Scheduled Checks
Scheduled Checks lists the regular safety checks your club needs, with the date each one is next due. It covers fire alarms, extinguishers, fire doors and emergency lights, and also gas safety, portable equipment, legionella, lifting equipment, electrical installation and the chemical store. Find it in the menu under Operations, below Inspections.
Common actions
- 1
Log a check: Press "Log Check" on the check's row. Choose Pass or Fail. Set the date it was done and who carried it out. Add any notes or faults found. The form shows when the next check will be due. Press "Log Check".
- 2
Add certificates and photos: When you log a check, press "Take Photo" or "Add Files". PDF, JPG, PNG and HEIC are accepted, up to 5 files of 20 MB each. To find a file later, press "History" and open it.
- 3
When a check fails: A failed check creates a high priority maintenance job for you, and emails the person responsible for the check, or the admins.
- 4
Corrective actions: Tick "Corrective action required" and describe what needs doing. When it is done, press "History", then "Mark Resolved". A maintenance job is created for it. Until it is resolved the check does not count as up to date.
- 5
See what is due: Press a tile at the top: "Overdue / Never Done", "Due Within 7 Days" or "Up to Date". Press it again to show everything. If you are responsible for any checks, "My checks" shows only yours.
- 6
Choose who is responsible: Admins can pick a person in the Responsible column. That person gets the reminders and fail emails for the check.
Adding a check
Admins can press "+ Add a check" to add another copy of a check, for example one gas safety check for the clubhouse and another for the flat, or a custom check of your own. Choose the kind of check, or "Custom check". Give it a name. Choose how often it is due: Daily, Weekly, Monthly, Every 3 months, Every 6 months, Every year, or every 2, 3 or 5 years. Press "Add check".
Each check has its own due date, person responsible, history and files, and counts on its own in reminders, reports and the Records Score.
A custom check can have its own list of items, like a paper checklist. Type them in "Items to check (optional)", one per line, up to 30. When the check is logged, mark each item Pass or Fail and add a note. If any item fails, the check fails: the maintenance job and the fail email name the failed items. History and the Scheduled Checks report show each item's result. To change the items later, open the check's "History" and press "Edit items". Entries already logged keep the items they were logged with.
Renaming, removing and moving
In a check's History, admins can press "Rename". A check you added can be removed with "Remove this check". Its entries and files are kept. The standard checks cannot be removed from the page.
An entry logged by mistake can be removed by an admin, who must say why. It stays on record, marked as removed, and stops counting. An entry logged against the wrong check can be moved with "Move to".
Staff can add files only while logging a check. Admins can add, move and remove files on any entry.
Reminder emails
Each morning, ClubSentinel emails a list of checks that are overdue or have never been done. A check is reminded again after 30 days if it is still not done. You can turn these emails off in Settings, on the Notifications tab.
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.
Your Records Score
Every check on your list counts, whether it has been logged or not. Only the latest entry for each check counts. It is up to date while it is not past its due date and any corrective action is resolved. A check that has never been logged counts against you.
💡 Tip
Some insurers or fire risk assessors still ask for a signed paper log as a backup. ClubSentinel's log, with dates, results and certificates, is usually accepted as evidence. If a check finds a fault, record it as failed so the maintenance job is raised straight away.