Fire & Safety · Inspection & service

Inspect assets. Keep their history.

Capture inspection findings, review the service report and update each asset’s history. Technicians record the evidence; supervisors review findings and reports.

Each capability runs standalone Works from your site register Original records are never overwritten
Harbourview Mixed Use CentreQuarterly fire system visit · Pump room + levels B1 to L3
Awaiting supervisor review
  1. Visit and asset check-inPump room assets identified by label
    Approved
  2. Inspection checklist1 reading out of range · 22 of 23 items complete
    Sign-off
  3. Defects and actionsPhoto evidence attached · severity routing running
    Working
  4. Service reportWaits for supervisor review
    Queued
  5. Asset history updateEvents filed to each asset timeline
    Queued
gauge reads low · awaiting supervisor review
Exception · Out-of-range readingCritical

Pump discharge gauge reads 0.4 bar below the last service

This visit · photo 3Gauge face cracked, reading 0.4 bar lower.
Last service · 12 JulReading in range, gauge intact.
Owner: Service supervisorNot closed by AI
Checklist items with evidence22 / 23
Open exceptions before report3
Who uses it
Maintenance technicians, service supervisors, asset owners and planners
Lifecycle stage
Operations / Maintenance, from handover onward
Works from
Your asset register, checklists, service history and certificates
Sign-off
A named supervisor reviews every safety finding
What changes

Keep inspection evidence with each asset today

Each visit produces a form, some photos and a report. Over the years those records scatter across contractors and systems, and the history of a single pump or valve becomes hard to prove.

TodayWhere each record lives
Fire pump P-01
With the use caseOn the asset's own timeline
  1. Paper file held by an earlier contractor
    2019Installed
    Commissioning record CR-19 linked
  2. PDF not linked to any pump
    2021Certificate
    Certificate matched to serial 7741
  3. A row in a spreadsheet
    2022Annual flow test
    Test sheet T-22, signed
  4. In a technician's notebook
    Jul 2026Gauge replaced
    Repair event R-0712 with photo
  5. Report typed up days later
    Oct 2026Quarterly visit
    Visit V-1012, supervisor reviewed
TaskTodayWith this use case
Starting a visitTechnicians arrive without the last service notes or a reliable asset list.Each visit opens with the asset list, the checklist and the last service notes for every item on site.
Identifying assetsDescriptions like "valve near stair 2" leave doubt about which asset was inspected.Assets are confirmed by label, serial or location, and an unreadable label is recorded as an exception.
Recording findingsPhotos and notes are filed separately and the report is typed up later.Readings, photos and defects are captured against the checklist item, with AI-drafted observations for the technician to correct.
Defects and actionsDefects are closed by phone with no record of who decided what.Severity rules route each defect to a supervisor, who assigns the action and owner on the record.
Keeping historyRecords from commissioning, past contractors and replacements sit in different places.Every event is filed to one asset timeline with its source, and stray records go to a matching queue for review.
Answering an auditTeams spend days collecting certificates and test records for a single asset.A chronological evidence pack exports for any asset, showing what is confirmed and what is still missing.
What it does

Four capabilities, one history per asset

Start with the capability your service team needs most. Each one works on its own data, and each passes approved records to the next when you connect them.

Check-inTechnician + service supervisor

Start every visit knowing which asset is in front of you

Open the assigned visit, see the asset list and last service notes, and confirm each asset by label, serial or location before the checklist starts.

AI suggests

  • Relevant history for each asset
  • Likely asset match from a label photo
  • Notes from the last visit worth checking

Rules automate

  • Visit schedule and assigned checklists
  • Required evidence per asset type
  • Unique asset IDs and locations

Your technicians decide

  • Confirm the asset identity
  • Record an unreadable or missing label
  • Flag an asset not on the register
P-01 fire pump label scanned, serial 7741 matches confirmed
V-12 valve label unreadable, located by drawing check
last visit note: gauge replaced on 12 Jul shown
What you get

Visit record with confirmed asset identities, assigned checklists and the history each technician needs on site.

