Workflow for PSL

This article explains how to assess risks, define critical controls, and manage a Plan Sanitario de Legionella (PSL) for a water installation using BriqSafe. It is intended for inspectors, engineers, and managers responsible for conducting risk assessments and managing compliance in your locations.

Note

Required role: Manager (to create risk assessments and manage scheduling)

Starting a Risk Assessment

Begin a new risk assessment once your location is fully configured with all structures, areas, systems, and assets defined and an active control regime is in place.

1. Open the location and go to the Structures tab.
2. On a structure card, select Create risk assessment . If multiple assessments exist, open the card's dropdown and choose Create new risk assessment . Note that scopes of assessments must not overlap.
3. In the panel that opens, select the risk assessment activity type configured for your location's jurisdiction. The control regime tied to the location determines the forms, thresholds, and sections used.
4. Set the assessment's scope and scheduling details, then create the assessment.

Note: Only users with the Manager role or above can create risk assessments. While the button may appear for lower roles, the creation step will be blocked.

Setting and Confirming the Scope

Select the parts of the location the risk assessment will cover to ensure data collection is focused and relevant.

1. Open the risk assessment and on its overview page, find the Select scope card.
2. Click the Scope for analysis field to open the Change scope picker.
3. Expand the hierarchy tree to select structures, areas, systems, and assets to include. Selecting a parent item selects all children.
4. Review the selected item count; confirm the selection by clicking Confirm .

Important: The assessment must include items from only a single control regime. Items from different control regimes will be greyed out and cannot be added.

Avoid selecting more than 500 assets, as the system will reject overly broad scopes. Reducing scope after data collection does not delete data but marks removed items as out of scope.

Collecting Compliance Data

Capture compliance information at different levels during the assessment to build a complete picture of the installation's condition.

At System Level

1. From Things to do , open the Systems tile and select a system.
2. In the General section, enter System Name (required), Operational Status , and Description .
3. Complete the Parameters section with regime-specific readings for that system.
4. Review Linked Assets and Schematics if available.
5. Set the Assessment toggle to Satisfactory or Unsatisfactory and confirm with Confirm assessment .

Note: Structures themselves do not have a separate compliance form inside the assessment; their status is derived from their systems, areas, and assets. Use View Structures in the header to manage them.

At Area Level

1. From Things to do , open the Areas tile and select an area.
2. Enter the Area Name (required) and optionally a Description .
3. For rooms, set Occupancy status to In Use or Vacant .
4. Override Facility Type or Control Regime if necessary; both inherit from the parent structure by default.
5. Complete the Parameters section with readings.
6. The area status is automatically assessed once all required fields are complete; adjust the Satisfactory/Unsatisfactory toggle if professional judgement differs.
7. Save changes with Save changes .

Note: The Occupancy field appears only for rooms. Overrides to inherited Facility Type or Control Regime show a warning.

At Asset Level

1. From Things to do , open the Assets tile and select an asset.
2. In the General section, add photos as needed, enter the required Asset Number , and if available, the QR Code and Network Position (Near source, Mid network, or Far from source).
3. Complete the Parameters section with compliance readings, entered manually or via connected sensors.
4. Optionally review related Linked Systems , Sensors , Linked Assets , and Cases .
5. Set the Assessment toggle to Satisfactory or Unsatisfactory , then save with Confirm assessment .

Important: The assessment toggle is only enabled after one save of parameters triggers the automatic evaluation. Saving out-of-threshold readings will create draft technical recommendations automatically.

Overriding Automatic Assessments

If you disagree with the system-generated satisfactory/unsatisfactory state, you may override it to record your professional judgement.

1. Open the relevant area, asset, or system and scroll to the Assessment or Status section.
2. After all fields are filled and the automatic assessment appears, select either Satisfactory or Unsatisfactory to override.
3. Confirm your override by saving the item: use Confirm assessment for assets and systems, or Save changes for areas.

The original automatic result remains in the audit trail, and a banner will indicate the manual override.

Monitoring and Managing Assessment Progress

Track your risk assessment completion status and review outstanding tasks.

1. Open the risk assessment; the header shows a circular progress ring with the overall completeness percentage.
2. The Things to do area lists four data-collection stages: Location , Systems , Areas , and Assets .
3. The Things to Review area lists Logbook & Activities , Control Schema , and Technical Recommendations .
4. Work through each stage, marking them complete with Mark as done when finished.
5. Once all seven stages are complete, the Risk Conclusion stage unlocks.

Progress percentages update as you fill data, but you must mark every stage done to unlock the conclusion.

Completing the Location-Level Assessment Sections

Fill in building and management questions that apply to the entire location alongside object-level data.

