Help the site team and the bursar share one tidy record.
Help school site teams, bursars and business managers track classroom and sports equipment, PAT testing, staff certificates, contractor documents and routine inspections in one place.
- Classroom & IT equipment
- Sports & PE equipment
- PAT testing & electrical safety
- Fire safety & alarm tests
- Staff & contractor certificates
- Inspection & service records
One register for the whole site
Classrooms, IT, PE equipment, kitchen, grounds and plant — each asset has its own page, history and reminders, not a row in a forgotten spreadsheet.
Contractor reports in the right place
Annual PAT, gas, fire alarm and PE inspection reports live against the asset or area they cover, with the next due date already set.
A clear picture before inspections
Show what's been checked, by whom, and when, with photos and signed reports — no last-minute scramble through email folders.
Built for school site teams and business managers
Schools have unusually long lists of equipment to track, a steady stream of contractor visits and a small number of people who quietly hold the whole picture together — usually the site manager, the school business manager or bursar, and one or two long-serving staff. Ample Control gives that group one shared place for the practical admin, so it doesn't depend on any single person's memory.
We deliberately stay out of safeguarding and statutory compliance work, which belong in dedicated systems. What we do is the practical layer underneath — equipment registers, recurring checks, contractor reports, document expiry, reminder routines — for the things a site team actually touches each week.
Who this is for
- Primary and secondary school site managers and caretakers
- School business managers and bursars
- Independent and prep school operations teams
- Nurseries and early-years settings
- Small multi-site groups managing a handful of buildings
Common assets, checks and documents in a school
- Classroom equipment: interactive displays, projectors, laptops, tablets, printers, charging trolleys.
- Sports and PE equipment: gymnastics equipment, climbing frames, goals, mats, fitness equipment with annual inspection reports.
- IT and AV: server cabinets, network switches, AV in halls and meeting rooms, AV trolleys.
- Kitchen and dining: ovens, dishwashers, fridges, extraction systems, food temperature checks (alongside a food safety system).
- Grounds and outdoor: mowers, strimmers, salt bins, gates, play equipment.
- Fire safety: extinguishers, alarms, emergency lighting, fire doors, evacuation drills.
- Electrical and gas: PAT testing records, periodic electrical inspections, boiler servicing and gas safety reports.
- Contractor documents: insurance, RAMS, qualifications, DBS where relevant.
- Staff certificates: first aid, paediatric first aid, manual handling, IPAF / PASMA for site staff, training records.
What usually goes wrong
- The annual PE equipment inspection report sits in an inbox and the next reminder gets missed
- PAT testing slips a year because the contractor changed and nobody re-set the diary
- Site team WhatsApp turns into the fault log, and faults scroll out of view
- Contractor RAMS are emailed in but never centrally stored
- The bursar leaves and a quarter of the renewal dates leave with them
- An inspector or insurer asks for evidence and it takes two days to pull together
How Ample Control helps
Every classroom screen, fire extinguisher, sports rig and boiler is its own asset with its own history. Reminders are assigned to a named owner with a backup. Contractor reports are attached on the day they arrive, with the next due date set in the same step. The dashboard answers "what's overdue, what's due soon, what's been done" in seconds. See maintenance reminders and compliance checklists.
A simple weekly and termly workflow
- Each morning: site team walk, fault log, urgent issues raised.
- Each week: fire alarm test log, emergency lighting visual, faults review.
- Each month: fire extinguisher visual, first aid kit check, classroom equipment quick audit.
- Each term: PE equipment visual check, kitchen equipment service review, IT asset audit.
- Each year: PAT testing, fire alarm service, PE equipment annual inspection, fire risk assessment review, insurance renewal.
Example records to track
- Interactive display (Year 4) — installed 2022, warranty 5 years, last fault Feb
- PE climbing frame — annual inspection report attached, next due Sept
- Kitchen oven #1 — service every 6 months, gas safety report attached
- Boiler room — annual service, gas safety record, last inspection May
- Site manager IPAF card — expires Jan, reminder at 90 days
- Cleaning contractor — insurance and RAMS, expires April, reminder at 60 days
Where QR codes help
QR tags on classroom AV, IT trolleys, PE equipment and plant rooms let any staff member scan and see the latest service date, manual or fault history without raising a ticket. See QR codes.
Where document storage helps
Contractor insurance, RAMS, service reports, PAT certificates and policies live against the asset, area or contractor they relate to, with expiry dates and reminders. See document storage.
Where team roles help
Bursar and head see everything. Site team see operational checks and faults. Contractors can be invited as restricted users to upload one report against one asset and nothing else. See team roles.
Related industries and use cases
See the admin time savings calculator or jump to pricing.
Frequently asked questions
Quick answers about how this works in Ample Control.
Is this designed for schools, MATs or individual settings?+
Ample Control is built for individual school sites, nurseries, independent schools and small multi-site setups. Larger MATs with dedicated facilities software may need more than we offer.
Can different staff have different levels of access?+
Yes. Site team, bursar, head and admin staff can have different roles, and external contractors can be given limited access to upload reports against a single asset or area.
Where do contractor reports and certificates live?+
Attached to the asset or area they relate to, with their own expiry date and reminder. PAT reports, gas safety, fire alarm service reports and PE equipment inspections each have their own record.
Does Ample Control help with safeguarding or DfE statutory compliance?+
No. Safeguarding, single central record and statutory compliance are not what Ample Control is for. We help with the practical equipment, certificate, document and inspection admin alongside those systems — not as a replacement.
Does Ample Control guarantee a school is compliant?+
No. We help your team track checks, evidence what was done and store documents. Statutory duties, inspections and qualified contractors stay the responsibility of the school and its appointed professionals.
Ready to take control?
Start free — no card required. Set up your first assets and reminders in minutes.