AI knowledge base for fire protection when the customer asks about the inspection report, the independent inspection and outstanding defects.

Inspection reports, maintenance and independent inspection documents, system files for fire alarm, extinguishing and smoke extraction systems, records for fire extinguishers and fire stopping, and the outstanding defects for each property in one place, every answer with its source. Microsoft 365 connects in one click, subject to admin consent. Before we start, we check whether your file server or NAS can be connected; until then, you upload files yourself. The demo uses sample reports; you test it with your own in the first weeks after go-live.

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Everyday question

“When was the last independent inspection of this fire alarm system, and which defects are still outstanding?”

The answer is in

Independent inspection report · defect list with proof of rectification

1 Source in one click

Day to day

Sound familiar?

The operator wants to know when the independent inspection of his fire alarm system is due. The last report’s in a colleague’s van.
Which extinguishers in the building are due when is on a note in the workshop cupboard – and the note’s from the last round.
The fire safety officer wants the declaration of conformity for the fire stopping from the 2017 conversion. The technician filled it in by hand at the time; nobody filed it.

Tuesday, half past seven, in the underground car park of a block of flats. The technician is there to readjust the fire control system because the ventilation didn’t start during the last test alarm. The building manager stands beside him and asks whether that was already in last year’s report. The signed original is in the operator’s folder; your copy was scanned by a colleague, but filed under the site name instead of the address. In the control cabinet there’s a handwritten note with the detector zones, from a retrofit nobody documented. Whether the fire damper on the third floor was even accessible during the last round is known only to the colleague who did it, and he’s on another job today. The technician takes three photos and writes himself yet another note, which is still lying in the van that evening.

Things people in this industry say every day.

Example questions

Questions from your day-to-day work

Three questions that come up day to day, and the document where you would expect to find the answer. In the demo you see this with sample documents; you test it with your own documents in the first weeks after go-live.

“When was the last independent inspection of this fire alarm system, and which defects are still outstanding?”
1 Independent inspection report · defect list with proof of rectification
“Which fire extinguishers are in this property, and when are they next due?”
2 Inspection record under ÖNORM F 1053 · equipment list per property
“Who installed the fire stopping in the riser shaft, and with which system?”
3 Declaration of conformity · photo of the identification label

Documents

The documents that matter to you

System files per property – fire alarm system, extinguishing system and smoke extraction including construction drawings, detector allocation, the conditions in the permit and the reports from the fire prevention office (Brandverhütungsstelle)
Maintenance and independent inspection documents for fire alarm systems under TRVB S 123 (Austrian technical guidelines for preventive fire protection) – the recurring check by the installer and the independent inspection at the interval that the permit and guideline set for each system
Inspection records for portable fire extinguishers under ÖNORM F 1053 – as a rule every two years, more often if the manufacturer requires it, plus inspection label and equipment list per property
Records for sprinkler systems under TRVB S 127, smoke and heat exhaust systems under TRVB S 125, fire control systems under TRVB S 151, and rising mains and wall hydrants under TRVB F 128
Records for hold-open devices on fire and smoke doors under TRVB B 148, plus installation documentation, damper list and inspection records for the fire dampers
Declarations of conformity or declarations of performance and the identification labels for fire stopping – manufacturer, approval and installing company
What belongs in your customers’ fire safety log: the results of inspections under TRVB O 119 and the self-checks according to the inspection plan in TRVB O 120
Maintenance contracts with response times, defect lists with proof of rectification, photos from plant rooms and riser shafts, voice notes after an inspection

Integrations

Connecting your systems

Your system stays as it is. One-click systems connect via your account; for the others we check before we start whether and how a connection is possible – until then, you simply upload documents.

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Pricing

What it costs

Basic package

from€500per month

Set-up fee €2,900 · excl. VAT

A flat fee per company. Everyone at your company can use it – technicians as much as office staff – with no per-user licence. One-click connections are included in the set-up. Before we start, we check whether your industry-specific software can be connected; that connection is charged on a time-and-materials basis, agreed in advance.

Drafts as Word, PDF or email are included in the Premium package.

At the kick-off we agree on twenty questions together – along with the documents each answer should come from. At sign-off we go through them together and look at what the system does with them. What follows from that is set out in the quotation.

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Getting started

Where to start

Start with the properties where you hold the maintenance contract and the fire alarm system is connected to the fire brigade – that’s where most questions come from, and where a lot depends on the history. For each property, bring together what belongs together: system file, the latest reports with defect lists, the conditions in the permit, the detector allocation and the records for dampers and fire stopping. In the first weeks after go-live, ask about properties whose reports you know and see whether the sources are right. Before we start, we check whether the scan folder on the multifunction printer – where the signed reports end up anyway – can be connected. Scan the archive property by property, not year by year – otherwise you’ll end up searching across folders again.

FAQ

Frequently asked questions

Will the system remind us when the next inspection is due at a property?

It isn’t a diary and doesn’t trigger anything on its own. You can ask about the date in your own report or in the maintenance contract; the answer gives the source. On request it can produce a draft: the list of properties due for their independent inspection in the autumn, say, or the letter to the operator. The draft only goes out once someone on your side has read it and sent it themselves. Deadline tracking stays where it is today.

We can’t find the declaration of conformity for a fire stopping. What then?

If the system can’t find it, it tells you so. You can then ask what else the knowledge base holds on this fire stopping – the photo of the identification label with manufacturer and system name, the delivery note, the system manufacturer’s declaration of performance, the entry in the site diary. None of these replaces the declaration from the installing company. Whether you request it again or have the fire stopping surveyed afresh is your decision.

We look after properties for several operators. Does a technician then see everything?

Only what their role covers. Access is controlled by document type: system file, report, defect list and detector allocation for field staff; maintenance contracts, calculations and correspondence with the operator stay in the office. If someone asks about a document type their role doesn’t cover, they don’t get the content. Before we start, we work out with you how your split by operator can be mapped this way.

Our older reports are carbon copies in a folder. Is it worth scanning them?

For the properties people often ring about, most likely. Scanned pages without a text layer go through text recognition (OCR) in your instance; the system suggests property and date, provided they’re on the page. How well carbon copies and the handwriting in the defects column are read is exactly what to check in the first weeks after go-live – have a few typical pages ready. Someone confirms the document type – report, independent inspection, defect list – because that determines who sees the page.

The operator wants an extract on his systems for his fire safety log. Can the system produce it?

It can pull together what you hold on this property – the past year’s inspections, the outstanding defects, the proofs of rectification – and turn it into a draft Word or PDF file, with an email draft to the operator if you want one. Every line comes with its source, and anything missing is shown as a gap. The operator still keeps the fire safety log, and you send the extract, not the system.

Request a demo – with examples from Fire protection

In a 30-minute video call, we use sample documents from your industry to show you how questions are answered and what the source for each answer looks like. You don’t need any of your own documents for this.