# HousingSurvey Pro — Full Agent Specification Generated at build time from every public page's on-page content (the exact prose a visitor reads — never a separate, driftable copy) plus the REST API v1 endpoint summary. For the curated overview, see https://housingsurvey.pro/llms.txt. --- ## Awaab's Law Damp & Mould Evidence Software | HousingSurvey Pro Source: https://housingsurvey.pro/ Housing compliance software for associations & contractors # The damp & mould evidence record designed for later scrutiny. HousingSurvey Pro captures geo-stamped, tamper-evident, contemporaneous evidence in the field — then delivers it straight into your case-management system by API, webhook or EDI. Built for Awaab's Law. No reports to retype. The data is the record. Damp & mould is the flagship hazard. 13 hazard types are live in total — asbestos, indoor air quality, radon, and every category [Awaab's Law Phase 2](https://housingsurvey.pro/awaabs-law/phase-2/) will add from 30 November 2026 (excess cold, excess heat, falls, structural collapse, fire and explosions, electrical hazards, domestic and personal hygiene) — one evidence engine, extended as a genuine hazard framework rather than a re-skin. [Start free — no card, no call](https://portal.housingsurvey.pro) [Try the live demo](https://demo.housingsurvey.pro)[See pricing](https://housingsurvey.pro/pricing/) Self-serve end to end: sign up, invite surveyors, connect your CMS, set up SSO. You'll never have to talk to us — but you can, any time. Prefer invoicing over a card? PO numbers, BACS/bank transfer and payment terms are a normal part of how we work with housing associations and councils — [see invoice billing](https://housingsurvey.pro/pricing/#invoicing). Field surveyors, get the app Locked on completion · server-timestamped SHA-256 chained per property UK data residency · London region ## One property. One unbroken evidence timeline. Every finalized record carries the cryptographic fingerprint of the one before it. Mutate sealed content outside the versioned workflow and the chain proof fails; the nightly verifier records the integrity result. First inspection 12 Jan 2026 · chain #1 recordHash 71b4fdc61637… verified Follow-up visit 03 Mar 2026 · chain #2 recordHash e3a90c2b5f18… verified Works verified 21 Apr 2026 · chain #3 recordHash 9d47ab03ce62… verified prevRecordHash prevRecordHash Sealed at completion · independently re-verified every night · chain proof in every evidence bundle ## Tamper-evident evidence Finalized records are locked with a server-authoritative timestamp, hash-chained per property (UPRN), and protected by an append-only audit log. Edits create superseding versions — nothing is ever silently changed or deleted. ## Integrates with everything HACT-aligned REST API, signed webhooks, SFTP flat-file EDI, scheduled CSV and a Power Automate connector. Work orders flow in from your CMS; finalized evidence flows back — whichever system you run. ## One record, every surveyor In-house teams and contractors capture into one central, per-property evidence timeline — offline-first in the field, with Entra ID single sign-on and per-surveyor seats. UK data residency by construction. ## Live in an afternoon, not a procurement cycle. ### 1 · Sign up free Create your organisation in the portal — Solo plan, full engine, one surveyor seat, no card. ### 2 · Capture evidence Install the free iOS/Android app, add your surveyors, and capture geo-stamped, hash-chained records — offline if needed. ### 3 · Connect your systems Mint an API key, add a webhook, schedule EDI drops or import our Power Automate connector — all from the Integrations page. ### 4 · Scale self-serve Upgrade plans and seats with a card, switch on Entra ID SSO and SCIM provisioning yourselves. Cancel any time; keep everything. ### UK data residency Everything lives in the London cloud region — enforced in code. ### Tamper-evident Server-locked, hash-chained records; nightly integrity verification. ### App attestation App Check enforced from day one — only genuine apps reach the data. ### Your identity provider Entra ID SSO and SCIM joiner/leaver sync, configured by you. [Read the full security model →](https://housingsurvey.pro/security/) ## Awaab's Law changed the evidential bar. Fixed timescales for investigating and making safe significant damp and mould hazards make the audit trail important: who knew, who inspected, when, where, what they recorded, and what happened next. HousingSurvey Pro keeps those events in one contemporaneous, tamper-evident case history. Source reviewed 31 July 2026: [MHCLG's current Awaab's Law collection](https://www.gov.uk/government/collections/awaabs-law-in-the-social-rented-sector). HousingSurvey Pro supports record-keeping; it does not determine legal compliance. [Awaab's Law guide](https://housingsurvey.pro/awaabs-law/)[Phase 2 hazards, from 30 Nov 2026](https://housingsurvey.pro/awaabs-law/phase-2/) ## What surveyors and housing teams say 5.0 / 5 average from 1 verified App Store and Google Play review. “Easy to use app that does what it says.” MatigeSpeler123 · Verified App Store review ## Frequently asked questions ### What makes HousingSurvey Pro records defensible under Awaab's Law? Every finalized record is locked server-side with an authoritative timestamp, hash-chained to the previous record for the same property (UPRN), geo-stamped, and covered by an append-only audit log. No app or API path can alter or delete finalized evidence, and any out-of-band change — even at the infrastructure level — breaks the cryptographic chain and is detectable by our verifier. Not even we can edit history undetectably. ### Does it integrate with our housing management system (HMS) or case-management system? Yes. HousingSurvey Pro is CMS/HMS-agnostic: a HACT-aligned REST API, signed webhooks, SFTP flat-file EDI, scheduled CSV exports and a Microsoft Power Automate connector mean it connects to NEC, Civica, MRI, Aareon and virtually any other system your IT team runs. ### Can our contractors use it too? Yes. Contractor organisations work under scoped grants from the landlord: their surveyors capture evidence against your properties, and the finalized records belong to your evidence chain. ### How is it priced? Per surveyor, per month, billed to the organisation — no per-report fees and no app-store purchases. See the pricing page for tiers. Choose the product that fits ## Working independently, rather than managing housing stock? HousingSurvey Pro is for housing associations, councils and their contractor networks. For one-property-at-a-time professional reports, choose the specialist app that matches your work. [DampApp ProFor independent damp and timber specialists producing professional moisture, condition and remedial reports.Explore DampApp Pro →](https://dampapp.pro)[PropertySurvey ProFor independent property, condition and dilapidations surveyors creating client-ready reports.Explore PropertySurvey Pro →](https://propertysurvey.pro) --- ## Compare HousingSurvey Pro | HousingSurvey Pro Source: https://housingsurvey.pro/vs/ [Home](https://housingsurvey.pro/) / Compare # Compare HousingSurvey Pro. Every page below is researched directly from the other vendor's own public site — features and pricing they publish themselves, cited, including what they genuinely do well. Where a fact isn't published, we say so rather than guess. - [HousingSurvey Pro vs AwaabSafe →](https://housingsurvey.pro/vs/awaabsafe/) AwaabSafe's deadline tracking and QR tenant reporting, compared honestly with HousingSurvey Pro's full evidence-capture app and portal. - [HousingSurvey Pro vs PocketSurvey →](https://housingsurvey.pro/vs/pocketsurvey/) PocketSurvey's general-purpose survey app — including its published £125+VAT/user/month pricing — compared with a platform built specifically for housing associations. - [HousingSurvey Pro vs paper & spreadsheets →](https://housingsurvey.pro/vs/paper-and-spreadsheets/) The honest comparison most housing associations actually need: what changes, and what the real risk is, when you move off paper forms and shared spreadsheets. Third-party product and pricing details reflect what was published on each vendor's own site when these pages were researched (July 2026) and may have changed since — always verify directly with the vendor before deciding. We are not affiliated with any product named on this page. --- ## HousingSurvey Pro vs PocketSurvey | HousingSurvey Pro Source: https://housingsurvey.pro/vs/pocketsurvey/ [Awaab's Law](https://housingsurvey.pro/awaabs-law/) / HousingSurvey Pro vs PocketSurvey # HousingSurvey Pro vs PocketSurvey. PocketSurvey has been a building-surveying app for years, with a Damp & Mould module aimed at Awaab's Law reporting. We reviewed its own public site and pricing page directly for this comparison — including the numbers, which PocketSurvey publishes and we've quoted rather than estimated. ## What PocketSurvey does well PocketSurvey is a genuinely mature, general-purpose survey platform: it runs across "Apple, Windows, Chromebooks, Android, iOS, iPads, iPhones" by its own description, includes an in-built App Designer and template editor so you can build custom checklists for more than just damp and mould, and its own site leads with a specific, credible time-saving claim — automating the report write-up that otherwise takes roughly three hours after a one-hour inspection. If your organisation needs one flexible surveying tool across many inspection types, not just damp and mould, that breadth is a real strength. ## Where the products differ HousingSurvey Pro PocketSurvey Built for Housing associations, councils & their contractors, specifically General building surveying across multiple sectors, customisable via templates Published pricing [Free to start, £29-£99/surveyor/month](https://housingsurvey.pro/pricing/) £125 + VAT/user/month for Damp & Mould (£25 + VAT first month) Evidence integrity Hash-chained, append-only, server-timestamped, tamper-evident by design Not published on their site — their focus is report automation, not a stated tamper-evidence model CMS/HMS integration REST API, signed webhooks, SFTP/EDI, Power Automate connector Import from Excel / export to asset-management systems, per their site Statutory clock tracking Built-in Awaab's Law clocks per work order, plus a free [deadline calculator](https://housingsurvey.pro/awaabs-law/deadline-calculator/) Not published as a distinct feature — their emphasis is automated report generation PocketSurvey details from pocketsurvey.org, including its published pricing page, reviewed for this page in July 2026. Vendor sites and prices change — verify current terms directly with PocketSurvey before deciding. ## Choose PocketSurvey if… …you need one configurable surveying app across many inspection types — not only damp and mould — and value a long-established, general-purpose platform with its own template designer. ## Choose HousingSurvey Pro if… …damp and mould evidence for Awaab's Law is the job, not one template among many — and you want tamper-evident records with the statutory clock attached automatically, flowing straight into your HMS or CMS. See [the full pricing breakdown](https://housingsurvey.pro/pricing/) or [how the evidence chain works](https://housingsurvey.pro/features/). [Start free — no card, no call](https://portal.housingsurvey.pro)[Try the live demo](https://demo.housingsurvey.pro) ## Frequently asked questions ### How much does PocketSurvey cost compared to HousingSurvey Pro? PocketSurvey's own pricing page lists its Damp & Mould software at £125 + VAT per user per month (after a discounted £25 + VAT first month), with volume discounts for multiple users. HousingSurvey Pro starts free and its paid tiers run £29-£99 per surveyor per month. Always check each vendor's current pricing page before deciding — published prices change. ### Is PocketSurvey built specifically for housing associations? No — PocketSurvey is a general building-surveying platform (an app designer and template editor) used across several inspection sectors, with a damp & mould module aimed partly at Awaab's Law reporting. HousingSurvey Pro is built specifically for housing associations, councils and their repairs contractors, with CMS integration (API, webhooks, EDI, SFTP) as a core feature rather than an add-on. ## More comparisons - [HousingSurvey Pro vs AwaabSafe](https://housingsurvey.pro/vs/awaabsafe/) - [HousingSurvey Pro vs paper & spreadsheets](https://housingsurvey.pro/vs/paper-and-spreadsheets/) - [The Awaab's Law deadline calculator](https://housingsurvey.pro/awaabs-law/deadline-calculator/) ## Are you an independent surveyor, not a housing association? HousingSurvey Pro is built for organisations running Awaab's Law compliance across a whole stock — statutory clocks, work orders, a central management portal and case-management integration (NEC, Civica, MRI, Aareon and more). If instead you're a sole practitioner or independent damp & mould surveyor producing reports one property at a time, our sister app DampApp Pro is built for exactly that job. [See DampApp Pro for independent surveyors →](https://dampapp.pro/awaabs-law-guide) This page is general information, not legal or procurement advice. Third-party product and pricing details reflect what was published on the vendor's own site when this page was researched (July 2026) and may have changed since — always verify directly with the vendor before deciding. We are not affiliated with PocketSurvey. --- ## HousingSurvey Pro vs Paper & Spreadsheets | HousingSurvey Pro Source: https://housingsurvey.pro/vs/paper-and-spreadsheets/ [Awaab's Law](https://housingsurvey.pro/awaabs-law/) / HousingSurvey Pro vs paper & spreadsheets # HousingSurvey Pro vs paper & spreadsheets. This isn't a comparison against a named competitor — it's the honest comparison most housing associations actually need, because paper forms, a shared spreadsheet, or notes typed into a CMS weeks later is the real starting point for most teams evaluating this category. No vendor claims to fact-check here, just the trade-offs. ## What paper and spreadsheets do well They're free, everyone already knows how to use them, and there's no procurement process or new login to roll out. For a very small stock or a team doing a handful of inspections a month, a well-run spreadsheet with a consistent template can genuinely work — the failure mode isn't volume, it's what happens when a record is challenged months later. ## Where the real risk sits - No tamper-evidence. A spreadsheet cell, a scanned form, a note in a CMS free-text field — any of them can be edited after the fact with no trace. That's not a hypothetical: it's precisely the kind of record the Housing Ombudsman and disrepair solicitors are trained to probe. - No enforced timestamp. A photo's EXIF data can be wrong or stripped; a spreadsheet row's "date" column is only as reliable as whoever typed it, whenever they typed it — which might not be the day of the visit. - Retyping, not recording. Field notes get typed up later, which is where detail gets lost and where the gap between "what happened" and "what got written down" opens up. - Fragile continuity. A property's evidence history is scattered across whoever's laptop the spreadsheet lives on, rather than a single append-only chain per property. ## What changes with HousingSurvey Pro The surveyor's job on site doesn't change — inspect, measure, photograph, judge. What changes is that the record is captured at the time, geo-stamped to the property, and locked with a server-set timestamp the moment it's finalised: hash-chained to the previous record for that property, so any alteration by anyone, including us, is detectable. It flows straight into your case-management system — no retyping — and exports as a signed evidence bundle when the Ombudsman or a solicitor asks for one. See [how the evidence chain works](https://housingsurvey.pro/features/). ## Choose paper & spreadsheets if… …your stock is very small, your team already has a disciplined, consistent process, and you've made a considered decision to accept the evidential risk rather than an oversight. ## Choose HousingSurvey Pro if… …you'd rather the record defend itself than rely on nobody ever having to check. Free to evaluate, no card required — see [pricing](https://housingsurvey.pro/pricing/) or try the [live demo](https://demo.housingsurvey.pro). [Start free — no card, no call](https://portal.housingsurvey.pro)[Try the live demo](https://demo.housingsurvey.pro) ## Frequently asked questions ### Can we just keep using paper forms and a spreadsheet for damp and mould evidence? You can, and many landlords still do today — but a spreadsheet or a scanned form has no tamper-evidence: any editable file can be changed after the fact with no trace, which is precisely what the Housing Ombudsman and disrepair claims scrutinise. A purpose-built evidence system doesn't replace your surveyor's judgement, but it timestamps and locks the record the moment it's finalised. ### What's the real risk of sticking with spreadsheets under Awaab's Law? Not the deadlines themselves — a well-run team can hit those with a spreadsheet. The risk is proving it later: a disrepair claim or Ombudsman complaint often arrives months after the event, and a record that anyone could have edited in the meantime is weaker evidence than one that was locked and hash-chained on the day. ## More comparisons - [HousingSurvey Pro vs AwaabSafe](https://housingsurvey.pro/vs/awaabsafe/) - [HousingSurvey Pro vs PocketSurvey](https://housingsurvey.pro/vs/pocketsurvey/) - [The cost of getting evidence wrong](https://housingsurvey.pro/awaabs-law/roi/) ## Are you an independent surveyor, not a housing association? HousingSurvey Pro is built for organisations running Awaab's Law compliance across a whole stock — statutory clocks, work orders, a central management portal and case-management integration (NEC, Civica, MRI, Aareon and more). If instead you're a sole practitioner or independent damp & mould surveyor producing reports one property at a time, our sister app DampApp Pro is built for exactly that job. [See DampApp Pro for independent surveyors →](https://dampapp.pro/awaabs-law-guide) This page is general information, not legal advice, and doesn't guarantee any particular outcome for your organisation. Always confirm current statutory requirements with your compliance team. --- ## HousingSurvey Pro vs AwaabSafe | HousingSurvey Pro Source: https://housingsurvey.pro/vs/awaabsafe/ [Awaab's Law](https://housingsurvey.pro/awaabs-law/) / HousingSurvey Pro vs AwaabSafe # HousingSurvey Pro vs AwaabSafe. Both products exist because of the same law. We researched AwaabSafe's own public site directly for this page — no guessing, no numbers we couldn't find published — and we'll say plainly where it does something HousingSurvey Pro doesn't, and where the two products aren't really solving the same problem. ## What AwaabSafe does well AwaabSafe is built specifically and narrowly around the Awaab's Law clock. Its own site describes automatic calculation of the statutory deadlines with UK bank holidays excluded, deadline-breach alerts before they happen, and a genuinely simple front door for tenants: one QR code per organisation , with tenants able to report a hazard in around a minute with no account or app download. That's a real, well-scoped piece of the problem, and if all you need is deadline tracking plus an easy tenant-reporting channel, it's a reasonable, purpose-built option worth evaluating directly. ## Where the products differ HousingSurvey Pro AwaabSafe Core job Field evidence capture (photos, readings, GPS) + portal + statutory clocks Deadline tracking + tenant hazard reporting via QR code Evidence integrity Hash-chained, append-only, server-timestamped, tamper-evident by design Publishes an "append-only event log" with timestamp and identity sealing Mobile field app Yes — offline-first capture app for surveyors Not published on their site — appears reporting-led rather than survey-led CMS/HMS integration REST API, signed webhooks, SFTP/EDI, Power Automate connector Not published on their site Public pricing Yes — [free to start, £29-£99/surveyor/month](https://housingsurvey.pro/pricing/) Not published on their site as of this review AwaabSafe details from awaabsafe.co.uk, reviewed for this page in July 2026. Vendor sites change — verify current claims directly with AwaabSafe before deciding. ## Choose AwaabSafe if… …your organisation's biggest gap is deadline visibility and a low-friction way for tenants to report a hazard, and you already have (or don't need) a system that captures the actual field evidence — photos, readings, inspection detail — that a written summary or an Ombudsman case needs. ## Choose HousingSurvey Pro if… …you need the evidence itself to be defensible, not just the deadline tracked: a surveyor capturing geo-stamped, tamper-evident records in the field, flowing straight into your existing housing management system (HMS) or case-management system without anyone retyping anything. See [how the evidence chain works](https://housingsurvey.pro/features/) or [the public pricing](https://housingsurvey.pro/pricing/). [Start free — no card, no call](https://portal.housingsurvey.pro)[Try the live demo](https://demo.housingsurvey.pro) ## Frequently asked questions ### Is AwaabSafe the same kind of product as HousingSurvey Pro? Not quite. AwaabSafe is a deadline-tracking and tenant-reporting layer — a QR code for tenants to report a hazard, and automated statutory-deadline calculation and alerts. HousingSurvey Pro is a field evidence-capture app plus management portal: surveyors record geo-stamped, tamper-evident, hash-chained evidence on site, which flows into your case-management system by API, webhook, EDI or SFTP. The two products solve adjacent but different problems. ### Does AwaabSafe publish its pricing? Not on its public site as of this review — pricing isn't listed, so we can't compare it here. HousingSurvey Pro's pricing is public: free to start, then £29-£99 per surveyor per month depending on tier. Check AwaabSafe directly for current pricing. ## More comparisons - [HousingSurvey Pro vs PocketSurvey](https://housingsurvey.pro/vs/pocketsurvey/) - [HousingSurvey Pro vs paper & spreadsheets](https://housingsurvey.pro/vs/paper-and-spreadsheets/) - [The Awaab's Law deadline calculator](https://housingsurvey.pro/awaabs-law/deadline-calculator/) ## Are you an independent surveyor, not a housing association? HousingSurvey Pro is built for organisations running Awaab's Law compliance across a whole stock — statutory clocks, work orders, a central management portal and case-management integration (NEC, Civica, MRI, Aareon and more). If instead you're a sole practitioner or independent damp & mould surveyor producing reports one property at a time, our sister app DampApp Pro is built for exactly that job. [See DampApp Pro for independent surveyors →](https://dampapp.pro/awaabs-law-guide) This page is general information, not legal or procurement advice. Third-party product details reflect what was published on the vendor's own site when this page was researched (July 2026) and may have changed since — always verify directly with the vendor before deciding. We are not affiliated with AwaabSafe. --- ## Security — Tamper-Evident by Architecture | HousingSurvey Pro Source: https://housingsurvey.pro/security/ # Security HousingSurvey Pro exists to make evidence defensible, so the security model is the product. Designed against Cyber Essentials and ISO/IEC 27001 controls from the first commit (certification on the roadmap); our security design notes and DPA are available to any customer's IT team — [get in touch](https://housingsurvey.pro/contact/) (procurement/security route). For RFP-grade detail — architecture, infrastructure, our compliance mapping, evidence integrity and access control — see the [Trust & Security Handbook](https://housingsurvey.pro/legal/technical/) and the [sub-processor register](https://housingsurvey.pro/legal/subprocessors/). UK data residency, enforced in code Firestore, storage, functions and authentication run in the Google Cloud London region (europe-west2). Region pinning is written into the codebase, not a policy document. Server-authoritative finalize Completion timestamps are set by our servers. A surveyor's device clock — right or wrong, honest or not — never dates the evidence. Lock-on-Complete Finalized records have no edit or delete path for any client — surveyor, manager, admin, or our own staff accounts. Enforced by database security rules and covered by an automated test suite. Beyond that client-side lock, every sealed record is hash-chained to the one before it: any change made to a record after sealing, by any means, breaks the chain and is detected by our nightly verifier. Corrections create superseding records; originals survive. Per-property hash chains Each finalized record embeds the SHA-256 of its canonical content chained to the previous record for the same UPRN. A nightly verifier recomputes every chain and records its clean runs — absence of tampering is provable, not assumed. Append-only audit Every create, edit, finalize, export, API read, key mint and billing event is written to a hash-chained, client-unwritable audit log per organisation. App attestation (App Check) Enforced from day one: web clients attest via reCAPTCHA, iOS via App Attest, Android via Play Integrity. Scripts and tampered apps don't reach the data plane. Tenant isolation Access rides on signed custom claims minted only server-side. Contractors reach a landlord's stock only through explicit grants and work orders. Cross-tenant denial is unit-tested. Keys stored hashed, shown once API keys, SCIM tokens and webhook signing secrets are displayed once and stored only as SHA-256 hashes. Webhook payloads are HMAC-signed. Your identity provider Enterprise organisations bring Entra ID: OIDC single sign-on and SCIM joiner/leaver provisioning, configured self-serve — your directory is the source of truth for access. Minimal personal data Records describe properties, not people. Billing runs on Stripe (PCI-DSS theirs); we hold no card data. Sub-processors: Google Cloud (UK), Stripe, Ordnance Survey (address strings only). Documented security governance An internal ISMS policy set — information security, access control and a quarterly access review, incident response, business continuity and disaster recovery, data retention, and vendor management — sits behind the platform controls, with the founder as interim CISO. Alongside it we maintain a UK GDPR record of processing and a data-subject-request procedure. Mapped control by control in our compliance mapping, and shared with your procurement team on request. Responsible disclosure: report vulnerabilities to