The Compliance module helps you manage regulatory compliance for equipment inspections across your organisation. You can track inspection schedules, monitor which assets are compliant or overdue, configure compliance rules, and view upcoming inspections on a calendar. This module is available to users with the compliance permission.
Getting here
Click Compliance from the sidebar. You will see sub-menu options for Dashboard, Asset Compliance, Rules, and Schedule. Select the screen you need.
Compliance Dashboard
The Compliance Dashboard gives you an at-a-glance overview of your compliance position. It displays key metrics, breaks down compliance by regulation, location, or category, and highlights items that need attention.
What you can do on this screen
View headline compliance figures such as compliant assets, overdue items, items due soon, and your overall compliance percentage.
See how compliance has changed over the last 90 days.
Browse compliance data grouped by regulation, location, or asset category.
View detailed information about a selected regulation, location, or category.
Navigate directly to the Asset Compliance list filtered by a specific status or regulation.
Export a compliance report.
Step-by-step instructions
View key metrics
Open the Compliance Dashboard.
Review the metric cards at the top of the page:
Compliant Assets shows the number of assets that are currently compliant.
Overdue Items shows assets that have passed their inspection due date and need action.
Due Soon shows assets with inspections due within the next 30 days.
Overall Compliance shows the percentage of assets that are compliant, along with the trend over the last 90 days.
Select any metric card to navigate to the Asset Compliance list filtered to that status.
Browse compliance by regulation, location, or category
Below the key metrics, find the Compliance by section.
Use the tabs to switch between Regulation, Location, and Category views.
Each entry shows a compliance percentage, a colour-coded progress bar, and counts of compliant, due soon, and overdue items.
Select an entry from the list on the left to see more detail in the panel on the right.
View regulation details
Click the Regulation tab.
Select a regulation from the list.
The detail panel shows:
The regulation name and compliance percentage.
A description of the regulation, the regulatory body, and the legislation reference.
Suggested inspection intervals and key points.
A link to view official guidance, where available.
Click View All Assets for this Regulation to open the Asset Compliance list filtered to that regulation.
View location details
Click the Location tab.
Select a location from the list.
The detail panel shows the location name, compliance percentage, and a breakdown of compliant and non-compliant assets.
Click View All Assets for this Location to open the Asset Compliance list filtered to that location.
View category details
Click the Category tab.
Select a category from the list.
The detail panel shows the category name, compliance percentage, and asset counts.
Click View All Assets for this Category to open the Asset Compliance list filtered to that category.
Export a compliance report
Click Export Report in the top-right corner of the dashboard.
The report is downloaded as an Excel file.
Asset Compliance
The Asset Compliance screen lists all assets that have compliance requirements. You can search, filter, sort, and take actions on individual assets or groups of assets.
What you can do on this screen
View a table of all assets with compliance requirements.
Search for assets by name, ID, or regulation.
Use quick filters to show overdue items, items due this week or month, high-risk items, or unassigned items.
Apply advanced filters by status, regulation type, risk level, department, or assigned person.
Sort the table by any column.
Choose which columns to display and reorder them.
Select one or more assets to perform bulk actions.
Record an inspection result.
Schedule an inspection.
Mark an asset as non-applicable for a compliance rule.
Defer an inspection due date.
View the compliance history for an asset.
Export data to CSV, Excel, or PDF.
Navigate to an asset's detail page.
Step-by-step instructions
Search for assets
Open Asset Compliance from the sidebar.
Type into the search box at the top of the page.
The table updates as you type to show matching assets. You can search by asset name, asset ID, or regulation name.
Use quick filters
Below the search box, you will see filter badges: Overdue, Due This Week, Due This Month, High Risk, and Unassigned.
Select a badge to filter the table to matching items.
Select the same badge again to remove the filter.
Apply advanced filters
Open the right-hand panel by clicking the Filters tab.
Filter by status, regulation type, risk level, department, or assigned person.
The table updates automatically as you change filter selections.
Sort the table
Select a column header to sort the table by that column in ascending order.
Select the same column header again to sort in descending order.
Select it a third time to remove the sort.
Choose which columns to display
Open the right-hand panel and click the Columns tab.
Toggle columns on or off. The available columns are:
Asset Name
Category
Location
Regulation
Requirement
Last Check
Next Due
Status
Risk Band
Assigned To
Last Result
Contractor
The table updates immediately to reflect your choices.
Select assets
Use the checkbox in each row to select individual assets.
Use the checkbox in the column header to select all assets on the current page.
When you select one or more assets, the right-hand panel automatically opens to show available actions.
Record an inspection
You need the compliance management permission to perform this action.
Select one or more assets from the table.
Open the Actions tab in the right-hand panel.
Click Record Inspection.
If you selected a single asset, a panel opens where you can enter the inspection details:
Inspection Date - the date the inspection took place.
