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Use case

For managing agents.

You keep the system of record. Invite an inspector into your workspace and their inspection lands in your system automatically — change inspectors whenever a contract does, and the record, history and audit trail stay with you. When a contractor keeps their own tools instead, consolidate their PDFs into the same portfolio-wide audit trail.

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  • Invite or import
  • Portfolio view
  • Audit trail
  • Multi-contractor
  • CSV exports

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Master record

Fire Door App Portfolio · All contractors · Consolidated One register
7
Buildings
3
Contractors
1
Master record
CSV
Exports
  • D-02 Lobby East · Block A JT Fire Pass
  • D-31 Riser door · Block B ABC Ltd Action
  • PDF Imported report · Q1 inspections Merged
  • D-44 Stair core · Block C JT Fire Pending Pass
  • CSV Portfolio export · board pack Ready
One master record across delegated inspectors
Watch it work

FireDoorApp for managing agents

Keep the system of record — invite inspectors into your workspace, or consolidate PDFs from contractors who keep their own tools into one portfolio-wide audit trail.

All walkthroughs
Home Managing agents
Best for

Managing agents responsible for fire door and fire stopping compliance across a portfolio of properties they do not inspect themselves

Block managers, estate managers and FM leads who hold the compliance record but delegate physical inspection work — inviting inspectors into their own workspace, or taking PDFs from contractors who keep their own apps.

Primary gain

One consolidated record per building

Invite inspectors into your workspace and their captures are native to the record; or import a contractor PDF when they keep their own tools. Either way it lands in the same building history, the same door-level trail, the same portfolio view — and it stays yours when the inspector changes.

Proof point

Audit trail that survives every contractor handoff

Door histories accumulate across contracts. When the inspector changes, the auditor asks, or the contract ends, the trail is intact and exportable in a click.

Other audience paths

Contractors & installers FM & estates Housing providers Care homes All audiences
Covers
Invite or import Portfolio view Audit trail Multi-contractor Client portal CSV exports
What good looks like for this team

Three things that
change when it works.

Best for managing agents who need a clear, audit-ready compliance record per building when inspection work is delegated across multiple contractors.

Building 14 — door history
Contractor A — invited, captured Mar 2026 Captured
Contractor B — PDF imported Jun 2026 Imported
In-house QA visit Sep 2026 Captured
One door history — three sources Consolidated
Benefit 01
One master
record.
Invite your inspector into your workspace and their capture is native to the record from the first door — no import step. When a contractor keeps their own tool instead, their PDF lands in your workspace, extracts for review, and a single commit files it under the same building, the same door, the same trail. Change inspectors whenever you need — the record stays with you.
  • Invited inspectors capture straight into the master record — no import step
  • Or text-based PDFs from any contractor import without template setup
  • One record per building, whoever captured the data
Portfolio status — Q3 2026
Building 14 — outstanding 6 doors
Building 22 — scheduled Visit 14 Oct
Building 31 — complete 21 doors
Live across every contractor Estate view
Benefit 02
Portfolio
visibility.
Outstanding, scheduled and complete visible across every building in the portfolio. The tracking spreadsheet stops being a parallel job — the same record that logs the inspection drives the estate-wide view.
  • Portfolio-wide outstanding, scheduled and complete at a glance
  • No parallel tracking spreadsheet to reconcile
  • Live status visible to clients via the portal
Handover pack — Building 14
Full inspection history Q1–Q3 PDF
Door-level CSV across contractors CSV
Shared via client portal Live
No folder reconstruction Ready
Benefit 03
Audit trail
across handoffs.
Door histories accumulate across contracts and contractors. When the inspector changes, the auditor asks, or the contract ends, the trail is intact — and the export is a click, not a folder reconstruction.
  • One door history per door regardless of capturer
  • Audit-ready PDF and CSV exports on demand
  • End-of-contract handover comes from one consolidated record
See the pains this path solves → Common pains for this team
Why teams look for this

Common pains
this use case solves.

If the left column describes how your portfolio is run today, the right column is what changes when the platform is doing its job.

