Complete guide to using Safe School Maintenance. Find detailed information about every feature and how to make the most of the system.
Safe School Maintenance is a comprehensive facilities management system designed specifically for educational institutions. It streamlines maintenance operations, asset tracking, health & safety compliance, and vendor management all in one integrated platform.
The system has undergone significant upgrades across security, compliance automation, and user experience. Below is a methodical breakdown of every major improvement.
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The Work Orders module is the heart of the maintenance system. It allows you to create, track, and manage maintenance requests from start to completion.
Click "New Work Order" to create a maintenance request. Required fields:
Connect the Maintenance Coordinator AI agent to WhatsApp to create, update, and query work orders via chat!
The Dashboard provides a real-time overview of your facilities operations with key metrics, recent activities, and important alerts.
Use quick action buttons to jump directly to creating new work orders, assets, or planned maintenance tasks. Share the app via QR code for easy mobile access.
Schedule and track preventative maintenance tasks to avoid equipment failures and extend asset lifespan.
View all scheduled maintenance on an interactive timeline. Color-coded by status:
When you set an inspection interval on an asset (daily, weekly, monthly), maintenance tasks can be automatically generated!
Import professional building condition surveys and automatically route maintenance requirements to work orders or planned maintenance tasks. Accessible as the third tab on the Work Orders page.
Routing can also be done manually per item or in bulk after import.
Download a pre-formatted template from the Condition Surveys tab to ensure your spreadsheet matches the expected structure before importing.
Manage your vehicle fleet, conduct monthly inspections, and track driver licenses all in one place.
Comprehensive checklist covering:
Each item can be marked Pass, Fail, or Advisory with optional photos and notes.
Maintain records of all approved drivers including license numbers, expiry dates, categories, and uploaded license photos. Track penalty points and ensure compliance.
Share a QR code for drivers to register themselves and upload their license details for approval!
Track vendor contracts, service agreements, and ensure timely renewals with automatic alerts.
View all contracts on a Gantt chart timeline showing active periods, expiry dates, and review milestones. Quickly identify contracts requiring attention.
Dashboard displays contracts expiring within the next 90 days. Never miss a renewal deadline!
Maintain a complete register of all equipment, track maintenance history, warranty information, and depreciation.
Set automatic inspection schedules (daily, weekly, monthly) for assets that require regular checks. This integrates with the Planned Maintenance module.
Bulk import assets from CSV files or export your asset register for reporting. Download a template to see the required format.
HVAC, Electrical, Plumbing, Safety, Furniture, Equipment, IT, Appliance, Vehicle, and more. Filter and sort by any attribute.
Generate comprehensive reports and export data for analysis, compliance, and management review.
All reports can be exported to CSV format for use in Excel or other analysis tools. Filtered data exports only the records matching your current filters.
Use the date range picker to focus reports on specific time periods for monthly, quarterly, or annual reviews.
Manage all health and safety documentation required for compliance with UK regulations and standards.
Mark each requirement as Compliant, Non-Compliant, Review Due, Pending, or Not Applicable. Upload supporting documents and set review dates.
Dashboard shows compliance percentage and items requiring immediate attention. All documents stored securely with access logging.
Create, manage, and track risk assessments for various activities and areas within your facilities.
System highlights assessments due for review. Upload updated assessment documents and reset review dates to maintain current records.
Control of Substances Hazardous to Health (COSHH) - Maintain a complete inventory of all hazardous substances with safety data sheets.
Upload and store Safety Data Sheets (SDS), risk assessments, and handling instructions. Documents are securely stored and easily accessible when needed.
Track substance status (Active, Discontinued, Review Due) and ensure all SDS documents are current. System flags substances requiring review.
Maintain comprehensive records of all fire alarm tests, activations, faults, and maintenance activities as required by regulations.
Export complete fire alarm log to CSV for regulatory inspections and fire officer visits. Filter by date range and event type.
Manage your contractors and service providers with complete contact details, service categories, and safeguarding compliance.
Track safeguarding statements for all vendors working in school environments. System includes:
Upload insurance certificates, contracts, risk assessments, method statements, permits, and other vendor documentation. All files stored securely.
Escalate work orders directly to vendors with automatic emails containing all job details, location, and priority information.
Organize your facility structure by managing buildings and the spaces within them for accurate work order location tracking.
Import multiple buildings and spaces from CSV files. Download templates to see the required format. Update existing records by including the ID.
When creating work orders, select building and space for precise location tracking. Locations can be filtered in reports and work order lists.
View system users and manage their department assignments, roles, and notification preferences.
