> ## 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

> Tutorials & Practical Guides

## 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.

***

### 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.

> [!TIP]
>
> 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.

***

### 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.

> [!TIP]
>
> 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.

***

### 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.

> [!NOTE]
>
> 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.

***

### 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.

***

### Guide 5: Managing & Reordering Room Areas

Site managers can structure and reorganise physical zones:

> [accordion] Creating a New Room Area
>
> 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**.

> [accordion] Reordering Room Areas (Drag and Drop)
>
> 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.

> [accordion] Deleting a Room Area
>
> 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.

***

### Guide 6: Batch Room Operations (Reassignment & Deletion)

Perform administrative updates across multiple rooms simultaneously:

> [tab] Bulk Area Reassignment
>
> 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.

> [tab] Bulk Room Deletion
>
> 1. Select the checkboxes for obsolete or decommissioned rooms.
> 2. From the **Bulk actions** dropdown, select **Delete**.
> 3. Confirm the deletion prompt.
> 4. All selected rooms and their attached audit records are permanently removed.

***

### Guide 7: Exporting Printable PDF Check Sheets & Dossiers

Generate professional paper check sheets for physical walkthroughs or digital dossiers for governance reporting:

> [tab] Single Room Inspection Sheet
>
> 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.

> [tab] Whole-School Audit Dossier
>
> On the main **Site Audit** dashboard (`/site/audit`), select all rooms (or a filtered selection) and choose **Print** from the **Bulk actions** menu to generate a complete institutional compliance dossier.

***

### 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.


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