The Fire & Maintenance Log Book allows assessors, validators and customers to record and review fire safety incidents, maintenance activities, testing records and training activities associated with a building. It also provides a renewal schedule showing upcoming inspection, testing and maintenance due dates.

Who can use this Feature?

• Standard
• Standard + Estate Manager
• Admin
• Tech Admin

Accessing the Fire & Maintenance Log Book

From within an assessment, select Fire & Maintenance Log Book from the navigation menu.

The page is divided into the following sections:

• Incidents
• Maintenance
• Weekly Fire Tests
• Training
• Other Tests

Each section includes an ADD button that can be used to create a new log entry.

The page also displays renewal schedules where applicable, helping users track activities that require future action or review.

Incidents

The Incidents section is used to record fire-related incidents or other significant events associated with the building.

Adding an Incident

Select ADD within the Incidents section.

Complete the available fields:

Selecting the Incident Date

Select the calendar icon to choose a date.

Selecting a Log Item

Choose the most appropriate log item from the available list.

Setting the Status

Select the appropriate status for the incident.

Once all required information has been entered, select Save.

Maintenance

The Maintenance section is used to record servicing, inspections and maintenance activities relating to fire safety equipment and building systems.

Adding a Maintenance Record

Select ADD within the Maintenance section.

Complete the maintenance log form.

Maintenance Fields

Selecting a Maintenance Type

A range of maintenance activities can be recorded, including:

• Fire Alarm Service
• Emergency Lighting Service
• Fire Extinguisher Maintenance
• Fire Door Maintenance
• Lift Maintenance
• Gas Safety Inspection
• Dry Riser Inspection
• Wet Riser Inspection
• Legionella Risk Assessment
• TMV Maintenance
• Kitchen Extraction Duct Work Clean

Engineer and Work Information

Enter details of the engineer, visitor, equipment and work completed.

Recording Approval Information

Enter the approver and approval date where applicable.

Setting the Status

Choose the appropriate result for the maintenance activity.

Available values include:

• PASS
• FAIL
• NA
• YES
• NO
• ONGOING
• COMPLETE
• ABORTED

Save the record when complete.

Weekly Fire Tests

The Weekly Fire Tests section is used to maintain records of recurring fire safety tests.

Adding a Weekly Fire Test

Select ADD within the Weekly Fire Tests section.

Complete the form using the available fields.

Weekly Fire Test Fields

Selecting a Test Type

Available options include activities such as:

• Weekly Fire Alarm Test
• Emergency Lighting Test
• Sprinkler Tests
• Fire Extinguisher Visual Check
• Dry Riser Tests
• Wet Riser Tests

Recording Test Results

Select the relevant status and add any notes where required.

Save the record when complete.

Training

The Training section is used to record fire safety training activities undertaken at the building.

Adding a Training Record

Select ADD within the Training section.

Complete the training form.

Training Fields

Training Types

Available training types include:

• Fire Safety Training
• Fire Marshal Training
• Legionella Awareness Training

Recording Attendance and Outcomes

Enter attendee details, duration and any supporting notes before saving the record.

Other Tests

The Other Tests section is used to record inspections, reviews, drills and testing activities that do not fall under the previous categories.

Adding an Other Test

Select ADD within the Other Tests section.

Complete the form.

Other Test Fields

Selecting a Log Item

The system provides a wide range of options, including:

• Fire Risk Assessment
• Fire Drill
• Sprinkler Weekly Test
• Sprinkler Periodic Test
• Holding Open Device Test
• Portable Appliance Test
• Electrical Periodic Test
• Emergency Lighting Test
• Water Hygiene Tests
• Lightning Protection Test
• COSHH Review
• Internal Fire Door Check

Recording Results

Select the appropriate status, enter notes and choose a renewal date if required.

Select Save to create the log entry.

Renewal Schedules

The Maintenance, Training and Other Tests sections display Renewal Schedule / Next Due information where renewal dates have been recorded.

This enables users to quickly identify upcoming inspections, servicing requirements, tests and training renewals.

Renewal dates are automatically displayed within the relevant section after log entries have been saved with a Renewal Due date.