Compliance Management for HVAC Contractors
Handle F-Gas requirements, maintenance schedules, and certification with digital tools built for HVAC businesses.
The Challenge
HVAC contractors face complex regulatory compliance - F-Gas certification and logbooks, PPM contract management, SLA adherence for commercial clients, multi-discipline qualifications (refrigeration, gas, electrical), and equipment maintenance records across numerous installations. One missed leak check, lost F-Gas logbook, or broken SLA can result in enforcement action, contract loss, or major client disputes. Paper maintenance records are inadequate for proving contract compliance, F-Gas logbooks get lost, and demonstrating systematic quality control to facility managers is nearly impossible without digital systems.
How Assistant Manager Solves HVAC Compliance
Each module is designed to address the specific challenges hvac businesses face every day.
Checklist Management
HVAC contractors must balance numerous PPM contracts with strict F-Gas regulations - paper systems can't track equipment-specific requirements and prove systematic compliance
The Problems
Why This Matters for HVAC
- PPM checklists across dozens or hundreds of client installations are managed on paper or spreadsheets, with tasks missed during busy periods and completion records that lack photo evidence
Commercial clients conduct contract reviews and discover incomplete PPM records, SLAs are breached without you realizing, and contract renewals are at risk
- F-Gas leak checking is required at specific intervals based on system charge, but tracking which systems need checking when, and retaining proof of checks, is chaotic with paper logbooks
Environmental enforcement inspections discover missed leak checks or incomplete logbooks, resulting in fines and serious reputational damage
The Solution
How Checklist Management Helps
Equipment-specific PPM checklists with scheduled tasks, photo evidence requirements, F-Gas leak check tracking with automatic scheduling based on charge size, and real-time completion verification
Every PPM is completed with photo proof, F-Gas leak checks are scheduled automatically and never missed, and contract compliance is immediately provable to facility managers and regulators
Use Cases:
- • PPM checklists tailored by equipment type (chillers, AHUs, splits, etc.)
- • F-Gas leak check scheduling based on system charge (5-50 tonnes, >50 tonnes)
- • Photo documentation of filter conditions, coil cleanliness, and issues found
- • Refrigerant charge verification and leak investigation records
- • SLA compliance tracking with on-time completion monitoring
- • Emergency callout documentation with response time recording
- • Pre-planned maintenance scheduling across contract portfolios
- • Seasonal commissioning and recommissioning checklists
Feature Screenshot
Checklist Management
Real-World Examples
Example 1: PPM checklists across dozens or hundreds of client installations are managed on paper or spreadsheets, with tasks missed during busy periods and completion records that lack photo evidence
Real Scenario
"A major office client conducts an annual contract review. They identify 8 PPM visits where your engineer signed the sheet but didn't complete mandatory filter changes or coil cleaning. Your records can't prove otherwise. The client issues a contract improvement notice and considers re-tendering."
Example 2: F-Gas leak checking is required at specific intervals based on system charge, but tracking which systems need checking when, and retaining proof of checks, is chaotic with paper logbooks
Real Scenario
"An environmental enforcement officer inspects your client's site and requests F-Gas logbooks for systems over 5 tonnes CO2e. Three systems have no leak check records for the past 18 months - breaching regulations. Your client faces fines, and you're dropped from their approved contractor list."
Training & Development
HVAC contractors must manage more certification types than any other trade (refrigeration, gas, electrical, manufacturer-specific) - each expiring on different schedules
The Problems
Why This Matters for HVAC
- F-Gas certification requires renewal every 5 years, but you forget renewal dates until certificates expire and you discover engineers legally can't work on refrigerant systems
PPM visits and installations are delayed, you have to reschedule multiple jobs, and commercial clients discover your engineers don't have current F-Gas certificates
- HVAC engineers need multiple qualifications (F-Gas, Gas Safe, electrical, manufacturer training), but tracking who has what and whether certificates are current is managed on spreadsheets or in someone's head
Engineers are assigned to jobs they're not qualified for, commercial gas work is done by domestic-only qualified staff, and contract compliance is at risk
The Solution
How Training & Development Helps
Multi-discipline certification tracking (F-Gas, Gas Safe, electrical), automatic expiry warnings 90 days before lapse, qualification verification before job assignment, and CPD activity logging
You never miss a certification renewal, every engineer's full qualification portfolio is tracked, and jobs can only be assigned to appropriately qualified staff - preventing compliance breaches
Use Cases:
- • F-Gas certification renewal tracking (5-year renewal)
- • Gas Safe registration monitoring (domestic vs commercial scope)
- • Electrical qualification tracking (18th Edition, Part P if applicable)
- • Manufacturer training certificates (Daikin, Mitsubishi, Carrier, etc.)
- • BESCA or equivalent industry scheme membership
- • Safe Contractor and other client pre-qualification schemes
- • Employee competency matrix showing qualification coverage
- • CPD activity logging for professional development
Feature Screenshot
Training & Development
Real-World Examples
Example 1: F-Gas certification requires renewal every 5 years, but you forget renewal dates until certificates expire and you discover engineers legally can't work on refrigerant systems
Real Scenario
"You send an engineer to service a chiller at a data center. The FM asks for their F-Gas certificate. It expired 2 months ago - you didn't track it. The engineer is sent away, the client is furious, and you have to find another engineer to attend urgently."
