Managing compliance work accurately involves more than filling in the right form.
The visit needs to happen at the right time. Once the technician arrives, they need to inspect the right assets. The results then need to be recorded accurately and attached to the correct records.
Our latest Rugged Data features have been created to make two important parts of that process simpler.
Recurring Jobs helps office teams ensure repeat work is scheduled when it should be.
Auto ID helps technicians identify the correct asset when they arrive on site.
Together, they provide a clearer and more reliable way to manage recurring, multi-asset compliance work.
Schedule recurring work once
Many compliance and maintenance businesses still rely on spreadsheets, diaries or wall planners to track when clients’ next visits are due.
This creates work for admin teams because every future job must be added manually. It also introduces risk. A missed date can mean lost revenue for the contractor and a gap in compliance for the client.
Recurring Jobs removes much of that repetitive administration.
When creating or editing a job in The Hub, the admin or scheduling team can select how frequently that work needs to take place. It could be monthly legionella monitoring, kitchen extract cleaning every six months or annual fire damper testing.
Rugged Data then automatically creates future jobs according to that schedule.
As each date approaches, the job is marked as due. If the work is not completed on time, its status changes to overdue, giving the office team a clear view of anything that may be slipping.
The team can then schedule the job and send it to a technician’s phone in the normal way.
Identify the correct asset with a scan
Arriving on site on time is only the beginning. In buildings containing large numbers of similar assets, identifying the correct one can be a challenge in itself.
A technician inspecting fire dampers may need to work in awkward spaces while referring to floor plans and checking reference numbers. On a large site, this process can be repeated hundreds of times.
Auto ID gives technicians a faster and more reliable way to identify each asset.
On the first visit, a barcode or QR code is scanned and linked to the relevant asset record. On every repeat visit, scanning that code immediately brings up the correct asset and its details in the Rugged Data app.
The technician knows which asset they are standing at and can get straight on with the inspection.
This saves time, but accuracy is the more important benefit. Recording a result against the wrong fire damper or fire door weakens the compliance record. Auto ID helps ensure the right result is attached to the right asset every time.
Designed for the office and the site
Recurring Jobs has been designed primarily for the people managing work from the office. It reduces repetitive administration, creates greater visibility and helps businesses protect recurring revenue.
Auto ID supports technicians on site. It reduces the time spent identifying assets and gives them greater confidence that they are completing the correct record.
Both features connect through Rugged Data. The Hub holds the schedule and asset information as a single source of truth, while the mobile app puts the relevant information into the technician’s hands.
A more complete compliance process
For businesses carrying out fire safety, water hygiene, ventilation cleaning and other planned maintenance work, the two features complement one another naturally:
- Recurring Jobs helps make sure the visit happens when it should.
- Auto ID helps make sure the correct assets are inspected when the technician arrives.
- Rugged Data helps capture and return the evidence needed to complete the record.
It is a more connected approach to managing compliance work, from forward scheduling in the office to accurate data collection on site.
Find out more about managing compliance work
Recurring Jobs and Auto ID are the latest additions to Rugged Data, created to reduce administration, support technicians and improve confidence in compliance records.
To learn more about either feature and how it could work within your current Rugged Data process, get in touch with our team.
