Frequently asked questions.

Yes. CertFlow ships with a BS 7671 model EICR template covering installation details, the schedule of inspections, the schedule of test results and observation coding. Engineers complete it on mobile and the system outputs a branded PDF.

Yes. The mobile app works fully offline. Circuit-by-circuit results, Zs/Ze readings, RCD trip times and observations are captured on site and sync automatically when a connection returns.

Each observation is coded C1, C2, C3 or FI and can be turned into a remedial job in one tap, scheduled to an engineer and tracked through to a satisfactory re-test.

Yes. PAT assets live in the same register as fixed installations, each with a risk-based retest interval, full history and a QR label for instant lookup in the field.

Every 6 months for equipment used to lift people and for lifting accessories such as chains, slings and hooks, and every 12 months for other lifting equipment such as cranes and hoists, unless an examination scheme drawn up by a competent person specifies different intervals.

An inspection is a more frequent, risk-based check by a competent user. A thorough examination is the systematic, detailed examination required by LOLER, carried out by a competent person, that results in a written Report of Thorough Examination.

Yes. CertFlow ships the full Report of Thorough Examination template covering equipment identification, safe working load, defects and dates. Engineers complete it on mobile and the system outputs a branded PDF.

Every asset sits on a recurring 6 or 12-month schedule. CertFlow generates the jobs automatically and flags equipment before it falls due, so nothing slips past its date.

Yes. Any defect found during examination can be raised as a remedial job in one tap, assigned to an engineer and tracked through to a satisfactory re-examination.

Almost any machinery, appliance, tool or installation used at work, from hand tools, ladders and power tools to production machinery, conveyors and workshop plant.

PUWER does not fix intervals. Inspection frequency is risk-based and set by the duty holder, taking account of the manufacturer guidance, the conditions of use and the rate of deterioration.

PUWER covers all work equipment in general. LOLER adds specific duties for lifting equipment and lifting operations. Lifting equipment must satisfy both sets of regulations.

CertFlow holds every machine as an asset with its own inspection and maintenance schedule, a defect-to-remedial workflow and a complete, timestamped history that proves the equipment was kept safe.

Yes. Build any PUWER inspection checklist, including guard and interlock checks, run it on a recurring schedule and log every action through to completion.

A document required by PSSR 2000 that specifies the parts of a pressure system to be examined, the nature and frequency of examination, and any measures needed to prepare the system for safe examination. It must be drawn up or certified by a competent person.

Systems containing a relevant fluid above 0.5 bar above atmospheric pressure, such as steam boilers, air receivers, autoclaves, compressors and the associated pipework and protective devices.

A competent person with the skills, knowledge, experience and independence needed for the system. For more complex systems this is often an authorised or chartered inspection engineer.

CertFlow stores each written scheme against its system, schedules examinations to the right competent person at the scheme intervals, and keeps every report of examination filed and searchable.

Yes. Protective devices such as safety valves can be held as assets with their own test schedules, results and certificates, alongside the system they protect.

Usually the employer, building owner, landlord or managing agent who has control of the premises. In multi-occupied buildings there can be more than one responsible person, who must cooperate and coordinate with each other.

Extinguishers are serviced annually under BS 5306, fire alarms quarterly and annually under BS 5839, and emergency lighting has a monthly function test and an annual full-duration test under BS 5266. Fire doors should be checked at least every six months.

Yes. Since the Fire Safety (England) Regulations came into force in October 2023, all responsible persons must record their fire risk assessment in full, whatever the size of the premises.

CertFlow runs every fire asset on a service schedule, captures monthly and annual checks on mobile, stores the fire risk assessment, and produces the certificates that prove the building is protected.

Yes. Fire doors are held as assets with their own inspection schedule and history, so quarterly and six-monthly checks are logged and evidenced.

For rented residential property, every 12 months by a Gas Safe registered engineer. Commercial gas appliances should be serviced and checked in line with manufacturer guidance and risk-based intervals.

Only a Gas Safe registered engineer who holds the relevant ACS qualifications for the appliance and the category of work, whether domestic or commercial.

The common name for the Landlord Gas Safety Record, which confirms that the gas appliances and flues in a rented property have passed their annual safety check.

CertFlow schedules annual and service checks, captures appliance and flue results in the field, and outputs Gas Safe-aligned records ready to issue to landlords and tenants.

Yes. Domestic CP12 records and commercial gas safety certificates, including tightness testing and plant-room appliances, are managed in the same register.

Frequency depends on the CO2-equivalent charge of the system: broadly at least every 12 months for systems of 5 tonnes CO2e or more, more often for larger charges, with a fixed leak-detection system reducing the required frequency.

For each system: the refrigerant type and quantity, the dates and results of leak checks, the quantities added or recovered, and the details of the certified company or technician.

