Fire safety defect remediation requires tracking inspection reports, coordinating contractor work, and documenting compliance across multiple sites. Manual data entry, repeated follow-up emails, and spreadsheet hunting consume 2- per defect cycle and create audit risk.
Automation extracts defect details from inspection reports, routes work to contractors, monitors progress with daily alerts, and compiles audit documentation automatically. the team focuses on reviewing completed work instead of chasing contractors.
The full workflow, from trigger to completion.
A fire safety inspection report is uploaded or emailed to the system. The automation extracts defect data from the PDF or email attachment.
The automation reads the inspection report, identifies each defect, and extracts location, description, severity, regulatory deadline, and any assigned contractor.
Extracted defects are automatically written with all details, creating a single source of truth for all open items.
The system looks up the responsible contractor, drafts a remediation request email with defect details and deadline, and sends it.
Automated reminders are sent to contractors every 5 days until the defect is marked complete, reducing manual follow-up calls and emails.
The system checks each defect's deadline daily and automatically posts an alert if the deadline is within 3 days or has passed.
When a contractor submits remediation photos or completion certificates via email, the system logs them to the defect record and notifies the Facilities Manager for final approval.
Once approved, the defect status is marked complete, evidence is stored, and a completion confirmation is sent to the contractor.
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