On site

A visit, on the technician's phone

Each screen asks for one thing, and the visit cannot be submitted until the evidence the checklist requires is attached.

  1. 1
    Confirm the asset

    Scan the label. A mismatch or an unreadable label is recorded, never guessed.

  2. 2
    Enter the reading

    Units are checked and the last value sits beside the new one.

  3. 3
    Correct the draft

    AI drafts the observation from the photo. The technician's words are what get saved.

  4. 4
    Send for review

    The visit goes to the supervisor with every reading and photo attached.

Workflow

Every visit, from assigned job to updated history

Automated steps prepare the evidence. People make the calls. Work cannot move past a gate while a critical exception is open.

  1. Prepare the site visit

    Load the asset list, checklists and last service notes for the site.

    AutomatedTechnician

  2. Identify each asset

    Scan the label or confirm serial and location before inspecting.

    Technician

  3. Inspect and capture

    Run the checklist and record readings, photos and defects.

    Technician

  4. Review asset findings

    Review out-of-range readings and defects, then assign actions.

    Approval gateSupervisor

  5. Issue the visit report

    Send the client report written from the confirmed record.

    AutomatedSupervisor

  6. Update asset history

    File every event to its asset and review unmatched records.

    AutomatedCurator

  7. Plan service and export

    Schedule the next obligations and export evidence on request.

    Approval gateAsset owner
Prepared or reviewed stepApproval gate with named sign-off
At a glance

What goes in, what comes out

Everything you bring flows through one controlled use case. Hover or tap an input to see which outputs it feeds.

You bring

Asset registerOr a manual site register with locations
Approved checklistsThe inspection regimes and maintenance rules you apply
Field readings and photosCaptured on site against each checklist item
Past service recordsLast inspection, repairs and replacements
Certificates and commissioning recordsIncluding records from earlier contractors
The use case Site Inspection, Maintenance & Digital Asset History
  • Visit planning & asset check-in
  • Field inspection & evidence
  • Defects & service reports
  • Digital asset history
2 approval gatesFull audit trail

You get

Signed inspection recordReadings, photos and observations per asset
Defect and action listSeverity, owner, due date and evidence
Client service reportApproved by the service supervisor
Asset lifecycle timelineStatus, certificate register and maintenance plan
Audit evidence packChronological, with confirmed and missing items
Who it is for

Built around the people who inspect, review and own the asset

Each role sees the evidence it needs and approves only what it is authorized to approve.

Inspects

Maintenance technician

Confirms each asset, records readings and photos and corrects AI-drafted observations.

Reviews

Service supervisor

Reviews safety findings, assigns rectification and approves the client report.

Plans

Maintenance planner

Schedules future obligations from verified history and sees what is due.

Owns

Asset owner or facility manager

Sees the current status of each asset and exports evidence when an auditor asks.

Curates

Records curator

Confirms which record belongs to which asset and keeps originals untouched.

Coordinates

Service manager

Tracks visits, open defects and overdue actions across sites.

Designed for

Fire maintenance contractorsFacility management companiesMulti-site asset ownersBuilding owners and operatorsMulti-location service providersIn-house maintenance teams
Scope & limits

What this software will not do

Inspection findings and asset records are safety evidence. Every finding and every record match stays with a named person, on the record.

How every output moves from AI suggestion to an issued record

  1. AI analysisAutomated
  2. Draft observation or matchMarked as draft
  3. Technician reviewAccept or correct
  4. Supervisor reviewSafety findings
  5. Controlled recordFiled to asset history
  6. Audit trailWho, what, when, why

A photo is not a finding

Images can be misread. The technician’s observation and supervisor’s review determine each safety finding.

Original records are never overwritten

Corrections sit beside the original observation. Both records remain visible with their history and sources.

It does not link records on a guess

A suggested record match remains unconfirmed until a curator reviews it and links it to the correct asset.

Nothing is reported without review

The supervisor reviews every safety finding before it can enter the client report. Draft findings stay internal.

