Compliance Tracking in FacilitySync
Track permits, licenses and certifications, and get warned before any of them expire.
FacilitySync → Compliance is the register of everything your venue is legally required to hold — and, more usefully, the thing that tells you one is about to lapse.
The four figures
- Total — every item you track
- Compliant — current and valid
- Expiring Soon — inside its alert window
- Needs Action — expired, or marked non-compliant
Categories
| Category | Typical items |
|---|---|
| Fire Safety | Fire certificate, extinguisher servicing, alarm testing |
| Health | Food hygiene rating, health department permit |
| Building | Occupancy certificate, building permits |
| Liquor | Liquor license and endorsements |
| Occupancy | Maximum occupancy certification |
| Elevator | Elevator inspection certificate |
| Environmental | Stormwater, waste, discharge permits |
| Insurance | Public liability, employer liability |
| Other | Anything else you are required to hold |
Adding an item
- Click Add Item
- Name it as the document is named
- Pick a category
- Record who issued it
- Set the expiration date
- Set how many days ahead you want to be warned
The alert window is per item, and it should reflect how long renewal actually takes. A liquor license that takes two months to renew wants a longer window than a fire extinguisher service you can book next week.
How status is worked out
Status is calculated from the expiration date every time you open the page, not stored and left to go stale:
- Past its expiration date → Expired
- Inside its alert window → Expiring Soon
- Otherwise → Compliant
Two exceptions. An item you have marked Non-Compliant by hand stays non-compliant — a date cannot argue it back to good. An item awaiting Pending Review stays pending until someone reviews it.
Important: Because status is derived from the date, an item cannot sit at "compliant" after its expiration has passed. If something shows as expired that you believe is current, the expiration date on the record is wrong — update the record rather than overriding the status.
The grouping
Items are shown in two groups: Needs Attention first, then All Good. The order within each is by expiration date, soonest first, so the top of the page is always the next thing to deal with.
Compliance items also feed the Alerts figure on the FacilitySync dashboard, so an expired permit shows up there as well.
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