 OK` checks 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. ### Automated Notification Schedule | Notification Type | Target Recipient | Schedule / Trigger | Content | | :- | :- | :- | :- | | **Site Audit Reminder** | `Site Managers` | Scheduled Weekly | Dispatched when one or more rooms contain active checks that are due for review, overdue, or failing with required actions. | | **Missing Manager Alert** | `Administrators` | Scheduled Weekly | Alert dispatched when the Site module is enabled but no staff member holds the `Site Manager` role, prompting immediate role assignment. | *** ## Next steps ### [Introduction](https://docs.cleverschool.systems/site/introduction.md) ### [Getting Started](getting-started) ### [Tutorials](tutorials) ### [Workflows](workflows) This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.