How to actually do it,
written short.
23 guides, three to five minutes each. Every one is what it is for, the steps in order, the traps that cost people time, and a few honest questions. Nothing padded to look thorough.
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Getting started
Set it up so it still makes sense in a year
Getting started · 3 min
From a new account to your first real report.
The shortest honest path through the app. Follow it on a real building, not a test one. The point is to see whether the outputs look like what your clients expect.
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Getting started · 3 min
Setting your account up so it still makes sense in a year.
A new account starts with a guided setup: your company, your work and your defaults, in one pass. After that, four decisions matter most. How clients and properties are structured, who gets which role, what your documents say, and what you charge.
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Getting started · setup · 4 min
Custom forms, your own checklist for each kind of door.
Not every door is a flat entrance door. Custom forms give each kind of door or item its own checklist. Pick which checks it gets, add your own, or start from a ready-made form.
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Reports · setup · 5 min
Your own report design, for the clients you choose.
Every client gets a clear report. Some want it to look like yours. Lay out your own report page by page, or start from a ready-made design, and give it to the clients you choose.
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Fire doors · bringing records in · 3 min
Importing inspection PDFs from other systems.
Some contractors will not move off their own software. You do not have to lose their record. Upload the PDF report they send, check what was read, and add it to your register. The record stays yours either way.
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On site · 4 min
Working with no signal, and what happens after.
Risers, basements, plant rooms and stair cores are where fire doors and fire stopping live. They are also where the signal is not. Capture keeps working with no signal once the job is open, and sends everything when the signal comes back. Here is what that means in practice, and the one habit that keeps it boring.
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Money · setup · 4 min
Seat plan or Usage plan — and how to tell which.
Two ways to pay, and you are on one of them, never both. One charges for the people in your team; the other charges for the work you log. Neither limits what you can do. This is how to tell which is cheaper for the way you work, and how to switch when that changes.
Read the guide →Running the work
From the door list to a paid invoice
On site · before the visit · 4 min
Load the door list before the visit.
Got the client’s door schedule? Load it — spreadsheet, Word or PDF — before the visit. The inspector then just fills in each door on site. Nothing is charged until a door is inspected. Fire stopping works the same way, with an item schedule.
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The core loop · 3 min
Inspection to approved quote, without retyping.
The loop that makes or breaks a week: what you found on site becomes what you charge for. Nothing is described twice in between. Here is where it breaks in most businesses, and what it looks like when it does not.
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Fire doors · door quotes · 3 min
Quoting a whole doorset, not just the repair.
Sometimes the answer is not a repair but a new doorset. Door Quoting builds supply-and-fit door quotes. A quote holds a schedule of doors, each with a name, a quantity and a location. Each one is specified beside a live drawing and priced from your own rates.
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The work · fire doors · 5 min
From a failed component to a closed-out record.
A failure is not a note. It is a job with a name on it, a date, a price and a photograph at each end. This guide follows repair jobs (the app calls them remedials) from a failed component to a completion report. It also shows where the loop falls apart on spreadsheets.
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The work · paperwork · 4 min
RAMS against the job, not against a folder.
Most RAMS (risk assessment and method statement) are a Word document from three years ago with the site name swapped. A RAMS raised against the real job prints the client, the property, the schedule date and the source inspection or survey. That is what makes it worth reading when somebody on site is deciding whether to start.
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Money · settlement · 3 min
Invoices, part payments and getting it into the ledger.
The stage most inspection software stops before. Raise the invoice from the finished job and let the client pay by card. Part payments are recorded as they land, and paid status reaches your accounts package by itself.
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Outputs · 4 min
PDF, CSV or Excel, and when each one is right.
A PDF is for a person. A spreadsheet is for someone who will sort, filter or total it. Send the wrong one, and a client may ask you to do it again properly.
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Clients · 3 min
Rolling the portal out without a support queue.
The portal saves you work only if clients actually use it. That depends almost entirely on how you introduce it. And it is free, so there is no commercial reason to hold back.
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Back office · 4 min
Analytics, Financials and the audit trail.
Three pages that answer an owner’s Monday questions: how is the team doing, what are we owed, and who changed that? They are built from the same records as everything else. Nothing is typed twice, and every figure links back to the job behind it.
Read the guide →Specialist tracks
Fire stopping, fire risk assessment, tagging, and the IT review
Fire stopping · evidence · 3 min
A fire stopping record that survives a handover.
Fire stopping evidence goes out of date faster than door evidence. An item on a compartment line is easy to lose and easy to open up again. This is the minimum record per item, and how to keep it defensible.
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Fire stopping · remediation · 3 min
From defect raised to verified close-out.
A defects board only helps if things leave it. Put risk before convenience, schedule the remediation, and close out with evidence. That evidence should still mean something in three years.
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Fire stopping · rollout · 3 min
QR labels on fire stopping, so the next visit finds them.
An item in a riser is much harder to find again than a door in a corridor. A label makes the next visit a scan rather than a search. That only works if the print, the placement and the access rules are right.
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Fire risk assessment · records · 4 min
A fire risk assessment that says what it is.
A fire risk assessment is a competent assessor’s judgement, not a checklist score. What makes the record hold is not its length. It needs a stated scope and honest limitations. It needs a rating the assessor stands behind, and an action for every shortcoming. And the report must not quietly change after it is issued.
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Fire doors · rollout · 4 min
QR labels on your doors, done once and done right.
A QR label points to one door’s record. Get the door numbers, the placement and the access rules right at the start, and every later visit is quicker. Get them wrong and you spend years peeling labels off doors.
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Integrations · 3 min
What syncs to your accounts, and what does not.
Three flows across four accounting packages, a CRM and Stripe, with a clear boundary. Read this before you connect anything, so you know what will and will not appear in your ledger.
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For IT & procurement · 4 min
The answers your IT team will ask for.
A short, honest summary for a security review: how access works, where data sits, what leaves the platform and what you can take with you. Send this to whoever is asking.
Read the guide →Or skip the reading and try it.
Every guide here describes something you can do inside the trial on a real building, with nothing held back and no card required.
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Door record
RAMS
Overview
Invoice