support@prosurvey.app — we acknowledge within 48 hours and don't pursue good-faith researchers. ## Questions a security reviewer actually asks ### Can HousingSurvey Pro data leave the UK? No. Firestore, Storage, Cloud Functions and Authentication are all pinned to the Google Cloud London region (europe-west2) in the codebase itself, not by policy — there is no configuration path that stores or processes tenant data outside the UK. ### Can a finalized (sealed) record be edited or deleted? Not through any client or API path, by any role, including our own staff accounts — enforced by database security rules and covered by an automated test suite. Every sealed record is also hash-chained to the one before it for its property: any change made after sealing, by any means including direct database access, breaks the chain and is detected by our nightly verifier. Not even we can edit history undetectably. Corrections create superseding records; originals survive. ### How is evidence tampering detected? Each finalized record embeds the SHA-256 hash of its canonical content, chained to the previous record for the same UPRN (property reference). A nightly verifier recomputes every chain end to end and records its clean runs, so the absence of tampering is provable, not merely assumed. ### Is HousingSurvey Pro Cyber Essentials or ISO 27001 certified? The platform is designed against Cyber Essentials and ISO/IEC 27001 controls from the first commit; formal certification is on the roadmap and not yet held. We do not claim certification we don't have — contact us for our current security design notes and DPA. ### How are API keys and webhook secrets protected? API keys, SCIM tokens and webhook signing secrets are shown once at creation and stored only as SHA-256 hashes thereafter — we cannot retrieve them either. Webhook payloads are HMAC-signed so receivers can verify authenticity. --- ## Pricing — Free to Start, Per-Surveyor Seats | HousingSurvey Pro Source: https://housingsurvey.pro/pricing/ # Pricing you can read in ten seconds. Start free, test everything, check out with a card, integrate yourselves — no sales call, no demo gate, nothing that needs us. Surveyors (field capture) are the main seat meter; office users (owner, org-admin, manager, coordinator, finance) come with a generous free bundle on every tier; viewers are always free. Annual billing = two months free , on card or invoice. ## Solo Free for evaluating in your organisation - 1 surveyor seat - 2 office users included - Viewers free (up to 3) - Full tamper-evident evidence engine - Hash-chained records & audit log - Offline capture, GPS, photo provenance - Signed evidence bundle exports [Start free](https://portal.housingsurvey.pro) ## Team £29 per surveyor / month - Everything in Solo - Unlimited surveyor seats - 5 office users included, then £6/user/mo - Viewers free & unlimited - Work orders with statutory deadlines - Contractor organisations & grants - On-brand PDF theming (colour, font, cover layout) [Start free, upgrade in-portal](https://portal.housingsurvey.pro) Most popular ## Platform £59 per surveyor / month - Everything in Team - 15 office users included, then £6/user/mo - REST API & signed webhooks - Inbound work orders from your CMS - Nightly EDI flat-file exports - SFTP file exchange with your own server - Power Automate connector [Start free, upgrade in-portal](https://portal.housingsurvey.pro) ## Enterprise £99 per surveyor / month - Everything in Platform - Unlimited office users included - Microsoft Entra ID single sign-on - SCIM automatic user provisioning - Invoice billing by default, negotiated terms - Priority support & security reviews [Talk to us](https://housingsurvey.pro/contact/) Prices in GBP. Secure Stripe checkout with itemised invoicing and promotion codes for card billing. Seat changes prorate automatically; you can never shrink below seats in use, and adding a surveyor or office user beyond your bundle prompts an upgrade — never a surprise invoice. ## How many office users do we actually get free? Housing associations and councils typically run far more office and casework staff than field surveyors — every tier includes a bundle so a normal team never pays extra. Beyond the bundle, additional office users are £6/user/month on Team and Platform; Enterprise includes them all. Solo 2 office users included · hard cap Team 5 office users included Platform 15 office users included Enterprise Unlimited office users Office users = owner, org-admin, manager, coordinator, finance. Viewer is a separate, always-free role (read-only evidence and dashboards, no create/edit/export power) — unlimited on every paid tier, capped at 3 on Solo. ## Prefer invoicing? So do most of our customers. Card self-serve is the fastest way to start, but it isn't the only way to pay. Invoice billing is a normal, first-class part of how we work with housing associations and councils — not a special favour. PO numbers — quoted on every invoice, matched to your purchase order. Agreed payment terms — 30 days as standard, negotiable for Enterprise. BACS / bank transfer — no card required anywhere in the relationship. Framework-friendly onboarding — we're used to procurement processes and due-diligence questionnaires. Team and Platform can switch to annual invoice billing any time (two months free, same as annual card). Enterprise is invoiced by default with negotiated per-seat rates and terms. Card self-serve stays available throughout — invoicing is an option, never a requirement. [Talk to us about invoicing — no card required](https://housingsurvey.pro/contact/) Independent damp or property surveyor? HousingSurvey Pro's branded PDF renderings present sealed evidence for housing organisations' own case-management systems — they're not the free-form, client-authored reports an independent surveyor writes. For that kind of report, AI report wording and everything a jobbing surveyor needs, you want our sister app [DampApp Pro](https://dampapp.pro). [DampApp Pro →](https://dampapp.pro) ## Questions a buyer actually asks ### Do I need to talk to sales? No. Create your organisation free in the portal, invite users, connect your systems and upgrade with a card — entirely self-serve on Team and Platform. Enterprise and invoice billing involve a short conversation because terms are negotiated; contact us any time you want one. ### What counts as a surveyor seat? Only active surveyors — people capturing evidence in the field app — consume surveyor seats. ### What is an office user? Owner, org-admin, manager, coordinator and finance roles are office users — the people running compliance, work orders and billing rather than capturing evidence. Each tier includes a bundle free (Solo 2, Team 5, Platform 15, Enterprise unlimited); extra office users above the bundle are £6/user/month on Team and Platform. ### Is the viewer role free? Yes — always, on every paid tier, unlimited. Viewers get read-only access to evidence and dashboards with no create/edit/export rights, so spreading visibility to stakeholders costs nothing. Solo is capped at 3 viewers. ### Is annual billing cheaper? Yes — annual is 10× the monthly price, so two months free, whether paid by card or invoice. ### Can we pay by invoice instead of card? Yes. Team and Platform can move to annual invoice billing (PO number, BACS/bank transfer, agreed payment terms) — contact us and we'll set it up; card self-serve remains available throughout. Enterprise is invoiced by default with negotiated terms. ### What happens if we cancel? You drop to the free Solo plan automatically. Every record, photo and audit trail stays intact and exportable — evidence is never held hostage. ### Is the mobile app really free? Yes. The iOS and Android apps are free to install with no in-app purchases; access is granted by your organisation and billed per surveyor seat on the web. ### Do I need a paid plan to use SFTP? Yes — SFTP is a Platform-tier feature, alongside the REST API, webhooks and EDI exports it's typically paired with. That covers connecting your own SFTP server, sending reports/letters/invoices to it, pulling in property/UPRN, SOR or tenancy data, and automatic nightly EDI-to-SFTP delivery. ### Can we put our own branding on generated PDFs? Every plan, including free Solo, puts your logo and brand colour on survey reports, works-completed packs and resident letters. Team and above additionally unlock full PDF theming — a dedicated theme colour, choice of font and cover layout — across all three document types. Set up your organisation in two minutes. [Start free — no card, no call](https://portal.housingsurvey.pro)[Talk to us about invoicing](https://housingsurvey.pro/contact/) Choose the product that fits ## Working independently, rather than managing housing stock? HousingSurvey Pro is for housing associations, councils and their contractor networks. For one-property-at-a-time professional reports, choose the specialist app that matches your work. [DampApp ProFor independent damp and timber specialists producing professional moisture, condition and remedial reports.Explore DampApp Pro →](https://dampapp.pro)[PropertySurvey ProFor independent property, condition and dilapidations surveyors creating client-ready reports.Explore PropertySurvey Pro →](https://propertysurvey.pro) --- ## Legal & Compliance | HousingSurvey Pro Source: https://housingsurvey.pro/legal/ # Legal & compliance Everything we promise contractually, everything we tell you about how we handle your data, and the documentation behind both — in one place. ProSurvey Apps Limited (company no. 17118570), registered in England and Wales. ## Legal documents - [Terms of ServiceThe B2B SaaS agreement: service description, accounts and billing, evidence integrity, liability and governing law.](https://housingsurvey.pro/legal/terms/) - [Privacy PolicyHow we handle data: controller/processor roles, UK residency, lawful bases, retention and your UK GDPR rights.](https://housingsurvey.pro/legal/privacy/) - [Data Processing AgreementArticle 28 processor terms for customers, including our technical and organisational measures.](https://housingsurvey.pro/legal/dpa/) - [Acceptable Use PolicyWhat lawful, secure use of the Service looks like.](https://housingsurvey.pro/legal/aup/) - [Cookie NoticeThe cookies and similar technologies we use, and how to manage your consent.](https://housingsurvey.pro/legal/cookies/) - [Sub-processors & Data ResidencyThe current register of who processes data on our behalf, and where.](https://housingsurvey.pro/legal/subprocessors/) [Help centreStep-by-step guides — getting started, the management dashboard, integrations, and the mobile capture app.](https://housingsurvey.pro/help/)[Trust & Security HandbookRFP-grade detail for IT and procurement: architecture, infrastructure, data protection, our compliance mapping, evidence integrity, resilience and access control.](https://housingsurvey.pro/legal/technical/) These documents are drafted to be thorough and product-accurate, but are not legal advice . Questions: [contact us](https://housingsurvey.pro/contact/). --- ## Terms of Service | HousingSurvey Pro Source: https://housingsurvey.pro/legal/terms/ [Legal & compliance](https://housingsurvey.pro/legal/) / Terms of Service # Terms of Service Version 2.4 · Effective date: 14 July 2026 · ProSurvey Apps Limited (company no. 17118570), registered in England and Wales. This document is product-accurate and drafted to be thorough, but it is not legal advice . Questions: [contact us](https://housingsurvey.pro/contact/) or email support@prosurvey.app. See also: [Privacy Policy](https://housingsurvey.pro/legal/privacy/) · [Data Processing Agreement](https://housingsurvey.pro/legal/dpa/) · [Acceptable Use Policy](https://housingsurvey.pro/legal/aup/) · [Cookie Notice](https://housingsurvey.pro/legal/cookies/) · [Sub-processors](https://housingsurvey.pro/legal/subprocessors/) Contents - [1. Definitions](#1-definitions) - [2. The Service — what it is, and what it is not](#2-the-service-what-it-is-and-what-it-is-not) - [2.1 What the Service is](#21-what-the-service-is) - [2.2 What the Service is NOT — no statutory reports, no compliance advice](#22-what-the-service-is-not-no-statutory-reports-no-compliance-advice) - [2.3 Awaab's Law and statutory deadlines — the duty stays with the landlord](#23-awaabs-law-and-statutory-deadlines-the-duty-stays-with-the-landlord) - [2.4 Evidence integrity — tamper-evident, described accurately](#24-evidence-integrity-tamper-evident-described-accurately) - [3. Accounts, organisations and Authorised Users](#3-accounts-organisations-and-authorised-users) - [4. Customer responsibilities](#4-customer-responsibilities) - [5. Plans, seats and billing](#5-plans-seats-and-billing) - [6. Customer Data and intellectual property](#6-customer-data-and-intellectual-property) - [7. Acceptable use](#7-acceptable-use) - [8. AI-assisted features — advisory drafts only](#8-ai-assisted-features-advisory-drafts-only) - [9. Availability, support and security posture](#9-availability-support-and-security-posture) - [10. Suspension and termination](#10-suspension-and-termination) - [11. Warranties, disclaimers and indemnities](#11-warranties-disclaimers-and-indemnities) - [12. Limitation of liability](#12-limitation-of-liability) - [13. Data protection](#13-data-protection) - [14. General](#14-general) These Terms of Service (the " Terms ") form the agreement between: - ProSurvey Apps Limited , a company registered in England and Wales with company number 17118570 , whose product is HousingSurvey Pro™ (" we ", " us ", " our ", the " Provider "); and - the organisation that registers for, subscribes to, or uses the Service (the " Customer ", " you ", " your "). By creating an organisation, subscribing to a paid plan, accepting these Terms in the portal or sign-up flow, or otherwise using the Service, you agree to these Terms. If you are accepting on behalf of an organisation, you warrant that you are authorised to bind that organisation. ## 1. Definitions - "Service" — the HousingSurvey Pro platform, comprising the web management portal, the iOS/Android mobile capture applications, the REST API v1, webhooks, file exports (CSV/EDI/HACT), evidence bundles, and related documentation and support. - "Evidence Record" — a survey record captured in the Service and, once finalized, sealed, hash-chained and treated as append-only. - "Customer Data" — all data the Customer or its Authorised Users submit to or generate within the Service, including Evidence Records, property data, photographs, environmental readings, work orders and audit data. - "Authorised User" — an individual (surveyor, manager, administrator, coordinator, finance user, viewer, or contractor granted access) whom the Customer permits to use the Service under its account. - "Tenant Personal Data" — personal data relating to residents, occupiers or other individuals connected to a property, processed by us on the Customer's behalf. The Customer is the controller of Tenant Personal Data; we are its processor. The [Data Processing Agreement](https://housingsurvey.pro/legal/dpa/) governs this relationship. - "Order" — the plan selection, seat counts, add-ons, and any signed order form, quotation or purchase order agreed between the parties. - "Fees" — the charges payable for the Service under the applicable Order. ## 2. The Service — what it is, and what it is not ### 2.1 What the Service is HousingSurvey Pro is an offline-first damp & mould evidence platform for UK housing associations, councils and their contractors. Its purpose is to capture, preserve and transmit contemporaneous, tamper-evident property-condition evidence. The data is the record : a finalized Evidence Record — server timestamped, geo-stamped, hash-chained per property (UPRN), and backed by an append-only audit log — is the deliverable. ### 2.2 What the Service is NOT — no statutory reports, no compliance advice The Service does not produce formal or statutory reports, and its document outputs must never be treated as such. The Service does generate document renderings of finalized Evidence Records — survey evidence reports, works-completion packs and resident letters — as presentations of the evidence you captured. These renderings, and any narrative summaries, drafts or templates the Service offers (including AI-assisted drafts under clause 8), are working aids only: they are not statutory reports, certificates, professional opinions, legal determinations, or documents intended to discharge a regulatory obligation, and you must not rely on them as any of those things. It is your responsibility to prepare, review, approve and issue any report, summary or statutory communication a law, regulator, contract or tenant requires. The Service does not provide legal, surveying, valuation, health-and-safety or compliance advice. Ratings and analyses in the Service (including HHSRS, condensation, psychrometric and indoor-air-quality outputs) are decision-support tools computed from the judgements the Authorised User enters. They are advisory and are not a local-authority determination or a statement of legal compliance. Professional judgement remains that of the assessor and the Customer. ### 2.3 Awaab's Law and statutory deadlines — the duty stays with the landlord The Service can compute and track working-day deadlines associated with Awaab's Law and similar statutory timescales, and can log warnings, notifications and audit events as those deadlines approach or pass. These are tracking and reminder tools only. The statutory duty — to investigate, to provide written summaries, to carry out works within the applicable timescales, and to comply with Awaab's Law and all other legal obligations — remains at all times the Customer's (and, where the Customer is a contractor, the landlord's). The Service is a tool that assists you in managing those obligations; it is not a guarantor of compliance, and using it does not discharge, transfer or reduce your legal duty. You acknowledge that: - deadline calculations depend on the data you enter (dates, hazard severity, stage timestamps) and on assumptions the Service makes (for example, an interpretation of "working day" as an English weekday excluding English bank holidays), which may not match your circumstances or a court's or ombudsman's interpretation; - the regulatory framework changes (for example, phased commencement of hazard scope), and while we endeavour to keep the Service current, we do not warrant that it always reflects the law in force; - notifications may be delayed, missed or not delivered for reasons within or outside our control (connectivity, device configuration, your notification settings); and - you must not rely solely on the Service's alerts to meet a statutory deadline. We are not liable for any regulatory finding, enforcement action, fine, ombudsman determination, disrepair claim, or other loss arising from a failure to meet a statutory obligation, however caused. ### 2.4 Evidence integrity — tamper-evident, described accurately Finalized Evidence Records are tamper-evident , not tamper-proof, and we describe that precisely rather than overclaiming. Neither you nor we have any application or API path to edit or delete finalized Evidence Records. Every sealed record is chained to the one before it for its property, so any change made to a record after sealing — by any means, including direct database access — alters its hash, breaks the chain, and is detected automatically by our integrity verifier and independently checkable in the evidence bundle we provide you. We do not claim that a record can never be altered or deleted at the infrastructure layer. We (as the operator of the underlying cloud project) retain administrative access to the database for operational and recovery purposes; what the Service guarantees is that any such change cannot be made undetectably . Corrections are made by superseding records; the original remains and the chain records the change. You acknowledge this tamper-evident, hash-chained design is a core feature of the Service, not a defect, and that soft-deleted drafts leave audit tombstones. ## 3. Accounts, organisations and Authorised Users 3.1 An individual may create an account and found an organisation self-serve (the mobile apps are free to install; see clause 5). The person who creates an organisation is its first administrator and warrants they are authorised to bind that organisation. 3.2 You are responsible for: the Authorised Users you invite; the roles and permissions you grant; the accuracy of the data your Authorised Users enter; and all activity under your account. You must keep credentials (passwords, passkeys, API keys, SCIM tokens, webhook secrets, SSO configuration) confidential and secure, and notify us promptly of any suspected compromise. 3.3 We require two-factor authentication (TOTP or passkey) for account tiers as configured in the Service, and offer SSO/SCIM on eligible plans. You are responsible for provisioning and de-provisioning your Authorised Users, including through your own identity provider where SSO is used. 3.4 Contractor access to a landlord organisation's data is available only via an explicit grant from the landlord organisation and is scoped by that grant. A contractor is an Authorised User of the granting organisation for the purposes of these Terms in respect of the granted data. ## 4. Customer responsibilities You agree that you will: 4.1 have and maintain a lawful basis under UK GDPR and the Data Protection Act 2018 for all personal data you (or your Authorised Users) submit to the Service, including Tenant Personal Data, and provide any required privacy information to data subjects. You are the controller of Tenant Personal Data; we process it as your processor under the DPA; 4.2 not enter special-category personal data (for example, health, ethnicity or similar) into free-text or evidence fields, and not enter more personal data than the assessment requires. Evidence Records are designed to describe properties, not people ; 4.3 ensure the accuracy of inputs — the Service's outputs (deadlines, ratings, analyses, drafts) are only as reliable as the data and judgements you enter; 4.4 secure the devices and accounts used to access the Service, apply operating-system and app updates, and use device-level protections (screen lock, disk encryption) appropriate to the sensitivity of the data; 4.5 comply with all applicable laws in your use of the Service, including housing, data-protection, health-and-safety and equality law; and 4.6 use the Service in accordance with the [Acceptable Use Policy](https://housingsurvey.pro/legal/aup/) , which forms part of these Terms. ## 5. Plans, seats and billing 5.1 The mobile apps are free to install in both app stores. There are no in-app purchases. Paid entitlements — surveyor seats, office-user add-ons, and plan features — are purchased on the web only, and provisioned through the platform's billing systems. 5.2 Metering. The Service is licensed principally per active surveyor seat on the plan tiers published on our pricing page, and, where the applicable plan so provides, per office user above the bundle included with your tier (with an add-on charge per additional office user). Viewer (read-only) access is included as described for your plan. Seat and user counts are enforced server-side. Prices exclude VAT unless stated. Current published prices are on our [pricing page](https://housingsurvey.pro/pricing/); this clause is deliberately kept meter-accurate rather than quoting specific figures, so the pricing page remains the single source of truth for numbers. 5.3 Payment channels. You may pay by either: - (a) Card / self-serve (Stripe): paid plans are billed in advance (monthly or annually) by card through our payment processor, Stripe, and renew automatically until cancelled. Card details are handled by Stripe and do not touch our systems; or - (b) Invoiced accounts (purchase order / BACS / bank transfer): eligible Customers (typically public-sector and enterprise) may request invoice billing. Where agreed, we invoice against your purchase order on agreed payment terms (for example, 30 days), payable by BACS/bank transfer. Recurring invoiced schedules renew per the Order. 5.4 Trials and pilots. We may offer free or discounted trials or pilots. At the end of a trial/pilot, or on non-payment or non-conversion, the organisation may revert to a read-only state (existing Evidence Records remain viewable and exportable, but capture and mutating actions are disabled) or to the free plan, as we notify. The free plan is provided as-is , may be fair-use limited, and has feature and capacity caps. 5.5 Changes to fees. We may change list prices with 30 days' notice, effective from your next renewal. Negotiated Order pricing is governed by the Order. 5.6 Late payment. If any undisputed sum is overdue: - we may suspend access after reasonable notice (clause 10); - statutory interest and compensation may apply. For business-to-business debts, the Late Payment of Commercial Debts (Interest) Act 1998 (as amended) may entitle us to interest, at the statutory rate (Bank of England base rate plus 8% per annum), and fixed statutory compensation on overdue sums, unless a signed Order or public-sector procurement terms state other payment terms, in which case those terms apply instead. 5.7 Taxes. Fees are exclusive of VAT and other taxes, which you will pay in addition where applicable. ## 6. Customer Data and intellectual property 6.1 Your data is yours. As between the parties, you own all Customer Data. For contractor-performed work, the finalized Evidence Record belongs to the landlord organisation that granted the work, with contractor access governed by the grant. 6.2 Licence to us. You grant us a non-exclusive licence to host, process, transmit and display Customer Data solely to provide and support the Service, to maintain evidence integrity, and as permitted by the DPA. We do not sell Customer Data, and we do not use identifiable Customer Data or Tenant Personal Data to train AI models. The public documentation assistant referenced in the [Privacy Policy](https://housingsurvey.pro/legal/privacy/) is a separate exception that uses only public marketing/documentation content, never Customer Data. 6.3 Our IP. We own and retain all rights in the Service, its software, platform, design, documentation and branding (including HousingSurvey Pro™). We grant you a non-exclusive, non-transferable, non-sublicensable licence to use the Service for your internal business purposes during the subscription term. No other rights are granted. 6.4 Feedback. If you give us feedback or suggestions, we may use them to improve the Service without obligation or restriction. 