Fire Passport™

The Management Log

Every recurring duty the building carries — alarm tests, emergency lighting, door inspections, servicing, drills — on its required cadence, showing what is due, what is overdue, and what was done. The log is the evidence, not a reminder about it.

Delegated checks, logged by the people doing them

Assign a check to a caretaker, a contractor or a member of staff by email. They log the completion, with a certificate where there is one, and it rolls up into your log. You are not retyping other people's paperwork.

Duty communications

The information the Fire Safety Order requires you to give residents and to other Responsible Persons, issued from the app with a record of who received it and confirmed it.

The building record

Address, height, storeys, stairs, suppression, evacuation strategy, Responsible Person contacts and the structured questionnaire behind them — held once, kept current, and reused by every assessment the building ever has.

Contractors, engaged and evidenced

Invite the contractors you already use into the Library, or search it for a trade you need, run a tender and keep the award and the work in the same record. How contractors join →

Tenders, run properly

Write the instruction, attach the specification, set the date and time returns are due, invite a shortlist from the Library and list anyone else the returns should go to. Every return is sealed until that moment — unreadable by you, by us, and by the other tenderers — and they are then released simultaneously. The procedure is published in full inside the app, on a button on every tender, so the contractors pricing it can read the rules they are being held to.

A schedule the returns can be checked against

List the items you want priced and the returns come back priced line by line. The app then does the checking: whether each tenderer’s own arithmetic adds up, whether any item is priced more than 15% away from the mean of the prices received for it, and what was left unpriced. They are questions to put to a tenderer, not verdicts.

Preliminaries you can issue as your own

A complete set of preliminaries and preambles — general conditions, and materials and workmanship — written for the RIBA Concise Building Contract 2018 and offered white-labelled. Answer the handful of values it leaves to you, set out what a week of delay actually costs, and it prints the statement that makes your liquidated damages a genuine pre-estimate rather than an unenforceable penalty.

Acceptance, and telling everyone

Accept the tender you want — it need not be the lowest, and if it is not you record why. Every tenderer hears the same day: the winner that their price has been selected, everyone else the sum it went for, the contract period and the lead time, so they know whether their pricing is competitive.

Section 20, from the register to the notice

Import the leaseholder register from whatever software you keep it in, and the app works out whether the consultation bites — the test is whether any one leaseholder contributes more than £250, not the average. It then dates every stage from the statutory rule, records nominations, and composes and serves the notices of intention, of estimates and of reasons, each one built clause by clause from Schedule 4 to the 2003 Regulations and refused outright while any required element is missing.

Every leaseholder served is receipted with the address and the time. The ones it cannot reach — anyone with no email address on the register — are named back to you as unserved, before you send and again in the record, because an app can email and it cannot post. For those it prints an addressed pack, one copy each, laid out for a window envelope; you record the date you posted them, and that stays visibly your word rather than the app’s.

It also knows the difference between a recognised tenants’ association, which must be given every notice, and an RTM company that has acquired the right to manage — which is the party doing the consulting, and so is named at the head of the notice rather than served with one. Where the works will not wait, a period can be shortened; the app makes you say why and stamps it, since that is the account a tribunal reads on a dispensation application.

Handover that carries the history

When the building changes hands, the record and its complete log transfer to the incoming agent. Nothing restarts from an empty file, and the chain of who was responsible when survives the change.