Challenge
What tends to
break first.
The patterns managing agents recognise before they name them as a systems problem.
Contractor PDFs live in inboxes and shared drives, not in a master record.
Each contractor sends their report. Some go in email, some in a OneDrive folder, some get filed against the wrong property. Two months later, no one is sure which is current and the building has no single chain of evidence.
Version control breaks down across multiple contractors and contract cycles.
Which PDF is the current one? Which has been actioned? Which has been shared with the client? The longer a portfolio runs, the harder it is to answer those questions without manually opening every file.
Audit readiness is a manual scramble across folders, inboxes and trackers.
When an auditor or client asks for evidence, someone has to assemble it from multiple sources. The same job gets done again and again, slightly differently each time, with no guarantee the trail is complete.
Contractor handoff at end of contract leaves a folder of files, not a structured record.
When the inspector changes or the contract ends, the next contractor inherits a stack of PDFs to interpret rather than a clean master record they can read in minutes.
Fit
How Fire Door App
helps this team.
The specific ways the platform addresses those patterns for managing-agent portfolios.
Invite inspectors into your workspace, or import their PDF — either way you keep the record.
Invite an inspector and their capture is native to the master record; or, when a contractor keeps their tool, Import PDF turns their report into a structured draft you commit. Property, doors, components, pass/fail and notes extract with confidence scores — same building history regardless of who captured the data on site.
One door history per door — every visit, every contractor, accumulating into a single trail.
Findings are linked to a stable door ID, not to a contractor or a file. The third contractor's visit starts where the second one ended, not from a blank record.
Portfolio view replaces the tracking spreadsheet — outstanding, scheduled and complete across the whole estate.
Buildings, inspections, remedials and outstanding actions visible in one place. The same record that logs an inspection drives the estate-wide view. No parallel tracker to reconcile.
Handover and audit are exports, not reconstruction jobs.
PDF reports, CSV exports and client portal sharing all run from the consolidated record. End-of-contract handover and audit responses become single-click exports rather than folder rebuilds.
The core change
The portfolio runs on one record per building. Invite inspectors into your workspace, or let contractors keep their tools and import their PDFs — either way you keep the master record. Findings, remedials and reports stay joined up across every contractor and every contract.
Start free trial See PDF import
How this usually works

The four parts of the workflow
this team cares about most.

Each step keeps the managing agent on the master record — whether you invite the inspector into your workspace to capture natively, or a contractor keeps their own tool and sends a PDF to import.

1
Delegate
Invite in, or
their own tool
Invite the inspector into your workspace and they run the inspection right there — the record is native and yours, and you revoke their access when the contract ends. Or, if a contractor would rather keep their own app, let them: no roll-out, no training, they produce their normal PDF at the end of the visit.
  • Invite them in as an inspector, or let them keep their own tool
  • Invited inspectors capture straight into your record
  • Contractors who keep their app produce their normal PDF
2
Capture
Native, or
Import PDF
An invited inspector's capture lands directly in the master record — no import step, no re-keying. When a contractor sends a PDF instead, upload it through Import PDF — property, doors, components, pass/fail and notes extract with confidence scores, ready for review.
  • Invited inspectors capture straight into the master record
  • Or drop a contractor PDF into Import PDF in your workspace
  • Review the extracted draft before anything is saved
3
Plan
Plan
remedials
Commit to the master record and any flagged findings turn into remedials in the same workspace. No separate tracker, no parallel work-order system — outstanding work lives next to the evidence that raised it.
  • Remedials raised directly from captured or imported findings
  • Outstanding, scheduled and complete visible per building
  • Schedule driven by what is actually outstanding
4
Reporting
Report
cleanly
PDF reports, CSV exports and live portal sharing all run from the consolidated record. Clients, auditors and end-of-contract handovers get the same single source of truth — never a folder of files.
  • PDF and CSV exports on demand for any building
  • Client portal shares live status without email threads
  • End-of-contract handover runs from the consolidated record
Platform
Inspections & door register Fire stopping & compartmentation Documents, PDFs & exports Client portal & billing Integrations & reporting
Relevant next reads

Guides for the
consolidation workflow.

Use these when you want the process detail behind PDF import, audit trail integrity and reporting outputs.

Migration guide 6 min read
Importing existing PDF inspection reports
Full walkthrough of the PDF import flow — what extracts cleanly, what review covers, when to use the Send-to-support path, and the consolidation scenario for managing agents whose contractors work in their own apps.
  • What text-based PDFs import out of the box
  • Review and commit flow before anything is saved
  • External inspector consolidation scenario
Open guide
Security guide 5 min read
Security & IT overview
How the record stays audit-friendly and defensible across a portfolio — roles and access, the change history behind each record, and the exports auditors and clients ask for, even when multiple contractors capture the work.
  • Roles, access and 2FA at a glance
  • The audit trail behind each record
  • Exports auditors and reviewers ask for
Open guide
Reporting guide 4 min read
Reports & exports
PDF reports, CSV exports and client portal sharing — what managing agents and FM teams typically need for client reporting, auditor responses and end-of-contract handover.
  • PDF reports for clients and handover packs
  • CSV exports for audit, retention and internal review
  • Sharing live status via the client portal
Open guide
More guides available across all platform areas. Browse all resources
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