How Fire Door App works from inspection to handover

Team workspace

Use this when you’re running inspections, managing remedials, and producing PDFs/quotes/invoices.

1) Access, roles, and where features appear

Fire Door App is role-based. Owners and managers can configure the workspace and manage commercial workflows (remedials, quotes, invoices). Inspectors focus on inspections and assigned work.

• Owner: full access including billing, pricing, quotes, installs, team + settings.
• Manager: operational access (remedials, schedule, invoices, analytics) + most settings.
• Inspector: inspections + assigned jobs, with fewer admin/commercial controls.

In-app help: use Help in the sidebar, or click the Help (question mark) button on pages to see “How this page works”.

Key areas: dashboard, help, security, team setup, and assigned jobs for inspectors.

2) Quick setup (recommended, not a blocker)

The setup wizard includes starter presets so you’re not starting from scratch. You can begin inspecting straight away, then review and tweak these settings once your first building is complete.

• Branding: logo, colours, PDF appearance, portal styling.
• Security: 2FA policy, recovery codes, session hygiene.
• Team: add staff, roles, signatures, and inspector assignment.
• Pricing: review defaults and mapping (regional presets may already be available), then adjust only what you need.
• Payments: connect Stripe (if you want “Pay now” in invoices / portal).
• Client access: invite client contacts so they can view invoices, compliance, reports and quotes.

Invite workflow: create a client → add contacts → send portal invites → confirm they can see their properties and documents.

Key areas: settings, security, team, billing, and client contacts for portal access.

• Next: create clients + properties so inspections have a consistent structure.
• Common pitfalls: missing inspector signatures, inconsistent pricing items, no Stripe connection (clients can’t pay online).

3) Data setup: Clients → Properties → Doors

Build a clean hierarchy so every door has a stable identity across repeat visits.

• Create the Client (your customer / organisation).
• Create Properties (sites/buildings) under that client.
• Start a first inspection to generate door records (or import existing PDFs).
• Agree a door ID scheme (block/floor/door) and apply it consistently.
• Generate and print door labels/QR codes if you’re tagging doors.
• If you use QR tags, bind/unbind them when doors change (so scans always open the correct record).

Key areas: clients, properties, door labels, scanning, and QR tag binding.

• Next: create the first inspection and schedule the visit.
• Common pitfalls: changing door IDs between visits, missing location hierarchy, not linking items back to a client/property.

4) Inspections end‑to‑end

This is the core workflow. Capture clean door records so downstream quotes/remedials/invoices stay accurate.

• Create: start an inspection and confirm client + property details.
• Schedule: assign an inspector/crew and date (then track it on the schedule).
• Record doors: for each opening, log pass/fail, reasons, notes, photos, tags and locations.
• Status: move from scheduled → in progress → completed; use reminders for follow-ups.
• Outputs: generate inspection PDFs and share with clients.
• Imports: if you’re migrating legacy PDF reports, run the PDF import flow and review extractions.

Key areas: inspections, schedule, inspection history, and PDF imports.

• Next: convert findings into remedials, and (optionally) quote the work before it starts.
• Common pitfalls: incomplete photos/reasons per door, not closing statuses, skipping reminders and losing follow-up visibility.

5) Remedials end‑to‑end

Remedials turn inspection findings into tracked work with owners, dates, and close-out evidence.

• Task board: manage tasks, assign owners, and track status/severity across the portfolio.
• Issue list: review door issues grouped for triage (useful for QA or audit prep).
• Door list: browse doors by severity and filter/search to prioritise.
• Attach work: connect remedials back to inspections/doors so evidence stays joined up.
• Close out: upload evidence (photos/docs), mark complete, then issue outputs (quotes/invoices/PDF packs).

Key area: remedials.

• Next: quote the remedial work (if you price before proceeding) and schedule the visit.
• Common pitfalls: tasks not assigned, severity inconsistent, remedials not linked back to the correct door/property.

6) Quotes end‑to‑end

Quotes help you agree remedials, follow-up visits, or installs before work starts. They can be downloaded as PDFs, emailed, and (optionally) accepted via the Client Portal.

• Create/build: assemble line items and scope from inspection findings or manual inputs.
• Send: email a quote or export a PDF for approval.
• Track: keep quotes linked to the client/property so invoices and jobs stay connected.

Key areas: quotes, quote creation, and installs.

