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The work · fire doors

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.

5 min read ContractorsManagersOwners

Section 01How to do it

  1. 01

    Let the record raise them

    Do not create repair tasks by hand from a report you are reading. Accept the quote and the job opens with its tasks already on it. Or send the failing doors straight from the inspection. Either way the task arrives on the door, with the reason and the measurements.

  2. 02

    Sort by severity, not by order

    A door that will not close is not the same job as a missing sign. Sort the board by severity first. Agree with the client what is done this visit and what is scheduled.

  3. 03

    Give it to a person and a date

    An unassigned task is a task nobody has agreed to do. Drag it into a person’s lane on the schedule, or tap it and then a lane. New tasks go out in a daily email, so nine doors means one message, not nine.

  4. 04

    Photograph both ends

    The before photo is usually already there from the inspection. The after photo is the one that gets forgotten, and the one an auditor actually wants.

  5. 05

    Verify separately from completing

    Completed means the operative says it is done. Verified means somebody checked. Keeping them as two statuses is the whole point of having five.

  6. 06

    Issue the completion report

    Preview it first — it shows without being issued, so you can read it before anyone else does. Once issued, it is filed with a reference and locked. Downloading it again gives exactly the same file.

Section 02What the app actually does here

  • A repair job opens from an accepted quote, with its tasks taken from the quoted lines — nothing is typed again
  • A repair can also be raised from a problem a client reports in their portal
  • Send every failing door on an inspection to the board in one action, without waiting for a quote. Doors already on the board are not added twice
  • Give a task to a person with a due date, and drop it into their lane on the schedule
  • A property’s Remedials section lists its live repair work and an Archive of what was closed. A door record has a Remedial tracker for its own open work
  • Track five statuses: pending, in progress, completed, verified, cancelled
  • Record a before photo, an after photo, completion notes and the actual cost against the estimate
  • A task’s estimate is entered as materials plus labour, like every price on your list
  • The failure reason and gap readings are copied onto the task when it is made. So the client’s document stays right if the door is inspected again
  • New tasks go out in a daily email, not one message per task
  • Issue a completion report that also lists what is still outstanding. Where a door was installed, its evidence pack carries the install photos by component
  • The fire stopping defects board runs the same five stages under its own names: open, in progress, resolved, verified, cancelled

Section 03What goes wrong

Every one of these has cost somebody real time. They are cheap to avoid and expensive to unwind.

Treating “completed” as the end

It is the operative’s claim, not your check. Businesses that skip verifying find out at the next inspection, in front of the client.

Quoting repairs that were never raised

If a quote line has no task behind it, nothing links the charge to a finding. That is the argument you cannot win six months later.

Sending a completion record as if it were a certificate

The completion report says on its cover that it records work done. It is not a certificate of compliance. The app is not a certification body and checks nobody’s competence, so it issues no certificate. A certificate comes from whoever did the work — attach it to the job and it sits with the evidence. Do not describe the report to a client as more than it is.

Hiding what is still outstanding

The report can list outstanding items beside the completed ones. Leaving them off makes the document look better, and makes you liable for the impression it gives.

Section 04Questions

Q01

Can a client raise one?
Yes. A client can report a problem against a specific door from their portal. It lands on the right record, not in somebody’s inbox.
Q02

What if the same door fails the same way twice?
Sending an inspection’s failures to the board skips tasks that already exist. So one defect never ends up with two live tasks.
Q03

Does fire stopping work the same way?
Almost. The defects board assigns, schedules and closes out the same way, and produces its own completion report. The difference is how work opens. A fire door repair job is created from an accepted quote. Fire stopping defects are sent to the board from the survey: one item, the ones you select, or every failing item. The fire stopping version →

Section 05Related

Repair jobs

Everything repairs do

Read →

Finding to approved quote

The money half

Read →

The completion report

Open the real one

Read →
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