6.5 Export. Export is available on every plan while your subscription is active — via API, CSV/EDI/HACT, and signed evidence bundles — and for the export window after closure (clause 10.4). ## 7. Acceptable use Your use of the Service is subject to the [Acceptable Use Policy](https://housingsurvey.pro/legal/aup/) , incorporated by reference. In summary, you must not: use the Service unlawfully or to infringe others' rights; attempt to circumvent tenancy isolation, security rules, app attestation or seat/user enforcement; enter special-category tenant personal data into evidence fields; probe, scan or stress the Service without authorisation; or resell the Service without a written partner agreement. We may suspend API keys or access on evidence of abuse or compromise (we will tell you where practicable). ## 8. AI-assisted features — advisory drafts only 8.1 Certain features may use artificial intelligence to produce draft narrative, summaries, annotations or suggestions. All AI output is advisory, must be reviewed by a competent person before any use, and never enters the sealed evidential record automatically. You are responsible for the accuracy, appropriateness and lawfulness of anything you adopt from an AI draft. 8.2 Customer-supplied AI keys. Where survey-content AI assistance is enabled, it runs on the Customer's own AI provider account and API key (for example, Anthropic, Azure OpenAI, OpenAI, Google, or a compatible endpoint the Customer configures). We do not provide a shared or platform AI account for survey-content processing. Your use of that AI provider is governed by your own agreement and data-processing terms with that provider , and it is your responsibility to ensure that sending survey data to it is lawful and covered by an appropriate arrangement. The Service scopes each Customer's AI usage strictly to that Customer, refuses AI actions on finalized records, and fails closed when no key is configured. 8.3 The Service also offers a public documentation assistant on our website that uses our own AI arrangement; it operates only over public marketing and documentation content and never receives Customer Data or Tenant Personal Data. 8.4 We do not warrant that AI output is accurate, complete, current or fit for any purpose, and we exclude liability for reliance on AI output to the maximum extent permitted by law (subject to clause 12). ## 9. Availability, support and security posture 9.1 We provide the Service with reasonable skill and care and target high availability for the data plane, excluding scheduled maintenance (notified where practicable) and factors outside our reasonable control. The offline-first apps continue capturing during connectivity loss and sync when a connection returns. 9.2 Support is provided via our contact form or support email, with response targets varying by plan as published. 9.3 Security posture — honest, no certification claims. We operate the Service to a documented security posture, including: UK data residency (Google Cloud europe-west2, London); default-deny access rules with per-organisation isolation; server-authoritative finalization with cryptographic hash chains and append-only audit logs; app attestation; encryption in transit and at rest; and passwords held by the identity platform, with high-entropy API/SCIM bearer tokens stored only as SHA-256 digests and shown once. We do not currently hold SOC 2, ISO/IEC 27001 or Cyber Essentials certification. We describe our posture as "designed against those control frameworks and working towards certification" and make no certification claim unless and until certified. ## 10. Suspension and termination 10.1 Term. These Terms apply for as long as you have an account or an active subscription. Paid subscriptions renew automatically per the Order until cancelled. 10.2 Termination for convenience. You may cancel a subscription at any time; cancellation takes effect at the end of the current paid period, after which the organisation reverts to the free plan (or read-only, per clause 5.4). Invoiced Orders run for their committed term unless the Order provides otherwise. 10.3 Termination / suspension for cause. Either party may terminate for a material breach that is not remedied within 30 days of written notice. We may suspend access immediately where reasonably necessary for a security incident, unlawful use, a breach of the Acceptable Use Policy, or non-payment of undisputed Fees more than 14 days overdue. Where we suspend for non-payment, read-only access to your data survives for the export window so you can retrieve it. 10.4 Data after closure — export window and deletion cool-down. On closure or termination: - your data remains available for export for a defined window (self-service organisation deletion runs on a 90-day window during which the request can be cancelled in one click; account-level closure deletes account personal data within 90 days); - a superadmin-initiated organisation deletion carries its own documented cool-down before purge; - after the applicable window, Firestore and Storage data for the organisation is purged by an automated sweep, subject to any retention we are legally required or entitled to keep (for example, audit and accounting records — UK accounting records are retained for six years; see the Privacy Policy); - Evidence Records may be retained for the retention period set by the controlling organisation (default reflects housing-disrepair limitation periods) and are subject to the Article 17(3)(e) exemption where erasure of personal data within them is requested. 10.5 Survival. Clauses 2.2–2.4, 4, 6, 8.4, 10.4, 11, 12, 13 and 14 survive termination. ## 11. Warranties, disclaimers and indemnities 11.1 Our warranty. We warrant that we will provide the Service with reasonable skill and care. 11.2 Disclaimer. To the maximum extent permitted by law, and except as expressly stated in these Terms, the Service is provided "as is" and we exclude all other warranties, conditions and terms (whether express, implied or statutory), including any implied terms as to satisfactory quality, fitness for a particular purpose, and non-infringement. In particular, and without limiting clause 2, we give no warranty that use of the Service will result in compliance with any statutory obligation or produce any particular regulatory, legal or commercial outcome. 11.3 Your indemnity. You will indemnify us against losses, damages and reasonable costs (including reasonable legal fees) arising from: (a) your breach of clause 4 (Customer responsibilities) or the Acceptable Use Policy; (b) your lack of a lawful basis for, or unlawful entry of, personal data (including Tenant Personal Data or special-category data) into the Service; and (c) any third-party claim arising from Customer Data or your use of the Service in breach of these Terms, in each case subject to the limitations in clause 12. 11.4 Our IP indemnity. We will defend you against a third-party claim that the Service, as provided by us and used in accordance with these Terms, infringes that third party's UK intellectual property rights, and will indemnify you against damages and reasonable costs finally awarded against you (or agreed in settlement), provided that you: notify us promptly of the claim; give us sole control of its defence and settlement; and provide reasonable cooperation, at our expense. This indemnity does not apply to a claim arising from Customer Data, your modification of the Service, or your use of the Service in combination with materials not provided by us, and is your sole and exclusive remedy for such a claim. ## 12. Limitation of liability 12.1 Uncapped / non-excludable liability. Nothing in these Terms limits or excludes either party's liability for: death or personal injury caused by negligence; fraud or fraudulent misrepresentation; or any liability that cannot lawfully be limited or excluded. 12.2 Excluded losses. Subject to clause 12.1, neither party is liable to the other for any: indirect or consequential loss; loss of profit, revenue, anticipated savings, goodwill or business; or loss or corruption of data beyond our obligation to maintain evidence integrity and backups as described. 12.3 Liability cap. Subject to clauses 12.1 and 12.2, each party's total aggregate liability arising out of or in connection with these Terms (whether in contract, tort including negligence, breach of statutory duty, or otherwise) is limited to the total Fees paid or payable by the Customer under the Order in the 12 months immediately before the event giving rise to the claim (or, for free-plan use where no Fees are paid, £100 ). 12.4 Regulatory outcomes. Without limiting the above, we are not liable for any fine, penalty, enforcement action, ombudsman determination, disrepair award, or other loss arising from your statutory non-compliance or from your reliance on the Service to meet a statutory duty (see clause 2.3). 12.5 The parties acknowledge that the Fees reflect this allocation of risk. ## 13. Data protection 13.1 Our handling of personal data is described in the [Privacy Policy](https://housingsurvey.pro/legal/privacy/) . Where we process Tenant Personal Data on your behalf, the [Data Processing Agreement](https://housingsurvey.pro/legal/dpa/) applies and is incorporated into these Terms; the DPA prevails over these Terms on a data-protection matter (DPA clause 13.1). Each party will comply with UK data-protection law in respect of its role. 13.2 Subprocessors. We use the subprocessors listed in the DPA and Privacy Policy. We may add or replace subprocessors and will give notice of material changes as set out in the DPA, giving you the opportunity to object on reasonable data-protection grounds. 13.3 Service and product communications. We may send non-marketing communications reasonably necessary to operate an account or perform these Terms, including security, billing, subscription, support, legal, service-change and data-retention notices. Subject to applicable law and the [Privacy Policy](https://housingsurvey.pro/legal/privacy/) , we may also use limited controller-side account, business-contact, product-usage and subscription-status information to offer onboarding or subscription help, ask for feedback, or explain our own similar products and subscription options. Registering, creating an account, or accepting these Terms does not by itself amount to consent to electronic marketing. We send direct marketing only where legally permitted, identify ourselves, provide a simple opt-out, and respect the absolute right to object to use of personal data for direct marketing. 13.4 Controller-side service providers. We may appoint contracted marketing, communications or user-support specialists to carry out the limited product follow-up described in clause 13.3 solely on our documented instructions. They may receive only the minimum controller-side name, contact, account, product and subscription-status information necessary for that work. They may not receive or use Customer Data, Tenant Personal Data, Evidence, property data, photographs, survey notes or resident-triage answers for this purpose. They must keep the information confidential and secure, may not sell or independently use it, and must delete or return it when the work ends. We remain responsible for our processing and do not sell personal data. These specialists are not Customer-Data subprocessors under the DPA unless separately appointed to process Customer Data in accordance with that DPA. ## 14. General 14.1 Entire agreement. These Terms, the Acceptable Use Policy, the Privacy Policy, the DPA, and any signed Order form the entire agreement between the parties and supersede prior discussions. In the event of conflict, a signed Order prevails over these Terms for the subject matter it addresses, and the [Data Processing Agreement](https://housingsurvey.pro/legal/dpa/) prevails over these Terms on a data-protection matter. 14.2 Changes to these Terms. We may update these Terms and will give reasonable notice of material changes to organisation administrators. Continued use after the effective date is acceptance. Material changes to the in-app legal acknowledgement wording will be reflected by a version bump in the app's legal acknowledgement in the mobile app, prompting re-acknowledgement. 14.3 Assignment. You may not assign or transfer these Terms without our consent (not unreasonably withheld). We may assign to an affiliate or successor in connection with a reorganisation, merger or sale. 14.4 Force majeure. Neither party is liable for failure or delay caused by events beyond its reasonable control. 14.5 No waiver; severance. A failure to enforce is not a waiver. If any provision is unenforceable, the rest remain in force. 14.6 Third parties. Except as expressly stated, a person who is not a party has no rights under the Contracts (Rights of Third Parties) Act 1999. 14.7 Notices. Notices to us go to our support/contact channels as published; notices to you go to your organisation administrator's registered email. 14.8 Governing law and jurisdiction. These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes) are governed by the law of England and Wales , and the parties submit to the exclusive jurisdiction of the courts of England and Wales . ProSurvey Apps Limited · registered in England and Wales, company number 17118570 · HousingSurvey Pro™. ## Changelog - v2.4 (14 July 2026) — Full UK-law B2B SaaS suite drafted (W-E1), published live (W-E2/H-LEGAL-PUBLISH). Supersedes the v1.0 short-form page. --- ## Trust & Security Handbook | HousingSurvey Pro Source: https://housingsurvey.pro/legal/technical/ [Legal & compliance](https://housingsurvey.pro/legal/) / Trust & Security Handbook # Trust & Security Handbook For IT managers, security reviewers and procurement — the detail behind a security questionnaire or an RFP: architecture, infrastructure, data protection, our compliance mapping, evidence integrity, resilience, and access control. - [Security & Data Architecture](https://housingsurvey.pro/legal/technical/security-architecture/) - [Infrastructure & Hosting](https://housingsurvey.pro/legal/technical/infrastructure/) - [Data Protection & GDPR](https://housingsurvey.pro/legal/technical/data-protection/) - [Compliance Mapping — UK GDPR · SOC 2 · ISO/IEC 27001 · Cyber Essentials](https://housingsurvey.pro/legal/technical/compliance-mapping/) - [Evidence Integrity & Tamper Model](https://housingsurvey.pro/legal/technical/evidence-integrity/) - [Availability, Backup & Recovery](https://housingsurvey.pro/legal/technical/resilience/) - [Access Control & Permissions Model](https://housingsurvey.pro/legal/technical/access-control/) - [Sub-processors & Data Residency](https://housingsurvey.pro/legal/subprocessors/) Looking for a step-by-step product guide instead? See the [help centre](https://housingsurvey.pro/help/). --- ## Security & Data Architecture | HousingSurvey Pro Source: https://housingsurvey.pro/legal/technical/security-architecture/ [Legal & compliance](https://housingsurvey.pro/legal/) / [Trust & Security Handbook](https://housingsurvey.pro/legal/technical/) / Security & Data Architecture # Security & Data Architecture ProSurvey Apps Limited (company no. 17118570) · Trust & Security Handbook Contents - [Platform summary](#platform-summary) - [Data flow, at a glance](#data-flow-at-a-glance) - [Evidence integrity (tamper-evidence)](#evidence-integrity-tamper-evidence) - [Tenant isolation & access control](#tenant-isolation-access-control) - [AI: customer-controlled, advisory-only](#ai-customer-controlled-advisory-only) - [Cryptography & secrets](#cryptography-secrets) - [Data protection & subject rights](#data-protection-subject-rights) - [Compliance posture](#compliance-posture) - [Hosting & residency](#hosting-residency) Audience: IT managers, security reviewers, procurement. This page answers the core security-questionnaire questions. Deeper topics link out to their own pages in the [Technical & Trust Portal](https://housingsurvey.pro/legal/technical/). ## Platform summary HousingSurvey Pro is a multi-tenant SaaS for UK housing associations and their contractors: a management dashboard (web) and a mobile capture app (iOS/Android via Capacitor), sharing one backend. Each customer is a tenant (an "organisation"); a landlord organisation owns its evidence, and contractor organisations perform work against it under scoped grants. ## Data flow, at a glance - A surveyor captures a survey in the mobile app (offline-capable). - On finalisation the record is sealed : cryptographically hashed and chained (see below). Photos are hashed at capture with provenance metadata. - Sealed evidence syncs to the backend; the management dashboard reads it, generates branded reports, drives work orders and the Awaab's Law timeline. - Access is mediated by server-side rules and callable checks using the signed identity, live membership/role and any server-written module override. ## Evidence integrity (tamper-evidence) Every finalised survey is an append-only, hash-chained record : - Each record's canonical JSON (sorted keys, volatile fields excluded) is hashed with SHA-256 ; the hash includes the previous record's hash ( prevRecordHash ) and a monotonic chainSeq , forming a chain per data owner. - The canonicaliser exists as a byte-identical twin on client and server, guarded in CI by a parity test and a hash-canonicaliser field check, so a record sealed on-device verifies identically on the backend. - Photos are SHA-256-hashed at capture and carry provenance (EXIF timestamp preferred over device clock; camera make/model recorded). - Tampering is detectable, not silently correctable : a verifier recomputes the chain; a broken link quarantines the record (display-metadata only, excluded from the hash) and raises an audit event and org notification. Bytes are never modified — disclosure beats concealment. If a chain-verification mismatch is detected, we follow a documented internal incident procedure to investigate and remediate. - Report versioning rides this chain: editing a sealed report creates a new sealed version linked to its predecessor, so history is ordered and every prior version is retained and independently retrievable. ## Tenant isolation & access control - Every document is scoped to an organisation. Signed claims establish the presented tenant context, while Firestore and Storage rules require an active member whose current role still matches it. Cross-tenant reads are denied at the data layer, not just the UI. - Eight organisation roles provide backwards-compatible module baselines. Sparse per-member None/View/Edit/Module-admin overrides are live, server-written and immediately evaluated by callables and rules. They cannot create owner/platform power or weaken sealed-record constraints (see [Access Control & Permissions](https://housingsurvey.pro/legal/technical/access-control/)). - Surveyor/operative evidence, property, work-order and scheduling permissions stay assignment-scoped even when upgraded. Explicit administrative and non-record grants may be organisation-scoped. - Evidence images use assignment-bearing survey/work-order paths. Storage rules resolve the linked record, allow only append-only image creates within the effective level/scope, and deny new writes to legacy paths that cannot prove assignment. Evidence bundles remain client-inaccessible. - Licensed data (e.g. the Schedule of Rates catalogue) is tenant-private and proven isolated by emulator rules tests in CI. - Privileged surfaces (members, audit events, API keys, billing, org private secrets) are server-write-only — clients cannot write them even as admin. ## AI: customer-controlled, advisory-only - AI features run on the customer's own per-tenant provider key (Anthropic/ OpenAI/Azure/Gemini/BYO). There is no shared platform key; with no key configured, AI features fail closed . - AI output is advisory and drafts-only — it never auto-enters evidence. Assessments (HHSRS, condensation, IAQ) are computed by deterministic domain engines, not by a model. ## Cryptography & secrets - In transit: TLS to all endpoints. - At rest: managed encryption via the cloud platform (Firestore/Storage). - Passwords: never stored or logged by the application; authentication is delegated to the identity platform. Non-email field logins are provisioned by a tenant admin and backed by the same identity platform (see [Access control](https://housingsurvey.pro/legal/technical/access-control/)). - Secrets (e.g. external register keys) are held in the managed secret store and injected server-side only; never shipped to clients. - App Check attests app/web clients (reCAPTCHA Enterprise on web; App Attest / Play Integrity on native builds). It is enforced across the production data plane; nonprod is deliberately monitor-only. ## Data protection & subject rights - GDPR: subject-access/full-organisation export and authorised, audited, cooldown-gated deletion are implemented. An Art. 30 Record of Processing Activities and a DSAR-handling procedure are maintained; a customer-admin per-organisation evidence-retention setting remains planned. See [Data Protection & GDPR](https://housingsurvey.pro/legal/technical/data-protection/). - Remote control: an admin can revoke a surveyor's sessions/tokens (remote logout) from the dashboard. - Auditing: privileged and destructive actions are recorded as immutable audit events. ## Compliance posture Controls are mapped to UK GDPR, SOC 2, ISO/IEC 27001 and Cyber Essentials in [Compliance Mapping](https://housingsurvey.pro/legal/technical/compliance-mapping/). The register distinguishes implemented, partial and planned controls and explicitly records that no SOC 2, ISO/IEC 27001 or Cyber Essentials assurance/certification is currently held. An internal ISMS policy set — information security, access control and a quarterly access-review procedure, incident response, business continuity/DR, data retention and disposal, vendor management, and internal acceptable use, with the founder as interim CISO — backs these controls and is shared with procurement and auditors on request. ## Hosting & residency Runs on Google Cloud / Firebase; primary region europe-west2 (London) . Subprocessors and residency detail: [Subprocessor Register](https://housingsurvey.pro/legal/subprocessors/). Status: living document. Sections marked in progress are tracked on our internal roadmap; this page is updated as those land so it never overstates the platform's current posture. [← Back to trust & security handbook](https://housingsurvey.pro/legal/technical/) --- ## Availability, Backup & Recovery | HousingSurvey Pro Source: https://housingsurvey.pro/legal/technical/resilience/ [Legal & compliance](https://housingsurvey.pro/legal/) / [Trust & Security Handbook](https://housingsurvey.pro/legal/technical/) / Availability, Backup & Recovery # Availability, Backup & Recovery ProSurvey Apps Limited (company no. 17118570) · Trust & Security Handbook Contents - [Availability model](#availability-model) - [Durability & backups](#durability-backups) - [Recovery objectives](#recovery-objectives) - [Monitoring & incident response](#monitoring-incident-response) - [Change safety](#change-safety) - [Business continuity](#business-continuity) Audience: IT/operations reviewers, procurement. Describes how HousingSurvey Pro stays available and how data is protected against loss. Items not yet formalised are marked planned / in progress — this page does not claim guarantees the platform has not yet committed to. Tracked on our internal roadmap. ## Availability model - Serverless architecture on Google Cloud / Firebase: no customer-managed servers to fail or patch. Compute (Cloud Functions) and data (Firestore, Cloud Storage) scale on the managed platform. - Offline-first capture: the mobile app is not dependent on continuous connectivity. Surveyors capture offline; finalising (sealing) and the online lookups (AI wording, EPC, weather, soil) need a connection, and sealed evidence syncs when a connection returns, so field capture is unaffected by transient outages. - Static front-ends: the dashboard and website are static assets served via CDN, decoupling their availability from backend load. ## Durability & backups - Managed durability: Firestore and Cloud Storage replicate data within the region (europe-west2) and encrypt it at rest by default. - Firestore point-in-time recovery (PITR): production has a seven-day PITR window and daily backups retained for 98 days. A nonprod drill recovered changed and deleted documents via point-in-time reads into an isolated database. The production-equivalent PITR bulk export/import and scheduled- backup restore paths remain untested, so recovery testing is partial. - Cloud Storage versioning / disaster recovery: object-versioning is enabled on Cloud Storage (evidence photos and files), with soft-delete retention and a nightly mirror to a separate versioned Archive bucket in London. The scheduled 15 July 2026 transfer succeeded. Keeping the backup in London preserves UK residency but means it is not protection against a whole-region outage; restore follows a documented internal runbook. - Evidence immutability aids recovery: because finalised records are append-only and hash-chained, a restore can be integrity-verified against the chain — corruption or gaps are detectable, not silent. ## Recovery objectives - RPO/RTO: accidental object deletion/overwrite is recoverable from live bucket versioning/soft delete with effectively no scheduled-backup gap; separate-bucket recovery has up to a 24-hour RPO. Restore took minutes at today's tiny dataset, but production-scale RTO and a regional-outage target are not tested and are not promised. ## Monitoring & incident response - Monitoring: managed platform metrics, web performance/error telemetry and integrity alerts exist. Native Crashlytics is coded but awaits the next store binary; automated nightly-backup failure alerting and a published SLO/uptime commitment are planned. - Integrity monitoring: the evidence chain verifier detects tampering or breakage and raises audit events + notifications (implemented). - Incident response: a documented internal incident procedure for evidence-tamper detections is in place, and a general incident-response plan (severity model, response lifecycle, and processor/controller breach duties) is now documented; the general-incident tabletop exercise remains planned . ## Change safety Every change is gated in CI before it can reach production — lint, unit tests with coverage floors, Firestore rules tests on the emulator, hash-canonicaliser parity checks, and full builds — reducing the risk of a change-induced outage. Release automation provides a consistent, revertible deployment path. ## Business continuity - No single-app dependency for field work: offline capture means an outage of the dashboard/backend does not stop surveyors collecting