Scheduled Checks
Manage legally required periodic safety checks, weekly fire door inspections, monthly emergency lighting tests, quarterly fire extinguisher checks, and any other scheduled checks your club carries out. Each check type has a configurable frequency, and the module tracks overdue checks with alerts.
Common actions
- 1
Log a completed check: find the check type in the list and tap "Log Check". Enter the completion date, the outcome, and any notes. The next due date is calculated automatically from the check frequency.
- 2
Add a new check type: tap "+ Add Check" to create a check that isn't in your list. Set the name, the frequency (daily / weekly / monthly / quarterly / annual), and the first due date.
- 3
View overdue checks: the list highlights overdue checks in red. Use the Status filter to show only Overdue checks and deal with the most urgent first.
- 4
Attach the certificate or a photo: when you log a check, add the certificate or a photo as evidence. For fire extinguisher or emergency lighting checks, a photo of the tag or display reading is good practice. See Certificates and photos below.
- 5
Edit the frequency: if a check's regulatory frequency changes, open the check type and update the frequency. All future due dates are recalculated automatically.
More than one of the same check
Admins can add another copy of any check with "+ Add a check", for example one gas safety check for the clubhouse and another for the flat. Each copy has its own name, due date, responsible person, history and files, and counts on its own in reminders, the Records Score and reports.
Choose "Custom check" for anything not on the list, such as a biomass boiler service, and set how often it is due. An added check can be renamed or removed from its History. Removing it keeps its entries and files.
Removing an entry logged by mistake
In History, an admin can remove an entry and must say why. It stays on record, marked as removed, but no longer sets the due date or counts in reminders, the Records Score or reports. Admins can see removed entries, with the reason, who removed them and when; staff cannot.
An entry logged against the wrong check can be moved to the right one, and a file can be moved to another entry.
Gas safety
Covers your gas appliances. A commercial kitchen needs a commercial catering gas safety certificate (CP42). Boilers and heating need a commercial gas safety check by a Gas Safe registered engineer. Upload each certificate against this check.
Certificates and photos
You can attach files to a check when you log it: an engineer's certificate, a service report or a photo. PDF, JPG, PNG and HEIC (the iPhone photo format) are accepted, up to 5 files per check and 20 MB per file.
Staff can attach files to a check they are logging. Admins can also add files to a past check from its History, and only admins can remove a file.
To find a file later, open the check's History and select it. It opens in a new tab, ready to download or send to your insurer or environmental health officer.
💡 Tip
Keep a signed paper log as a backup for fire safety checks if required by your insurer or fire risk assessor, but ClubSentinel's digital log (with dates and outcomes) is typically accepted as evidence by enforcement authorities. If a check reveals a fault, log it as an inspection or maintenance task immediately so there is a clear action trail.