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Practical Guides

Step-by-step walkthroughs to help site managers, premises leads, caretakers, and health and safety teams operate the Site (Room Checks) module effectively.

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Guide 1: Conducting a Room Inspection & Updating Checks

Site managers and designated room inspectors can evaluate checks and record compliance statuses during physical room inspections:
1

Navigate to the Room

From the main Site Audit dashboard, locate the target room in the table (or use the search bar / area dropdown) and click the room name or code to open its inspection checklist.
2

Select a Health and Safety Check

Browse the 28 pre-configured checks. Use the Area filter dropdown to focus on specific domains (e.g. Fire Safety, Electrical Equipment and Services, or Movement).
3

Open the Check Dialog

Click on the status icon on the right-hand side of any check row to open the evaluation modal.
4

Record Compliant Checks (OK)

If the standard is satisfied:
  • Check the OK checkbox.
  • Ensure the Action required field is blank.
  • Click Save.
  • The check status turns green (Checked), the review timestamp is recorded, and the room’s next review deadline is calculated.
5

Record Non-Compliant Checks (Action Required)

If a safety hazard or deficiency is identified:
  • Leave the OK checkbox unchecked.
  • In the Action required field, enter explicit remedial instructions (minimum 3 characters, e.g. “Trailing projector cable across central gangway requires trunking or repositioning” or “Window restrictor on south-facing window is broken and requires replacement”).
  • Click Save.
  • The check status turns red (Not ok / Action required), and the room is automatically flagged with active issues on the main dashboard.
When all checks in a room are marked OK, the room’s issue flag automatically clears. If even one active check is marked Not OK, the room remains flagged as requiring action.

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Guide 2: Customising Checks per Room (Enable / Disable)

Not all 28 statutory checks apply to every room (for example, upper-floor window restrictors do not apply to ground-floor rooms, and external access steps do not apply to internal classrooms). You can deactivate non-applicable checks without impacting your compliance score:
1

Open the Room Inspection Page

Navigate to /site/audit/{room} for the room you wish to customise.
2

Select Non-Applicable Checks

Check the checkboxes on the left of each check you wish to deactivate.
3

Disable in Batch

From the Bulk actions dropdown above the table, select Disable these room checks.
4

Verify Disabled Status

Disabled checks turn grey (Disabled) and are excluded from active compliance metrics and reminder calculations.
To view disabled checks or re-enable them in the future, toggle the Show Disabled checkbox at the top of the room page, select the disabled checks, and choose Enable these room checks from the bulk actions menu.

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Guide 3: Filtering Maintenance Issues for Caretaking Teams

Premises and caretaking staff can instantly extract an operational punch list of all spaces requiring physical remediation:
1

Open the Main Site Audit

Navigate to the Site Audit dashboard (/site/audit).
2

Activate Just Issues Filter

Toggle the Just issues filter checkbox above the table.
3

Review Flagged Rooms

The table filters to display only rooms containing active checks marked Not OK or with uncompleted action notes.
Checks that are merely unchecked or due for scheduled review are not treated as maintenance issues—only confirmed failures with required actions are flagged.
4

Export Maintenance Dossier

Select all filtered rooms using the table header checkbox, open the Bulk actions dropdown, and choose Print to generate a consolidated PDF punch list for your maintenance team.

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Guide 4: Bulk Room Importing via Spreadsheet

Onboard whole-school or multi-building room inventories in minutes using standardised spreadsheet templates:
1

Open Import Dialog

On the main Site Audit dashboard, click the Import Rooms button.
2

Download Standard Template

Click Export Blank File to download rooms-blank.xlsx.
3

Populate Room Data

Open the spreadsheet in Microsoft Excel, Google Sheets, or LibreOffice. Populate the two mandatory columns:
  • name: Descriptive name (e.g. Classroom 1A, Physics Lab, Drama Studio).
  • code: Official room identifier or door number (e.g. CR-01A, SCI-PHY, DR-01).
4

Select Target Area & Upload

Return to the Import Rooms modal:
  • Select the destination Room Area (e.g. Main Building).
  • Upload your completed .xlsx, .xls, or .csv file.
  • Click Import.
5

Inspect Imported Rooms

The system confirms the number of imported rooms and automatically initialises the complete 28-check audit checklist for each newly created space.

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Guide 5: Managing & Reordering Room Areas

Site managers can structure and reorganise physical zones:
  1. Navigate to Manage > Areas (or /admin/site/areas).
  2. Click Create Room Area.
  3. Enter a clear name for the zone (e.g. Sports & PE Pavilion, Design & Technology Block).
  4. Click Save.
  1. On the Manage Room Areas screen, locate the drag handle icon on the left of any area row.
  2. Click and drag the row up or down to set your preferred walkthrough sequence.
  3. The display order updates immediately across all dropdowns and audit filters.
  1. Click the dropdown menu icon on the right of the target area row and select Delete Room Area.
  2. If the area contains allocated rooms, the system prevents deletion with an alert.
  3. Reassign all rooms to another area first before deleting the empty area.

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Guide 6: Batch Room Operations (Reassignment & Deletion)

Perform administrative updates across multiple rooms simultaneously:
  1. On the main Site Audit dashboard, check the selection boxes for the rooms you want to move.
  2. From the Bulk actions dropdown, select Change Areas.
  3. Choose the new destination Room Area from the modal dropdown.
  4. Confirm the update to reassign all selected rooms instantly.

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Guide 7: Exporting Printable PDF Check Sheets & Dossiers

Generate professional paper check sheets for physical walkthroughs or digital dossiers for governance reporting:
Open any individual room (/site/audit/{room}) and click Print from the top action bar. The system generates a clean, single-room check sheet detailing room metadata, check areas, current statuses, and logged action notes—ideal for carrying on a clipboard during physical inspection rounds.

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Guide 8: Delegating Read-Only Governance Viewers

Grant governors or compliance auditors access to inspect audit progress without risking accidental edits:
1

Open Viewers Management

Navigate to Manage > Viewers (or /admin/site/viewers).
2

Add a Site Viewer

Click Add Viewer. Select the staff member or governor from the dropdown list and confirm.
3

Access Verification

The user now sees a direct link to Site Audit on their main dashboard and can view all room progress bars and export PDF reports without edit permissions.
4

Revoking Viewer Access

To remove access, click the delete icon next to the user’s name in the viewers table.