Sheets you write yourself
New sheet in Settings under Sheets starts a draft. Publish checks the draft and names any problem in the way. Each publish is a new version, and a sheet already signed keeps the wording it was signed under.
A sheet’s Register recorded at sign-off can be set to a scheme such as Gas Safe. Signing the sheet records the signer’s registration number, and the firm’s where the firm has one. A registration that has run out is noted, and the sheet still signs.
A sheet is made of sections of questions. A section is asked Once, For each appliance or As rows the engineer adds. Any question can be Needed to sign off. Each question has one Kind of answer:
- Choice, which can ask for a note or a photo on a given answer
- Reading, with its Unit, Lowest and Highest
- Text
- Number
- Date
- Photo
- Signature
- Test instrument
Three sheets set up for you
Each can be changed as a draft, the same as a sheet you write.
- Job sheet: the work carried out, materials used, safety checks, the condition on leaving, a photo of the finished work and a signature on site.
- Service record: the make, model and serial number, parts, readings for each appliance, the meter used, the service date and a signature on site.
- RAMS acknowledgement: the hazards on site today, the controls in place and the signature of whoever read it.
What each kind of work requires
Under Work types, a kind of work can require a sheet and can carry your own RAMS, as a PDF or a photo shown on every job of that kind.
A firm set up for gas starts with one rule. A boiler service, boiler installation, gas safety check or gas appliance service owes a gas service record when the work is finished. Until the record is signed or waived, the job cannot be completed and the invoice email waits. The invoice is still numbered and can still be paid. Each rule has three settings:
- When: Before the van moves, On arrival, During the work, When the work is finished or After the job. A sheet owed Before the van moves stops the job starting until it is signed or waived, unless it is set to hold up Nothing.
- Holds up: Nothing, Completing the job or The invoice email.
- Applies to: Every customer, Business customers or Private customers.
On the job, and at sign-off
The job lists each sheet it still owes. Waive it sits beside each one, and Start it shows once the job can take that sheet. A waiver asks for a reason and records who gave it.
A question can be Filled in from the job, the address or the appliance. An answer can be Saved to the appliance to fill a blank make, model, serial number or install date. A reading shows last time’s figure from the same sheet on that appliance under the box, never in it. A sheet signed against an appliance moves the appliance’s next service date on.
Signing off names any question still needed. The verdict is Satisfactory with no findings, Unsatisfactory when any finding is Major or Dangerous, and Satisfactory, with defects otherwise. A Dangerous finding puts a notice in the office for every administrator. Each finding stays at the address until it is put right, and can go on a quote or become a job.
Certificates a scheme issues
In England and Wales, a scheme such as Gas Safe, NICEIC, NAPIT or OFTEC issues a Building Regulations compliance certificate once the work is notified. The office does not draw that certificate.
On the job, Add a certificate records the number of a certificate from any of those four, BESCA or Blue Flame, with the day it was issued and who certified it. A job can carry several, and offers the schemes its kind of work names and any the firm or its people are registered under.
The certificate itself can be filed on the job as a PDF or a photo, with its scheme and number. The Certificates list finds a job’s signed sheets by that number too.
Every signed sheet, found and exported
Signing off makes a PDF of the sheet as signed, with its verdict. Readings show their limits, and the meter shows the date it was calibrated until.
The Certificates list shows every signed sheet, newest first. It searches by number, postcode or customer, and filters by Verdict, Customer and Who signed it.
In Settings under Exports, Certificates and sheets downloads every sheet signed in a period as a PDF, with a CSV of each verdict, signer and registration number. The Audit pack gathers the signed sheets and recorded certificate numbers for one customer or site, and names anything owed and not recorded.