Use the Location Logbook to review compliance-impacting events at one Location and create a signed, period-scoped PDF for a client, authority or auditor.
Before You Get Started
- The Location must have the Record Keeping entitlement. Without it, the Logbook is replaced by an upgrade prompt and the request for the event feed is rejected.
- To select a client contact as the Client representative, assign the client to the Location's Structures. The contact list includes organisation contacts and contacts for clients assigned through those Structures.
Review the Location event history
- Open a Location and select the Logbook tab.
- Select Activity to open the read-only event feed.
- Review the entries under Today, Yesterday and older date headings. Each row shows the action, related Structure, Area, Asset or Activity, the actor and a status badge such as Completed, Overdue, Scheduled, Pending or Closed.
- Select Load More to view older entries.
The Logbook is a system-generated audit trail. Entries cannot be created, edited or deleted by hand. A Closed entry means the building was shut for the whole window; it is not counted as missed work in the same way as Overdue.
Review the Logbook on mobile
- Open a Location from the Locations tab. If the Location opens as a tree, open the header ⋯ menu and select Floorplan view.
- Tap Logbook in the Location toolbar.
- Scroll through the date-grouped events or pull down to refresh.
- Tap an event to view its details. The detail can include the status, Person responsible or Triggered by, time, Where, Details, Changes, Reason, Caused by and Note.
The mobile Logbook is read-only and has no filter controls or seen and unseen tracking. Filtering and PDF generation are available on the web. A direct event link only finds an event among those already loaded; on a fresh open, this is the 20 newest events. For an older event, open the Logbook and scroll down to it.
Generate a Location Logbook PDF
On the web, configure and generate the report from the Location's Jobs view.
- Open the Location's Jobs tab.
- In the view switcher, select Logbook beside Upcoming and History.
- In Period, set From and To. The fields are pre-filled with the last twelve months.
- In Scope, choose the whole Location or select Structures, Areas, Systems and Assets.
- In Sections, choose the case index, photos and signature blocks to include.
- Enter the Contract reference and Work order under References, when required.
- Set the Report language.
- Under People, select the Client representative and Report signatory.
- Select I confirm the signatory has authorised this report.
- Select Generate PDF.
Generate PDF remains disabled while required information is missing. The form shows the reason. The signatory must be someone other than you, and the period cannot exceed one calendar year or end in the future. These checks are also made by the server.
The PDF is generated in English or Spanish according to Report language, regardless of the language used by the app.
Generate from Documents
- Select Generate Report in the organisation-wide Documents library.
- Select Location Logbook as the report type.
- Select the Location and complete the Period, Scope, Sections, References, Report language and People fields.
- Select I confirm the signatory has authorised this report., then select Generate Report.
Changing the Location clears the scope, people and confirmation while keeping the period and sections. Closing the drawer clears the confirmation, so select it again when reopening the form.
Check the cover preview
- In the Location's web Jobs tab, select Logbook.
- Read the preview beside the report form before generating the PDF.
The Summary shows Activities, Resolved cases, Open cases, Compliance rate and an Assets count. The asset count is not narrowed by the period. Its caption identifies whether it covers the selected scope or the whole Location. If it says Whole location (no scoped count), the figure is the whole-Location total, not the selected scope.
Asset compliance overview groups assets as Compliant, With open cases, With work outstanding or With resolved cases. Assets that are not compliant are listed in that order: open cases, outstanding work and then resolved cases. An outstanding-work row does not include a case.
The Cover shows Location, the selected Client representative, Provider, Standards, references, Version and the selected Report signatory. The preview uses the selected Report language. If the dates are unusable, period-scoped figures show as dashes and the asset count falls back to the whole-Location total, so set the period first.
If earlier reports exist, a warning identifies the version this run will create. The version counter covers the whole Location, so it increases even when you report a different period. If the preview says, “No applicable regulation was found for this location — the generated PDF will not cite any legislation,” the report can still be generated and will not cite legislation. If Standards shows N/A, the list could not be loaded; this does not mean that no regulation applies.
Download the generated PDF
- Open the Location's Jobs tab and select Logbook.
- Find the report under Recent Exports.
- Wait for the status to move from Pending to Processing and then Ready.
- When the status is Ready, select the download icon with the Download tooltip. The PDF opens in a new tab.
A failed run shows the reason and provides the Retry icon. Until a run completes, it has a placeholder name and no download control. Recent Exports lists only the 20 most recent Location Logbook reports. Look in the Location's Documents when an older report is not listed. Reports created from the Organisation Logbook do not appear in this Location list.
On mobile, the Jobs view does not include Logbook. To generate the same PDF, open Documents, select Report (or Generate Report on a tablet), choose Location Logbook and complete the same configuration form. The mobile form does not include the cover preview.
Video walkthrough
1Review the Location Logbook
2Filter the Logbook by Event Type and Date