Inspection records, organised by asset and site.
Keep inspection records organised — what was checked, when, by whom, result, notes, attached documents and the next due date. One clean evidence trail per asset and site.
- Inspections per asset & site
- Inspector attribution
- Result, notes & photos
- Attached PDF reports
- Next due date with reminder
- Exportable evidence trail
Why inspection records need their own structure
Inspection records are different from general maintenance notes. They have a named inspector, a defined scope, a clear result and a specific next-due date. When they live as PDFs in someone's email, they're invisible until you need them — at which point they're also missing.
This page describes how to keep inspection records tidy in Ample Control, whether they're statutory inspections done by a competent person or internal ones done by your own team.
Who needs this
- Landlords (gas, electrical, fire alarms)
- Workshops and construction teams (LOLER, PUWER)
- Gyms and leisure venues (PAT, fire risk)
- Care homes, schools and offices
- Any small business juggling multiple inspection types
What usually goes wrong
- Last inspection date known only to the inspector.
- Reports lost between inspection and renewal.
- No central view of "what's due in the next 60 days".
- Different inspectors, different formats, no consistent log.
- Insurer or auditor asks; admin disappears for an afternoon.
What to track per inspection
- Asset or site the inspection applies to.
- Type: gas safe, EICR, LOLER, PAT, fire risk, internal.
- Date and inspector, with their company.
- Result and notes.
- Attached report as PDF or photo.
- Next due date and reminder.
How Ample Control helps
Each inspection is its own record, attached to the asset or site it relates to. Relevant features: compliance checklists, document storage and maintenance reminders.
Workflow
- List the inspection types you actually need to track.
- Set frequency and reminder thresholds per type.
- Log each inspection at the time, with the report attached.
- Roll the next due date automatically.
- Review the dashboard weekly; export when asked.
Example records
- Flat 4A — gas safety inspection, expires 30 May, certificate attached
- Workshop hoist — LOLER 6-monthly, last report 12 March
- Gym site — annual fire risk assessment, reviewed Jan
- Office — EICR, 5-year cycle, next due 2028
Suggested reminder setup
- 60, 30 and 7-day reminders before expiry
- Manager weekly digest of upcoming inspections
- "Inspection overdue" escalation
How mobile, QR codes, documents and roles fit
Inspectors log on the spot from the mobile app; QR codes open straight into the asset. Reports live next to the asset via document storage and team roles let external inspectors add records without seeing the rest of your data.
Related
See savings in the admin time calculator or go to pricing.
Frequently asked questions
Quick answers about how this works in Ample Control.
Can I track inspections per site as well as per asset?+
Yes. Some inspections live on the site (fire risk, electrical), others on the asset (lifting accessory, machine).
Can I attach an inspector's report?+
Yes. Each inspection record holds notes, result and attached PDF or photos.
Can I see when inspections were missed?+
Yes. The dashboard surfaces overdue inspections and the history shows gaps over any period.
Can external inspectors log directly?+
Yes, with a limited role for the assets/sites you assign.
Does this replace statutory inspections?+
No. It records and reminds you of them; the inspections themselves must be done by competent people.
Ready to take control?
Start free — no card required. Set up your first assets and reminders in minutes.