Task and building configuration

This article explains how to configure tasks and buildings within BriqSafe to tailor the application to your portfolio of locations. It covers procedures for setting up locations, structures, areas, assets, systems, and controlling compliance activities across your buildings.

Note

Required role: Inspector (for building and asset setup), Manager (for user access and deletion), Engineer (for asset linking and operations), Admin (for high-level deletions and archival)

Creating and Managing Locations

Locations represent physical facilities where compliance activities are planned. Proper location setup is the foundation for organizing buildings and compliance tasks.

1. Open Locations and choose Add New Location.
2. Start typing the address and select from autocomplete suggestions or switch to manual entry if the address is not listed.
3. Note that the location's jurisdiction is inherited from your organisation and does not depend on the address entered.
4. Optionally link the location to a client.
5. Submit to create the location. It will appear in the Locations list with its jurisdiction badge and address.

Important: Manually entered addresses bypass map coordinate validation and will not appear on the map view until a geocoded address is set.

Adding Structures to a Location

Structures define individual buildings or facilities at a location, allowing for detailed organization of areas and assets.

1. Open the location and switch to the Structures tab.
2. Click Add structure.
3. Enter the Name and select a Structure Type (e.g., Building, Warehouse).
4. Choose a Facility Type (e.g., Hotel, Office, School). This determines the automatically assigned control regime.
5. Optionally enter Code, Construction Year, and Description.
6. Submit to create the structure.

Note: Facility Type drives the control regime, which controls which compliance activities are generated. An incorrect facility type causes incorrect activities. A location must have at least one structure before adding areas.

Adding Areas Within a Structure

Areas represent rooms or zones inside a structure and map the floor plan for compliance tracking.

1. Open a structure and go to its Areas or use the floor plan editor.
2. Add areas by drawing rooms on the floor plan or adding them from the structures view.
3. Give each area a Name, select the Area Type, and set its Floor Level.
4. Each area inherits its Facility Type and control regime from its parent structure.

Important: Areas do not have their own control regime based on area type. To adjust compliance requirements, change the structure's facility type.

Changing an Area's Occupancy Status

1. Select the area.
2. Update the Occupancy field between In Use and Vacant.

Changing occupancy triggers compliance recalculation for the area. Marking an area Vacant pauses its compliance activities. Remember to set areas back to In Use when reoccupied.

Merging Rooms on the Floor Plan

1. In the floor plan editor, open the desired floor.
2. Activate Merge Mode from the toolbar.
3. Select adjacent rooms to combine their geometry.

Verify asset placement after merging as compliance history and assets may not merge automatically.

Deleting an Area

1. Select the area to remove.
2. Confirm deletion; this is a soft delete preserved in the audit trail.

Areas containing active assets cannot be deleted. Remove or relocate assets first.

Managing Assets

Assets represent equipment tracked for compliance within areas and structures.

1. Add assets from the **Structures** tree row actions or the floor plan editor (in Assets mode).
2. Select the Asset Type and fill in required fields such as Name, Serial Number, Manufacturer, Model, Code, and Description.
3. On save, the rules engine evaluates compliance activities based on asset type.

Note: Asset creation is accessed via structure tree or floor plan, not through opening an area first.

Adding Assets on the Floor Plan

1. Open a structure and select a floor.
2. Switch the floor plan to Assets mode.
3. Open the Asset Library and pick an asset type.
4. Place the asset by tapping on the floor plan or dragging from the library.
5. Enter the asset's details in the quick-edit panel and confirm.

The Asset Library remains open to place multiple assets efficiently.

Duplicating Assets

1. Select an existing asset on the floor plan.
2. Choose Duplicate from its action menu.
3. A copy is created next to the original with a "(copy)" suffix.

The duplicate inherits type, compliance parameters, and system links but its QR code is cleared.

Assigning and Managing QR Codes

1. Open the asset details panel.
2. Enter or scan the asset's QR Code field.
3. Save to link the QR code to the asset.

QR codes must be unique per location. Scanning a QR code opens the asset details on mobile.

Linking Assets to Systems and Other Assets

1. Within the asset detail panel, use the Linked Systems section to Link System by selecting systems at the same location.
2. In the Linked Assets section, choose Link Asset to model connections between assets.

Each asset can link to multiple systems but only up to two other assets. Links must be within the same location.

Creating and Managing Systems

Systems define building installations that assets belong to, such as hot and cold water systems.

1. Open a structure and go to its Systems section.
2. Click Add System.
3. Enter the System Name and select a System Type.
4. Optionally set the Operational Status, System Code, Location Details, and Description.
5. Create the system.

Assets can then be linked to these systems manually.

Deleting and Restoring Systems

1. Open the system and use Delete System, optionally provide a reason.
2. Deleted systems are soft deleted with the option to restore.

Deleting a system removes asset-to-system links; verify dependencies before deletion.

Location Administration

Manage all aspects of a location from a single admin panel.