evidence. - Data portability: organisation admins can export a signed, machine- readable ZIP of the full organisation dataset, including all survey versions. Status: living document. Production PITR/backups, Storage versioning/soft delete/nightly UK backup and a limited point-in-time recovery drill are proven. Bulk/scheduled-backup recovery, production-scale RTO, regional-outage recovery, backup failure alerting and the SLO commitment remain open. [← Back to trust & security handbook](https://housingsurvey.pro/legal/technical/) --- ## Infrastructure & Hosting | HousingSurvey Pro Source: https://housingsurvey.pro/legal/technical/infrastructure/ [Legal & compliance](https://housingsurvey.pro/legal/) / [Trust & Security Handbook](https://housingsurvey.pro/legal/technical/) / Infrastructure & Hosting # Infrastructure & Hosting ProSurvey Apps Limited (company no. 17118570) · Trust & Security Handbook Contents - [Cloud platform & region](#cloud-platform-region) - [Components](#components) - [Architecture principles](#architecture-principles) - [Environments & delivery](#environments-delivery) - [Resilience & recovery](#resilience-recovery) - [Networking & access](#networking-access) - [Sub-processors](#sub-processors) Audience: IT managers, cloud/security reviewers, procurement. Describes where and how HousingSurvey Pro runs. Items not yet in production are marked planned / in progress ; this page does not describe infrastructure the platform does not have. Tracked on our internal roadmap. ## Cloud platform & region - Provider: Google Cloud Platform / Firebase. - Primary region: europe-west2 (London, UK) — Firestore, Cloud Functions and Cloud Storage are provisioned in-region for UK data residency. - CDN/edge: static app + website assets served via the platform's global CDN; data operations execute in-region. ## Components Layer Technology Notes Management dashboard (web) React + Vite SPA Served as static assets Mobile capture app React + Vite via Capacitor (iOS/Android) Offline-first; WKWebView Marketing website Astro static site Public content Database Cloud Firestore Multi-tenant; access governed by security rules Serverless backend Cloud Functions (Node 22) Callable + trigger functions; no long-running servers File storage Cloud Storage Photos + report/evidence bundles; in-region Authentication Firebase Auth / Identity Platform Email, SSO (Entra ID), tenant username-alias logins Client attestation App Check reCAPTCHA (web), App Attest (iOS), Play Integrity (Android) Secrets Cloud Secret Manager Server-side only ## Architecture principles - Serverless, no managed VMs to patch — reduces attack surface and operational burden; scaling is handled by the platform. - Multi-tenant with database-enforced isolation — every record is organisation-scoped; Firestore security rules deny cross-tenant access independently of the UI. Covered by emulator rules tests in CI. - Offline-first capture — the mobile app records surveys without connectivity and syncs sealed, hash-chained evidence when back online. - Evidence at rest is immutable — finalised records are append-only and chained; see [Security & data architecture](https://housingsurvey.pro/legal/technical/security-architecture/). ## Environments & delivery - Environments: production; a non-production/staging project is provisioned separately (secrets injected per-environment; no shared credentials). (Full non-prod parity: in progress.) - CI/CD: every change runs lint, unit tests with coverage floors, Firestore rules tests on the emulator, hash-canonicaliser parity checks and builds for all apps. Production deployment depends on CI plus the protected production environment. Hosting bundle-identity assertions and predeploy hooks block prod/nonprod asset mix-ups. - Configuration: client build-time config uses per-environment values; real secrets are never shipped to clients and are injected server-side. ## Resilience & recovery - Managed durability: Firestore and Cloud Storage provide replicated, encrypted-at-rest storage within the region. - Firestore point-in-time recovery (PITR): production has seven-day PITR plus daily 98-day backups. A limited nonprod point-in-time-read recovery drill succeeded; the production-equivalent bulk and backup restore paths remain untested. - Cloud Storage versioning / disaster recovery: both evidence buckets have versioning, 14-day soft delete and a 30-day noncurrent-version lifecycle. Production mirrors nightly to a separate versioned Archive bucket in London. This protects object/bucket loss while preserving UK residency, but the same- region design does not cover a whole-London-region outage. - Availability monitoring & SLOs: platform monitoring is in place; a published SLO/uptime commitment is planned . ## Networking & access - All client↔backend traffic is over TLS . - No inbound network access to a database or server is exposed; clients reach data only through authenticated, rules-checked SDK calls and callable functions. - Administrative access to the cloud project is restricted to the operating team under least-privilege IAM. (Access review cadence: planned.) ## Sub-processors The cloud platform (Google Cloud/Firebase) is the primary subprocessor. Any email or AI providers are enabled by the customer with their own keys , so that processing occurs under the customer's own agreements. The maintained [Subprocessor Register](https://housingsurvey.pro/legal/subprocessors/) documents each provider, purpose and transfer/residency position. Status: living document, updated as environments, monitoring and recovery drills are formalised. Where this page says planned , it means not yet in production — not a claim. [← Back to trust & security handbook](https://housingsurvey.pro/legal/technical/) --- ## Evidence Integrity & Tamper Model | HousingSurvey Pro Source: https://housingsurvey.pro/legal/technical/evidence-integrity/ [Legal & compliance](https://housingsurvey.pro/legal/) / [Trust & Security Handbook](https://housingsurvey.pro/legal/technical/) / Evidence Integrity & Tamper Model # Evidence Integrity & Tamper Model ProSurvey Apps Limited (company no. 17118570) · Trust & Security Handbook Contents - [Why it matters](#why-it-matters) - [How it works](#how-it-works) - [Sealing](#sealing) - [Chaining](#chaining) - [Client/server twin](#clientserver-twin) - [Photo provenance](#photo-provenance) - [Detection & response](#detection-response) - [What this gives a customer](#what-this-gives-a-customer) - [Limits (stated honestly)](#limits-stated-honestly) Audience: security reviewers, ombudsman/regulatory readers, procurement. This is the platform's defining differentiator: survey evidence is tamper- evident and append-only , so a report can be trusted as a contemporaneous record. The operational response detail lives in a documented internal incident procedure; this page explains the model. ## Why it matters Damp-and-mould evidence in social housing may be scrutinised by the Housing Ombudsman, regulators, or a court. A contemporaneous record with a preserved change history is easier to verify than one reconstructed later. HousingSurvey Pro prevents product users from editing or deleting a finalised survey and uses chained hashes to expose partial or inconsistent changes. The precise claim, stated honestly: no client app, API, webhook, or other product surface has any path to edit or delete a sealed record — that is enforced in server-side security rules and covered by an automated test suite. Beyond that, database-owner-level access (the Firebase/GCP console, or a direct Admin SDK call) is a separate trust boundary that database security rules do not — and cannot — restrict; a cloud project owner can act directly on the underlying data store. HousingSurvey Pro does not claim otherwise. Altering or removing a sealed record without consistently rebuilding the later chain changes its hash and is caught by the nightly verifier or independent verification of an exported evidence bundle. A project owner with direct database access is technically capable of rewriting underlying records and their dependent hashes; a previously exported bundle or independent monitoring provides the external comparison point in that scenario. The honest claim is tamper-evident within a documented trust model , not "impossible to touch". ## How it works ### Sealing When a surveyor finalises a survey, it is sealed : - The record's content is reduced to a canonical JSON form — keys sorted, volatile/display-only fields excluded — so the same content always produces the same bytes. - That canonical form is hashed with SHA-256 . The hash incorporates the previous record's hash ( prevRecordHash ) and a monotonic chainSeq , linking records into a chain per data owner. - Finalisation fields (the hashes, chain sequence, sealed timestamp) are set server-side — a client cannot forge them. ### Chaining Because each record's hash depends on the one before it, the sealed records form a chain. Altering any earlier record changes its hash, which breaks every link after it — so tampering cannot be hidden by editing a single record. ### Client/server twin The canonicaliser exists as a byte-identical twin on the client and the server. A record sealed on a surveyor's device verifies to the same hash on the backend. This parity is guarded in CI by a dedicated test and a field-level canonicaliser check, so the two implementations cannot silently diverge. ### Photo provenance Photos are SHA-256-hashed at the moment of capture and carry provenance metadata — the EXIF capture timestamp is preferred over the device clock, and the camera make/model is recorded. The hash anchors the image to the record. ## Detection & response - A chain verifier recomputes the chain and compares hashes. - A broken or mismatched link quarantines the affected record — its display metadata is flagged, but the underlying bytes are never modified (the quarantine flag itself is excluded from the hash so it cannot alter what it marks) — and raises an audit event and an organisation notification . - The guiding principle is disclosure over concealment : a tamper signal is surfaced and recorded, not silently corrected. The full triage classes, comms templates, and ombudsman-safe wording are in the incident runbook. ## What this gives a customer - Defensible records for ombudsman/regulatory scrutiny. - Report versioning without loss: an authorised edit creates a new sealed version chained to the original; the original remains intact and retrievable, so the full history is preserved and auditable (see report versioning). - Independent verifiability: because the algorithm is deterministic and documented, a third party can, in principle, recompute and check a chain. ## Limits (stated honestly) - Integrity proves a record has not changed since sealing — it does not, by itself, prove the truth of a surveyor's judgement; that rests with the qualified assessor, as the reports state. - The model protects finalised evidence; drafts remain editable until sealed, by design. Status: sealing, chaining, twin-parity, photo hashing, verifier/quarantine and sealed report versioning are implemented today . A revision creates a new sealed version; the original remains retrievable and exportable. [← Back to trust & security handbook](https://housingsurvey.pro/legal/technical/) --- ## Data Protection & GDPR | HousingSurvey Pro Source: https://housingsurvey.pro/legal/technical/data-protection/ [Legal & compliance](https://housingsurvey.pro/legal/) / [Trust & Security Handbook](https://housingsurvey.pro/legal/technical/) / Data Protection & GDPR # Data Protection & GDPR ProSurvey Apps Limited (company no. 17118570) · Trust & Security Handbook Contents - [Roles](#roles) - [What personal data is processed](#what-personal-data-is-processed) - [Data subject rights](#data-subject-rights) - [Retention & the evidence tension](#retention-the-evidence-tension) - [Security of processing (Art. 32)](#security-of-processing-art-32) - [International transfers & sub-processors](#international-transfers-sub-processors) - [Breach response](#breach-response) Audience: data protection officers, security reviewers, procurement. This page states how HousingSurvey Pro handles personal data under UK GDPR and the Data Protection Act 2018. Items not yet implemented are marked planned or in progress — this page does not claim capabilities the platform does not yet have. Tracked on our internal roadmap. ## Roles - The customer organisation (housing association / contractor) is the data controller for the personal data it processes in the platform (tenant/resident details captured during surveys, its own staff accounts). - HousingSurvey Pro is the data processor , acting on the controller's documented instructions. The published [Data Processing Agreement](https://housingsurvey.pro/legal/dpa/) governs this relationship, subject to any customer procurement/countersignature process. ## What personal data is processed Category Examples Basis Property & occupancy address, UPRN, tenure; resident-reported damp/mould controller's statutory housing duties Survey evidence photos, readings, surveyor observations, GPS at capture controller instruction Staff/surveyor accounts name, email or tenant username, role, accreditations contract / legitimate interest Audit & security logs who did what, when; sign-in events legal obligation / legitimate interest The platform is designed to minimise resident personal data: it records property condition and evidence, not resident profiles. ## Data subject rights Requests are handled under a documented DSAR procedure: for tenant/property data we act as processor and assist the customer (controller), who owns the request; for account/billing data we are controller and respond directly. The tooling behind each right: - Right of access / portability — full-organisation and subject export. Admins can export an organisation's data in a machine-readable form, including all report versions , not just the latest. The signed ZIP also includes work orders, properties, members, audit/billing data and a photo manifest; the export is audited. - Right to erasure — authorised, audited company-data deletion with a confirmation + cooldown, extending the existing organisation suspend/delete lifecycle. Personal-account deletion, a cancellable organisation-deletion window and automated purge paths are implemented. Erasure is reconciled with the evidence-retention obligation below. - Rectification — because sealed evidence is immutable, corrections are made as a new report version linked to the original (see the versioning model); the original is retained as the contemporaneous record. ## Retention & the evidence tension Housing damp-and-mould evidence may need to be retained for regulatory, ombudsman, or litigation purposes. HousingSurvey Pro reconciles this with erasure by: - keeping sealed evidence immutable and hash-chained for its retention period (set by the controller's schedule); - supporting erasure at the organisation level (offboarding) with audit; - treating corrections as new versions rather than destructive edits. Scheduled janitors enforce configured draft and organisation deletion windows and the EDI artefact retention limit. A customer-admin per-organisation evidence-retention setting remains planned; contractual retention text must not be confused with a shipping per-tenant configuration control. ## Security of processing (Art. 32) Summarised here; full detail in [Security & data architecture](https://housingsurvey.pro/legal/technical/security-architecture/): - encryption in transit (TLS) and at rest (managed); - tenant isolation enforced in server-side security rules; - role baselines plus server-evaluated per-member module levels from None to Module admin; tenant, owner, sealed-record and field-assignment boundaries cannot be overridden; - tamper-evident, hash-chained evidence with a quarantine + audit response; - customer-controlled, advisory-only AI (no shared key; fails closed); - remote logout — an admin can revoke a surveyor's sessions/tokens; - immutable audit events for privileged and destructive actions. ## International transfers & sub-processors Primary hosting and the evidence backup are London (europe-west2) . Subprocessors and any international-transfer position are published in the [Subprocessor Register](https://housingsurvey.pro/legal/subprocessors/). Customer-supplied AI keys mean AI processing occurs under the customer's own provider agreement. ## Breach response Evidence-tamper detections follow a documented internal procedure that mandates disclosure over concealment and preserves original bytes. The DPA commits us to notify controllers without undue delay and assist with UK GDPR Arts.33–34, and a general incident-response plan (severity model, response lifecycle, and the processor/controller breach-notification duties including the ICO 72-hour threshold) is now documented. The tabletop exercise needed to evidence repeatable 72-hour support is still outstanding, so that support is partially implemented , not claimed complete. Status: living document. Export, deletion, the DPA and subprocessor register are implemented/published, and an Art. 30 Record of Processing Activities plus a DSAR-handling procedure are now maintained. The per-organisation evidence-retention control and the incident-response tabletop exercise remain open. [← Back to trust & security handbook](https://housingsurvey.pro/legal/technical/) --- ## Compliance Mapping — UK GDPR · SOC 2 · ISO/IEC 27001 · Cyber Source: https://housingsurvey.pro/legal/technical/compliance-mapping/ [Legal & compliance](https://housingsurvey.pro/legal/) / [Trust & Security Handbook](https://housingsurvey.pro/legal/technical/) / Compliance Mapping — UK GDPR · SOC 2 · ISO/IEC 27001 · Cyber Essentials # Compliance Mapping — UK GDPR · SOC 2 · ISO/IEC 27001 · Cyber Essentials ProSurvey Apps Limited (company no. 17118570) · Trust & Security Handbook Contents - [How to read this](#how-to-read-this) - [Security governance & policies](#security-governance-policies) - [Access control & identity](#access-control-identity) - [Cryptography & data protection](#cryptography-data-protection) - [Integrity & evidential controls](#integrity-evidential-controls) - [Data subject rights & privacy](#data-subject-rights-privacy) - [Operations, resilience & suppliers](#operations-resilience-suppliers) - [Certification and assurance status](#certification-and-assurance-status) Audience: security reviewers, auditors and procurement teams completing a security questionnaire or RFP. Last evidence review: 15 July 2026 . This page maps shipping controls and documented gaps; it does not claim a certification or independent assurance report that HousingSurvey Pro does not hold. ## How to read this - Implemented (✅): built and operating in the production service today. - Partially implemented (🟡): useful control exists, but the stated gap means it is not yet complete across the intended scope. - Planned (⬜): documented intent only; do not rely on it as a control. The status is about HousingSurvey Pro's own control implementation, not certification. Framework references are the [ICO's UK GDPR security guidance](https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/security/a-guide-to-data-security/security-outcomes/), [ICO breach-reporting guidance](https://ico.org.uk/for-organisations/advice-and-services/audits/data-protection-audit-framework/toolkits/personal-data-breach-management/reporting-processes/), [ISO/IEC 27001:2022](https://www.iso.org/standard/27001) and the [AICPA SOC 2 examination guidance](https://www.aicpa-cima.com/cpe-learning/publication/soc-2-reporting-on-an-examination-of-controls-at-a-service-organization-relevant-to-security-availability-processing-integrity-confidentiality-or-privacy). Control identifiers are a practical cross-reference, not an auditor's opinion. ## Security governance & policies Control Frameworks Status Current evidence and limits Information security policy set (ISMS) ISO A.5.1, SOC 2 CC1.1, CC5.3 ✅ A maintained internal ISMS policy set covers information security, access control, incident response, business continuity/DR, data retention and disposal, vendor management, and internal acceptable use. The founder is the accountable owner acting as interim CISO; each policy states the compensating controls used in a one-person company (append-only hash-chained audit, the nightly integrity verifier, and CI gates as an automated second reviewer). Drafted internally, not independently assured, and not a certification. Access-review cadence ISO A.5.18, SOC 2 CC6.2, CC6.3 🟡 A quarterly access-review procedure with a concrete Firebase/Google Cloud checklist (superadmin claims, IAM, per-org membership, overrides, API/SCIM tokens, SSO) is defined. The first documented review cycle has not yet run. Supplier / sub-processor management ISO A.5.19–A.5.22, SOC 2 CC9.2 ✅ A vendor-management policy governs onboarding criteria and at-least-annual review over the maintained, published [Subprocessor Register](https://housingsurvey.pro/legal/subprocessors/), with 30-day customer notice of changes. Risk and gap tracking ISO A.5.7, SOC 2 CC3.1–CC3.4 ✅ An internal gap register records each open item with a severity, owner and status; founder-only actions are mirrored to the internal action list. Available to procurement/auditors on request. ## Access control & identity Control Frameworks Status Current evidence and limits Role baselines and least privilege ISO A.5.15, SOC 2 CC6.1, UK GDPR Art.32 ✅ Eight organisation roles supply backwards-compatible module baselines through a shared, parity-tested evaluator. Live member role/status and effective levels are enforced in callables, Firestore rules, Storage rules and the apps. See [Access Control & Permissions](https://housingsurvey.pro/legal/technical/access-control/). Per-member module overrides ISO A.5.15, SOC 2 CC6.1 ✅ Authorised module administrators can replace a non-owner member's baseline with sparse None/View/Edit/Module-admin levels. The audited callable is the only writer; changes are document-backed and immediate, malformed state fails closed, and the portal shows baseline, override, effective level and scope. Tenant and record scope enforced server-side SOC 2 CC6.1, ISO A.5.15 ✅ Active organisation membership, default-deny Firestore/Storage rules and emulator denial tests enforce the boundary independently of the UI. Storage image paths resolve their survey/work order and retain assignment checks; legacy paths that cannot prove assignment are closed to new writes. Server-only privileged surfaces SOC 2 CC6.1 ✅ Member/role/permission mutations, audit events, API keys, billing, private provider settings and evidence-sealing fields are client-unwritable and changed through authorised server logic. MFA for privileged users ISO A.5.17, SOC 2 CC6.1 🟡 TOTP/passkey enrolment and manager+ application gates exist; platform-superadmin rules/callables require a current second-factor proof. Equivalent server-side step-up enforcement is not yet universal for ordinary manager/org-admin actions. Remote session revocation SOC 2 CC6.1, UK GDPR Art.32 ✅ Organisation admins can revoke a member's refresh tokens; users can sign out all of their own sessions. Both paths are audited. SSO and automated provisioning ISO A.5.16, SOC 2 CC6.1 ✅ Enterprise admins can configure Entra-compatible OIDC/SAML and mint a hashed SCIM bearer token; SCIM joiner/leaver operations enforce tenant scope and seat rules. See SSO setup. Operative least-privilege baseline ISO A.5.15, SOC 2 CC6.1 ✅ The inherited operative baseline is works-only. Record-bearing field modules remain limited to assigned records even when upgraded. An authorised administrator may explicitly grant an administrative/non-record module at organisation scope; the UI labels that as outside the role baseline and the server retains its normal module limits. ## Cryptography & data protection Control Frameworks Status Current evidence and limits Encryption in transit ISO A.8.24, SOC 2 CC6.7, UK GDPR Art.32 ✅ Customer and integration endpoints use managed HTTPS/TLS. Encryption at rest ISO A.8.24, SOC 2 CC6.7, UK GDPR Art.32 ✅ Firestore and Cloud Storage use managed encryption at rest. Password handling UK GDPR Art.32, ISO A.8.24 ✅ Passwords are delegated to Identity Platform and are never stored or logged by application code. Secret and key protection SOC 2 CC6.1, ISO A.8.24 ✅ Platform secrets use managed server-side injection; tenant provider credentials are rules-denied private records; API/SCIM tokens are stored as hashes and displayed once. Production app/client attestation SOC 2 CC6.6 ✅ App Check is enforced on production Firestore, Storage, Identity Toolkit, OAuth, Maps and Places. Web/native clients use reCAPTCHA Enterprise, App Attest or Play Integrity. Nonprod is deliberately monitor-only so it must not be treated as enforcement evidence. Branded authentication email ISO A.5.16, SOC 2 CC6.1 🟡 Branded templates and custom-domain configuration are present. The provider's admin API still reports the custom-domain verification state as incomplete, so custom-domain delivery is not claimed as fully proven. ## Integrity & evidential controls Control Frameworks Status Current evidence and limits Sealed, tamper-evident records ISO A.8.15, SOC 2 CC7.2 ✅ Server-authoritative finalisation, canonical SHA-256 hashes and a per-property chain; client/API rules prevent mutation of sealed content. See [Evidence Integrity](https://housingsurvey.pro/legal/technical/evidence-integrity/). Integrity verification and alerting SOC 2 CC7.2, CC7.3 ✅ The scheduled verifier recomputes chains, records clean runs and raises quarantine metadata, audit events and organisation notifications on mismatches. Change/version history retained ISO A.8.15, UK GDPR Art.5(1)(f) ✅ A correction creates a new sealed version with lineage/version/supersedes fields; prior versions remain retrievable and are included in organisation export. Audit-logged lifecycle transitions ISO A.8.15, SOC 2 CC7.2, CC8.1 ✅ Work-order cancellation, proxy completion, external-summary marking, works attestation and case closure are server-authorised and append immutable, hash-chained audit events with actor/reason. Incident response ISO A.5.24–A.5.26, SOC 2 CC7.4 🟡 A tested evidence-tamper runbook preserves original bytes and prioritises disclosure, and a general incident-response plan (severity model, response lifecycle, and the controller/processor breach duties) is now documented. The general-incident tabletop/exercise has not yet been run. ## Data subject rights & privacy Control Frameworks Status Current evidence and limits Lawful basis and data minimisation UK GDPR Arts.5–6, 25 ✅ The service records property-condition evidence rather than resident profiles; purposes, roles and lawful bases are documented in [Data Protection & GDPR](https://housingsurvey.pro/legal/technical/data-protection/) and the [Privacy Policy](https://housingsurvey.pro/legal/privacy/). Access and portability export UK GDPR Arts.15, 20 ✅ Organisation admins can download a signed ZIP covering all survey versions, work orders, properties, members, audit, billing and a photo manifest; export is audited. Erasure/offboarding with authority and audit UK GDPR Art.17 ✅ Self-service personal-data deletion and cancellable organisation deletion are server-authorised and audited; sealed legal-claims evidence is retained/redacted under the documented exception rather than silently destroyed. Records of processing activities (RoPA) UK GDPR Art.30 ✅ An Art.30 record covering both our processor activities (tenant/property evidence, work orders, customer staff accounts) and our controller activities (account, billing, consent-gated website/product analytics) is maintained internally and provided to controllers/auditors on request. It reflects the real data model, including the optional controller-supplied tenant-contact fields. Maintained internally; not independently assured. Customer Data Processing Agreement UK GDPR Art.28 ✅ The current [DPA](https://housingsurvey.pro/legal/dpa/) is published and covers processor duties, rights assistance, breach notification, deletion/return, subprocessors and technical measures. Legal review/countersignature may still be required for a customer's procurement process. Personal-data breach notification support UK GDPR Arts.33–34 🟡 The DPA commits to notify controllers without undue delay and assist with Arts.33–34, and the incident-response plan documents the processor/controller notification duties and the ICO 72-hour threshold. The exercise needed to evidence repeatable 72-hour support is not yet complete. Retention enforcement and configuration UK GDPR Art.5(1)(e), ISO A.8.10 🟡 Live scheduled janitors enforce configured draft/org deletion windows and a 90-day EDI artefact default while retaining audit/accounting records; the full retention schedule by data class is documented in a Data Retention & Disposal policy. A customer-admin per-organisation evidence-retention control is still planned. ## Operations, resilience & suppliers Control Frameworks Status Current evidence and limits Firestore PITR and scheduled backups ISO A.8.13, SOC 2 A1.2 ✅ Production PITR is enabled with a seven-day version window plus daily backups retained for 98 days. Nonprod has only Firestore's one-hour baseline and no scheduled backup. Firestore recovery testing ISO A.5.30, SOC 2 A1.2 🟡 A nonprod drill recovered changed/deleted documents by point-in-time reads into an isolated database. The production-equivalent PITR bulk export/import and scheduled-backup restore paths have not yet been exercised. Cloud Storage recovery ISO A.8.13, SOC 2 A1.2 ✅ Both evidence buckets have versioning, 14-day soft delete and 30-day noncurrent-version cleanup. Production mirrors nightly to a separate versioned Archive bucket in London; the scheduled 15 July run succeeded. The backup is same-region to preserve UK residency, so it protects bucket/object loss but not a whole-London-region outage. Availability and error monitoring SOC 2 A1.1, CC7.2 🟡 Managed cloud metrics, chain alerts, web performance/error telemetry and native Crashlytics code exist. Native Crashlytics awaits the next store binary, backup-job failure alerting and a published SLO/alert policy remain open. Change management and CI gates SOC 2 CC8.1, ISO A.8.32 ✅ CI runs lint, coverage-gated tests, type/build checks, emulator rules tests and hash-twin parity; production deploys depend on CI and a protected environment. Deployment-environment integrity SOC 2 CC8.1, ISO A.8.32 ✅ Bundle identity assertions and Firebase hosting predeploy hooks block a prod/nonprod asset mix-up even when the raw deploy CLI is used. Subprocessor register and residency disclosure UK GDPR Art.28, ISO A.5.19 ✅ The maintained [Subprocessor Register](https://housingsurvey.pro/legal/subprocessors/) identifies purpose, entity and transfer/residency position. The primary Firestore/Functions/Storage data plane and evidence backup are London-hosted; disclosed ancillary subprocessors may involve international transfers under stated safeguards. Vulnerability management ISO A.8.8, SOC 2 CC7.1 🟡 Automated dependency update workflows and CI checks exist; a formal vulnerability-management policy, remediation SLA and completed independent penetration test remain outstanding. ## Certification and assurance status - UK GDPR: a legal compliance posture, not a certificate. The implemented controls and gaps above are the evidence; customers remain controllers for their own use of the service. - SOC 2: no SOC 2 report has been obtained. A SOC 2 examination is an independent CPA assessment of control design/operation; this mapping is not a substitute. - ISO/IEC 27001:2022: not certified. Control alignment does not equal an accredited certificate or a complete ISMS. - Cyber Essentials: not certified. Technical alignment and roadmap work do not constitute an IASME assessment or certificate. We will use “certified”, “attested” or “SOC 2 report” only when the relevant independent evidence exists and will make it available through the appropriate procurement channel. Status: living control register. Evidence and gaps were checked against the shipping repository and live production/non-production configuration on 15 July 2026. A ✅ records a current control, not a promise that every adjacent governance process is complete. [← Back to trust & security handbook](https://housingsurvey.pro/legal/technical/) --- ## Access Control & Permissions Model | HousingSurvey Pro Source: https://housingsurvey.pro/legal/technical/access-control/ [Legal & compliance](https://housingsurvey.pro/legal/) / [Trust & Security Handbook](https://housingsurvey.pro/legal/technical/) / Access Control & Permissions Model # Access Control & Permissions Model ProSurvey Apps Limited (company no. 17118570) · Trust & Security Handbook Contents - [Identity](#identity) - [Authorisation model](#authorisation-model) - [Role baselines](#role-baselines) - [Granular permissions (implemented)](#granular-permissions-implemented) - [Server-only surfaces](#server-only-surfaces) - [Session & credential lifecycle](#session-credential-lifecycle) - [Auditing](#auditing) Audience: security reviewers, IT admins, procurement. Describes how identity, roles and permissions work in HousingSurvey Pro. This page also serves as the operating reference for the granular permissions model. Remaining gaps are marked planned / in progress . ## Identity Users authenticate through Firebase Auth / Identity Platform. Three sign-in paths, one identity model underneath: - Email + password — office staff, managers, contractors with email. - SSO (Microsoft Entra ID) — self-service OIDC or SAML federation, with SCIM 2.0 joiner/leaver provisioning for Enterprise organisations. - Tenant username/code + passcode — field surveyors and third parties without email. These are provisioned by a tenant admin in the management dashboard ; each maps to a Firebase identity under an internal alias so the same rules, claims and audit apply. Passwords are held by the identity platform, never by the application. Multiple profiles / multi-tenancy: one person may hold accounts in several tenants (e.g. a surveyor working for two housing associations). The mobile app stores multiple tenant-scoped profiles and lets the user switch between them; email accounts can span tenants as multiple memberships. Each session is scoped to exactly one tenant at a time. ## Authorisation model Custom token claims identify the organisation context presented by a signed-in user, but they are not the sole authority for a privileged action. Firestore and Storage rules require an active membership whose current role still matches the claim. Callable functions load the active member document and current role for each request, so archiving a member or changing their role is not deferred until an old token expires. The same checks load the member's server-written memberPermissions/{uid} document. The UI mirrors the resulting access for usable feedback; Firestore rules, Storage rules and callable checks are the enforcement boundaries and deny independently of the UI. ### Role baselines Each organisation role supplies a backwards-compatible default for every permission module. A sparse per-member override may raise or lower that default; removing an override restores the role baseline. The shared evaluator has a parity-tested server copy, and the rules and callable checks evaluate the same levels from live documents. Role Scope System admin (superadmin) Platform operations; current TOTP/passkey proof required; cannot be created by an organisation role or module grant and cannot alter sealed evidence Owner Everything an org admin can, plus the two irreversible actions: ownership transfer and organisation deletion Org admin Full control within one organisation (settings, members, billing) except ownership transfer and org deletion Manager Day-to-day operations: work orders, scheduling, properties, evidence read/export, case notes, member list Coordinator Office staff: raises work orders, schedules visits, keeps case notes; reads evidence and dashboards — no exports, deletions, settings or member changes Finance Billing and invoices only, plus dashboards Viewer Read-only evidence and dashboards Surveyor Field-capture baseline. Evidence, properties, work orders and scheduling remain assignment-scoped even when explicitly upgraded Operative Works-only baseline for assigned remediation and photo capture. Record-bearing modules remain assignment-scoped. Free seat class; may be contractor, subcontractor or landlord staff Contractor is an organisation relationship, not an extra member role. A contractor organisation reaches a landlord's records only through its active grant and the relevant work-order/record scope. ### Granular permissions (implemented) An authorised administrator can tune a non-owner member from None through Module admin for each product area. Module admin is not platform system admin and cannot create owner-only or superadmin authority: - Modules — each dashboard area and app capability is a permissionable unit (Evidence, Properties, Work orders, SOR/rates, Scheduling, Settings, Billing, Reports, etc.). - Levels per module — e.g. none → view → edit → admin . - Assignment — a member gets a role baseline plus optional sparse, per-module overrides. Inherit role removes the stored override. - Scope — surveyor/operative evidence, properties, work orders and scheduling remain limited to assigned records. An explicit grant to an administrative or other non-record module can be organisation-scoped. - Enforcement — the portal and capture app load the effective level only after the live permission document resolves. Firestore rules, Storage rules and callable functions evaluate the live role, override and required scope. - Immediate effect — changes do not wait for a custom-claim refresh. Missing documents inherit the role baseline; malformed documents or read failures fail closed. - Governance — owner permissions are fixed; members cannot change their own permissions; the caller cannot grant above their own effective level; every successful replacement is audit-logged. Storage evidence paths include their survey or work-order id. Rules resolve the linked record before allowing a read or append-only image create, retain the assignment check for field identities, deny direct bundle access, and deny new writes to legacy property-keyed paths that cannot prove assignment. ## Server-only surfaces Some data is never client-writable, even by an org admin — writes happen only through audited server logic: - organisation members / roles / permission overrides , audit events , API keys , billing ; - organisation private secrets (webhook secrets, provider config); - evidence finalisation fields (hashes, chain sequence) — set server-side at sealing, never by a client. ## Session & credential lifecycle - Provisioning: tenant admins mint field logins and invite email users. - Suspension / offboarding: accounts can be suspended or removed with audit. - Remote logout: an admin can revoke a member's refresh tokens; users can revoke all their own sessions. Both server paths are audited. - MFA: TOTP and passkeys are available. Manager+, org-admin and owner roles are gated in the apps, and platform-superadmin rules/callables require a current TOTP/passkey proof. Universal server-side step-up enforcement for ordinary manager/org-admin operations remains in progress. ## Auditing Privileged and destructive actions (member/role changes, deletions, billing, integrity events) are written as immutable audit events , queryable by org admins and retained as evidence. Status: the identity model, role baselines, live per-member module overrides, assignment-aware Firestore/Storage/callable enforcement, remote revocation, SSO and SCIM are implemented and deployed in production and nonproduction. Ordinary manager/org-admin server-side MFA step-up remains the scoped gap described above. [← Back to trust & security handbook](https://housingsurvey.pro/legal/technical/) --- ## Sub-processors & Data Residency | HousingSurvey Pro Source: https://housingsurvey.pro/legal/subprocessors/ [Legal & compliance](https://housingsurvey.pro/legal/) / Sub-processors & Data Residency # Sub-processors & Data Residency Version 1.0 · Effective date: 14 July 2026 · ProSurvey Apps Limited (company no. 17118570), registered in England and Wales. This document is product-accurate and drafted to be thorough, but it is not legal advice . Questions: [contact us](https://housingsurvey.pro/contact/) or email support@prosurvey.app. See also: [Data Processing Agreement](https://housingsurvey.pro/legal/dpa/) · [Privacy Policy](https://housingsurvey.pro/legal/privacy/) · [Trust & Security Handbook](https://housingsurvey.pro/legal/technical/) Contents - [Data residency](#data-residency) - [Core sub-processors](#core-sub-processors) - [Marketing-website analytics and advertising (consent-based)](#marketing-website-analytics-and-advertising-consent-based) - [Customer-keyed AI providers (the Controller's own choice, not ours)](#customer-keyed-ai-providers-the-controllers-own-choice-not-ours) - [External data sources — no personal data sent](#external-data-sources-no-personal-data-sent) - [Changes and notification](#changes-and-notification) This register lists the third parties who process data on our behalf, where that data is held, and — for anything that leaves the UK — the transfer safeguard relied on. ## Data residency All platform data (Firestore database, Cloud Storage, Cloud Functions, and authentication) is stored and processed in the Google Cloud London region (europe-west2) , enforced in our codebase. Static assets (website, portal, app bundles) are code, not customer data, and are distributed via CDN. ## Core sub-processors Sub-processor Role Location / residency Google Cloud / Firebase Core hosting, database, storage, authentication, serverless functions, app attestation UK (europe-west2, London) for the data plane Stripe Card payments and invoicing UK/EU and US-headquartered; card data is out of our scope entirely (Stripe is PCI-DSS certified). Any transfer outside the UK is under Stripe's standard contractual clauses (or equivalent transfer mechanism) Cloudflare CDN, DNS, WAF, Turnstile bot protection Global CDN network, US-headquartered; any transfer outside the UK is under Cloudflare's standard contractual clauses (or equivalent transfer mechanism) Google Workspace (SMTP) Transactional / notification email US-headquartered (Google LLC) / Ireland (Google Ireland Ltd); any transfer outside the UK is under Google's standard contractual clauses (or equivalent transfer mechanism) Ordnance Survey / Google Places Address-to-UPRN resolution and address autocomplete (address strings only — no tenant personal data) Ordnance Survey: UK. Google Places: US-headquartered; any transfer outside the UK is under Google's standard contractual clauses (or equivalent transfer mechanism) EPC register (gov.uk) Energy-performance lookups for a property (address/property identifiers only) UK — a public register Google (AI Studio) — public docs assistant only Powers the public documentation assistant on our website; no Customer or Tenant Personal Data US-headquartered; touches only public marketing/documentation content ## Marketing-website analytics and advertising (consent-based) Set only if you accept our cookie-consent banner — see the Cookie Notice . Provider Purpose Location Meta (Meta Pixel) Advertising and campaign measurement Meta Platforms Ireland Ltd / Meta Platforms, Inc. (US-headquartered); transfer under Meta's standard contractual clauses LinkedIn (Insight Tag) Advertising and campaign measurement LinkedIn Ireland Unlimited Company / LinkedIn Corporation (US-headquartered); transfer under LinkedIn's standard contractual clauses Google (Firebase Analytics / Google Analytics 4) Website usage analytics; also the portal/app's automatic product analytics (no cookie banner in signed-in products) Google Ireland Limited / Google LLC (US-headquartered); transfer under Google's standard contractual clauses Google (Firebase Performance Monitoring) Website and portal loading-speed / technical-performance measurement Google Ireland Limited / Google LLC (US-headquartered); transfer under Google's standard contractual clauses Google (Firebase Crashlytics) Native crash reporting in the mobile apps only Google Ireland Limited / Google LLC (US-headquartered); transfer under Google's standard contractual clauses ## Customer-keyed AI providers (the Controller's own choice, not ours) If a customer enables advisory AI assistance on survey content, that processing runs on the customer's own AI provider account and API key — for example Anthropic, Azure OpenAI, OpenAI, Google, or a compatible endpoint the customer configures. That processing is governed by the customer's own agreement with the provider it chooses, not by any agreement of ours. We store the key server-side only, scope its use strictly to that customer, refuse AI actions on finalized records, and fail closed when no key is configured. This row is listed here for transparency only. Provider type Purpose Engaged when AI provider (Anthropic / Azure OpenAI / OpenAI / Google / BYO endpoint) Advisory survey-content drafting and photo analysis — advisory only, never enters the sealed evidence record automatically The customer adds their own key in Settings → AI Identity provider (Microsoft Entra ID) Single sign-on for the customer's own staff The customer connects SSO on an eligible plan ## External data sources — no personal data sent Some features call public data services keyed on location, not identity ; no resident personal data is transmitted: - Weather normals / current conditions (by coordinates or postcode). - Soil data (by coordinates). - Map tiles (by coordinates). - UK EPC register lookup (by address/postcode, via a server-side key). ## Changes and notification We will give at least 30 days' prior notice of any intended addition or replacement of a sub-processor, by updating this page and, where you have subscribed, notifying your organisation administrators, giving you a reasonable opportunity to object on reasonable data-protection grounds (see the DPA, clause 5.3). ProSurvey Apps Limited · registered in England and Wales, company number 17118570 · HousingSurvey Pro™. ## Changelog - v2.4 (14 July 2026) — Full UK-law B2B SaaS suite drafted (W-E1), published live (W-E2/H-LEGAL-PUBLISH). Supersedes the v1.0 short-form page. --- ## Privacy Policy | HousingSurvey Pro Source: https://housingsurvey.pro/legal/privacy/ [Legal & compliance](https://housingsurvey.pro/legal/) / Privacy Policy # Privacy Policy Version 2.4 · Effective date: 14 July 2026 · ProSurvey Apps Limited (company no. 17118570), registered in England and Wales. This document is product-accurate and drafted to be thorough, but it is not legal advice . Questions: [contact us](https://housingsurvey.pro/contact/) or email support@prosurvey.app. See also: [Terms of Service](https://housingsurvey.pro/legal/terms/) · [Data Processing Agreement](https://housingsurvey.pro/legal/dpa/) · [Acceptable Use Policy](https://housingsurvey.pro/legal/aup/) · [Cookie Notice](https://housingsurvey.pro/legal/cookies/) · [Sub-processors](https://housingsurvey.pro/legal/subprocessors/) Contents - [1. Who we are](#1-who-we-are) - [2. Our two roles — controller and processor](#2-our-two-roles-controller-and-processor) - [3. What we process, why, and our lawful basis](#3-what-we-process-why-and-our-lawful-basis) - [3.1 As controller (account, billing, website)](#31-as-controller-account-billing-website) - [3.2 As processor (evidence / Tenant Personal Data)](#32-as-processor-evidence-tenant-personal-data) - [4. Photographs, location, and resident triage — special care](#4-photographs-location-and-resident-triage-special-care) - [5. Where your data lives — UK residency](#5-where-your-data-lives-uk-residency) - [6. Service providers and subprocessors](#6-service-providers-and-subprocessors) - [6.1 Customer-keyed AI providers](#61-customer-keyed-ai-providers) - [7. Retention](#7-retention) - [8. Security](#8-security) - [9. Your rights](#9-your-rights) - [10. Cookies and similar technologies](#10-cookies-and-similar-technologies) - [11. Children](#11-children) - [12. Changes](#12-changes) ## 1. Who we are HousingSurvey Pro™ is operated by ProSurvey Apps Limited ("we", "us", "our"), a company registered in England and Wales, company number 17118570 . For any privacy question, or to exercise your rights, use our [contact form](https://housingsurvey.pro/contact/) or email our support address (published on our website). Our company registration record, including our registered office, is publicly searchable on the UK Companies House register under company number 17118570 . We respond within one calendar month. We have not designated a separate named Data Protection Officer: UK GDPR does not require one for a business of our size and processing profile. Privacy enquiries and data-subject requests should be directed to the contact channels above, which we treat as our data-protection contact point. ## 2. Our two roles — controller and processor We act in two distinct capacities , and it matters which one applies to a given piece of data: - Processor — for Tenant/property evidence data captured by our customers (housing associations, councils, and their contractors) and their Authorised Users. Here the customer organisation is the data controller and we are its processor , acting on its documented instructions under our [Data Processing Agreement](https://housingsurvey.pro/legal/dpa/) . If you are a resident, occupier or other individual whose data appears in a survey, the housing organisation is your controller — please direct requests to them first (see clause 9). - Controller — for account, billing, support, marketing and website data — the data we need to run our business, provide the Service to our customers, communicate about our own products and operate our website. ## 3. What we process, why, and our lawful basis ### 3.1 As controller (account, billing, website) Data Purpose Lawful basis (UK GDPR Art. 6) Account data — name, work email, organisation, role Authentication, access control, providing the Service, support Contract (Art. 6(1)(b)) Product and subscription data — HousingSurvey Pro surface used, account and customer identifiers, platform, subscription/seat or trial status and relevant dates Subscription administration; onboarding and product support; understanding whether a user or organisation has subscribed. HousingSurvey Pro billing is managed through Stripe; it does not use RevenueCat Contract (where necessary to provide the Service); legitimate interests (service administration and support) Authentication data — password hashes, passkey (WebAuthn) public keys, TOTP secrets, App Check tokens Securing accounts; two-factor authentication Legitimate interests (security) (Art. 6(1)(f)) Billing data — customer and subscription identifiers, invoice/PO details, payment terms Subscription and invoice management. Card details are handled by Stripe and never touch our systems. Contract; legal obligation (accounting) Support correspondence and contact-form submissions Responding to you; sales/procurement enquiries; spam review and audit Legitimate interests Product follow-up and direct-marketing records — limited account, business-contact, product-usage and subscription-status data, campaign history, opt-outs and suppression records Offer onboarding or subscription help, ask for feedback, and, where the law permits, explain our own similar products and subscription options; ensure that we respect opt-outs Legitimate interests (supporting users and developing and promoting our services), or consent where legally required Website security (minimal) Bot protection (Cloudflare Turnstile), security, service integrity Legitimate interests Marketing/advertising cookies — Meta Pixel (Meta) and LinkedIn Insight Tag (LinkedIn) Advertising and campaign measurement — understand which marketing brought a visitor to our site. Set only if you accept our cookie-consent banner — see clause 10 and [Cookie Notice](https://housingsurvey.pro/legal/cookies/) Consent (Art. 6(1)(a)) Website analytics — Firebase Analytics / Google Analytics 4 (Google) Understand website usage and improve the website; also carries a structured technical-error signal (no personal data — see clause 10). Set only if you accept our cookie-consent banner , and only once enabled — see clause 10 and [Cookie Notice](https://housingsurvey.pro/legal/cookies/) Consent (Art. 6(1)(a)) Website performance monitoring — Firebase Performance Monitoring (Google) Measure website loading speed and technical performance. Set only if you accept our cookie-consent banner , and only once enabled — see clause 10 and [Cookie Notice](https://housingsurvey.pro/legal/cookies/) Consent (Art. 6(1)(a)) Portal/app usage analytics — Firebase Analytics / Google Analytics 4 (Google) Understand product usage and improve the portal/apps; also carries a structured technical-error signal. Collected automatically (anonymised page/screen views and key actions only; never your Evidence or organisation data) — see clause 10 Legitimate interests (Art. 6(1)(f)) Mobile app crash reporting — Firebase Crashlytics (Google) Native crash reports (stack trace, device/OS info, app version) to diagnose and fix app crashes. Not linked to your account identity. Collected automatically , no opt-in toggle — see clause 10 Legitimate interests (Art. 6(1)(f)) Audit data (who did what, when, in the Service) Evidence