Compliance Management System

Automated • Secure • Scalable

Setup & Configuration

Create Compliance Types Gas Safety, PAT Testing, Electrical Safety, Fire Safety
Set Frequencies Monthly, Quarterly, Annually, Custom periods
Configure Requirements Email reminders, calendar events, certificate uploads
Assign to Categories Link compliance types to equipment categories

Automatic Assignment

Category Assignment When compliance is assigned to categories/subcategories
Item Inheritance All items in those categories automatically get compliance requirements
Bulk Processing Weekly scheduled job assigns compliance to existing items
app.organization_isolation Each organization's compliance stays separate

Monitoring & Alerts

Daily Automation System checks for due compliance requirements every day at 9:00 AM
app.email_reminders Automatic emails sent to responsible parties
Calendar Events iCal events created for scheduling
Status Tracking Real-time dashboard showing compliant, pending, and overdue items

Fulfillment & Completion

QR Code Access Scan device QR code to view compliance requirements
Mobile Fulfillment Complete inspections directly from mobile device
Certificate Upload Upload inspection certificates and documents
Automatic Scheduling Next due date automatically calculated

Smart Scheduling

Automatically calculates next inspection dates based on frequency settings

Example: Annual Gas Safety → Next due: October 7, 2025

Multi-Channel Notifications

Email reminders + Calendar events + Dashboard alerts

Never miss a compliance deadline

Mobile-First Design

Scan QR code → View requirements → Complete inspection → Upload proof

Field-ready compliance management

Certificate Management

Upload, store, and access compliance certificates securely

Audit-ready documentation

Organization Isolation

Each organization's compliance data is completely separate

Enterprise-grade security

Bilingual Support

Full English and Spanish language support

Global deployment ready

For Organizations

Regulatory Compliance: Meet industry standards and legal requirements
Risk Reduction: Prevent equipment failures and safety incidents
Cost Savings: Avoid fines and emergency repairs
Audit Readiness: Complete documentation trail
Operational Efficiency: Automated scheduling reduces manual work

For Users

Mobile Access: Complete inspections anywhere, anytime
Smart Reminders: Never miss important deadlines
Easy Fulfillment: Simple forms with guided workflows
Clear Status: Visual indicators show compliance status
Multi-Language: Works in English and Spanish

Technical Architecture

Database Components

Compliance Types: Master list of inspection types

Requirements: Individual compliance obligations per item

History: Audit trail of all compliance activities

Notifications: Email and calendar event records

Automation Components

Daily Cron Job: Processes automation at 9:00 AM daily

Weekly Cleanup: Assigns compliance to existing items every Sunday

Email Service: Sends automated reminders

Calendar Integration: Creates iCal events

Sample Workflow

Setup

Create 'Gas Safety' compliance type with annual frequency

Assignment

Assign to 'Boilers' category - all 25 boilers get compliance requirements

Monitoring

System tracks due dates and sends reminders 30 days before

Fulfillment

Technician scans QR code, completes inspection, uploads certificate

Automation

Next inspection automatically scheduled for 1 year from completion

QR-Inventory 📦

Compliance Management System