Inspector Name - the name of the person who performed the inspection.
Outcome - select Pass, Fail, or Pass with Advisories.
Findings - any notes about the inspection.
Next Inspection Date - the date the next inspection is due.
Evidence Files - upload supporting documents if required by the compliance rule.
Click Submit to save the record.
If you selected multiple assets, the inspection is recorded in bulk for all selected items.
Expected outcome: A success message confirms how many inspections were recorded. The table refreshes to show updated data.
Warning: If document upload fails during recording, you will see the message: "Inspection recorded but document upload failed. Documents can be uploaded later."
Schedule an inspection
You need the compliance management permission to perform this action.
Select one or more assets from the table.
Open the Actions tab in the right-hand panel.
Click Schedule Inspection.
If you selected a single asset, a panel opens where you can enter:
Scheduled Date - the date for the inspection.
Assigned To - the person responsible for the inspection.
Notes - any additional information.
Click Submit to save the schedule.
If you selected multiple assets, inspections are scheduled in bulk.
Expected outcome: A success message confirms how many inspections were scheduled.
Mark as non-applicable
You need the compliance management permission to perform this action.
Select one or more assets from the table.
Open the Actions tab in the right-hand panel.
Click Mark Non-Applicable.
If you selected a single asset, a panel opens where you can enter:
Reason - why the compliance rule does not apply.
Detailed Explanation - further detail about the exemption.
Effective Date - when the exemption takes effect.
Expiry Date - when the exemption ends, if applicable.
Click Submit to save the exemption.
If you selected multiple assets, all selected items are marked as non-applicable in bulk.
Expected outcome: A success message confirms how many items were marked as non-applicable.
Warning: If document upload fails during this action, you will see the message: "Exemption recorded but document upload failed. Documents can be uploaded later."
Defer a due date
You need the compliance management permission to perform this action.
Select one or more assets from the table.
Open the Actions tab in the right-hand panel.
Click Defer Due Date.
If you selected a single asset, a panel opens where you can enter:
New Due Date - the revised deadline.
Reason - why the deferral is needed.
Click Submit to save the deferral.
If you selected multiple assets, due dates are deferred in bulk.
Expected outcome: A success message confirms how many items were deferred.
View compliance history
Select a single asset from the table.
Open the Actions tab in the right-hand panel.
Click View History.
A panel opens showing the compliance history timeline for that asset.
This action is only available when exactly one asset is selected.
Export data
Open the Actions tab in the right-hand panel.
Choose one of the export options:
Export to CSV - downloads a CSV file.
Export to Excel - downloads an Excel spreadsheet.
Export to PDF - downloads a PDF report.
If you have assets selected, only the selected assets are exported. If no assets are selected, all assets matching your current filters are exported.
Expected outcome: The file downloads to your device.
Navigate to an asset
In the table, select the asset name link.
The asset detail page opens with the compliance tab selected.
Field reference
Field | Description |
Asset Name | The name of the asset. Select this to open the asset detail page. |
Category | The asset category, such as IT Equipment or Lifting Equipment. |
Location | Where the asset is located. |
Regulation | The compliance regulation that applies, such as LOLER or PUWER. |
Requirement | The specific compliance requirement for this asset. |
Last Check | The date of the most recent inspection. |
Next Due | The date the next inspection is due. The number of days until due is shown below the date. |
Status | The compliance status: Compliant, Due Soon, Overdue, Pending, Exempt, or Not Started. |
Risk Band | The risk classification: High, Medium, or Low. |
Assigned To | The person responsible for the next inspection. Shows "Unassigned" if no one is assigned. |
Last Result | The outcome of the most recent inspection: Pass, Fail, or Pass with Advisory. |
Contractor | The contractor or service provider who performed the last inspection. |
Warnings and messages
Message | When it appears |
No assets found | The table is empty because no assets match your search or filter criteria. Try adjusting your search or filters. |
No compliance data available yet | There are no compliance records in the system. |
Failed to load compliance assets | The system could not retrieve data. Check your network connection and try again. |
Recorded X inspection(s) | Shown after successfully recording inspections in bulk. |
Scheduled X inspection(s) | Shown after successfully scheduling inspections in bulk. |
Marked X item(s) as non-applicable | Shown after marking items as non-applicable in bulk. |
Deferred X item(s) | Shown after deferring due dates in bulk. |
Inspection recorded but document upload failed. Documents can be uploaded later. | The inspection was saved but the attached files could not be uploaded. You can upload them separately. |
Exemption recorded but document upload failed. Documents can be uploaded later. | The exemption was saved but the attached files could not be uploaded. You can upload them separately. |
Select one or more assets to see additional actions | Shown in the Actions panel when no assets are selected. Select assets to enable compliance actions. |
Compliance Rules
The Compliance Rules screen lets you create, view, edit, and delete the compliance rules that govern your inspections. Each rule defines what type of inspection is required, how often it should happen, which categories and locations it applies to, and what evidence is needed.
