How can I prove compliance?

This article explains how to use BriqSafe to record assessment evidence, complete follow-up work, and produce PDF documents that demonstrate legionella compliance.

Before You Get Started

• Set up the location, structures, areas, systems, assets, and an active control regime.
• Complete the risk assessment stages before opening Risk Conclusion. The stages Location, Areas, Systems, Assets, Control Schema, Logbook & Activities, and Technical Recommendations must be marked done before the risk conclusion can be completed.
• Assign every structure at the location to the correct client before generating reports. The client is resolved only when all structures belong to the same client.

Complete and document a risk assessment

1. Open the location's risk assessment.
2. Open Location, Systems, Areas, and Assets under Things to do, and record the required information for each item.
3. For assets, enter the required Asset Number, complete the required Parameters, and save the readings. When all required parameters are saved, choose Satisfactory or Unsatisfactory under Assessment, then select Confirm assessment.
4. For systems and areas, complete the required parameters and save the assessment. You can select Satisfactory or Unsatisfactory when the required information is complete.
5. Open the Location stage and complete Responsibilities, Description, each regime-specific section, and Building evaluation when shown. Save each section and select Mark as done.
6. Open Risk Conclusion. Review the risk gauge and the score for each risk group.
7. Enter an Executive Summary, or select Generate and review the draft before saving it. If the assessment data changes later, rewrite or regenerate a summary marked Obsolete.

The risk gauge can show Unassessed when there is not enough assessed data. A blank factor can still affect scoring where the applicable scoring standard treats an unmeasured value as a risk option.

Generate the risk assessment PDF

1. Open the risk assessment and select Risk Conclusion.
2. In Generate Report, review the read-only Report Type, Site, and Risk Assessment values.
3. Select a Report Preset, if required.
4. Set Libro de Registro and Incidencias, if those options are available.
5. Select Generate Report.
6. When the status changes from Processing to Ready, select Download.

Generate or regenerate the report before finishing the assessment. After the assessment is finished, the generation form and Regenerate action are no longer available on Risk Conclusion. A finished assessment can still be reported from Documents > Generate Report.

Generate other compliance reports

1. Open the organisation-wide Documents view.
2. Select Generate Report.
3. Choose a Report Type, then select the location and the information required for that report.
4. Select a Report Preset where the form provides one.
5. Select Generate Report.

Reports are created in Documents immediately, but the PDF is generated in the background. The entry moves through Processing to Ready or Failed. A failed entry has no file to download; select Retry generation on the entry.

The output is PDF only. Generate Report is available in the organisation-wide Documents view, not while browsing a location's documents.

Generate a Job Report

1. In Report Type, choose the Job Report type.
2. Select the location and the required Visit.
3. Select the report preset and choose Generate Report.

A Job Report includes completed and skipped jobs, up to 500 jobs. A skipped job is shown as NOT COMPLETED and includes its skip reason and any evidence photo.

Generate a Location Logbook

1. In Report Type, choose Location Logbook.
2. Select the location.
3. Set Period, Scope, Sections, References, Report language, and People.
4. Select a Report signatory other than yourself.
5. Tick I confirm the signatory has authorised this report.
6. Select Generate Report.

The period cannot exceed one calendar year or end in the future. The logbook can also be configured from the location's Jobs tab by opening Logbook next to Upcoming and History. The PDF is available in English or Spanish according to the selected Report language.

Generate a lab results report

1. Complete the lab results entry job from Actions > Lab results pending > Enter results.
2. Enter the laboratory value for each parameter and select Complete Job.
3. Open the organisation-wide Documents view and select Generate Report.
4. Choose the lab results report type, select the location in Site, and select the completed Lab results entry job.
5. Select Generate Report.

The report picker lists only completed lab results entry jobs linked to a sample-taking job. The selected job and report language are used; the Report Preset is ignored for this report.

Use recommendations and cases as evidence of follow-up

1. Open the location's Recommendations tab.
2. Under Filters, set Status to Needs Approval, then select Apply Filters.
3. Open a draft recommendation and review its Problem, Solution, Priority, Suggested activities, and Attachments.
4. Select Update & review to approve it, or select Dismiss and provide a reason of at least 10 characters.
5. Schedule approved suggested activities from Scheduler by selecting To plan and planning the follow-up visit.

An approved recommendation closes automatically when every suggested activity has a completed job. A recommendation with no suggested activities must be closed manually. Review closed recommendations in the asset's History tab under Recommendations.

For a separate non-conformity, open the location's Cases tab and select New Case. Add the required asset and title, then select Create Case. Follow-up work, attachments, comments, and status changes remain part of the case record.

Store and share compliance evidence

1. Open Documents to find generated reports and uploaded files.
2. Use the Location, Type, Sort By, Order, and search controls to find a document.
3. Open a file and select Download to save it.
4. To store external evidence, open the target folder, select Upload, choose the file, and select Upload.
5. To send a file, open its details, select Share, choose active organisation members, and select the send action.

Shared files are sent as secure download links, not attachments. The links are valid for 24 hours, and recipients must be active members of your organisation.

Check the audit trail

Use the location's Timeline and Logbook views to review system-recorded events. The logbook records jobs, activities, incidents, and staff changes in date order. These records cannot be edited or deleted by hand.