Users can be assigned to multiple departments (electrical, plumbing, HVAC, cleaning, etc.). This enables:
Admins can edit user job titles, phone numbers, and notification preferences. Users receive emails when work orders are assigned to them.
Users are invited via the Base44 platform. After invitation, share the QR code from Settings so they can easily access the app on mobile devices.
Admin Only: Configure system-wide settings using the tabbed Settings interface. Each section manages different aspects of your system.
Admin users: Click Settings in the main navigation menu. Use horizontal tabs to switch between different configuration sections. Click "Save All Settings" at the bottom to persist changes.
Share public forms via QR code or link to allow staff, students, drivers, or external users to submit requests and bookings without logging in. All public submissions are validated and routed to the appropriate staff for action.
A public form for anyone to submit maintenance requests. Features include:
How to share: Open Work Orders → Share → copy link or download QR code. Submit your own request from the Work Orders page to test the flow.
A public portal for booking fleet vehicles by trip. The booking workflow:
How to share: Open Fleet Inspection → share the booking link or QR code with staff who need to reserve a vehicle.
A public form for drivers to register themselves and submit their driving license for approval by fleet managers. Submitted records enter the Driver License list with a
How to share: Open Fleet Inspection → Driver License Registration → share link or QR code with prospective drivers.
Enhanced customer portal for registered users includes:
Generate and download QR codes from the Work Orders page, Settings (Customer Portal tab), or Fleet Inspection page. Display them in offices, hallways, or send via email for easy mobile access — no login required to submit.
Manage emergency lighting tests per building, tracking individual light points, test records, and compliance with British Standards (BS 5266).
Each building's emergency lighting record includes a named responsible person and email, ensuring clear accountability for testing and compliance.
Emergency lighting tests can be added to the Planned Maintenance schedule, and test records support attachment uploads for certificates and supporting documents.
Conduct detailed condition surveys of residential properties, scoring every room and external area element by element.
Each residential survey covers the following areas:
Each element can also be marked N/A (not applicable) with optional comments per element.
Upload photos taken during the survey to document conditions. Additional information and notes can be recorded for the entire survey.
The system includes AI-powered agents that can be connected to messaging platforms (WhatsApp, Telegram) for conversational interaction with your maintenance data.
An AI agent that can create, update, and query work orders via chat.
An AI agent focused on health & safety compliance queries and guidance.
Agents are configured in the platform dashboard. Once connected to WhatsApp or Telegram, staff can interact with the agents from their phones to report issues, check status, and get compliance guidance without opening the full app.
Synchronise maintenance tasks and work order deadlines with Google Calendar so staff can see upcoming work alongside their other commitments.
Google Calendar and Gmail integrations are connected through the platform's integration settings. Once authorised, notifications and calendar sync run automatically.
Track out-of-hours emergency call outs and after-hours facility responses for security, emergencies, and urgent issues.
When logging a call out, optionally create a linked work order for follow-up repairs or actions needed during normal hours.
Manage Legionella control and water system safety assessments in compliance with HSE ACoP L8 regulations.
Record details for each water system type:
Log monthly temperature checks with hot water (≥50°C) and cold water (≤20°C) targets. Track compliance, record actions taken, and maintain detailed monitoring history.
Built-in HSE guidance tab provides direct links to official ACoP L8 documents, temperature control guidance, and risk assessment templates.
The entire system is optimized for mobile devices, tablets, and desktop computers with fully responsive layouts and touch-friendly controls.
Share QR codes to quickly access the app on mobile:
Log and track emergency fire alarm activations, major incidents, and emergency responses with automatic integration to incident records.
Visual calendar view of all scheduled maintenance tasks and work orders. See at a glance what maintenance is due and when.
Use the Maintenance Calendar to plan staffing, order parts, and schedule contractor availability well in advance.
The system implements multiple layers of security to protect sensitive school and student data, prevent abuse of public forms, and maintain compliance with data protection regulations.
javascript: URI XSS attacksAudit logs, data encryption, access controls, and backup retention support GDPR compliance. Personal data (driver licences, DBS numbers, addresses) is protected by RLS and private storage. Retain audit logs for at least 12 months.
Admin Only: Complete security and activity audit trail. Track all user actions, data changes, and system events for compliance and security.
Each audit log entry includes:
Audit logs are essential for GDPR compliance, security investigations, and proving proper system administration. Retain logs for at least 12 months.
Admin Only: Create, download, and restore complete system backups for data protection and disaster recovery.
If you can't find what you're looking for or need additional assistance, please contact your system administrator.