Compliance

Regulatory obligations tracked against the PM schedules that fulfill them - what's required, what's actually being done, and the paper to prove it.

Compliance tracks the obligations with someone else's clock on them: fire inspections, elevator licenses, boiler certificates, backflow tests, playground audits. The module's job is that nothing lapses quietly.

The model: items, linked schedules, computed status

A compliance item is the obligation - "Annual fire alarm inspection". It carries a name, description, a regulation reference (the code section or standard), what it applies to (a system or an infrastructure network), and a compliance period in months.

The item then links to the PM schedules that fulfill it - each link with a required frequency and a weight for how much it contributes to the item's score. Status is not something you set: it computes from the completed work orders those schedules have actually generated. If the quarterly inspections are being completed on rhythm, the item is compliant; if they stop, it degrades - no one has to remember to update a status field.

Status at a glance

The compliance list and its dashboard tab show every item as compliant, warning, or non-compliant, with a gauge summarizing the portfolio. An item with no linked schedules scores as non-compliant - an obligation with nothing fulfilling it is exactly the situation the module exists to surface. Check the list as part of your routine; the module computes status but does not send due-soon notifications. Export at the top of the page downloads the items the list is showing as a CSV file. Show the items as a table, as cards, or in split view, which keeps the list on the left and the selected item's figures and placards on the right. An item on an active placard carries a Placard badge in every view; hover it to see which placards. Organizations running both Facilities and Infrastructure get a Facilities / Infrastructure / Shared switch at the top of the page. It opens on Shared, which shows everything; Facilities or Infrastructure shows that workspace's records plus the shared ones.

Workspaces

Organizations running both Facilities and Infrastructure file each compliance item under one of them.

• If you are assigned to one workspace, compliance items you create are filed there automatically.
• If you see both workspaces - which includes every Administrator - the compliance item form asks you to choose first: Facilities, Infrastructure, or Shared. Shared compliance items appear in both workspaces.
• Managers and Administrators can re-file a compliance item later from the same form when editing it.

Evidence

Attach the certificate, report, or sign-off on the item's detail page Documents tab. When the authority, insurer, or auditor asks, the answer is the item with its paper hanging off it and the completed work order history behind it.

Audit report

The Reports tab on a compliance item downloads a PDF audit report under your organization's name and logo. It opens with the assessed status and the figures behind it, then lists the document control details (assessment period, who prepared it, and a report reference), each PM schedule's performance and next due date, a timeline of completions with overdue stretches marked, every work order completed in the period with whether it was on time, the documents on file, the assets in scope, how the score is worked out, and prepared-by and reviewed-by sign-off lines.

Compliance and the work loop

The inspection itself is often work you dispatch - a work order to a vendor or staff, optionally with an inspection form. The pattern that works:

1. The compliance item defines the obligation and its rhythm.
2. A PM schedule, linked to the item, generates the work orders that get it done. Associate it with the system rather than individual assets where the obligation covers a whole plant - "Refrigeration Monthly Inspection" on the Refrigeration system inspects every related asset under one work order, so nothing under the system escapes the audit trail.
3. Completing those work orders is what moves the item's computed status - and the certificate they produce attaches to the item's Documents tab.

Deficiencies found during a compliance inspection become their own corrective work orders, linked to the asset - so the finding, the fix, and the cost all stay connected.

Placards: QR stickers for inspectors

A placard is a QR sticker for a room or piece of equipment - "Fire Riser Room", "Fire Pump Room", "Hot Tub" - holding the compliance items that belong there. Open Compliance → Placards to create one: name it, pick the site where it hangs, choose a colour band (fire protection, water and pools, or general), and tick its items. Items that share a word with the placard's name are listed first. The items do not need to be linked to a system.

Print the placard and put it where an inspector will look. Anyone who scans it with a phone camera, without an AssetLab account, sees each item's status, when it was last done and when it is next due. Only work orders completed at the placard's site count, so a riser in one building never shows another building's inspections.

• Auditor PIN. Set a 6-digit PIN on the placard and give it to the inspector when they arrive. With it, they also see each item's completed work orders and their attached reports, plus the documents on the item's Documents tab. Links to those files stop working after 15 minutes, so a forwarded link dies quickly. Five wrong tries lock the detail for 15 minutes. A placard with no PIN shows the summary only. Technician names, costs, notes and comments are never shown, with or without the PIN.
• Managers go straight into the app. A Manager or Administrator of your organization who scans a placard while signed in lands on the placard's page in AssetLab instead of the public view. To see exactly what an inspector sees, including the PIN box, use Public view on the placard's page.
• Edits show on the next scan. The sticker holds only a link, so adding or removing items, recording an inspection or changing the PIN needs no reprint. Renaming a placard or changing its site or colour band marks it Reprint suggested, since those are printed on the sticker.
• Switch a sticker off. Deactivate a placard and its sticker shows that it is no longer active; Reactivate brings it back. Deleting a placard stops its sticker for good.

Placards need the Manager role, like the rest of Compliance.

Programmatic access

compliance:read / compliance:write on the REST API; compliance item/record tools via MCP.