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Fire safety check scheduling and logbook automation

Safety check automation turns the routine checks from your fire risk assessment into recurring Asana tasks for whoever is on duty. Each result is filed in a dated logbook, and missed or failed checks are escalated to the duty manager.

An example of how the studio would build it. No live services are connected.

From a recurring check to evidence filed in the logbook.

  1. Step 01

    Check due

    A recurring Asana task falls due, such as the weekly fire alarm test or the monthly emergency lighting check.

  2. Step 02

    Person assigned

    Assign the task to whoever is on duty that day, with clear steps for the check.

  3. Step 03

    Evidence added

    The person completes the task with the result, notes and a photo where it helps.

  4. Step 04

    Log filed

    Copy the result to a dated logbook in Google Drive that can be shown to inspectors and insurers.

  5. Step 05

    Problems escalated

    Alert the duty manager in Slack if a check fails or isn’t done by the end of the day.

The result

A tidy log of every check, ready whenever someone asks.

A failed check is always passed to a person, and the workflow never marks a fault as fixed. Each completed task is filed once, and the logbook is added to rather than overwritten.

Before we connect it.

Where this is useful

Useful for gyms, venues, hotels, nurseries and warehouses with several sites or shift-based staff, where checks rely on one person remembering. A sensible first version covers the fire alarm test and emergency lighting at one site, then adds others such as flushing little-used water outlets.

What we need to connect

  1. 01The list of checks and how often each is due, taken from your fire risk assessment, insurer and maintenance contracts.
  2. 02Asana access to create recurring tasks for each site, and a Google Drive folder for the logbook.
  3. 03The duty rota or a named person for each check, and who is told when a check fails or is missed.

What needs careful handling

Some work, such as servicing the alarm panel, must be done by a competent contractor, so it appears as a reminder to book the visit rather than a task for staff. A failed check might mean a real safety problem, so it goes to a person immediately and is never closed by the workflow. When a site closes for a holiday, checks due that week are moved rather than recorded as missed, and a person approves the change.

Questions people ask.

Doesn’t Asana already have recurring tasks?

Yes, and they are a sensible place to start. The automation adds the evidence log, escalation when checks are missed or fail and a single logbook across sites that you can share with inspectors.

Which checks should we include?

That comes from your fire risk assessment and your insurer, not from us. We set up whichever checks they require and make them easy to complete and to prove.

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