integrity, security, fraud prevention Contract / legitimate interests Product follow-up and direct marketing We may use the limited controller-side HousingSurvey Pro product, account, contact and subscription information described above to identify people or organisations who have expressed interest in, registered for or used the Service but have not started a paid subscription, or whose trial or subscription has ended. We may contact them to offer help, ask for feedback, or explain our own similar products and subscription options. We never use Tenant Personal Data, resident-triage answers, Evidence, survey photographs or survey notes for this purpose. RevenueCat subscription data from DampApp Pro or PropertySurvey Pro is governed by the separate mobile-products privacy policy at [prosurvey.app/privacy](https://prosurvey.app/privacy/) , not this policy. Simply installing an app or creating an account does not by itself amount to consent to electronic marketing. We send email, text, telephone or similar direct marketing only where permitted by applicable law — for example, with consent, under the limited PECR products-and-services "soft opt-in" where every requirement is met, or under the rules applicable to corporate subscribers and business contacts. Every marketing communication will identify us and provide a simple way to opt out. Before relying on legitimate interests for marketing processing, we assess and document whether our interests are overridden by the individual's rights; where consent is legally required, we rely on consent instead. ### 3.2 As processor (evidence / Tenant Personal Data) We process the following on our customers' behalf, on their instructions, under the DPA. The customer is the controller and determines the lawful basis (typically a legal obligation or legitimate interests relating to housing standards): Data Notes Property data — addresses, UPRNs, EPC data Address strings sent to address/EPC lookups (see subprocessors) Environmental readings and observations Temperature, humidity, condition notes, HHSRS/IAQ inputs Photographs of homes Special care — see clause 4 Inspection GPS fix Special care — see clause 4 Surveyor and Authorised-User identifiers Who captured/edited a record; sealed with it Work orders, deadlines, statutory-stage timestamps Awaab's Law tracking data Case-intake and resident-preference data Reason for inspection, HMO/room, occupant counts, pets, best contact method, report-delivery preference, preferred language (recorded only — we do not translate) Resident vulnerability/safeguarding triage answers — OPTIONAL, special category Special care — see clause 4. Only collected where the customer organisation has switched this feature on; every question is optional and "prefer not to say" is always available Records are designed to describe properties, not people. Customers are contractually required (see the Terms and DPA) not to enter tenant personal data, and never special-category data, into free-text or evidence fields, and to minimise any personal data they do enter — the ONE structured exception is the optional resident-triage feature described in clause 4, which exists precisely so that health/vulnerability information a customer needs for safe, informed case handling isn't instead typed into an unstructured, unprotected free-text field. ## 4. Photographs, location, and resident triage — special care Photographs of homes, a precise GPS fix , and (where enabled) resident vulnerability/safeguarding triage answers can be sensitive. Accordingly: - Photographs are captured to evidence property condition and are content- hashed and sealed with the Evidence Record. They should show building fabric/conditions, not identifiable individuals; customers instruct their surveyors accordingly. - Location is captured only when a surveyor deliberately captures a GPS fix during an inspection, to geo-stamp the record at the point of capture. There is no background tracking, no movement history, and no advertising use. - Resident vulnerability/safeguarding triage is an OPTIONAL feature a customer organisation switches on for itself (off leaves it entirely unavailable). Where enabled, it lets office staff and surveyors record — with the resident's or a household member's input, or a surveyor's own observation, always noting who answered — whether anyone in the household has a respiratory/cardiac condition, is immunocompromised, whether there are children under 5, elderly/mobility needs, and any safeguarding concern the customer's own safeguarding process should be aware of. Every question is optional and "prefer not to say" is always a complete, first-class answer — nobody is required to disclose anything. This is special-category data under Art. 9 UK GDPR; the customer organisation is the controller and is responsible for its own lawful basis for enabling and using the feature (our understanding, not legal advice, is summarised in the [DPA](https://housingsurvey.pro/legal/dpa/), Annex 1). We restrict who can see these answers within the customer's own organisation — only manager-level- or-above staff and the specific surveyor/operative assigned to that case, never an organisation-wide viewer or coordinator role — enforced server-side and independently tested, excluded from bulk data exports and API access unless the requester holds that same access level, and never written to our own operational logs. The answers may, honestly, SUGGEST that a case be treated as more urgent (for example, a reported respiratory condition alongside a damp/mould hazard) — this is always a suggestion shown with its reasoning for a manager to review and confirm, never an automatic decision . As processor, we hold this data for the controlling organisation; requests about it should go to that organisation (clause 9). ## 5. Where your data lives — UK residency All platform data (Firestore database, Cloud Storage, Cloud Functions, and authentication) is stored and processed in the Google Cloud London region (europe-west2) . Region pinning is enforced in our codebase. Website and portal static assets are code, not customer data, and are served via CDN. International transfers are limited to what our subprocessors necessarily involve (clause 6); where any transfer outside the UK occurs, it is made under an appropriate safeguard (for example, the UK IDTA/Addendum to the EU Standard Contractual Clauses, or an adequacy decision), as set out per subprocessor on the [subprocessors page](https://housingsurvey.pro/legal/subprocessors/). Marketing/advertising cookies, analytics and diagnostics specifically (clause 10, [Cookie Notice](https://housingsurvey.pro/legal/cookies/)): Meta Pixel (Meta Platforms Ireland Ltd / Meta Platforms, Inc., both US-headquartered), LinkedIn Insight Tag (LinkedIn Ireland Unlimited Company / LinkedIn Corporation, US-headquartered), Firebase Analytics / Google Analytics 4 , Firebase Performance Monitoring and Firebase Crashlytics (each Google Ireland Limited / Google LLC, US-headquartered) each involve a transfer of the relevant data outside the UK when set. The website trackers (Meta Pixel, LinkedIn Insight Tag, Firebase Analytics, Firebase Performance Monitoring) load only if you accept our cookie-consent banner . The portal/app analytics and technical-error reporting, and the mobile apps' Crashlytics crash reporting, are automatic in our signed-in products (legitimate interests — see clauses 3.1 and 10; anonymised usage/diagnostic data only, never your Evidence or organisation data). Each provider relies on its own standard contractual clauses (or equivalent transfer mechanism) as data importer. ## 6. Service providers and subprocessors We use the following providers. Some process Customer Data as our subprocessors; others process only the controller-side business data described in clause 3.1. AI providers used for survey-content assistance are the customer's own — see clause 6.1. Subprocessor Purpose Data / notes Google Cloud / Firebase Hosting, database (Firestore), storage, authentication, Cloud Functions Core data plane — pinned to europe-west2 (London) Stripe Card payments and invoicing Payment card data handled by Stripe (PCI-DSS); we store only customer/subscription identifiers Cloudflare CDN, DNS, WAF, and Turnstile bot-protection on website forms Turnstile processes a challenge token/IP for bot detection; minimal, security purpose Google Workspace (SMTP relay) Sending transactional and notification email (e.g. from a no-reply platform address) Email metadata and content of platform emails Ordnance Survey / Google Places Address-to-UPRN resolution and address autocomplete Address strings only — no tenant personal data EPC register (gov.uk) Energy-performance lookups for a property Address/property identifiers only; a public register Google (AI Studio) — public docs assistant only Powers the public documentation assistant on our website Only public marketing/documentation content — never Customer Data, Tenant Personal Data, or an auth token Meta (Meta Pixel) Advertising and campaign measurement on the marketing website Consent-based — set only if you accept our cookie-consent banner; see clause 10 and [Cookie Notice](https://housingsurvey.pro/legal/cookies/) LinkedIn (Insight Tag) Advertising and campaign measurement on the marketing website Consent-based — set only if you accept our cookie-consent banner; see clause 10 and [Cookie Notice](https://housingsurvey.pro/legal/cookies/) Google (Firebase Analytics / Google Analytics 4) Website usage analytics (marketing website) and product usage analytics (portal/apps); also carries a structured technical-error signal on each surface Website: consent-based — set only if you accept our cookie-consent banner. Portal/apps: automatic (legitimate interests, no cookie banner or toggle in a signed-in app); see clause 10 and [Cookie Notice](https://housingsurvey.pro/legal/cookies/) Google (Firebase Performance Monitoring) Website loading-speed and technical-performance measurement (marketing website and portal) Website: consent-based — set only if you accept our cookie-consent banner. Portal: automatic (legitimate interests); timings and request URLs only, no page content; see clause 10 and [Cookie Notice](https://housingsurvey.pro/legal/cookies/) Google (Firebase Crashlytics) Native crash reporting in the mobile apps Automatic (legitimate interests) — stack trace, device/OS info, app version; not linked to your account identity; see clause 10 and [Cookie Notice](https://housingsurvey.pro/legal/cookies/) Contracted marketing, communications and user-support specialists Carry out the limited product follow-up described in clause 3.1 solely on our behalf and documented instructions Name, business or personal contact details, app/account identifiers, product used, and subscription/trial status and dates only. No Customer Data, Tenant Personal Data, Evidence, property data, photographs, notes or resident-triage answers. They are bound by confidentiality, security, purpose limitation and deletion/return obligations; they may not sell or independently use the data We do not sell personal data. A contracted specialist receives only the minimum controller-side information needed for the assigned work, must act only on our instructions, and may not use it for their own purposes. We remain responsible for this processing. ### 6.1 Customer-keyed AI providers If a customer enables advisory AI assistance on survey content, that processing runs on the customer's own AI provider account and API key (for example, Anthropic, Azure OpenAI, OpenAI, Google, or a compatible endpoint the customer configures). The customer's relationship with that AI provider — including the data-processing agreement — is the customer's own. We store the customer's key server-side only, scope its use strictly to that customer, refuse AI actions on finalized records, and fail closed when no key is configured. AI output is advisory and never enters the sealed evidential record automatically. We give notice of material subprocessor changes as set out in the [Data Processing Agreement](https://housingsurvey.pro/legal/dpa/) . The current, up-to-date list is also published on the [subprocessors page](https://housingsurvey.pro/legal/subprocessors/). ## 7. Retention - Finalized Evidence Records are intentionally tamper-evident : no client or API path can edit or delete them, and any change to a sealed record by any means breaks its cryptographic hash chain and is detected automatically. They are retained for the period the controlling organisation sets (default reflects housing-disrepair limitation periods, commonly six years or longer). We do not claim a finalized record can never be altered at the infrastructure layer; we claim any such change cannot be made undetectably (see the [Terms of Service](https://housingsurvey.pro/legal/terms/), clause 2.4). - Draft records can be soft-deleted with an audit trail. Soft-deleted drafts leave an audit tombstone ; their heavy payload and photos are purged by an automated janitor after a retention window (default around 30 days), while the tombstone/audit record is kept. - Deleted organisations are purged by an automated sweep after their deletion window (self-service organisation deletion: a 90-day cancellable window; superadmin-initiated deletion: a shorter documented cool-down), subject to records we must legally keep. - Audit logs are retained with the evidence they protect. - Account personal data is deleted within 90 days of account closure. - Accounting/billing records are retained for six years to meet UK accounting-retention requirements, after which they are removed. - Marketing/follow-up working lists held by a contractor are limited to the relevant campaign or contract and must be securely deleted or returned when no longer required. We periodically review our own follow-up records and keep them only while relevant and lawful. If someone opts out or objects, we may retain a minimal suppression record for as long as needed to ensure we do not contact them again for direct marketing. - EDI/export artefacts are retained on a rolling window (default around 90 days). - Case-intake data and resident-triage answers (where enabled) live on the operational case record, not inside any tamper-evident Evidence Record — they are editable and deletable at any time by the controlling organisation's authorised staff (a dedicated delete action exists for triage answers specifically), and are removed automatically when the organisation or the underlying case is deleted. They are included in the organisation's self-service data export (clause 9) whenever the exporting administrator holds the same manager-or-above access the answers themselves require. Where UK GDPR erasure rights are engaged for personal data inside Evidence Records, we work with the controller, noting the Article 17(3)(e) exemption (retention for the establishment, exercise or defence of legal claims). ## 8. Security TLS in transit and encryption at rest throughout; default-deny access rules with per-organisation isolation; server-authoritative finalization with cryptographic hash chains and append-only audit logs; app attestation (App Check); two-factor authentication (TOTP or passkey); credentials and API keys stored only as salted hashes. We describe our full posture, honestly, on our website's security page. We do not currently hold SOC 2, ISO/IEC 27001 or Cyber Essentials certification ; we operate to those control frameworks and are working towards certification. We make no certification claim unless and until certified. ## 9. Your rights Under UK GDPR and the Data Protection Act 2018 you may request access, rectification, erasure, restriction, portability, or object to processing. Your right to object to use of your personal data for direct marketing is absolute . Use the unsubscribe or opt-out method in the communication, tell the person contacting you, use our [contact form](https://housingsurvey.pro/contact/), or email support. We will stop using your information for direct marketing and place only the minimum details on our suppression list. Where we rely on consent, you may also withdraw that consent at any time. - For evidence/tenant data (where we are processor): contact the housing organisation that holds the record — it is your controller. We support that organisation with real, self-service tools: an org-administrator can export all of an organisation's data (as a signed ZIP) and can request full organisation deletion, both without needing a support ticket. - For account, billing and website data (where we are controller): contact us using the details in clause 1. Any user can delete their own account self-service; their personal data on membership records is redacted, while Evidence Records survive under an opaque identifier (Art. 17(3)(e)). You have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk . We would appreciate the chance to resolve your concern first. ## 10. Cookies and similar technologies We set no advertising or analytics cookies without your consent . Our website uses a cookie-consent banner: strictly-necessary storage — for example authentication/session storage in the portal and app, App Check attestation tokens, and Cloudflare Turnstile for bot protection on forms — is always on, but marketing/advertising and analytics cookies load only if you accept , and you can withdraw that consent at any time via "Manage cookies" in the website footer. The website is configured to set four technologies on consent: Meta Pixel , LinkedIn Insight Tag (advertising and campaign measurement), Firebase Analytics / Google Analytics 4 (website usage analytics plus a structured technical-error signal — unhandled page/script errors, no personal data — when enabled) and Firebase Performance Monitoring (website loading-speed and technical-performance measurement, when enabled) — see clause 6 and the international transfer note in clause 5. Separately, our portal and mobile apps (signed-in products, where there is no cookie banner) use Firebase Analytics / Google Analytics 4 automatically , to understand product usage — anonymised page/screen views and key actions only, plus the same structured technical-error signal; the portal also uses Firebase Performance Monitoring automatically. There is no opt-in toggle; none of it ever collects your Evidence or organisation data. Our mobile apps additionally use Firebase Crashlytics automatically for native crash reporting — stack trace, device/OS information and app version when the app crashes, not linked to your account identity (we make no setUserId call). Crashlytics exists only in the mobile apps; it has no web equivalent, which is why the website and portal use the performance-monitoring and error-signal tools above instead. We rely on legitimate interests (Art. 6(1)(f)) as the lawful basis for this automatic analytics, error, performance and crash reporting in the signed-in products. If you would prefer we not process this diagnostic/analytics data about your organisation's use of the portal or app, contact support and we will consider a technical opt-out. The [Cookie Notice](https://housingsurvey.pro/legal/cookies/) is the authoritative, up-to-date detail for this clause and will be updated first if any of this changes. ## 11. Children The Service is a B2B tool for housing professionals and is not directed at children. We do not knowingly collect personal data about children through our own controller-side processing. ## 12. Changes We post changes here with a new version number and effective date. Material changes affecting organisations are notified to organisation administrators. ProSurvey Apps Limited · registered in England and Wales, company number 17118570 · HousingSurvey Pro™. ## Changelog - v2.4 (14 July 2026) — Full UK-law B2B SaaS suite drafted (W-E1), published live (W-E2/H-LEGAL-PUBLISH). Supersedes the v1.0 short-form page. --- ## Data Processing Agreement | HousingSurvey Pro Source: https://housingsurvey.pro/legal/dpa/ [Legal & compliance](https://housingsurvey.pro/legal/) / Data Processing Agreement # Data Processing Agreement Version 2.4 · Effective date: 14 July 2026 · ProSurvey Apps Limited (company no. 17118570), registered in England and Wales. This document is product-accurate and drafted to be thorough, but it is not legal advice . Questions: [contact us](https://housingsurvey.pro/contact/) or email support@prosurvey.app. See also: [Terms of Service](https://housingsurvey.pro/legal/terms/) · [Privacy Policy](https://housingsurvey.pro/legal/privacy/) · [Acceptable Use Policy](https://housingsurvey.pro/legal/aup/) · [Cookie Notice](https://housingsurvey.pro/legal/cookies/) · [Sub-processors](https://housingsurvey.pro/legal/subprocessors/) Contents - [1. Roles and scope](#1-roles-and-scope) - [2. Processing on documented instructions](#2-processing-on-documented-instructions) - [3. Confidentiality](#3-confidentiality) - [4. Security (technical and organisational measures)](#4-security-technical-and-organisational-measures) - [5. Sub-processors](#5-sub-processors) - [6. Data-subject rights](#6-data-subject-rights) - [7. Assistance with obligations](#7-assistance-with-obligations) - [8. Personal-data breaches](#8-personal-data-breaches) - [9. Deletion or return](#9-deletion-or-return) - [10. Audits and information](#10-audits-and-information) - [11. International transfers](#11-international-transfers) - [12. Liability](#12-liability) - [13. Precedence and general](#13-precedence-and-general) - [Annex 1 — Description of processing](#annex-1-description-of-processing) - [Annex 2 — Technical and organisational measures (drawn from the real security posture)](#annex-2-technical-and-organisational-measures-drawn-from-the-real-security-posture) - [Annex 3 — Sub-processors](#annex-3-sub-processors) This Data Processing Agreement forms part of the agreement (the " Agreement ", i.e. the Terms of Service) between ProSurvey Apps Limited (company number 17118570, England and Wales) (" Processor ", " we ", " us ") and the customer organisation (" Controller ", " you ") for the HousingSurvey Pro Service. It governs our processing of Tenant Personal Data and any other personal data we process on your behalf . Where we process personal data as a controller (account, billing, website data), our Privacy Policy applies instead. Terms defined in the Terms of Service have the same meaning here. " UK Data Protection Law " means the UK GDPR, the Data Protection Act 2018, and any successor or related legislation, as amended. ## 1. Roles and scope 1.1 You are the controller and we are the processor in respect of the personal data described in Annex 1 . Where you are yourself a processor for a further controller (for example, a contractor acting for a landlord), you appoint us as your sub-processor and warrant you have authority to do so. 1.2 We process personal data only for the purpose of providing the Service and only as described in this DPA and Annex 1. ## 2. Processing on documented instructions 2.1 We process personal data only on your documented instructions , including those in the Agreement, this DPA, your configuration and use of the Service, and any further written instructions you give — unless required to do otherwise by law (in which case we will inform you, unless legally prohibited). 2.2 We will inform you if, in our opinion, an instruction infringes UK Data Protection Law. We are not obliged to act on an instruction that would. ## 3. Confidentiality We ensure that personnel authorised to process personal data are bound by appropriate confidentiality obligations and access personal data only as needed to perform the Service. ## 4. Security (technical and organisational measures) We implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk, taking into account the state of the art, costs, and the nature, scope, context and purposes of processing. Our measures are set out in Annex 2 and are kept under review. We do not currently hold SOC 2, ISO/IEC 27001 or Cyber Essentials certification; we operate to those frameworks and are working towards certification. ## 5. Sub-processors 5.1 You provide general authorisation for us to engage the sub-processors listed in Annex 3 for the processing described. 5.2 We impose data-protection obligations on each sub-processor that are, in substance, no less protective than those in this DPA, and remain responsible to you for each sub-processor's performance. 5.3 We will give you at least 30 days' prior notice of any intended addition or replacement of a sub-processor (by updating the [subprocessors page](https://housingsurvey.pro/legal/subprocessors/) and, where you have subscribed, notifying your organisation administrators), giving you a reasonable opportunity to object on reasonable data-protection grounds . If we cannot resolve a reasonable objection, you may terminate the affected Service as your sole remedy. ## 6. Data-subject rights Taking into account the nature of the processing, we assist you by appropriate technical and organisational measures — including the Service's self-service export and deletion tools — to fulfil your obligation to respond to data-subject requests (access, rectification, erasure, restriction, portability, objection). If we receive a request directly, we will not respond to it ourselves (except to direct the individual to you) and will pass it to you promptly. ## 7. Assistance with obligations We assist you, taking into account the nature of processing and the information available to us, with: security of processing (Art. 32); personal-data-breach notification and communication (Arts. 33–34); data-protection impact assessments (Art. 35); and prior consultation (Art. 36). ## 8. Personal-data breaches We notify you without undue delay after becoming aware of a personal-data breach affecting personal data we process for you, and provide the information you reasonably need to meet your own notification obligations. ## 9. Deletion or return On termination of the Service, and at your choice, we delete or return the personal data we process for you and delete existing copies, unless UK Data Protection Law (or another law to which we are subject) requires storage. The Service provides self-service export (for return) throughout the term and for the post-termination export window, and self-service/scheduled deletion , as described in the [Terms of Service](https://housingsurvey.pro/legal/terms/) (clause 10.4) and [Privacy Policy](https://housingsurvey.pro/legal/privacy/) (clause 7). Retention of audit and accounting records, and of tamper-evident evidence for its configured retention period, is as described there. ## 10. Audits and information We make available to you the information reasonably necessary to demonstrate compliance with Article 28, and allow for and contribute to audits, including inspections, conducted by you or an auditor you mandate. We may satisfy this by providing our security documentation, security-questionnaire responses, and (once obtained) certification/attestation reports, and by reasonable, scoped, confidential audits at reasonable frequency and cost. Our default position is documentation-first (security documentation and questionnaire responses, supplemented by certification/attestation reports once obtained), with a scoped on-site or remote audit step available for cause, on reasonable notice. ## 11. International transfers We process the data plane in the UK (europe-west2, London). Any transfer of personal data outside the UK arising from a sub-processor is made under an appropriate transfer mechanism — that sub-processor's UK IDTA/Addendum to the EU Standard Contractual Clauses (or equivalent), or an applicable adequacy decision, as set out per sub-processor in Annex 3 and on the [subprocessors page](https://housingsurvey.pro/legal/subprocessors/). We will not transfer personal data outside the UK other than as described there without an appropriate safeguard. ## 12. Liability Liability under this DPA is subject to the limitations and exclusions in the Agreement ( [Terms of Service](https://housingsurvey.pro/legal/terms/) , clause 12), except to the extent UK Data Protection Law requires otherwise. ## 13. Precedence and general 13.1 In the event of conflict between this DPA and the rest of the Agreement on a data-protection matter, this DPA prevails. 