It does not stand in for an authority

A signed visit records your internal inspection. It never implies an inspection or acceptance by an authority.

Your regimes, not ours

Checklists and service intervals follow the maintenance rules you configure for each asset type and site.

Standalone first

Each capability runs on its own uploads and manual entries. No other module is a prerequisite.

Connects when you are ready

Optional links to CMMS, BIM or digital twin and document systems, each with mapped fields and agreed data ownership.

Your data stays yours

Separate tenants and projects, role-based access and encryption at rest and in transit. Model training requires written permission.

Example project

A ten-minute walkthrough of Harbourview

Check-in1.5 min Inspection3 min Defects1.5 min History2.5 min Approval1.5 min
Demo scenario · sample project

A quarterly visit to a mixed-use center pump room

The walkthrough follows one visit from asset check-in to an updated history, across all four capabilities.

Assets14 on site
VisitQuarterly
Exceptions shown3
Sign-offs2 gates

  1. Scan the pump label

    The technician scans the label, the serial matches the register and the last service note appears.

    Visit and check-in

  2. Record readings and a damaged gauge

    The discharge reading is lower than last time, and the technician photographs the cracked gauge.

    Field inspection

  3. Correct an AI-drafted observation

    The draft says the gauge is missing. The technician corrects it to cracked and submits the visit.

    Field inspection

  4. Supervisor assigns the repair

    The supervisor reviews the evidence, sets the severity and assigns a gauge replacement with a due date.

    Defects & service reports

  5. Link an unmatched certificate

    A pump certificate from an earlier contractor is matched to serial 7741 and confirmed by the curator.

    Digital asset history

  6. Read the pump timeline

    Installation, the commissioning test, the July replacement and today's visit appear in order with their sources.

    Digital asset history

  7. Approve the report and export evidence

    The supervisor approves the service report and the owner exports a chronological evidence pack.

    Approval gate
Pilot evaluation

Agree the measures before the pilot

We agree a baseline with you first, then compare. We do not promise a number before your own data shows it.

  1. 1
    Agree a baselineYour current process, measured the same way
  2. 2
    Run the pilotOne asset type across an agreed set of sites
  3. 3
    Compare on your dataSame measures, same denominator, reported openly

Inspection completion

Visits completed on schedule with every required item recorded.

Report turnaround

Time from visit completion to a supervisor-approved client report.

Defect closure time

Time from a recorded defect to verified rectification.

Missed required evidence

Checklist items submitted without a required reading or photo.

History completeness

Assets with a complete, sourced timeline and visible certificate expiry.

A first pilot validates one asset type across an agreed set of sites before wider claims.

Getting started

Define a pilot with your team

  1. Review the requirements

    We send the consolidated requirements for the use case and its four capabilities.

  2. Review the workflow example

    Review the example workflow, its records and approval points with your team.

  3. Confirm the project scope

    We map your asset types, sites, regimes and the capability to start with.

  4. Define the pilot scope

    Your checklists, asset register, report templates and sample records define the pilot.

  5. Pilot

    Evaluate against your baseline

    One asset type across an agreed set of sites, measured on the agreed pilot measures.

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FAQ

How do inspections become part of an asset history?

Inspection observations, readings and supporting records are linked to the relevant asset. Reviewed findings and follow-up work then add to its service history.

Who determines whether an asset passes inspection?

The technician records the observation and the service supervisor reviews safety findings. AI-prepared notes support that review; the responsible people determine the outcome.

Can we bring in records from previous contractors?

Upload past reports, certificates and commissioning records. A curator checks the suggested asset links before those documents join the history.

How is an incorrect asset link corrected?

A curator corrects the link and records the reason. The original record is retained and the change remains traceable in the audit history.

What do we need to start an inspection workflow?

Start with an asset register spreadsheet or a manual site register, the inspection checklist and the records your reviewers need. Scope CMMS or BIM connections separately if required.

Can inspection and asset history run as one workflow?

They can be scoped individually or connected from inspection capture through review, follow-up and asset history. Agree site device, connectivity and record requirements during the pilot.