Maintenance events

A maintenance event is a recurring task on a site. The annual fire risk assessment, the monthly cleaning visit, the five-yearly EICR. Events drive the compliance matrix and roll into automated work order generation.

Create a planned maintenance event

1. Open the site and click Maintenance → Events → Add event.
2. Pick a template (gas safety, EICR, fire risk assessment, lift LOLER, water hygiene) or build a one-off event.
3. Set the frequency: annual, half-yearly, quarterly, monthly, weekly or custom interval.
4. Set the first due date.
5. Optionally pick the default vendor to dispatch when the event becomes due.
6. Tick Compliance if the event is for a regulatory obligation.
7. Save.

Recurring schedules

PropLink computes the next-due date automatically based on the frequency. After completion, the next occurrence is offset from the completion date (so an inspection due annually that completes on 1 July becomes due again on 1 July next year).

Some events anchor to a fixed calendar date regardless of when they were last completed (for example a monthly cleaning visit that should always be on the first Monday). Set the anchor mode to fixed in this case.

Multi-site events

For a portfolio-wide event (the annual fire risk reviewer visiting every site), create the event at the estate level or use a template that applies to multiple sites:

1. Open Maintenance → Events → Add multi-site event.
2. Pick the sites the event applies to.
3. Set frequency and first due date as usual.
4. Save.

PropLink treats it as one event for reporting purposes but generates a separate work order per site when due.

Compliance flags

Tick Compliance when the event is required by regulation or by the lease:

• Gas Safe registration
• Electrical Installation Condition Report
• Fire Risk Assessment
• Lift LOLER inspection
• Water hygiene Legionella risk assessment
• PAT testing of communal appliances
• Asbestos register review

Compliance events surface on the compliance matrix and have stricter completion requirements (a certificate or signed report must be uploaded).

Documents and certificates

Each event has a Documents tab. Upload:

• The risk assessment report or certificate.
• Method statements.
• Manufacturer's recommendations.
• Approved contractor list.
• Previous reports, for context.

Documents stay attached to the event so when an auditor or insurer asks, the trail is on one page.

Completion evidence

When a vendor completes work on an event:

1. The work order they were dispatched on moves to Pending review.
2. The vendor uploads the certificate via ContractorPort.
3. The manager opens the event and confirms the certificate.
4. PropLink records completion, files the certificate against the event, and computes the next-due date.

The event's history shows every cycle: scheduled, dispatched, completed, certificate filed.

Skipping or pausing

If a regulation no longer applies, or a building is being decommissioned:

• Skip the next occurrence. Records the skip on the audit log.
• Pause the event indefinitely. Records the pause and the reason.
• End-date the event (set a final occurrence). The event ends naturally after that date.

You cannot delete an event with a completion history. Pause or end-date instead.