13.2 This DPA is governed by the law of England and Wales , consistent with the Agreement. ## Annex 1 — Description of processing Item Detail Subject matter Provision of the HousingSurvey Pro damp & mould evidence platform Duration The term of the Agreement, plus the post-termination export/retention windows described in the Terms and Privacy Policy Nature and purpose Capture, storage, hash-chaining, transmission and export of property-condition evidence and related work-management data, on the Controller's behalf Types of personal data Property addresses/UPRNs; environmental readings and observations; photographs of properties; inspection GPS coordinates; surveyor/Authorised-User identifiers; work-order and statutory-deadline data; case-intake and resident-preference data (reason for inspection, HMO/occupant/pet details, contact and report-delivery preferences, preferred language). The Service is designed to describe properties, not people ; the Controller is required not to enter special-category data into free-text or evidence fields, and to minimise personal data generally, other than through the structured resident-triage feature described below Categories of data subjects Residents/occupiers and other individuals connected to a property (only to the extent the Controller enters such data); the Controller's own staff and contractors (as Authorised Users) Special-category data Only through the OPTIONAL resident vulnerability/safeguarding triage feature (org-configurable, off by default at the Controller's discretion — see clause below and docs/design/RESIDENT-TRIAGE.md ): health-related data (respiratory/cardiac conditions, immunocompromised status), the presence of children under 5, elderly/mobility needs, and safeguarding flags. The Controller decides whether to enable this feature; where enabled, the Controller remains responsible for identifying its own lawful basis under Art. 9 for its own use of the feature (typically Art. 9(2)(g), substantial public interest — safeguarding of children and of individuals at risk, and/or reasons of substantial public interest in the equitable treatment of individuals, as recognised for regulated housing bodies under Schedule 1 of the Data Protection Act 2018) — this is our good-faith understanding, not legal advice, and the Controller should take its own advice before enabling the feature. Every question is optional and "prefer not to say" is always available to the data subject; the record captures who provided the answer. Any other special-category data (e.g. entered into free-text or evidence fields) is not to be processed — the Controller undertakes not to enter it there Frequency Continuous, for the duration of the Service ## Annex 2 — Technical and organisational measures (drawn from the real security posture) - UK data residency: Firestore, Cloud Storage, Cloud Functions and authentication pinned to Google Cloud europe-west2 (London) , enforced in code. - Access control: default-deny Firestore/Storage rules; per-organisation isolation; role-based access (owner/org-admin/manager/coordinator/finance/ viewer/surveyor); contractor access only via explicit landlord grants; server-side custom claims minted only by controlled functions; SSO/SCIM on eligible plans. - Field-level access for special-category data: where a Controller enables the optional resident-triage feature (Annex 1), those answers are held in a separate access-controlled record, readable only by the Controller's own manager-or-above roles and the specific surveyor/operative assigned to that case — never by the Controller's org-wide viewer/ coordinator roles — enforced server-side, independently tested, and excluded from bulk data exports/API responses unless the requester holds the same access level. Answer values are never written to our operational (Cloud Logging) logs. - Authentication: TOTP and phishing-resistant WebAuthn passkeys are available and required by the apps for relevant roles; platform-superadmin rules/callables verify current second-factor proof server-side. Equivalent server-side step-up is not yet universal for ordinary manager/org-admin actions. Passwords are held by Identity Platform; high-entropy API/SCIM bearer tokens are stored only as SHA-256 digests and shown once. - Evidence integrity: server-authoritative finalization (timestamp set by a function, never a device clock); per-property SHA-256 hash chaining with a nightly integrity verifier that flags (never alters) mismatches and raises audit/notification events; append-only, hash-chained audit log per organisation; signed evidence bundles independently verifiable by a third party. - Encryption: TLS in transit; encryption at rest (managed by the cloud platform) throughout. - Application security: app attestation (App Check); upload restrictions (images only, size-capped) enforced by Storage rules; signed webhooks (HMAC-SHA256); rate-limited, audited API access. - Per-tenant AI isolation: survey-content AI runs only on the Controller's own key, scoped strictly to that Controller; no shared platform AI account; refused on finalized records; fails closed when unconfigured. - Logging and monitoring: Cloud logging on functions; append-only audit trail; nightly chain-verification run records. - Backups/continuity: production Firestore has seven-day point-in-time recovery (PITR) plus daily backups retained for 98 days. Evidence Storage has object versioning, 14-day soft delete and a nightly mirror to a separate versioned Archive bucket in London. The same-region backup protects object/ bucket loss while preserving UK residency, but does not cover a whole-London- region outage. See the [compliance mapping](https://housingsurvey.pro/legal/technical/compliance-mapping/) for current recovery-test gaps. These controls are separate from the cryptographic integrity guarantee, which does not depend on backups. This annex reflects our current engineered security posture and is kept under review as controls land. We do not represent an in-progress control as complete, and we add no certification claim until one is actually held. ## Annex 3 — Sub-processors Sub-processor Role Location / residency Google Cloud / Firebase Core hosting, database, storage, auth, functions UK (europe-west2, London) for the data plane Stripe Payments and invoicing UK/EU and US-headquartered; card data is out of our scope entirely (Stripe is PCI-DSS certified). Any transfer outside the UK is under Stripe's standard contractual clauses (or equivalent transfer mechanism) Cloudflare CDN, DNS, WAF, Turnstile bot protection Global CDN network, US-headquartered; any transfer outside the UK is under Cloudflare's standard contractual clauses (or equivalent transfer mechanism) Google Workspace (SMTP) Transactional/notification email US-headquartered (Google LLC) / Ireland (Google Ireland Ltd); any transfer outside the UK is under Google's standard contractual clauses (or equivalent transfer mechanism) Ordnance Survey / Google Places Address lookup (address strings only) Ordnance Survey: UK. Google Places: US-headquartered; any transfer outside the UK is under Google's standard contractual clauses (or equivalent transfer mechanism) EPC register (gov.uk) Public energy-performance lookup UK Google (AI Studio) — public docs assistant only Public website documentation assistant; no Customer/Tenant data US-headquartered; touches only public marketing/documentation content, never personal data Customer-keyed AI providers (Anthropic / Azure OpenAI / OpenAI / Google / BYO endpoint) Advisory survey-content AI — the Controller's own account and DPA Determined by the Controller's arrangement with its chosen provider — this is a sub-processor of the Controller's own choosing, not ours, listed here for transparency The full, current version of this table — kept up to date as sub-processors change — is published on the [subprocessors page](https://housingsurvey.pro/legal/subprocessors/), which this Annex 3 mirrors. ProSurvey Apps Limited · registered in England and Wales, company number 17118570 · HousingSurvey Pro™. ## Changelog - v2.4 (14 July 2026) — Full UK-law B2B SaaS suite drafted (W-E1), published live (W-E2/H-LEGAL-PUBLISH). Supersedes the v1.0 short-form page. --- ## Cookie Notice | HousingSurvey Pro Source: https://housingsurvey.pro/legal/cookies/ [Legal & compliance](https://housingsurvey.pro/legal/) / Cookie Notice # Cookie Notice Version 2.4 · Effective date: 14 July 2026 · ProSurvey Apps Limited (company no. 17118570), registered in England and Wales. This document is product-accurate and drafted to be thorough, but it is not legal advice . Questions: [contact us](https://housingsurvey.pro/contact/) or email support@prosurvey.app. See also: [Terms of Service](https://housingsurvey.pro/legal/terms/) · [Privacy Policy](https://housingsurvey.pro/legal/privacy/) · [Data Processing Agreement](https://housingsurvey.pro/legal/dpa/) · [Acceptable Use Policy](https://housingsurvey.pro/legal/aup/) · [Sub-processors](https://housingsurvey.pro/legal/subprocessors/) Contents - [Our approach](#our-approach) - [What we use — strictly necessary (always on)](#what-we-use-strictly-necessary-always-on) - [Consent-based cookies (set only if you accept)](#consent-based-cookies-set-only-if-you-accept) - [Managing cookies](#managing-cookies) - [Changes](#changes) This notice explains the cookies and similar technologies used across HousingSurvey Pro (website, portal and mobile apps), operated by ProSurvey Apps Limited (company number 17118570, England and Wales). It supplements the [Privacy Policy](https://housingsurvey.pro/legal/privacy/) . ## Our approach We keep this minimal . Strictly-necessary cookies are always on and require no action from you. On our marketing website , we also use a cookie-consent banner : analytics and marketing cookies load only if you click Accept , and you can withdraw that consent at any time (see "Managing cookies" below). We do not sell or share data with advertising networks. ## What we use — strictly necessary (always on) Technology Where Purpose Type Authentication / session storage Portal, mobile apps Keep you signed in; maintain your session securely Strictly necessary App Check attestation tokens Portal, mobile apps Confirm requests come from a genuine app instance (anti-abuse) Strictly necessary (security) Cloudflare Turnstile Website forms (contact, sales/support) Distinguish humans from bots without tracking you across sites Strictly necessary (security) Cloudflare edge/security cookies (if set) Website CDN and security integrity Strictly necessary Cookie-consent choice ( hsp_cookie_consent , browser local storage) Website Remembers your Accept/Reject choice so we don't ask again Strictly necessary All of the above are strictly necessary for the Service or website to function securely. Under the Privacy and Electronic Communications Regulations (PECR), strictly-necessary cookies do not require prior consent, but we tell you about them here for transparency. Each item above is deployed for a single, narrow purpose — session security, anti-abuse or CDN/security integrity — which is the basis for its strictly-necessary classification; we do not use any of them for analytics, advertising or profiling. ## Consent-based cookies (set only if you accept) Our marketing website (housingsurvey.pro) shows a cookie-consent banner on first visit. Nothing in this section loads or sets a cookie unless you click Accept. The table below names every technology this site is configured to set on consent — some may not yet be actively collecting data if we have not finished setting them up on our end (see "Status" per row), but none of them ever loads before you accept: Technology Provider Purpose Status Meta Pixel Meta Platforms, Inc. / Meta Platforms Ireland Ltd Advertising and campaign measurement (e.g. understanding which marketing brought a visitor to our site) Set only with your consent LinkedIn Insight Tag LinkedIn Corporation / LinkedIn Ireland Unlimited Company Advertising and campaign measurement (e.g. understanding which marketing brought a visitor to our site) Set only with your consent Firebase Analytics (Google Analytics 4) Google Ireland Limited / Google LLC Understand website usage and improve the website. Also carries a structured technical-error signal (page/script errors, no personal data) as a GA4 event — the nearest equivalent to crash reporting on a website, since a native crash reporter like Firebase Crashlytics has no web equivalent Set only with your consent, when enabled Firebase Performance Monitoring Google Ireland Limited / Google LLC Measure website loading speed and technical performance (page-load, network-request timing) — no content of what you typed or viewed Set only with your consent, when enabled Meta, LinkedIn and Google are all based outside the UK; see the international transfers note in our [Privacy Policy](https://housingsurvey.pro/legal/privacy/) (clause 5) for how that is handled. We will update this table if we enable further providers, with no change to how consent works: they will still load only after you accept, never before. Our portal and mobile apps (signed-in products, not the marketing website) separately use Firebase Analytics (Google Analytics 4) automatically — there is no cookie banner and no opt-in toggle inside a signed-in app, so this is not governed by the consent mechanism above. It collects only anonymised product-usage data (page/screen views, key actions); it never collects your Evidence or organisation data. We rely on legitimate interests (Art. 6(1)(f)) for this automatic, non-cookie product analytics, consistent with clause 10 of the [Privacy Policy](https://housingsurvey.pro/legal/privacy/) . If you would prefer we not process this diagnostic/analytics data about your organisation's use of the portal or app, contact support and we will consider a technical opt-out. Crash and error reporting: our mobile apps use Firebase Crashlytics automatically (no opt-in toggle, same basis as product analytics above) for native crash reports — stack trace, device/OS info, app version; not linked to your account identity. The website and portal/app each also carry a structured technical-error signal (unhandled script errors, no personal data) via the Firebase Analytics channel already described above — website: consent-based; portal/app: automatic. Crashlytics has no web equivalent, so the website's nearest tool is Firebase Performance Monitoring (this section) plus that error signal, not a crash reporter. ## Managing cookies You can withdraw or change your consent choice at any time using "Manage cookies" in the website footer, or the "Manage / withdraw cookie consent" button on this page — either reopens the consent banner so you can pick again. You can also control or delete cookies through your browser settings. Blocking strictly-necessary cookies may prevent parts of the website, portal or app from working (for example, staying signed in, or submitting a protected form). ## Changes We will update this notice if our use of cookies changes, with a new version and date. ProSurvey Apps Limited · registered in England and Wales, company number 17118570 · HousingSurvey Pro™. ## Changelog - v2.4 (14 July 2026) — Full UK-law B2B SaaS suite drafted (W-E1), published live (W-E2/H-LEGAL-PUBLISH). Supersedes the v1.0 short-form page. --- ## Acceptable Use Policy | HousingSurvey Pro Source: https://housingsurvey.pro/legal/aup/ [Legal & compliance](https://housingsurvey.pro/legal/) / Acceptable Use Policy # Acceptable Use Policy Version 2.4 · Effective date: 14 July 2026 · ProSurvey Apps Limited (company no. 17118570), registered in England and Wales. This document is product-accurate and drafted to be thorough, but it is not legal advice . Questions: [contact us](https://housingsurvey.pro/contact/) or email support@prosurvey.app. See also: [Terms of Service](https://housingsurvey.pro/legal/terms/) · [Privacy Policy](https://housingsurvey.pro/legal/privacy/) · [Data Processing Agreement](https://housingsurvey.pro/legal/dpa/) · [Cookie Notice](https://housingsurvey.pro/legal/cookies/) · [Sub-processors](https://housingsurvey.pro/legal/subprocessors/) Contents - [1. Lawful use](#1-lawful-use) - [2. Data-protection and evidence discipline](#2-data-protection-and-evidence-discipline) - [3. Security and integrity](#3-security-and-integrity) - [4. Platform protection and fair use](#4-platform-protection-and-fair-use) - [5. No resale or misrepresentation](#5-no-resale-or-misrepresentation) - [6. AI features](#6-ai-features) - [7. Enforcement](#7-enforcement) This Acceptable Use Policy governs use of the HousingSurvey Pro Service operated by ProSurvey Apps Limited (company number 17118570, England and Wales). It is incorporated into, and forms part of, the [Terms of Service](https://housingsurvey.pro/legal/terms/) . Capitalised terms have the meaning given there. We may suspend or terminate access for breach, as set out in the Terms. You, and everyone you authorise to use the Service (your Authorised Users ), must comply with this policy. ## 1. Lawful use - Use the Service only for lawful purposes and in compliance with all applicable laws, including housing, data-protection, health-and-safety and equality law. - Do not use the Service to store, transmit or process content that is unlawful, infringing, defamatory, harassing, or that violates a third party's rights. ## 2. Data-protection and evidence discipline - Do not enter special-category personal data (for example, health, ethnicity, religious or similar data) into evidence or free-text fields. - Do not enter more personal data than the assessment requires. Records are designed to describe properties, not people . - Ensure you have a lawful basis for any personal data you enter, and that you are authorised to enter it. - Do not knowingly enter false, misleading or fabricated data into an Evidence Record. Evidence integrity depends on honest, competent capture. ## 3. Security and integrity - Do not attempt to circumvent, disable or probe tenancy isolation, security rules, access controls, app attestation, two-factor authentication, or seat/user enforcement. - Do not attempt to alter, delete or forge finalized Evidence Records, audit logs, or hash chains, or to defeat the tamper-evidence mechanisms. - Do not access, or attempt to access, data belonging to another organisation. - Keep your credentials (passwords, passkeys, TOTP, API keys, SCIM tokens, webhook secrets, SSO configuration) confidential; report suspected compromise promptly. ## 4. Platform protection and fair use - Do not scan, penetration-test, load-test, or stress the Service without our prior written authorisation. - Do not use automated means to overload the Service, or exceed documented rate limits. API and SCIM access is rate-limited and audited. - Do not introduce malware, or upload files other than the permitted content types and sizes (uploads are restricted to images within a size cap). - Do not use the free plan, trials or pilots to evade paid limits (for example, by creating multiple organisations to avoid seat/user charges), or share named seats among multiple people to defeat per-seat licensing. ## 5. No resale or misrepresentation - Do not resell, sublicense, or provide the Service to third parties as a service without a written partner agreement. - Do not misrepresent the Service's capabilities — in particular, do not present the Service as a legal/compliance guarantor, or its outputs as statutory determinations or completed statutory reports. The Service is a tool; statutory duties remain yours (see the Terms, clause 2). ## 6. AI features - Treat all AI output as an advisory draft requiring review by a competent person before any use. Do not represent AI output as verified fact or as a professional determination. - Where survey-content AI runs on your own provider key, ensure your use of that provider is lawful and covered by your own agreement with it. ## 7. Enforcement We may investigate suspected breaches and may suspend (immediately, where reasonably necessary — for example, security, unlawful use, or non-payment) or terminate access as set out in the [Terms of Service](https://housingsurvey.pro/legal/terms/) (clause 10). We will tell you where practicable. We may preserve and disclose information where required by law or to protect the Service, our users, or third parties, consistent with our role as processor for Tenant Personal Data described in the [Privacy Policy](https://housingsurvey.pro/legal/privacy/) . ProSurvey Apps Limited · registered in England and Wales, company number 17118570 · HousingSurvey Pro™. ## Changelog - v2.4 (14 July 2026) — Full UK-law B2B SaaS suite drafted (W-E1), published live (W-E2/H-LEGAL-PUBLISH). Supersedes the v1.0 short-form page. --- ## Integrations — Connect Any Housing CMS/HMS | HousingSurvey Pro Source: https://housingsurvey.pro/integrations/ # We don't ask what CMS or HMS you run. Housing associations run decades of history in their housing management system (HMS) or case-management system — we integrate with it rather than replacing it. One canonical, HACT-aligned evidence payload, delivered over whichever channel your IT team prefers. ## REST API Pull HACT-aligned evidence and property data; cursor pagination; scoped API keys; every call audited. OpenAPI definition available. ## Signed webhooks survey.finalized events pushed to your endpoint the moment a record locks — HMAC-SHA256 signed, retried automatically. ## Inbound work orders POST a damp/mould case from your CMS and it appears in a surveyor's app inbox with the statutory clock attached. Evidence links back to your case reference. A case for any of the platform's other hazard types your organisation has switched on — excess cold, asbestos, indoor air quality or radon — is raised from the portal itself; the inbound API endpoint doesn't take a hazard-type parameter today. ## EDI flat-file (CSV) Nightly per-day CSV drops for systems that ingest files rather than webhooks — the way housing IT actually integrates. Ad-hoc date-range exports from the portal. ## SFTP (Platform plan) Connect to your own SFTP server — no API project required. EDI drops, reports, letters, invoices and your tenancy register delivered out; property/UPRN stock, SOR schedules and tenancy records pulled in. Per-server keys, fail-closed host-key pinning. [Learn more →](https://housingsurvey.pro/integrations/sftp/) ## Microsoft Power Automate Import our OpenAPI definition as a custom connector and your team wires evidence into Dynamics, SharePoint, Teams and most housing systems without code. ## Works with your stack Because the channels above are standard, HousingSurvey Pro connects to systems including NEC Housing, Civica Cx, MRI Housing, Aareon QL, Totalmobile, Plentific, Oneserve, Joblogic — and anything else with an API, a file importer, or a Power Platform estate. Named-vendor adapters are built with pilot customers on demand. [Developer docs](https://housingsurvey.pro/api/) --- ## SFTP Integration for Housing Systems | HousingSurvey Pro Source: https://housingsurvey.pro/integrations/sftp/ # SFTP: the file transfer your housing system already knows how to do. Not every housing CMS speaks webhooks, and not every IT team wants to stand up an API project for one integration. SFTP is the plainer alternative housing IT has run for decades: a folder on a server you already control, files landing in it or being picked up from it. HousingSurvey Pro connects to that server as a client — no API project, no inbound firewall rule for us to reach you, nothing new to install beyond one key on an account you already manage. Platform plan SFTP is included on the Platform tier and above, alongside the REST API, webhooks and EDI exports — see [pricing](https://housingsurvey.pro/pricing/). ## You keep the server. That's the security model, not a limitation. HousingSurvey Pro is always the client , never a listener you connect into — there is no shared or multi-tenant SFTP endpoint anywhere in the platform for someone to find. Every server you add gets its own freshly minted keypair (ed25519 by default, RSA-4096 if your server needs it); only the public half is ever shown to you, and the private half never leaves HousingSurvey Pro's backend. The first successful connection's host-key fingerprint has to be explicitly confirmed before it's trusted — after that, the connection fails closed if your server ever presents a different key, whether that's a legitimate re-key or something worse. Revoking access is entirely in your hands: remove the key from your server, or disable the account, and the connection stops working immediately. ## What moves, in which direction Two directions, both built on the same connection and the same delivery guarantees: - Outbound. Nightly EDI flat-file exports can deliver straight to your server alongside the existing download link — SFTP delivery is additional, never a replacement, so a delivery problem never blocks the export itself. Survey report PDFs, works-completed PDFs, resident letters, invoices and your tenancy register can each be sent to a chosen server on demand. Every file lands via a write-then-rename — nothing watching the folder ever sees a half-written file under its real name. - Inbound. Property/UPRN stock, SOR repair-rate schedules, and tenancy records can be pulled in as CSV