In this guide 6 sections
Build the calendar from a register that lists every extinguisher and device by serial number, then give each item and each contract its next date. The monthly visit list follows from those dates. GullySystem’s Fire Safety Company Management Software holds that register and builds the lists, though intervals stay the ones you and the client agree.
Begin with a register by serial number
The calendar depends on the list behind it. One factory can hold a hundred extinguishers across floors and gates. Each one needs its own line.
Record type, capacity, serial, position, installation date, last refill and last test. Do the same for hose reels, detectors, hooters, panels and pumps. Group them under the site and floor they serve.
- Serial, type and capacity
- Site, floor and exact position
- Last refill date and last test date
- Contract the item falls under, if any
Give every item and contract its next date
Each item gets a next refill date and a next test date. Each AMC gets its visit frequency and end date. Use the intervals agreed with each client.
What a regulator, insurer or local authority asks of a building is for the client and their advisers. Your calendar records what you agreed to do. Keep that line clear in your quotations too.
Follow each cylinder while it is away
Cylinders from three sites can reach the refill centre on the same day. One goes back to the wrong building, and the mistake shows at inspection. Pickups need a record of their own.
Log each pickup by serial, with the site it came from and the replacement left behind. Log the return the same way. A list of cylinders still out should be readable any morning.
Turn the dates into a monthly visit list
Once dates sit on items, the month’s work can be listed by client. Group refills, tests and AMC checks so one visit covers several jobs. Assign a technician and the stock he will carry.
Count refill powder, heads and detectors in the van as well as the godown. Uncounted van stock is where shortages hide. The visit sheet should come back with readings, faults, photographs and a client signature.
- Refills and tests due, grouped by client
- AMC checks due this month
- Technician and van stock for each visit
Put renewals on the same calendar
AMC contracts start on different dates across dozens of buildings. A contract can lapse quietly while visits continue unbilled. A competitor then quotes lower.
Show each contract’s end date with visits promised and visits used. Prepare the renewal quote well before the end date. Send the client their last visit reports with it.
Fire equipment due-date register
A register template with one row per extinguisher or device: site, position, serial, type, capacity, last refill, next refill, last test, next test and contract end. Sort it by next date to get the month’s visit list.
Open a blank worksheet to printQuestions owners ask
Does the software say when a refill is legally due?
No. Due dates follow the intervals you and your client set. What a regulator or insurer asks of the client is for the client and their advisers to decide.
Can extinguishers carry QR labels?
Yes. A QR label on each cylinder lets a technician scan it, open its history and log the visit. It suits sites with hundreds of units.
What if our refilling volume is small?
Then a well-kept register may still serve. The calendar method above works on paper too, sorted by next date each month.