Example 2: HVAC engineers need multiple qualifications (F-Gas, Gas Safe, electrical, manufacturer training), but tracking who has what and whether certificates are current is managed on spreadsheets or in someone's head
Real Scenario
"Your engineer services a commercial gas-fired AHU. The client's safety audit discovers your engineer only has domestic Gas Safe (CCN1), not commercial (CODNCO1). The work is non-compliant, insurance coverage is questioned, and the client terminates your contract."
Document Management
HVAC documentation must be retained for many years (F-Gas regulations, equipment warranties, contract audits) - paper systems can't maintain organized, accessible records over such long periods
The Problems
Why This Matters for HVAC
- F-Gas logbooks for client installations are paper documents kept on-site or in filing cabinets, often incomplete, lost, or inaccessible when regulators request them
Environmental enforcement inspections can't verify F-Gas compliance, clients face fines, and you're removed from approved contractor lists for inadequate record-keeping
- PPM service sheets from months or years ago are needed for warranty claims, performance trending, or contract reviews, but paper records are stored in boxes and nearly impossible to find
Equipment failures can't be investigated properly, warranty claims fail due to lack of maintenance proof, and contract reviews can't demonstrate consistent compliance
The Solution
How Document Management Helps
Cloud-based F-Gas logbook storage with complete history per system, digital PPM records searchable by equipment or client, and unlimited retention for warranty and compliance requirements
Every F-Gas logbook is instantly retrievable forever, PPM records are searchable by equipment for warranty claims, and compliance can be proven to clients and regulators on demand
Use Cases:
- • F-Gas equipment logbooks with complete leak check history
- • Refrigerant tracking by system and across entire portfolio
- • PPM service records with photo evidence and findings
- • Installation commissioning sheets and performance data
- • Warranty registration and maintenance history for claims
- • Client handover documentation for new installations
- • Contract compliance reporting with historical data
- • Environmental audit preparation with instant record access
Feature Screenshot
Document Management
Real-World Examples
Example 1: F-Gas logbooks for client installations are paper documents kept on-site or in filing cabinets, often incomplete, lost, or inaccessible when regulators request them
Real Scenario
"A client receives an environmental compliance inspection notice. They request F-Gas logbooks for their 12 systems. You can only find 7 logbooks - the others are lost or incomplete. The client faces potential enforcement action and immediately seeks another contractor."
Example 2: PPM service sheets from months or years ago are needed for warranty claims, performance trending, or contract reviews, but paper records are stored in boxes and nearly impossible to find
Real Scenario
"A major chiller fails. The manufacturer needs PPM records for the past 3 years to consider warranty coverage. You search through hundreds of paper service sheets and can only find 18 months of incomplete records. The £45,000 warranty claim is rejected."
Employee Scheduling
HVAC work requires complex qualification combinations depending on equipment type - scheduling the wrong engineer wastes time, increases costs, and risks SLA breaches
The Problems
Why This Matters for HVAC
- You schedule engineers for PPM visits without checking their qualification mix - an F-Gas engineer arrives at a site needing gas and electrical work, and can't complete the full scope
Multiple visits are needed where one should suffice, travel costs double, and clients are frustrated by repeated engineer visits
- Emergency breakdowns occur outside hours, but you can't quickly see which engineers are available, qualified for the specific equipment type, and within reasonable distance
You spend 30 minutes coordinating emergency response while SLA clocks tick, potentially breaching contract response times
The Solution
How Employee Scheduling Helps
Equipment-aware scheduling with automatic qualification matching (F-Gas + Gas Safe + electrical), real-time availability visibility, SLA response time monitoring, and emergency assignment by location and competency
Every PPM and emergency job is assigned to fully qualified engineers who can complete all work in one visit, SLA response times are visible in real-time, and emergency dispatch is optimized by location
Use Cases:
- • PPM scheduling with multi-discipline qualification matching
- • Emergency callout assignment by location and qualification portfolio
- • SLA response time tracking with automatic alerts if target is at risk
- • Multi-site contract coverage optimization
- • Seasonal maintenance surge scheduling (pre-winter heating checks)
- • Manufacturer warranty work assignment to trained engineers
- • Large installation projects requiring multi-engineer coordination
- • Working Time Regulations compliance for employee wellbeing
Feature Screenshot
Employee Scheduling
Real-World Examples
Example 1: You schedule engineers for PPM visits without checking their qualification mix - an F-Gas engineer arrives at a site needing gas and electrical work, and can't complete the full scope
Real Scenario
"You schedule a PPM visit for a rooftop AHU. Your engineer attends and completes the mechanical work, but the unit has gas burners and electrical issues. The engineer isn't Gas Safe registered. You have to send another engineer the next day, doubling travel costs and annoying the client."
