What is Asset Compliance Tracking?
Some assets need a valid certificate to stay compliant, such as a lift, a fire alarm panel, Fire Certificate (FC) or a water tank. Compliance tracking lets you record which certificate an asset needs and when it expires, so you know what is coming due.
When the certificate is renewed, you raise a Certificate Renewal work order. The asset’s expiry date only changes after you have checked the new certificate and accepted the work order. That way, the date on the asset always has proof behind it.
How to turn on compliance tracking
Before you start, make sure the asset has been created. See Assets: How to Add and Set Up an Asset
- Open the asset and tap Edit asset.
- Switch on Asset requires compliance tracking.
- Choose the certificate that applies to this asset.
- Save.
The certificate’s expiry date is filled in automatically when you choose the certificate.
How to renew a certificate
When a certificate has been renewed, or is about to be, raise a work order with the Certificate Renewal work type. This is separate from the Compliance work type. Compliance work orders don’t change the asset’s expiry date. Only an accepted Certificate Renewal does.
- Tap the + button on the bottom bar, then choose New Work Order.
- Set Work type to Certificate Renewal.
- Choose the asset. This is required.
- Set the due date. This is required.
- Assign the work order and issue it as usual.
What the assignee needs to submit
The Procedure is filled in for you. It is a system form with the usual Asset Verification fields, plus two new required fields:
- New expiry date: must be a future date.
- Certificate: upload the new certificate as a PDF or a photo.
The work order can’t go to Review until both are submitted.
Reviewing the renewal
When the work order reaches Review, check the certificate against the new expiry date, then:
- Accept: the asset’s expiry date updates to the new date.
- Reject: the asset’s expiry date stays as it was.
If the new expiry date is earlier than the asset’s current expiry, you’ll see a warning on the review screen. This is often a typing mistake, so check the certificate before you accept.
Your history is kept
The previous expiry date and certificate are kept in the work order’s history, so you can always see what the asset’s certificate was before each renewal.
Correcting the expiry date
If the auto-filled expiry date is wrong, or the certificate was renewed outside Basementgrid, open the asset, go to Log Certificate Renewal and enter the new details there. You don’t need a work order for this.
Tips
- Turn on compliance tracking when you first set up the asset, while you still have the certificate to hand.
- Always select the asset on the work order. A Certificate Renewal can’t be created without one, and the asset can only be updated if it is linked.
- Set the due date to when the renewal needs to be done, so it shows up before the certificate expires.
- Read the certificate before you accept. Accepting is what changes the asset’s expiry date.
- Use a Certificate Renewal work order when you want proof and a review step. Use Log Certificate Renewal for quick corrections or renewals done outside Basementgrid.
