Checks and Records

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 from Today’s run on their phone, 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.

Check Statuses

Checks live under Gas safety in the sidebar. Each one moves through a fixed set of statuses, and the Generate button appears while a check is Submitted, In progress or Action required.

• Draft, Scheduled, In progress, Submitted, Record generated, Action required, Completed and Cancelled are the check statuses; the Status and Lifecycle Reference explains each one.
• Generation is refused when the plan’s monthly records allowance is used up or a trial has lapsed; the message names the reason so the owner knows what to change.

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.

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; approving or cancelling the review releases it, and requesting changes sets the check to Action required until the engineer resubmits.
• The office reviews from the check detail page, where Manifold Assist can draft the reviewer note on plans that include it.

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 completing a new check from corrected source data rather than by editing or regenerating the record.