How can I prove compliance?

This article explains how to demonstrate and prove legionella compliance using BriqSafe. It guides users through carrying out risk assessments and generating reports based on collected compliance data.

Note

Required role: Inspector or Manager (Inspector for data collection, Manager for creating risk assessments and scheduling)

Creating and Starting a Risk Assessment

Begin a new risk assessment for a location that is fully set up, including structures, areas, systems, and assets with an active control regime.

1. Open the location and navigate to its Structures tab.
2. On a structure card, select Create risk assessment. If the structure already has assessments, open the card’s dropdown and choose Create new risk assessment.
3. In the panel, select the risk assessment activity type configured for the location's jurisdiction.
4. Set the assessment’s scope and scheduling details, then create the assessment.

Note: Only users with a Manager role or higher can create risk assessments. The assessment must cover a single location and only a single control regime. If multiple regimes are involved, create separate assessments.

Setting and Confirming the Assessment Scope

Define exactly which parts of the location the risk assessment should cover.

1. Open the created risk assessment and its overview page.
2. Find the Select scope card and click the Scope for analysis field.
3. In the scope picker, expand the tree to view Structures, Areas, Systems, and Assets.
4. Select the items to include by ticking checkboxes; ticking a parent selects its children.
5. Confirm the selection by clicking the header Confirm button.

Note: The selection cannot exceed 500 assets. Scope changes after data collection do not delete existing data but mark removed items out of scope.

Collecting Compliance Data During the Risk Assessment

Gather data about the location’s water systems, areas, and assets by recording parameters and assessments.

System-Level Data

1. From Things to do, open the Systems tile and pick a system.
2. In the General section, fill in System Name (required), Operational Status, and Description.
3. Complete the Parameters section with regime-specific readings for the system.
4. Set the Assessment toggle to Satisfactory or Unsatisfactory, then select Confirm assessment to save.
5. To view or edit physical structures, use View Structures in the header as structure compliance data is recorded through systems, areas, and assets beneath.

Note: Structures do not have a separate compliance form within the assessment phases.

Area-Level Data

1. From Things to do, open the Areas tile and select an area.
2. In the General section, enter Area Name (required) and optionally a Description.
3. For rooms, set Occupancy to In Use or Vacant.
4. Review Facility Type and Control Regime, which are inherited from the parent structure; override if needed and clear the override via the X button.
5. Complete the compliance Parameters section.
6. In the Status, the area is automatically assessed once all fields are complete. Adjust the Satisfactory/Unsatisfactory toggle if necessary.
7. Choose Save changes to store.

Note: The Occupancy field is available only for rooms. Parameters save first and missing required parameters block saving.

Asset-Level Data

1. From Things to do, open the Assets tile and pick an asset.
2. In the General section, optionally add photos, enter Asset Number (required), QR Code, and select Network Position (Near source, Mid network, or Far from source).
3. Complete the Parameters section — these are compliance readings based on the asset type, entered manually or via connected sensors.
4. Optionally review Linked Systems, Sensors, Linked Assets, and Cases.
5. Set the Assessment toggle to Satisfactory or Unsatisfactory.
6. Choose Confirm assessment to save.

Note: The assessment toggle is disabled until at least one parameter is saved, which triggers an automatic evaluation. Out-of-range values raise draft technical recommendations automatically.

Overriding the Automatic Assessment

Manually set an object’s satisfactory or unsatisfactory state if you disagree with the automatic calculation.

1. Open the target object (area, asset, or system) and locate its Assessment or Status section.
2. Tap the Satisfactory or Unsatisfactory toggle to override the automatic result.
3. Save the changes using Confirm assessment (for assets and systems) or Save changes (for areas).

Note: The original calculated status is retained for audit trail. Read-only users cannot override assessments. Once set, you cannot clear the status back to unassessed without removing the override manually.

Managing Technical Recommendations

Review and manage recommendations automatically generated when readings exceed thresholds or manually added issues.

Review Auto-Generated Draft Recommendations

1. Open the asset, system, area, or structure and go to the Technical Recommendations tab.
2. Find drafts under the Drafts (auto-generated) section, with an Auto-generated badge.
3. Open a draft to review the problem, suggested solution, priority, and triggering parameters.

