Certificates: reviews, requirements and actions

Check certificates awaiting review, say which certificates each building must hold, and turn follow-on work into actions and jobs.

What's in this video

1. A certificate only counts as proof once someone has checked it. In Certificates, click the Awaiting review tile.
2. Here's the emergency lighting certificate we added for Larkfield Estate. Click it to open it. Open the file, and compare it with the details: the kind, the building, the asset and the dates.
3. If anything is wrong, correct it here, and click Save details. Everything matches, so click Verify. Your name and the date are kept on it, and it now counts as proof.
4. If it's the wrong certificate, or for the wrong building, click Reject instead, and say why. A rejected certificate never counts as proof.
5. Next, Requirements. This is where you say which certificates you must hold, and how often. Only these can show as Missing.
6. Each one shows how many places are covered, expiring soon, or missing. Larkfield Estate has no legionella risk assessment, so it shows as Missing.
7. To add one, choose the certificate, say every how many months, and what it's for: one building, every building in a list, or one asset. Give it a name, and click Add requirement.
8. It's covered straight away, by the certificate we just verified.
9. Now Actions. These are the follow on jobs from your certificates: what needs fixing, how serious it is, who's responsible, and by when.
10. Click Add an action. Type what needs doing, how serious it is, who's responsible, the due date and the building. Then click Save action.
11. To get it done, click Raise a job. It becomes a job in Work Orders, and the action closes by itself when that job is closed.
12. Last, Settings. Expiring soon decides how many days' warning you get. And the reminder email goes each morning to everyone who manages Certificates, with what's missing, expired, expiring, overdue, and waiting for review.
13. In the next video, we'll make an audit pack for an inspector or a client.