Example 2: Emergency breakdowns occur outside hours, but you can't quickly see which engineers are available, qualified for the specific equipment type, and within reasonable distance
Real Scenario
"Saturday afternoon: critical chiller failure at a cold storage facility. You need an F-Gas engineer urgently. You spend 25 minutes calling around to find who's available, qualified, and within reasonable distance. The facility breaches cold chain monitoring and considers penalty charges for slow response."
Vehicle & Equipment Management
HVAC contractors use specialized equipment (recovery cylinders, leak detectors, vacuum pumps) that must be tracked, and PPM contracts require reliable van stock to complete work in one visit
The Problems
Why This Matters for HVAC
- Refrigerant recovery cylinders should be certified and tracked, but you often can't locate specific cylinders, don't know fill levels, and miss certification dates
Engineers arrive on site without adequate recovery capacity, refrigerant handling procedures are breached, and F-Gas compliance is questioned
- Van stock of common parts (filters, contactors, capacitors) is guesswork, and you discover missing critical parts only when engineers are on site and need them
PPM visits can't be completed, jobs overrun while engineers visit merchants, and client SLAs are breached due to incomplete work
The Solution
How Vehicle & Equipment Management Helps
Refrigerant cylinder tracking with location and fill status, van stock management with low-stock alerts for PPM consumables, test equipment calibration monitoring, and vehicle compliance tracking
All refrigerant cylinders are tracked by location and capacity, van stock is replenished before PPM runs, and test equipment calibration is always current for F-Gas compliance
Use Cases:
- • Refrigerant cylinder tracking by location and fill percentage
- • Leak detector calibration certificate management
- • Vacuum pump and refrigerant recovery equipment tracking
- • Van stock inventory for PPM consumables (filters, belts, etc.)
- • Low-stock alerts for seasonal high-demand parts
- • Tool inventory management across multiple vehicles
- • Van MOT, service, and insurance expiry monitoring
- • Equipment purchase records and warranty documentation
Feature Screenshot
Vehicle & Equipment Management
Real-World Examples
Example 1: Refrigerant recovery cylinders should be certified and tracked, but you often can't locate specific cylinders, don't know fill levels, and miss certification dates
Real Scenario
"An engineer attends a chiller decommission. The recovery cylinder they brought is nearly full - they need to find another one urgently. You don't know where other cylinders are or their fill status. The job is delayed by 4 hours while equipment is located."
Example 2: Van stock of common parts (filters, contactors, capacitors) is guesswork, and you discover missing critical parts only when engineers are on site and need them
Real Scenario
"Your engineer is doing a PPM on 8 rooftop units. Halfway through, they discover they've run out of filters. The nearest merchant is 40 minutes away. The job overruns by 3 hours, your next appointment is cancelled, and the client notes incomplete PPM in their records."
Time Clock & Attendance
HVAC contracts depend on accurate time tracking for profitability analysis and SLA compliance - but mobile engineers visiting multiple sites daily make manual time tracking unreliable
The Problems
Why This Matters for HVAC
- PPM contracts are billed as fixed-price, but you have no accurate data on actual time spent per site to verify whether contracts are profitable or costing you money
Loss-making contracts are renewed because you don't realize they're unprofitable, and pricing for new contracts is guesswork rather than data-driven
- Emergency callouts should be billed with response time verification, but paper timesheets can't prove actual arrival time vs SLA requirements vs customer claims
Billing disputes arise over emergency response times, and you can't verify SLA compliance for contract reviews
The Solution
How Time Clock & Attendance Helps
Mobile clock in/out with GPS timestamp at each site, job-specific time tracking for PPM vs emergency vs installation work, Working Time Regulations monitoring, and SLA response time verification
You know exactly how long engineers spend at each site for accurate contract costing, SLA response times are provable with timestamps, and Working Time Regulations compliance is automatic
Use Cases:
- • Mobile clock in/out at each client site with GPS verification
- • PPM contract time tracking for profitability analysis
- • Emergency callout response time verification for SLA compliance
- • Job-specific time tracking (PPM vs reactive vs installation)
- • Travel time recording between sites
- • Working Time Regulations monitoring for employee wellbeing
- • Weekly timesheet generation for payroll and client billing
- • Contract review data showing time spent vs contract price
Feature Screenshot
Time Clock & Attendance
Real-World Examples
Example 1: PPM contracts are billed as fixed-price, but you have no accurate data on actual time spent per site to verify whether contracts are profitable or costing you money
Real Scenario
"You renew a PPM contract at the same price for the third year. Later analysis reveals engineers consistently spend 30% longer on site than planned - the contract has been loss-making for years but you didn't have time data to realize it."
Example 2: Emergency callouts should be billed with response time verification, but paper timesheets can't prove actual arrival time vs SLA requirements vs customer claims
Real Scenario
"A client disputes an emergency callout charge, claiming your engineer arrived 3.5 hours after the call, not the 2 hours you invoiced. Your timesheet says 2 hours, but it was completed from memory. Without timestamps, you can't prove compliance and lose the dispute."
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