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Asset Compliance Tracking

This guide covers tracking compliance requirements, managing certifications, and monitoring due dates across your asset portfolio.

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Accessing Compliance Overlay

Navigate to Assets > Compliance Overlay from the sidebar or go to /compliance-overlay

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Compliance Overview

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What is Compliance Tracking?

Compliance tracking ensures your assets meet regulatory, safety, and contractual requirements:

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The Compliance Lifecycle

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The Compliance Dashboard

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Dashboard View

The compliance overlay provides at-a-glance status:

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Compliance Status Indicators

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Compliance Requirements

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Setting Up Requirements

Define what compliance means for each asset type:
  1. Go to Settings > Compliance Rules
  2. Click Create Rule
  3. Configure:
    • Asset type this applies to
    • Certification name
    • Validity period
    • Renewal frequency
  4. Save rule

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Requirement Fields

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Common Compliance Types

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Managing Certifications

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Recording a New Certification

  1. Open asset detail
  2. Go to Compliance tab
  3. Click Add Certification
  4. Enter:
    • Certification type
    • Issue date
    • Expiry date
    • Certificate number
    • Certifying authority
  5. Upload certificate document
  6. Save

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Certification Fields

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Updating Certifications

When renewing a certification:
  1. Open asset detail
  2. Go to Compliance tab
  3. Find existing certification
  4. Click Renew
  5. Enter new dates and details
  6. Previous certification moves to history
  7. Save

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Due Date Management

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Viewing Due Dates

From Compliance Overlay:
  • See all assets sorted by expiry date
  • Filter by date range
  • Export due date list
From Asset:
  • Open asset detail
  • Compliance section shows all due dates

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Due Date Alerts

Configure when to receive alerts:
  1. Go to Settings > Notifications
  2. Find Compliance Alerts
  3. Set thresholds:
    • First alert: 60 days before
    • Second alert: 30 days before
    • Urgent alert: 14 days before
    • Overdue alert: After expiry
  4. Select notification method
  5. Save

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Alert Recipients

Define who receives alerts:

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Compliance Reports

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Available Reports

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Generating Reports

  1. Go to Compliance Overlay
  2. Click Reports
  3. Select report type
  4. Set date range and filters
  5. Choose format (PDF, Excel, CSV)
  6. Generate and download

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Scheduled Reports

Set up automatic report delivery:
  1. Go to Settings > Scheduled Reports
  2. Click Add Schedule
  3. Select compliance report
  4. Set frequency (weekly, monthly)
  5. Add recipients
  6. Save

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Compliance Workflows

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Renewal Workflow

When certification approaches expiry:
  1. Alert triggers at lead time threshold
  2. Create renewal job:
    • From alert: Click Create Renewal Job
    • From asset: Compliance > Schedule Renewal
  3. Job assigned to qualified technician
  4. Inspection/service performed
  5. New certification issued
  6. Certification updated in system
  7. Asset returns to compliant status

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Handling Non-Compliance

When certification expires:
  1. Asset status changes to Overdue
  2. Asset flagged in compliance overlay
  3. Notifications sent to stakeholders
  4. Options:
    • Schedule immediate renewal
    • Take asset out of service
    • Document exception with approval

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Exception Handling

For temporary non-compliance:
  1. Open asset compliance record
  2. Click Request Exception
  3. Enter:
    • Reason for exception
    • Mitigation measures
    • Planned resolution date
  4. Submit for approval
  5. If approved, asset shows exception status
  6. Must resolve by planned date

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Bulk Compliance Operations

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Bulk Certificate Upload

For multiple assets:
  1. Go to Compliance Overlay
  2. Click Bulk Upload
  3. Download template
  4. Fill in certification data
  5. Upload completed file
  6. Review and confirm
  7. Certifications applied to assets

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Bulk Status Update

Update multiple certifications:
  1. Select assets from compliance list
  2. Click Bulk Actions
  3. Choose action:
    • Update expiry dates
    • Apply certification
    • Export selected
  4. Confirm changes

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Integration with Jobs

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Compliance-Triggered Jobs

Automatically create jobs when compliance due:
  1. Go to Settings > Compliance Rules
  2. Edit compliance rule
  3. Enable Auto-Create Jobs
  4. Configure:
    • Lead time before due
    • Job template to use
    • Default assignee
  5. Save

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Recording Compliance from Jobs

When job completes compliance work:
  1. Technician completes job
  2. In job completion:
    • Select Update Compliance
    • Enter new certification dates
    • Upload certificate
  3. Asset compliance automatically updated

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Best Practices

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Data Management

  • Enter all certification dates immediately upon receipt
  • Upload copies of all certificates
  • Use consistent naming for certificate numbers
  • Review compliance data monthly

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Alert Configuration

  • Set realistic lead times for renewals
  • Ensure alerts reach decision-makers
  • Don’t over-alert (causes alert fatigue)
  • Review and act on alerts promptly

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Process Efficiency

  • Group renewals by location when possible
  • Create jobs in advance for predictable scheduling
  • Build buffer time for re-inspections if needed
  • Track compliance costs for budgeting

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Troubleshooting

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Compliance Status Not Updating

  1. Verify certification dates entered correctly
  2. Check expiry date is after issue date
  3. Refresh the compliance overlay
  4. Verify asset is active status

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Missing from Compliance View

  1. Check asset has compliance requirements defined
  2. Verify asset type has compliance rules
  3. Check filter settings in compliance overlay
  4. Confirm asset status is active

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Alerts Not Sending

  1. Verify notification settings enabled
  2. Check recipient email addresses
  3. Review alert threshold configuration
  4. Check notification delivery logs
Back to Assets | Previous: Inspections | Related: Compliance Rules