1. Open a location to access its admin panel with tabs: Overview, Structures, Cases, Visits, Jobs, Control Schema, Recommendations, Users, Rotation plan, IoT Devices, Logbook, and Timeline.
2. Use these tabs to manage all location-specific data and settings.

Systems live under structures, assets under Structures Assets. Billing is organisation-level. IoT Devices tab may be empty if no devices are deployed.

Editing Location Details

1. Open the location's Overview tab.
2. Edit Location Name, Address, Coordinates, and Availability.
3. Save your changes.

Address changes affect map coordinates. Only users with appropriate privileges can delete or archive locations from this tab.

Deleting or Archiving a Location

1. On the location's Overview tab, click Archive to take it out of active use, or Delete to remove it.
2. Confirm the action.

Deleting or archiving requires higher privileges than editing details.

Managing User Access to a Location

1. Open the location's Users tab.

2. Modify access for internal and external users:

3. • For internal users, selections restrict access (default: access to all locations).
   • For external users, selections grant access (default: no access).

Admins can configure access for all users; managers can configure access for locations they manage.

Warning: Internal and external access operate oppositely; misconfiguration can cause unintended access or lockouts.

Assigning Responsibilities for Compliance

Specify who is responsible for compliance tasks at a structure level, assigning contacts and roles per activity category.

1. Open a structure and select View Responsibilities.
2. Assign responsible contacts for each activity type category.
3. Fill regulatory-role slots generated from the control regime.
4. Category defaults cascade from organisation to structure with per-activity overrides.

Removing assignments is immediate and does not ask for confirmation. This page requires a collaboration entitlement.

Reordering Floors Within a Structure

Arrange floors to reflect the physical top-to-bottom sequence.

1. Open the structure's Floors list.
2. Choose Reorder to enter reorder mode.
3. Drag floors to the desired order.
4. Release to update floor levels based on their new positions.
5. Select Done to save and exit reorder mode.

Reordering overwrites manually set floor levels and requires structure-edit permission.

Deleting Structures

1. Select the structure to delete.
2. Confirm deletion after reviewing the cascade warning if it contains areas and assets.

This is a soft delete preserving data, but cascades to contained areas and assets.

Working With the Control Scheme

Review and adjust compliance activities applied to location objects.

1. Open the location's Control Schema tab.
2. View all compliance activities with status, frequency, and progress.

Activities are listed flat, scoped to a single object within the location. Filter by status or activity type as needed.

Adding Custom Activities

1. On the Control Schema tab, click Add activity.
2. Choose the object scope (structure, area, system, asset, or whole location).
3. Select an Activity Type valid for the location's control regime and pick a Frequency.
4. Review job estimates and save.

If an activity type is missing, the control regime may be misconfigured.

Changing Activity Frequency

1. Select an activity on the Control Schema tab.
2. Modify its frequency from the picker.
3. Save to update scheduling and grouping downstream.

The frequency field is free-form; enforcement of minimum frequencies is planned but not active.

Setting Default Assignees

1. Open the control scheme activity.
2. Change the default assignee.

This applies to future scheduled visits only and not to visits already assigned.

Scheduling Visits and Activities

Use the Scheduler to create visits from standalone activities or visit templates, assign engineers, and manage calendar views.

Scheduling Standalone Recurring Activities

1. Open Scheduler and filter for To plan.
2. Select a standalone activity to review details.
3. Pick a date, assign an engineer, and toggle Requires review after completion if consultant sign-off is needed.
4. Confirm to create the visit.

Only active users appear in the assignee list. Regulatory date blocking is not enforced.

Scheduling Visits From Templates

1. In Scheduler, use To plan to find visit-template occurrences.
2. Select an occurrence and review activity types and job counts.
3. Optionally add or remove activity types for this occurrence.
4. Set date, time, and assign engineers; confirm to create the visit.

Template edits only affect the current occurrence and not future ones.

Bulk Creating Recurring Visits

1. In the create visit panel, enable Create recurring visits under Recurrence.
2. Set frequency, interval, and either number of occurrences or end date.
3. Review the preview indicating the number of visits to be created and confirm.

This recurrence is independent of the activity's compliance frequency.

Using Drag-and-Drop or Recommendations to Schedule Visits

1. With To plan toggled on, locate recommendation cards for suggested dates.
2. Click a card to open visit creation pre-filled with date, activities, and assignee.
3. Alternatively, drag templates or activities onto a calendar cell to create visits.
4. Confirm the visit creation.

Cross-client drops are blocked.

Managing Scheduled Visits

1. In Scheduler, click a visit card to open its detail panel.
2. Choose Reschedule, Skip (requires a reason), or Cancel (confirmation required).
3. Use Reassign to move a visit to another engineer.

Skipping or cancelling does not affect the next occurrence of recurring visits.

Additional Location Features

Viewing the Rotation Plan

1. Open the location's Rotation plan tab to view asset subsets sampled per rotation-enabled compliance rule.

If no rotation is configured, the tab displays a corresponding message.

Exporting the Location Logbook

1. Open the location's Logbook tab.
2. Use Export to produce a PDF of logged events.

The logbook is a record of logged events, not an editing surface.