A statutory energy inspection of air-conditioning systems above 12 kW by an accredited assessor, at intervals not exceeding five years, which produces a report with recommendations to improve efficiency.

CertFlow tracks the refrigerant charge per system, sets the leak-check frequency automatically from the CO2e charge, and keeps the logs and TM44 reports audit-ready.

Yes. Each system holds its refrigerant type, charge and movement history, which supports both leak-check scheduling and the reporting obligations.

That duty holders identify and assess the risk of legionella, prepare and implement a written scheme to prevent or control the risk, manage it properly, keep records and appoint a competent responsible person.

Sentinel outlet temperatures are typically checked monthly, calorifiers and storage tanks on defined cycles, and TMVs serviced at least annually, with the exact regime set by the risk assessment.

A competent person with the right training and experience, often a registered legionella risk assessor. The assessment follows BS 8580 and the HSG274 guidance.

CertFlow turns the L8 cycle into recurring tasks, captures temperatures and flushing on mobile, and keeps the risk assessment and the full monitoring history in one place.

Yes. The full monitoring history, risk assessment and remedial actions are searchable and exportable, so control can be demonstrated the moment it is asked for.

A legal duty under the Environmental Protection Act 1990 to store, transfer and document waste correctly, ensuring it only goes to authorised people, evidenced by waste transfer or consignment notes.

For movements of hazardous waste. It records the producer, carrier and consignee, the waste classification and quantity, and forms part of the audit trail.

Duty-of-care transfer notes must be kept for at least two years and hazardous waste consignment notes for at least three years, available to the regulator on request.

CertFlow holds your waste assets, generates the transfer and consignment paperwork, and keeps the duty-of-care chain complete and exportable.

Yes. Clinical, hazardous and WEEE streams, plus the bins, containers and collection vehicles that handle them, are all held as assets with their own records.

That employers assess the risks from hazardous substances, prevent or adequately control exposure, maintain and monitor the controls, provide information and training, and arrange health surveillance where it is needed.

A documented assessment of the substances used, the hazards and routes of exposure, who is at risk and the control measures in place, supported by the relevant safety data sheets.

Local exhaust ventilation (LEV) must be thoroughly examined and tested at least every 14 months, and more often for certain higher-risk processes.

CertFlow links each substance to its assessment, safety data sheet, storage location and required PPE, so the control measures are visible wherever the substance is used.

Yes. Asbestos registers and other hazardous-material records can be held as assets with their own inspection and review schedules.

The risk assessment identifies the hazards, who could be harmed and the controls. The method statement describes, step by step, how the work will be done safely. Together they form RAMS.

Risk assessment is required by the Management of Health and Safety at Work Regulations 1999. Method statements are not always legally mandated, but are routinely required by principal contractors and clients, especially under CDM 2015.

RAMS that are specific to the actual site, task and team, rather than a generic template. Generic, copy-paste RAMS are one of the most common audit failures.

CertFlow turns a library of reusable assessments into site-specific documents your team can issue, sign and version, attached directly to the job they cover.

Yes. RAMS can be signed on a mobile device on site, with a full version history kept against the job for the audit trail.

That employers protect the health, safety and welfare of their workers and others affected by the work, so far as is reasonably practicable, supported by risk assessment and safe systems of work under the Management Regulations 1999.

When an employer has five or more employees, the significant findings of the risk assessment must be recorded.

Someone with sufficient training, knowledge and experience to help the employer meet their health and safety duties, such as a qualified health and safety adviser.

CertFlow lets you build any inspection or audit checklist, run it on a recurring schedule, and track every action through to completion with a timestamped trail.

Yes. Inspections, audits, accident records and corrective actions are held in one place and tracked through to closure.

Statutory examinations and safety-critical work must be carried out by competent people. Lapsed tickets and missing qualifications are a common audit failure and a genuine safety risk.

Qualifications, certificates and tickets, the dates they were achieved and when they expire, and the competencies each person holds for the work they do.

CertFlow holds every engineer qualification, IOSH certificate and ticket, warns you before they lapse, and prevents jobs being assigned to anyone not qualified for the discipline.

Yes. Scheduling checks competencies, so a job cannot be assigned to someone whose qualification for that discipline has expired or is missing.

Yes. Every certificate and ticket carries its expiry date, with alerts before it lapses and an at-a-glance view of the competencies at risk across the team.

A record of the check carried out before employment began, retained for the duration of the employment and for two years after it ends.

Limits on weekly working time, rest breaks, daily and weekly rest, restrictions on night work, and the right to paid annual leave.

CertFlow keeps right-to-work documents, working-time records, holidays and on-call rotas alongside the jobs, so scheduling always respects availability and qualifications.

Yes. CertFlow is UK-hosted and GDPR compliant, with role-based access so personnel records are only visible to the people who need them.

Yes. Working hours, holidays and on-call rotas connect to the calendar, so jobs respect availability, rest requirements and competencies.