This article explains how to set up assets in RMS so that recurring compliance checks and scheduled maintenance tasks can be tracked - for example, smoke detector tests, fire door inspections, and equipment servicing.

Overview

Properties with compliance obligations - such as regular fire safety checks, equipment servicing, or health and safety inspections - can use Job Management to track these recurring tasks against specific Assets.

The recommended approach is to:

1. Create an Asset Type that reflects the category of compliance asset (for example, Fire Safety Equipment)
2. Create an Asset record for each individual item to be tracked (for example, each smoke detector or fire door)
3. Create a Job Type for each type of check (for example, Monthly Smoke Detector Test, Annual Fire Door Inspection)
4. Create a job in Asset Maintenance > Job Management at each scheduled interval, linked to the relevant asset and job type

Step 1 - Create an Asset Type for compliance assets

1. Go to Asset Maintenance > Asset Types.
2. Select Add to create a new Asset Type.
3. Enter a descriptive name such as Fire Safety Equipment, Mechanical Plant, or Safety Compliance.
4. Add Sub Asset Types for more specific categories if needed - for example, under Fire Safety Equipment you might add Smoke Detectors and Fire Doors as sub-types.
5. Select Save.

For full details on Asset Type fields, see Set up an asset type.

Step 2 - Create an Asset record for each item

Create one Asset record per physical item that requires scheduled maintenance. This gives each item its own tracking history in Job Management.

1. Go to Asset Maintenance > Assets.
2. Select Add to create a new Asset.
3. Complete the asset details:

4. Select Save.

Step 3 - Create Job Types for each check interval

Create a Job Type for each type of scheduled check your property needs to perform. Using specific Job Types makes it easy to filter and report on compliance jobs separately from routine maintenance.

Examples:

• Weekly Fire Extinguisher Check
• Monthly Smoke Detector Test
• Quarterly HVAC Filter Service
• Bi-Annual Fire Door Inspection
• Annual Electrical Safety Test

To create a Job Type, go to Setup > Lookup Tables > Job Type and select Add.

Step 4 - Create jobs at each scheduled interval

At each scheduled maintenance date, create a new job in Asset Maintenance > Job Management linked to the relevant asset and job type.

1. Go to Asset Maintenance > Job Management.
2. Select Add to create a new job.
3. Set the Asset to the item being checked (for example, Smoke Detector - Room 101).
4. Set the Job Type to the relevant check (for example, Monthly Smoke Detector Test).
5. Set the Required By Date to the due date for the check.
6. Assign to the relevant staff member or Service Provider.
7. Select Save.

Once the check is completed, update the job status to mark it as done and add a progress note recording the outcome.

Reporting on compliance jobs

Use the Job Maintenance report to view the history of compliance checks for a specific asset or job type. Filter the report by Asset and Job Type to produce a compliance audit trail showing all checks carried out, the date, the assigned provider, and any progress notes recorded.

The report can be filtered to show jobs by status - for example, to identify any overdue compliance checks that have not yet been completed.

Related articles

• Assets in Job Management
• Set up an asset type
• Set up a job type in Job Management
• Create and manage a job in Job Management
• Job Maintenance report