What you can do on this screen
View a list of all compliance rules.
Search for a rule by code or name.
Create a new compliance rule.
Edit the details of an existing rule.
Set which asset categories a rule applies to.
Set which locations a rule applies to.
View which assets are assigned to a rule.
Bulk-add assets to a rule.
Delete a compliance rule.
Save or discard changes.
Step-by-step instructions
View and search compliance rules
Open Compliance Rules from the sidebar.
The left-hand sidebar lists all compliance rules.
Type into the search box at the top of the sidebar to filter rules by code or name.
Select a rule from the list to view its details in the main panel.
Create a new compliance rule
You need the compliance management permission to perform this action.
Click New Rule in the top-right corner of the page.
A dialog opens with three tabs: Details, Categories, and Locations.
On the Details tab, fill in the required fields:
Rule Code - a short code for the rule (for example, PUWER, LOLER, PAT).
Rule Name - a descriptive name for the rule.
Compliance Type - select the type of compliance from the dropdown.
Rule Enabled - toggle this on to activate the rule.
Inspection Interval - how often the inspection must happen, with a number and unit (days, months, or years).
Grace Period - an optional period after the due date before the item is marked overdue.
Priority Level - select Low, Medium, High, or Critical.
Optionally fill in the regulatory information:
Regulatory Body - the authority responsible for the regulation.
Legislation Reference - the specific legislation or standard.
Guidance URL - a link to official guidance.
Optionally set asset value filters:
Minimum Asset Value - only assets above this value are included.
Maximum Asset Value - only assets below this value are included.
Set the acceptance requirements by toggling any combination of:
Document Upload (Certificate) - require a compliance certificate.
Document Upload (Report) - require an inspection or test report.
Photo Evidence - require photographic evidence.
Notes - require written notes or comments.
Contractor Details - require information about the contractor or service provider.
Click the Categories tab to choose which asset categories this rule applies to.
Click the Locations tab to choose which locations this rule applies to.
Click Create Rule to save the new rule.
Pre-condition: You must enter a rule name. The Create Rule button is disabled until you provide one.
Expected outcome: The new rule appears in the sidebar list.
Edit rule details
You need the compliance management permission to perform this action.
Select a rule from the sidebar.
The Details tab shows the current settings.
Change any field as needed. The available fields are:
Rule Code (read-only).
Rule Name.
Compliance Type - select from: Safety inspection, Maintenance requirement, Certification/licence renewal, Calibration requirement, Regulatory compliance, Insurance requirement, Electrical safety testing, or Training/operator qualification.
Rule Enabled - toggle on or off.
Default Inspection Interval - number and unit.
Grace Period - number and unit.
Minimum Asset Value and Maximum Asset Value.
Regulatory Body, Legislation, and Guidance URL.
Acceptance requirements (certificate, report, photo, notes, contractor details).
Company Selection - choose which companies the rule applies to.
Click Save Changes to save your edits.
Expected outcome: The rule is updated. A success notification appears.
Manage categories for a rule
Select a rule from the sidebar.
Click the Categories tab.
Toggle Apply to All Categories if you want the rule to cover all asset categories.
If you are selecting specific categories, use the search box to find a category, then toggle individual categories on or off.
The badge on the tab shows how many categories are selected.
Click Save Changes to save.
Manage locations for a rule
Select a rule from the sidebar.
Click the Locations tab.
Toggle Apply to All Locations if you want the rule to cover all locations.
If you are selecting specific locations, use the search box to find a location, then toggle individual locations on or off.
The badge on the tab shows how many locations are selected.
Click Save Changes to save.
View assigned assets
Select a rule from the sidebar.
Click the Asset Assignment tab.
A table shows all assets currently assigned to this rule, with the following columns:
Asset Code
Asset Name
Category
Location
Assignment Type - how the asset was assigned (by category rule, location rule, both rules, or manually).
Status - the compliance status of the asset.
Due Date - when the next inspection is due.
Use the search box above the table to find assets by name, code, category, or location.
Select any column header to sort the table by that column.
Bulk-add assets to a rule
You need the compliance management permission to perform this action.
Select a rule from the sidebar.
Click the Asset Assignment tab.
Click Bulk Add Assets.
A dialog opens where you can search and select assets.
Choose the assets you want to add.
Click Add Selected Assets to assign them to the rule.
Expected outcome: The selected assets appear in the asset assignment table.
Discard changes
If you have unsaved changes, a Reset button appears in the top-right corner.
Click Reset to discard all changes and revert to the last saved state.
Delete a compliance rule
You need the compliance management permission to perform this action.
Select a rule from the sidebar.
Click Delete in the top-right corner.
