The paperwork that keeps you safe, and keeps you working

Safety data sheets, COSHH and risk assessments

For trades that use chemicals, keep a register of the products you use with the hazards in plain words, protective equipment, first aid and storage, the supplier’s sheet as a PDF and your COSHH assessment, with a date to check for a newer sheet. Risk assessments and method statements are kept for every trade, with the hazards and controls, and can be printed or saved as a PDF. Link one to a service and the crew see it on that service’s visits.

Anything missing or overdue for review is listed first, and the owner is emailed before a review falls due. On the Growth plan and above the AI can draft a risk assessment from a title and a short description. It never sees client details.

• A register of products with sheets and COSHH assessments
• Risk assessments and method statements for every trade
• Seen by the crew on the visit
• Review reminders by email

Insurance that never quietly lapses

Record public liability, employers’ liability and any other policy with the insurer, policy number, cover, dates and the certificate as a PDF. Each is flagged 30 days before it runs out, and the owner is emailed. The page also tells you plainly if no public liability or employers’ liability policy is in force, with a pointer to the Health and Safety Executive for what you need.

• Certificates kept as PDFs
• Flagged 30 days before they run out
• A clear warning if a main policy is missing

Driving licences, checked on time

Record each driver’s licence categories, when the photocard runs out, any penalty points and endorsements, that they agreed to be checked, and the day you last looked the licence up on the DVLA’s own service. The next check falls due every few months, as often as you choose.

Both dates are flagged 30 days before and included in the safety reminder email, and a vehicle shows a warning when its usual driver’s licence has run out. Only people who manage the company can see it, and the licence number itself is never kept.

• Expiry and the next check, both reminded once
• Penalty points flagged at six
• No licence numbers stored

Keys, and who has them

Every key you hold for a client’s home or premises is recorded with a tag written on the key, never the address, so a lost key does not give the address away. A key is in the office unless it has been handed to a person. Handing it over and giving it back are written to the activity history, and the client page, the office visit page and the crew’s visit show who has the key.

• A tag on each key instead of the address
• Hand over and give back, with a trail
• Shown on the client, the visit and the crew app

When something goes wrong on site

From a visit in the crew app, a person can report running late, no access, damage or extra time needed. The people who manage jobs are emailed, and it is listed under Reported problems until someone marks it dealt with. Nothing is lost because it was said in a text message and never passed on.

• Running late, no access, damage and extra time
• The office emailed straight away
• A list that stays open until it is dealt with

Company vehicles, and what they cost to run

Record each of your own vans and cars with its usual driver, mileage and the dates for its MOT, road tax, insurance and next service. Anything passed or due within 30 days is flagged, and the owner is emailed once for each date. A sold vehicle is kept for the record and left out.

Add fuel and other costs against a vehicle: fuel, servicing, repairs, tyres, parking and the rest. With the litres and the mileage on the clock Sales Base works out miles per gallon and fuel cost per mile between full tanks, and shows what each vehicle has cost this month, this year and in all. Costs are seen only by the people who manage the company. This is your own record and does not check dates with the DVLA.

• MOT, road tax, insurance and service dates with reminders
• Fuel and running costs for each vehicle
• Miles per gallon and fuel cost per mile

Where the crew are now

A live map shows everyone who is clocked in to a visit now, pinned at the property, and lists visits that should have started with nobody clocked in. It uses only the clock ins the crew app already records. Nobody is followed between visits.