Managing compliance duties and evidence

Open Building > Compliance to keep a duty's owner, renewal dates, contractor and evidence together. You need permission to manage the record to create or update a duty.

Create a duty

Start a new compliance record and give it a specific title.
Complete Compliance Duty, including category, item type, location, status and risk level.
Record the certificate status and reference where applicable, and explain the scope in the notes.
Complete Renewal Cycle with the last completion, next due date and recurrence details.
In Ownership and Contacts, assign responsibility and select the contractor or assessor separately.
Add evidence and a summary, then choose Create Duty.

For example, a title that identifies the shared equipment and check is more useful than simply "Inspection". State which areas or items the evidence covers.

Set the renewal cycle

Last completed: when the inspection, review or check took place.
Next due: the next renewal or action deadline; recurring calendar entries start here.
Recurrence: how often the duty repeats.
Recurrence basis: whether the cycle follows elapsed time or a fixed calendar date.

For Calendar date, add the Fixed calendar rule and set Next due to the first matching occurrence. For Elapsed time, check the cycle against the last completed date. Review the displayed next due date rather than assuming a written note sets it for you.

These are scheduling choices in the app. Set the actual frequency from the requirements and advice applicable to your building.

Separate ownership from the contractor

The responsible person follows up the duty on behalf of the association. The contractor or assessor performs the work or supplies evidence. Record both where relevant so an outgoing committee member can hand responsibility to a successor without losing the contractor's details.

Add evidence after completion

Open the duty for editing.
Use Upload Compliance Evidence to attach the dated certificate, report or other confirmation.
Update Last completed, certificate status and reference.
Write a Latest evidence summary, including any gaps or remedial work.
Review Next due and Next action, then save.

Retain earlier evidence where it forms part of the history. A completed inspection may still leave remedial work to arrange; record that next action and create a work record where useful.

A due date or reminder looks wrong

Check the last completed date, recurrence basis, fixed calendar rule where used, and next due date. Also check that the record has been saved. A document upload alone does not replace reviewing those fields.