A confirmation dialog appears asking: "Are you sure you want to delete [rule name]? This action cannot be undone."
Click Delete Regulation to confirm, or Cancel to go back.
Expected outcome: The rule is removed from the sidebar list.
Switch rules with unsaved changes
If you have unsaved changes and select a different rule from the sidebar, a dialog appears: "You have unsaved changes. Would you like to save them before switching to another regulation?"
Choose one of:
Cancel - stay on the current rule.
Discard Changes - switch to the new rule without saving.
Save & Continue - save your changes and then switch.
Field reference
Field | Description |
Rule Code | A short identifier for the compliance rule (for example, PUWER, PAT, LOLER). Read-only after creation. |
Rule Name | A descriptive name for the compliance rule. Required. |
Compliance Type | The type of compliance. Options: Safety inspection, Maintenance requirement, Certification/licence renewal, Calibration requirement, Regulatory compliance, Insurance requirement, Electrical safety testing, Training/operator qualification. |
Rule Enabled | Whether the rule is active. Toggle on or off. |
Default Inspection Interval | How often inspections must take place. Enter a number and select Days, Months, or Years. |
Grace Period | The additional time allowed after the due date before an item is marked overdue. Enter a number and select Days, Months, or Years. |
Priority Level | The importance of the rule. Options: Low, Medium, High, Critical. |
Regulatory Body | The authority responsible for the regulation (for example, HSE). |
Legislation | The specific legislation or standard reference (for example, PUWER 1998 reg. 6). |
Guidance URL | A web address linking to official guidance. |
Minimum Asset Value | Only include assets with a value above this amount. Leave blank for no minimum. |
Maximum Asset Value | Only include assets with a value below this amount. Leave blank for no maximum. |
Document Upload (Certificate) | When enabled, a compliance certificate must be uploaded when completing an inspection. |
Document Upload (Report) | When enabled, an inspection or test report must be uploaded when completing an inspection. |
Photo Evidence | When enabled, photographic evidence must be provided when completing an inspection. |
Notes | When enabled, written notes must be provided when completing an inspection. |
Contractor Details | When enabled, information about the contractor or service provider must be provided when completing an inspection. |
Company Selection | Choose which companies this compliance rule applies to. |
Warnings and messages
Message | When it appears |
No Rule Selected | No rule is selected in the sidebar. Select a rule or create a new one to get started. |
Unsaved Changes - You have unsaved changes. Would you like to save them before switching to another regulation? | You are trying to switch to a different rule while you have unsaved edits. |
Are you sure you want to delete "[rule name]"? This action cannot be undone. | You selected the Delete button. Confirm to permanently remove the rule. |
No Assets Assigned | The selected rule has no assets assigned. Enable categories or locations, or use Bulk Add Assets. |
Configure a new compliance rule with all necessary details. All fields can be edited later. | Shown in the Create New Rule dialog as guidance. |
Compliance Schedule
The Compliance Schedule shows a calendar view of all upcoming inspections. Use it to see what inspections are planned, when they are due, and who is responsible.
What you can do on this screen
View a monthly calendar showing scheduled inspections.
Navigate between months.
Filter inspections by search text, location, category, priority, or regulation.
Select a day to see all inspections scheduled for that date.
View a list of upcoming inspections for the next 30 days.
Step-by-step instructions
View the calendar
Open Compliance Schedule from the sidebar.
The calendar shows the current month. Each day cell displays coloured indicators for scheduled inspections:
Red indicates high priority.
Orange indicates medium priority.
Green indicates low priority.
If a day has more inspections than can be displayed, a "+X more" label appears.
A legend below the calendar explains the colour coding.
Navigate between months
Select the left arrow to move to the previous month.
Select the right arrow to move to the next month.
Click Today to return to the current month.
Filter inspections
Use the filters above the calendar:
Search - type to filter by asset name, location, or inspector.
Location - select a location from the dropdown, or select "All Locations" to show all.
Category - select a category from the dropdown, or select "All Categories" to show all.
Priority - select a priority level from the dropdown, or select "All Priorities" to show all.
Regulations - select one or more regulations to filter by.
The calendar and the upcoming inspections list both update to reflect your filters.
View inspections for a specific day
Select a day on the calendar that has inspection indicators.
A dialog opens showing all inspections for that date.
Each inspection card shows:
Asset Name and regulation.
Priority badge.
Location.
Category.
Inspector.
Asset ID.
Close the dialog to return to the calendar.
View upcoming inspections
To the right of the calendar, the Upcoming Inspections list shows inspections due within the next 30 days.
Inspections are sorted by date, with the earliest first.
Each entry shows the asset name, regulation, scheduled date, location, and inspector.
Warnings and messages
Message | When it appears |
No inspections scheduled | No inspections match your current filters, or there are no inspections scheduled for the visible period. |