New app in Microsoft 365 for ongoing checks and follow-up

From paper and pencil to digital reporting

Systematic fire protection work is required by law under the Law on Protection against Accidents and the ultimate responsibility lies with the property owner. Therefore, regular checks must be carried out - monthly or quarterly.

When checking the function of fire protection equipment, a complete protocol, with any faults and deficiencies, must be drawn up that can be presented during an inspection by the supervisory authority. This record keeping has previously been done largely with pen and paper, and then manually entered into an Excel document, for example. For employees in the field, a mobile solution, specially adapted for systematic control of fire protection equipment, would therefore mean a significant streamlining of the work.

Tak & Brandskydd AB offers function control, service, repair and replacement of fire protection equipment for real estate companies and individual housing associations. When choosing a system for recording and reporting fire protection inspections, WeSafe was chosen.

Mobility in focus

In consultation with Tak & Brandskydd, WeSafe developed a solution that basically works as an app with a checklist where the inspector checks off the various checkpoints and then sends the protocol to the person responsible for the property. The app works on a computer, mobile phone and tablet and also contains maps to easily find different control points in the properties. "Mobility is crucial because it offers a new opportunity to carry out and record inspections anytime and anywhere. It cuts out a layer of administration by eliminating the need to first record on paper and then enter the notes into a system. Instead, you enter the data directly into the app.

However, the solution is more than just the checklist in the app. In portfolios with a large number of properties, it is often different people who carry out checks for different properties, and then it becomes particularly important to be able to easily collect and organize the data centrally. In this way, you as a property manager get a helicopter view of the inspections carried out and the deficiencies discovered in the entire property portfolio. In turn, the person carrying out the checks receives reminders every time it is time to carry out new checks.

- Now we work completely mobile and thanks to the controls nothing, or at least fewer tasks, fall between the stools. Property managers get a really good overview and feel that they have better control, but also that it is easier to plan what needs to be done in the future," says Martin Berggren at Tak & Brandskydd.

The solution also serves as a collaboration portal between Tak & Brandskydd and their customers where all user administration takes place.

Dynamic collaboration for user-friendly no-code solution

Building customized solutions has long been based on the model that the client submits a strict specification of requirements based on which the supplier has then presented a finished product. The collaboration between WeSafe and Tak & Brandskydd has instead been very dynamic and changes have been made in iterations with frequent reconciliation. In this way, changes can more easily be made at once instead of waiting until you are "ready" when changes can overturn large parts of the previous work.

The solution is a so-called no-code solution which in short means that instead of building a solution from scratch, you already have all, or at least a large part of the code, built into the platform. The focus of no-code work is therefore more on understanding the process you are going to support and then finding and designing the right solution in the platform, rather than reinventing the wheel with new code. The solution is developed in the Microsoft 365 cloud service and WeSafe has in close, dynamic collaboration helped Tak & Brandskydd to recreate their customer-specific processes in app format. The close collaboration has also enabled the app to be completed faster and developed with a clear focus on user-friendliness.

Win-win

Tak & Brandskydd can now offer the app as a service to its customers, creating a win-win situation:

- The customers get an easier administration of their controls and we generate more business opportunities in the form of functional controls, service, repair and replacement of equipment," concludes Martin Berggren.

Several customers have already purchased the service from Tak & Brandskydd, and interest is high, as many have long wanted to simplify the process of fire protection inspections.

Does your business face a similar challenge, with recurring controls and ongoing reporting? Contact us and we will tell you more about how we can help you!