A draft is a proposal and requires approval to become active work.

Approve or Dismiss a Draft Recommendation

1. Open the draft recommendation to launch the Review recommendation dialog.
2. Edit the problem, solution, and priority if needed.
3. Select one or more suggested activities describing the corrective work.
4. Choose Update & review or Approve to confirm approval.
5. To discard, select Dismiss and provide a reason of at least 10 characters.

Note: Approving requires at least one suggested activity. Approving or dismissing needs edit access and is only possible from the web app. Deletion requires Manager-level rights and is a soft delete.

Schedule Approved Recommendations for Follow-Up Work

1. Open the location’s Recommendations tab.
2. Select one or more approved recommendations and add them to the control scheme as one-time activities.
3. In the Scheduler, assign a date and an engineer to create the visit with follow-up jobs.

Note: Scheduling is separate from approval and requires scheduling permissions. One-time activities created do not recur and complete linked jobs automatically close the recommendation.

Verify Follow-Up Completion in Re-Assessments

1. In a follow-up risk assessment, open an affected asset’s Technical Recommendations tab.
2. View recommendations marked Completed since last assessment to compare before and after photos and job results.
3. Outstanding recommendations carry a carried-forward label and remain approved.

Monitoring Risk Assessment Progress and Conclusion

Track assessment completeness and generate the final conclusions and report.

Monitor Assessment Completeness

1. Open the risk assessment to view a completeness percentage in the header with a progress ring.
2. Review the Things to do list with four data-collection stages: Location, Systems, Areas, and Assets.
3. Complete each stage and mark them as done.
4. Complete the review stages under Things to Review, including Logbook & Activities, Control Schema, and Technical Recommendations.
5. Once all seven stages are marked done, the Risk Conclusion stage unlocks.

Note: 100% completeness requires all items and stages done. Progress may undercount very large locations.

Complete Location-Level Assessment Sections

1. Open the risk assessment and go to the Location stage.
2. Fill in the listed sections including Responsibilities, Description, and regime-specific sections.
3. Save each section and mark the Location stage done when all are complete.

Note: Regime-specific sections depend on the location’s control regime and must be completed for stage completion.

Answer the Logbook & Activities Questionnaire

1. Open the risk assessment and select the Logbook & Activities stage.
2. Pick an asset-type category from the list.
3. Go to the Activities tab to answer compliance questions with Yes or No and add comments where applicable.
4. Save answers before switching categories and mark the stage done when complete.

Note: Only default activities from the location’s compliance rules appear. Saving requires risk-assessment edit permissions.

Write the Risk Conclusion Narrative

1. Open the Risk Conclusion stage once unlocked.
2. Expand General conclusion and enter the overall narrative description.
3. Fill the score and narrative fields for each risk group.
4. Optionally generate and save Executive Summary and Risk Summary drafts.

Note: Narrative and summary fields require edit access. Generated summaries are drafts needing review.

Read the Risk Gauge and Per-Section Scores

1. In the Risk Conclusion stage, view the semicircular risk gauge on the right indicating overall risk from very low to very high.
2. Expand each risk group section on the left to see their individual scores and questions.

Note: The gauge reads "Unassessed" until sufficient data is present. Read-only users can view scores but not edit.

Generating and Sharing Compliance Reports

Produce formal legionella compliance reports that reflect the completed risk assessment data.

1. On the risk assessment, open the Generate Report section.
2. The report type, site, and risk assessment fields are pre-filled and locked to the location’s regime, showing either "PPCL — Plan de Prevención y Control de Legionella" or "PSL — Plan Sanitario de Legionella".
3. Optionally choose a Report Preset or leave the default.
4. Select Generate Report.
5. Wait for the report status to change from Processing to Ready.

Note: The report always covers the full risk assessment scope; there is no option to select partial scopes at generation time. It can be generated before finishing the assessment and does not auto-translate into other languages.

Download or Email the Report

1. Once the report status reads Ready, select Download to save the PDF locally.
2. To email, open the report from the Documents page and select Share.
3. Add one or more recipients from your organisation’s members, enter a subject and optional message, then send.

Note: Email recipients must be active organisation members; links expire after 24 hours. The file is sent as a secure download link, not an attachment.