1. Open the risk assessment and select the Location stage.
2. On the left, work through each section such as Responsibilities , Description , and regime-specific items.
3. Fill out each form and save the results; each saved section shows as complete.
4. Once all sections are filled and saved, mark the Location stage as done.

Note: Regime-specific sections vary per location and are inherited from the control regime on the structure. Empty sections prevent the stage from completing.

Answering the Activities Logbook Questionnaire

Confirm that scheduled compliance activities have been performed at the required frequencies.

1. Open the risk assessment and select the Logbook & Activities stage.
2. Pick an asset-type category from the list.
3. Switch to the Activities tab to see compliance questions grouped by activity type and frequency.
4. Answer each question with Yes or No . Comments can be added optionally.
5. Save answers for the category before moving on to the next.
6. When all categories are answered, mark the stage as done.

The questionnaire uses default activities from the location's compliance rules and excludes custom or recommendation-based activities.

Managing Technical Recommendations

During assessment, review and act on technical recommendations raised automatically or added manually.

Understanding Auto-Generated Draft Recommendations

When asset readings cross regime thresholds, draft technical recommendations are raised automatically for review before approval.

1. Open the entity and navigate to the Technical Recommendations tab.
2. Auto-generated drafts appear under the Drafts (auto-generated) section with a Needs Approval status.
3. Open a draft to review details including Problem, Solution, Priority, and the triggering parameter values.

Drafts are proposals and do not generate work until approved.

Reviewing, Approving, or Dismissing Draft Recommendations

1. Open the draft recommendation to launch the Review recommendation dialog.
2. Edit fields if needed; select one or more Suggested activities.
3. Choose Approve to confirm and activate the recommendation or Dismiss with a reason to discard it.

Note: Approval requires at least one suggested activity; dismissal requires a reason at least 10 characters long.

Adding Custom Technical Recommendations

If you identify an issue not raised automatically, record it manually.

1. On the Technical Recommendations surface, select Add advice .
2. Fill in Entity Type, specific Entity, Problem, Solution, Priority, and any Suggested activities.
3. Optionally attach evidence and save the recommendation.

Custom recommendations require approval before scheduling.

Scheduling Approved Recommendations as One-Time Jobs

Approved recommendations need assigned dates and engineers to be actioned.

1. Open the location's Recommendations tab and select approved recommendations.
2. Add them as one-time activities to the Control Schema .
3. In the Scheduler , assign dates and engineers and create visits carrying the follow-up jobs.

Completing all linked jobs automatically closes the recommendation.

Verifying Carried-Forward Recommendations

On a follow-up risk assessment, check which prior recommendations remain outstanding or have been completed.

1. Open the new assessment and go to the asset's Technical Recommendations tab.
2. Completed items since the last assessment appear under Completed since last assessment , with before-and-after photos and job details.
3. Outstanding recommendations carry a carried-forward label with the date and remain open.

Writing the Risk Conclusion and Finishing the Assessment

Conclude the risk assessment by reviewing scores, writing narratives, and formally closing the process.

Reading the Risk Gauge and Section Scores

1. Open the Risk Conclusion stage once all previous stages are marked done.
2. View the overall risk level on the semicircular risk gauge labeled Risk .
3. Expand each risk-group to read its score (1 to 5) and any regime-specific questions.

Writing and Saving Narratives and Summaries

1. In the Risk Conclusion stage, expand General conclusion and enter your overall narrative.
2. Complete each risk group's narrative fields and scores.
3. Use the Executive Summary and Risk Summary fields to write or generate draft summaries, then save them.

Finishing the Risk Assessment

After completing the conclusion and all stages, formally complete the assessment to lock it.

1. Open the Risk Conclusion stage and select Finish assessment in the footer.
2. Confirm the final prompt; note that finishing is irreversible.

The assessment is marked complete and removed from the default active lists.

Generating and Distributing the PSL Report

Produce the formal Plan Sanitario de Legionella (PSL) report and share it with clients or colleagues.

Generating the PSL Report

1. Open the risk assessment and go to the Generate Report section.
2. The Report Type , Site , and risk assessment fields are pre-filled and locked, reflecting the location's regime.
3. Optionally select a Report Preset , which defaults to Default configuration .
4. Click Generate Report to start; the report status changes to Processing and then to Ready when complete.
5. To update the report after data changes or to use a different preset, select Regenerate .

The report always covers the full assessment scope and cannot be limited by individual structures, areas, or assets at generation time.

Downloading or Emailing the Report

1. When the report is Ready , select Download to save the PDF copy.
2. Alternatively, open the report from the Documents page and use Share to email a secure download link to organisation members.

Emails contain a secure link valid for 24 hours rather than file attachments. Only active members can receive the report via email.