If you also manage installation work, use Fire doors / installs to track door-level install scopes, quotes and completion.

• Next: schedule the work (schedule/jobs) and prepare RAMs if required.
• Common pitfalls: pricing items not configured, quotes not linked to the correct client/property, missing PDF signature expectations.

7) RAMs end‑to‑end

Use RAMs when you need a formal risk assessment / method statement pack for upcoming work.

Key areas: RAMs and RAMs creation.

• Next: generate invoices after work is completed or per agreed milestones.

8) Invoices & payments end‑to‑end

Invoices can be created from quotes/remedials/installs or as manual invoices. You can email them, download PDFs, and (if Stripe is connected) collect payment via “Pay now” in email and the Client Portal.

• Create: build an invoice, confirm VAT/deposit rules and totals.
• Send: email the invoice to the right contacts (and schedule reminders if needed).
• Track status: draft → sent → paid/overdue, with payment history.
• Client experience: clients can view/pay in the portal (if enabled).

Key areas: invoices and invoice creation.

• Next: keep day-to-day work moving with schedule + jobs + search, and use analytics to spot risk.

9) Day-to-day operations

These pages are how you run the week: scheduling, chasing, and jumping into the right record fast.

Key areas: schedule, jobs, notifications, and search.

Search tip: try searching by door ID, postcode, client name, or property address. Portal search exists separately for clients.

10) Reporting, exports, analytics

Use exports for audits, handover packs, and internal tracking.

Key areas: inspection history and analytics.

11) Support & help

Use Help for curated docs, in-page “How this page works”, and the Interactive Helper to generate checklists. Use Support tickets for workspace-specific issues.

Key areas: help and support tickets.

Client Portal (your clients)

Use this when a client needs to view compliance, download reports, accept quotes, pay invoices, or raise a door issue.

1) How clients access the portal

Clients access the portal from the invite link you send them. After setup, they sign in with their email address and password, and if two-factor authentication is enabled they will also be prompted for a verification code.

Best practice: ask clients to keep the original invite email for first access, then bookmark the portal after their account is set up.

• Password reset: use “Forgot password” on the portal login screen if available for your workspace.
• Logout: use the portal logout option when you’re finished (important on shared devices).
• Multiple accounts: some users may be asked to pick which account to access after login.
• Notifications: invoice/quote updates are usually emailed; the portal reflects the latest status.

• Setup dependency: portal access starts with an invite sent from your workspace to the right named contacts.
• Common pitfalls: inviting shared inboxes, sending access before documents are published, or leaving old contacts active after staff changes.

2) Compliance overview

Compliance provides an at-a-glance view across inspections and outstanding remedials for the client’s portfolio.

Portal area: compliance overview.

• Next: open an inspection or property to see door-by-door context.

3) Invoices & payments

Clients can view invoice details, download PDFs, and pay online (if enabled for the workspace).

Portal area: invoices and payments.

• Open an invoice to see totals, status, and payment history.
• Use Pay now (when available) to pay by card via Stripe.
• Download the invoice PDF for accounts.

4) Inspections & visits

Clients can browse inspections/visits, open a specific inspection, and download the report PDF.

Portal area: inspections and visits.

• Open an inspection to see the visit summary and door-level findings.
• Download the inspection PDF when you need a shareable compliance pack.

5) Reports & RAMs

Clients can download reports and RAMs packs (when provided) for compliance and handover.

Portal area: reports and RAMs.

• Tip: if you can’t see a report/RAMs pack you expect, ask your provider to publish it to the portal.

6) Remedial work + raising a door issue

Clients can track remedial progress and report door issues for review.

Portal areas: remedials and door issue reporting.

• Open a remedial project to see what’s outstanding and what’s complete.
• Submit a door issue with a clear location/door ID and photos if possible.

7) Properties & doors

Use properties to navigate by building and then drill into door-level context.

Portal area: properties and doors.

8) Quotes (view, download, accept)

Clients can review quotes, download PDFs, and accept quotes (where enabled).

Portal area: quotes.

• Open a quote to review scope and totals, then download the PDF if needed.
• If acceptance is enabled, use the Accept button in the portal to approve the work.

• Next: after acceptance, your team schedules the work and completes remedials/installs, then invoices.

9) Portal team management

Portal owners can manage who has access, and which colleagues receive invoice/inspection notifications.

Portal areas: team management and search.