Docs/Records, Defects, and Renewals

Checks and Records

Checks and records trace a gas safety check from schedule through mobile capture, review, generation and delivery.

For: Office teams and engineers3 min read5 sections

Interactive lifecycle explorer

Switch between record types to understand what each status means before changing operational state.

  1. 1DraftBeing prepared and not yet scheduled.
  2. 2ScheduledAssigned to an engineer with a date and band.
  3. 3In progressThe engineer has started capturing on site.
  4. 4SubmittedCapture is complete and waiting for office review.
  5. 5Record generatedA record has been produced from the reviewed check.
  6. 6Action requiredA record exists but a defect outcome needs remedial work, so the check stays open until it is resolved.
  7. 7CompletedClosed out with nothing outstanding.
  8. 8CancelledThe check was called off and will not be carried out.
Review exampleCustomer-safe walkthrough

Review submitted checks before they become records

The office review queue is where quality is enforced. A record is immutable once generated, so review carefully before generating.

What you see

  • A queue of submitted checks with property, engineer, and submitted age.
  • Per-appliance readings, defects, photos, and signatures to review.
  • A generate action that produces the immutable record.

How to use it

  • Sort by oldest submitted and by renewal urgency.
  • Confirm each appliance has the readings its type requires.
  • Resolve anything ambiguous with the engineer before generating.
  • Generate the record only when the evidence is complete and defensible.

Check review queue

Submitted - pending review

GenerateSend back

12 Oakwood Road

A. Mercer

1h ago2 applssubmitted

3 Mill Court

J. Patel

1h ago4 applsphoto review

88 Vale Street

A. Mercer

1h ago1 appldefect: ID

Decision guide

SituationRecommended actionProof it worked
A reading is missingSend it back to the engineer rather than generating.The resubmission includes the reading.
A defect needs a categoryConfirm AR, ID, or NCS before generating.The record shows the correct category.
Everything checks outGenerate the record and deliver it.Tenant and client delivery stamps appear.

Troubleshooting path

  1. 1If generation is blocked, a required field, appliance result, or signature is missing.
  2. 2If a record is wrong, correct the source and regenerate where the workflow allows.
  3. 3If a check is missing from the queue, confirm it was submitted rather than left in draft.

Related docs

Gas safety records (CP12)Defects: AR, ID, and NCSRecords delivery

Check Lifecycle

  1. 1Confirm the property and appliance register are current.
  2. 2Schedule the check and assign an active engineer.
  3. 3The engineer captures readings, defects, photos, and signatures in My Checks, then submits.
  4. 4The office reviews the submitted check and generates the gas safety record.
  5. 5Deliver the record to the tenant and client and schedule any renewal or remedial follow-up.

Record Quality

  • Every record should identify the property, client, engineer, Gas Safe number, appliances checked, and outcome.
  • Defects should carry clear severity and remedial guidance before the record is shared.
  • Records are immutable once generated, so review carefully before generating.
  • Record PDFs use a fixed Manifold document palette so they render consistently outside the console theme.

Troubleshooting

  • Record will not generate: confirm required check fields, per-appliance results, and the engineer signature.
  • Record looks wrong: it cannot be edited after generation; correct the source and regenerate a fresh record where appropriate.
  • Duplicate record blocked: generation is idempotent per check, so a check yields one record.

Senior Review

For apprentice, second-engineer, or sensitive jobs, a check can be routed through a senior review before its certificate exists. The engineer ticks Request review when I submit, and the record stays held until the office signs it off.

  • A review moves through requested, changes requested, approved, or cancelled, with a note in each direction.
  • While a review is open, record generation is blocked; approval releases it.
  • The office reviews from the check detail page, where Manifold Assist can help draft the response.

Troubleshooting

  • Record button blocked with a review message: approve the review, request changes, or cancel it from the check detail page.
  • Review request missing: the engineer must tick Request review when I submit before submitting the check.

Review Before You Generate

Records are immutable once created, so the review step is where quality is enforced. Generate only when the appliance results, defects, photos, and signatures tell a complete and defensible story.

  • Confirm each appliance has the readings its type requires.
  • Confirm defect categories (AR, ID, NCS) and remedial actions are correct.
  • Confirm the engineer signature is present and the certificate identity is right.
  • Resolve anything ambiguous with the engineer before generating, not after.

Why Immutability Helps

A record that cannot be quietly edited after the fact is what makes it trustworthy evidence. Manifold leans into this: generation is idempotent per check, and corrections happen by generating a fresh record from corrected source data where appropriate.

Troubleshooting

  • If a record is wrong, do not look for an edit button; correct the source and regenerate where the workflow allows.
  • If a record pack is missing a certificate, confirm each underlying check has generated its record.
  • If generation is blocked, the check is missing a required field, an appliance result, or a signature.

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