files from a folder you point at. Every pull previews first — files found, rows to create or update, anything that failed to parse — and writes nothing until you confirm, at which point the files are re-checked against what you just previewed so nothing gets imported blind. ## Stated plainly: what's not there (yet) No certification claims are made about this feature, and neither is anything not actually built: inbound pulls are manual, not scheduled; the SFTP path takes CSV, not XLSX. If any of that changes, this page changes with it. ## Set up in minutes, not a change request An org admin adds a server under Settings → SFTP servers, mints a key (or uses a password, if that's what your server requires), runs a real connection test, and confirms the fingerprint. From there, sending or pulling files is a couple of clicks — no ticket to your integration vendor, no waiting on anAPI allowlist. The [full setup guide](https://housingsurvey.pro/help/integrations/sftp-servers/) walks through every step, including what each test-connection failure actually means. [Start free — no card, no call](https://portal.housingsurvey.pro)[See every integration channel](https://housingsurvey.pro/integrations/)[Try the live demo](https://demo.housingsurvey.pro) ## Are you an independent surveyor, not a housing association? HousingSurvey Pro is built for organisations running Awaab's Law compliance across a whole stock — statutory clocks, work orders, a central management portal and case-management integration (NEC, Civica, MRI, Aareon and more). If instead you're a sole practitioner or independent damp & mould surveyor producing reports one property at a time, our sister app DampApp Pro is built for exactly that job. [See DampApp Pro for independent surveyors →](https://dampapp.pro/awaabs-law-guide) --- ## Help centre | HousingSurvey Pro Source: https://housingsurvey.pro/help/ # Help centre How-to articles for every area of HousingSurvey Pro — the management portal, the capture app, integrations and every configuration screen. Browse by area, or find what you need by task below. ## I need to… - …get oriented as a new organisation [How HousingSurvey Pro fits together](https://housingsurvey.pro/help/getting-started/how-it-fits-together/) - …get a surveyor to a property [Raising a survey: the New survey form](https://housingsurvey.pro/help/surveys/raising-a-survey/)[The schedule calendar](https://housingsurvey.pro/help/scheduling/schedule-calendar/) - …manage our property register [The property register](https://housingsurvey.pro/help/properties-tenancies/property-register/) - …track a case from raised to closed [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) - …add a contractor and send them work the same day [The contractor directory](https://housingsurvey.pro/help/contractors/contractor-directory/) - …find a sealed survey and its report [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) - …connect our AI provider [Connecting your AI provider](https://housingsurvey.pro/help/ai/connecting-your-ai-provider/) - …send evidence into our own systems [Webhooks](https://housingsurvey.pro/help/integrations/webhooks/)[Sending and pulling files over SFTP](https://housingsurvey.pro/help/integrations/sftp-servers/) - …test an integration before relying on it [Testing a connection](https://housingsurvey.pro/help/integrations/testing-a-connection/) - …set up single sign-on for our staff [SSO end to end](https://housingsurvey.pro/help/integrations/sso-end-to-end/) - …work in a property with no signal [Working offline and syncing](https://housingsurvey.pro/help/capture-app/working-offline-and-syncing/) - …find an invoice [Invoices, VAT and the billing portal](https://housingsurvey.pro/help/billing/invoices-vat-and-billing-portal/) ## Browse by area [Getting started](https://housingsurvey.pro/help/getting-started/) I'm new here and I need to get oriented. - [How HousingSurvey Pro fits together](https://housingsurvey.pro/help/getting-started/how-it-fits-together/) - [Signing in](https://housingsurvey.pro/help/getting-started/signing-in/) - [Creating your organisation](https://housingsurvey.pro/help/getting-started/creating-your-organisation/) - [The setup wizard, step by step](https://housingsurvey.pro/help/getting-started/the-setup-wizard-step-by-step/) [All 6 articles →](https://housingsurvey.pro/help/getting-started/) [Properties and tenancies](https://housingsurvey.pro/help/properties-tenancies/) I need to manage my stock. - [The property register](https://housingsurvey.pro/help/properties-tenancies/property-register/) - [Importing properties from CSV](https://housingsurvey.pro/help/properties-tenancies/importing-properties-from-csv/) - [The property timeline](https://housingsurvey.pro/help/properties-tenancies/the-property-timeline/) - [Adding a property manually and address lookup](https://housingsurvey.pro/help/properties-tenancies/adding-a-property-manually-and-address-lookup/) [All 6 articles →](https://housingsurvey.pro/help/properties-tenancies/) [Raising and running a survey](https://housingsurvey.pro/help/surveys/) I need to get a surveyor to a property. - [Raising a survey: the New survey form](https://housingsurvey.pro/help/surveys/raising-a-survey/) - [Job type vs hazard type](https://housingsurvey.pro/help/surveys/job-type-vs-hazard-type/) - [Scope of survey and Smart Build](https://housingsurvey.pro/help/surveys/scope-of-survey-and-smart-build/) - [Resident intake](https://housingsurvey.pro/help/surveys/resident-intake/) [All 8 articles →](https://housingsurvey.pro/help/surveys/) [The capture app](https://housingsurvey.pro/help/capture-app/) I'm the surveyor on site. - [Installing and signing in](https://housingsurvey.pro/help/capture-app/installing-and-signing-in/) - [Your job list](https://housingsurvey.pro/help/capture-app/your-job-list/) - [Working offline and syncing](https://housingsurvey.pro/help/capture-app/working-offline-and-syncing/) - [Photos, geotagging and the photo policy](https://housingsurvey.pro/help/capture-app/photos-geotagging-and-the-photo-policy/) [All 15 articles →](https://housingsurvey.pro/help/capture-app/) [Hazard types](https://housingsurvey.pro/help/hazard-types/) What does this hazard actually capture? - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) - [Damp and mould](https://housingsurvey.pro/help/hazard-types/damp-and-mould/) - [Excess cold](https://housingsurvey.pro/help/hazard-types/excess-cold/) - [Excess heat](https://housingsurvey.pro/help/hazard-types/excess-heat/) [All 15 articles →](https://housingsurvey.pro/help/hazard-types/) [Awaab's Law and statutory timescales](https://housingsurvey.pro/help/awaabs-law/) How the statutory clock works, and what it covers today. - [How the statutory clock works](https://housingsurvey.pro/help/awaabs-law/how-the-statutory-clock-works/) - [Phase 1 today](https://housingsurvey.pro/help/awaabs-law/phase-1-today/) - [Phase 2: capturing before it commences](https://housingsurvey.pro/help/awaabs-law/phase-2-capturing-before-it-commences/) - [Deadline alerts and escalation](https://housingsurvey.pro/help/awaabs-law/deadline-alerts-and-escalation/) [All 5 articles →](https://housingsurvey.pro/help/awaabs-law/) [Works orders and the case lifecycle](https://housingsurvey.pro/help/works-orders/) I need to track a job from raised to closed. - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) - [Raising a works order](https://housingsurvey.pro/help/works-orders/raising-a-works-order/) - [Completing works](https://housingsurvey.pro/help/works-orders/completing-works/) - [Verifying works](https://housingsurvey.pro/help/works-orders/verifying-works/) [All 8 articles →](https://housingsurvey.pro/help/works-orders/) [Scheduling and dispatch](https://housingsurvey.pro/help/scheduling/) I need to get the right person to the right job. - [The schedule calendar](https://housingsurvey.pro/help/scheduling/schedule-calendar/) - [Assigning surveyors and operatives](https://housingsurvey.pro/help/scheduling/assigning-surveyors-and-operatives/) - [Subscribing to your calendar feed](https://housingsurvey.pro/help/scheduling/subscribing-to-your-calendar-feed/) - [Reminders and overdue notifications](https://housingsurvey.pro/help/scheduling/reminders-and-overdue-notifications/) [Contractors](https://housingsurvey.pro/help/contractors/) Managing your supply chain. - [The contractor directory](https://housingsurvey.pro/help/contractors/contractor-directory/) - [Adding a contractor: external firm vs in-house surveyor](https://housingsurvey.pro/help/contractors/adding-a-contractor-external-firm-vs-in-house-contractor-surveyor/) - [Invite codes and grants](https://housingsurvey.pro/help/contractors/invite-codes-and-grants/) - [Dispatching work to a contractor](https://housingsurvey.pro/help/contractors/dispatching-work-to-a-contractor/) [All 5 articles →](https://housingsurvey.pro/help/contractors/) [People, roles and permissions](https://housingsurvey.pro/help/people-permissions/) Who can do what, and why. - [Members and seats](https://housingsurvey.pro/help/people-permissions/members-and-seats/) - [The eight roles, and what each can do](https://housingsurvey.pro/help/people-permissions/the-eight-roles/) - [Granular permissions](https://housingsurvey.pro/help/people-permissions/granular-permissions/) - [Operatives](https://housingsurvey.pro/help/people-permissions/operatives/) [All 5 articles →](https://housingsurvey.pro/help/people-permissions/) [Settings](https://housingsurvey.pro/help/settings/) Configuring your organisation, section by section. - [The Settings hub](https://housingsurvey.pro/help/settings/settings-hub/) - [General](https://housingsurvey.pro/help/settings/general/) - [Branding](https://housingsurvey.pro/help/settings/branding/) - [Capture policy](https://housingsurvey.pro/help/settings/capture-policy/) [All 21 articles →](https://housingsurvey.pro/help/settings/) [Integrations and data exchange](https://housingsurvey.pro/help/integrations/) I need to wire it into our own systems. - [Choosing an integration channel](https://housingsurvey.pro/help/integrations/choosing-an-integration-channel/) - [The REST API](https://housingsurvey.pro/help/integrations/the-rest-api/) - [API keys and scopes](https://housingsurvey.pro/help/integrations/api-keys-and-scopes/) - [Webhooks](https://housingsurvey.pro/help/integrations/webhooks/) [All 14 articles →](https://housingsurvey.pro/help/integrations/) [AI](https://housingsurvey.pro/help/ai/) What AI does here, and its boundaries. - [How AI is used, and its boundaries](https://housingsurvey.pro/help/ai/how-ai-is-used-and-its-boundaries/) - [Connecting your AI provider](https://housingsurvey.pro/help/ai/connecting-your-ai-provider/) - [AI Polish and Smart Build](https://housingsurvey.pro/help/ai/ai-polish-and-smart-build/) - [AI photo analysis and executive summaries](https://housingsurvey.pro/help/ai/ai-photo-analysis-and-executive-summaries/) [All 5 articles →](https://housingsurvey.pro/help/ai/) [Evidence, reports and exports](https://housingsurvey.pro/help/evidence-reports/) Finding, reading and exporting sealed evidence. - [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) - [Reading a sealed record](https://housingsurvey.pro/help/evidence-reports/reading-a-sealed-record/) - [What "sealed" and "tamper-evident" mean](https://housingsurvey.pro/help/evidence-reports/what-sealed-and-tamper-evident-mean/) - [The report](https://housingsurvey.pro/help/evidence-reports/the-report/) [All 8 articles →](https://housingsurvey.pro/help/evidence-reports/) [Billing and plans](https://housingsurvey.pro/help/billing/) Your plan, seats and invoices. - [Your plan and what it includes](https://housingsurvey.pro/help/billing/your-plan-and-what-it-includes/) - [Changing seats and plan](https://housingsurvey.pro/help/billing/changing-seats-and-plan/) - [Invoices, VAT and the billing portal](https://housingsurvey.pro/help/billing/invoices-vat-and-billing-portal/) - [Paying by invoice instead of card](https://housingsurvey.pro/help/billing/paying-by-invoice-instead-of-card/) [All 5 articles →](https://housingsurvey.pro/help/billing/) [Data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) Exports, deletion, and when something isn't working. - [Exporting everything your organisation holds](https://housingsurvey.pro/help/data-protection/exporting-everything-your-organisation-holds/) - [Deleting your own account](https://housingsurvey.pro/help/data-protection/deleting-your-own-account/) - [Deleting the organisation](https://housingsurvey.pro/help/data-protection/deleting-the-organisation/) - [Automatic housekeeping](https://housingsurvey.pro/help/data-protection/automatic-housekeeping/) [All 11 articles →](https://housingsurvey.pro/help/data-protection/) --- ## Works orders and the case lifecycle | HousingSurvey Pro help Source: https://housingsurvey.pro/help/works-orders/ [Help](https://housingsurvey.pro/help/) / Works orders and the case lifecycle # Works orders and the case lifecycle I need to track a job from raised to closed. - [The case lifecycle end to endThe eight-stage rail every job moves through, the always-available next-step action, and the labelled alternatives for messier real-world paths.](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) - [Raising a works orderTurning a sealed survey's findings into instructed works, or raising one directly with no survey behind it — assignment and quick-adding an operative.](https://housingsurvey.pro/help/works-orders/raising-a-works-order/) - [Completing worksSealing a remediation record from the field app, or recording completion on an operative's behalf from the portal — photos, GPS, and the no-photo path.](https://housingsurvey.pro/help/works-orders/completing-works/) - [Verifying worksConfirming a hazard is actually resolved — by a linked re-survey, or by attestation when a re-survey isn't done — and what each one records.](https://housingsurvey.pro/help/works-orders/verifying-works/) - [Resident letters and stage communicationsComposing, optionally AI-drafting, and sending a branded resident letter at any case stage — plus attaching the report or completion PDF.](https://housingsurvey.pro/help/works-orders/resident-letters-and-stage-communications/) - [The follow-up inboxTriaging callback, reschedule and additional-survey requests logged from the field, and how each one gets closed out.](https://housingsurvey.pro/help/works-orders/the-follow-up-inbox/) - [Closing a case, decant and wash-downThe three reasons a case can close with, and recording that a decant or a wash-down is needed — separate, honestly labelled outcomes.](https://housingsurvey.pro/help/works-orders/closing-a-case-decant-and-wash-down/) - [Repair rates: importing your Schedule of Rates catalogueImporting your own licensed Schedule of Rates so work-order costing and photo-to-code suggestions switch on.](https://housingsurvey.pro/help/works-orders/repair-rates-catalogue/) [← All help categories](https://housingsurvey.pro/help/) --- ## Verifying works | HousingSurvey Pro help Source: https://housingsurvey.pro/help/works-orders/verifying-works/ [Help](https://housingsurvey.pro/help/) / [Works orders and the case lifecycle](https://housingsurvey.pro/help/works-orders/) / Verifying works # Verifying works Who can do this Permission: workOrders ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Completing a works order with evidence is already the minimum evidentiary bar. Verifying it is a separate, optional judgement call — yours, never the platform’s — that the hazard is actually resolved. ## What it is Once a works order reaches Works Complete , the drawer offers two routes to Verified: schedule a verifying re-survey and, once it’s sealed, mark the works order verified against it — the gold-standard confirmation, since a second inspection actually re-checks the property; or verify by attestation , a mandatory written reason recorded instead of a re-survey, for when one genuinely isn’t being done. Neither is inferred from anything the platform reads in survey content — the determination that the hazard is resolved is always a human one. ## How to do it - Open the completed works order and click Schedule a verifying re-survey — this raises a new survey job and drops it into the Schedule tab’s unassigned tray. - Once that re-survey is captured and sealed, return to the works order and click Mark verified . - If a re-survey isn’t being done, use Verify by attestation instead and give a reason — this is mandatory; a bare toggle isn’t offered. ## How it integrates Verifying by re-survey checks a structural link only: the re-survey’s own job must declare itself a re-survey of this works order, and must be sealed. Verifying by attestation writes a separate, honestly-labelled stamp that the case lifecycle rail reads as reaching Verified exactly the same as a real re-survey would — but the record itself, and every report and export that shows it, distinguishes the two: Verified By Attestation — No Re-Survey is never presented as equivalent evidence to a re-survey. Both routes are write-once — once verified, a works order can’t be re-verified by the other route. ## Common problems - Mark verified is greyed out. The linked re-survey exists but isn’t sealed yet — finalising it in the field app or portal unlocks the button. - I want to close a case without doing either. Use Close case with the reason Closed without verification instead — see Closing a case, decant and wash-down . It’s shown amber, never as a verified closure. - I verified by attestation but a later re-survey came back with a different result. There’s no automatic reconciliation — record what actually happened as its own case note or a fresh job; the attestation stays on the record as history, not something that gets silently overwritten. Related - [Completing works](https://housingsurvey.pro/help/works-orders/completing-works/) - [Closing a case, decant and wash-down](https://housingsurvey.pro/help/works-orders/closing-a-case-decant-and-wash-down/) - [Raising a survey: the New survey form](https://housingsurvey.pro/help/surveys/raising-a-survey/) [← Completing works](https://housingsurvey.pro/help/works-orders/completing-works/) [Resident letters and stage communications →](https://housingsurvey.pro/help/works-orders/resident-letters-and-stage-communications/) [← Back to works orders and the case lifecycle](https://housingsurvey.pro/help/works-orders/) --- ## The follow-up inbox | HousingSurvey Pro help Source: https://housingsurvey.pro/help/works-orders/the-follow-up-inbox/ [Help](https://housingsurvey.pro/help/) / [Works orders and the case lifecycle](https://housingsurvey.pro/help/works-orders/) / The follow-up inbox # The follow-up inbox Who can do this Permission: workOrders ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) When a note for the office is logged from the field — a resident wants a callback, a visit needs rescheduling, an additional survey is needed — it lands here as a working queue, not just a one-off alert. ## What it is A Dashboard panel listing every follow-up your team has raised, filterable by status (Open, In progress, Closed) and category (callback requested, reschedule requested, additional survey needed, or a general note). Anyone with dashboard read access can see the inbox; triaging it — moving a follow-up between statuses — needs Edit-level access to Work orders. ## How to do it - Open the Field follow-ups panel on the Dashboard. - Filter by status to see what’s still outstanding, or All for the full history. - Click a follow-up to expand it, add an optional resolution note, and move it to In progress or Close — or Reopen one that turns out not to be resolved after all. - Where a follow-up links to a job or property, click through directly rather than searching for it separately. ## How it integrates Raising a follow-up is not itself evidence — it’s an operational triage note, with no sealing or hash-chaining involved. Every new follow-up also lands in the Alert Centre as an immediate notification, with urgent ones flagged distinctly from routine office admin; this inbox is the working queue behind that same alert, not a duplicate of it. Closing a follow-up here never changes the underlying job’s own stage on the case lifecycle rail — a reschedule request, for example, still needs its own action on the Schedule tab. ## Common problems - I can’t triage a follow-up, only view it. Triage controls need Edit-level access to Work orders — dashboard read access alone lets you see the queue, not act on it. - A follow-up disappeared after I closed it. It’s still there — switch the status filter to Closed or All to see it again; nothing is ever deleted from this list. - An urgent follow-up didn’t get an urgent-looking alert. Check the category chosen when it was raised — urgency is a separate flag set at the time, not inferred from the category itself. Related - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) - [The schedule calendar](https://housingsurvey.pro/help/scheduling/schedule-calendar/) - [Tracking a survey: the job drawer](https://housingsurvey.pro/help/surveys/tracking-a-survey-the-job-drawer/) [← Resident letters and stage communications](https://housingsurvey.pro/help/works-orders/resident-letters-and-stage-communications/) [Closing a case, decant and wash-down →](https://housingsurvey.pro/help/works-orders/closing-a-case-decant-and-wash-down/) [← Back to works orders and the case lifecycle](https://housingsurvey.pro/help/works-orders/) --- ## Resident letters and stage communications Source: https://housingsurvey.pro/help/works-orders/resident-letters-and-stage-communications/ [Help](https://housingsurvey.pro/help/) / [Works orders and the case lifecycle](https://housingsurvey.pro/help/works-orders/) / Resident letters and stage communications # Resident letters and stage communications Who can do this Permission: workOrders ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) A resident letter card appears at every meaningful case stage — survey scheduled, summary provided, works scheduled, works complete — sharing one compose box, one send path, and the same branded PDF machinery throughout. ## What it is Every stage’s letter card offers the same three tools: a Draft with AI starting point where one exists for that stage, an always-available Insert template (no AI) deterministic alternative, and a freely editable compose box regardless of which you use — AI drafting is never a precondition for sending. Where a stage has a real generated artifact behind it (the full evidence report at Surveyed, the works-completed PDF at Works Complete), the card attaches it alongside the letter and links through to view it directly, so the resident and your own records get the same document. ## How to do it - Open the case and find the letter card for its current stage. - Click Draft with AI for a starting point, or Insert template (no AI) for a deterministic one — either way, edit the compose box freely before sending. - Set the From name (defaults to you), the recipient’s email (suggested from the property’s tenancy where known), and the subject line. - Click Send to resident — this needs a confirmed recipient address and no unfilled placeholders in the letter body. - Use Other outputs for Print, Copy, or — on the Platform plan — sending the cover letter or its attached artifact to a configured SFTP destination instead of, or as well as, emailing it. ## How it integrates Every send goes through one mail transport regardless of which stage’s card triggered it — your organisation’s own SMTP first, the platform relay second, or an honest message that sending isn’t set up yet if neither is configured. Nothing here is stored server-side except the plain send record (recipient, subject, body text, timestamp, who sent it) — the PDF itself is rebuilt from that record on demand, never cached as a file on the server. A letter containing an unfilled bracketed placeholder is blocked from sending until you remove it, so a stray placeholder never reaches a resident’s inbox. ## Common problems - Send to resident is disabled. Either the recipient address is missing or invalid, or the letter still contains a bracketed placeholder — both are flagged inline. - The AI draft used a name or address I didn’t expect. AI drafting only ever uses facts already on the case — check the case record itself, not the letter, if something there looks wrong. - Sending to SFTP isn’t offered. It’s a Platform-plan feature, and only appears once at least one SFTP destination is configured — see Sending and pulling files over SFTP . Related - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) - [AI Polish and Smart Build](https://housingsurvey.pro/help/ai/ai-polish-and-smart-build/) - [Sending and pulling files over SFTP](https://housingsurvey.pro/help/integrations/sftp-servers/) [← Verifying works](https://housingsurvey.pro/help/works-orders/verifying-works/) [The follow-up inbox →](https://housingsurvey.pro/help/works-orders/the-follow-up-inbox/) [← Back to works orders and the case lifecycle](https://housingsurvey.pro/help/works-orders/) --- ## Repair rates: importing your Schedule of Rates catalogue Source: https://housingsurvey.pro/help/works-orders/repair-rates-catalogue/ [Help](https://housingsurvey.pro/help/) / [Works orders and the case lifecycle](https://housingsurvey.pro/help/works-orders/) / Repair rates: importing your Schedule of Rates catalogue # Repair rates: importing your Schedule of Rates catalogue Who can do this Permission: repairRates ≥ 3 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Repair rates is where you import your own licensed Schedule of Rates (SOR) catalogue. Once loaded, work-order costing and photo-to-code suggestions switch on throughout the platform. ## What it is Your rates are yours: nothing is shipped, seeded or shared by the platform. You export your own catalogue and import it here, after which both the portal’s work-order costing and the capture app’s scope-of-works step read from the same catalogue. ## Before you start Importing or amending the catalogue requires organisation-admin access to Repair rates; managers and surveyors can read it for costing once it’s loaded. ## How to do it - Open Repair rates from the sidebar. - Click Example CSV to see the expected column layout — required columns are code, short description, unit and rate; medium description and trade are optional. - Export your catalogue as CSV or Excel ( .xlsx ) and upload it. - Review the per-row summary and any errors — a row with an unusable code is rejected, a duplicate code keeps the first occurrence and warns, and missing required fields are listed by row number. - Add a version label (for example “V8 · 2026 rates”) so your team knows which edition is loaded. - Once imported, browse your codes by prefix or plain-English keyword. ## How it integrates - On a works order , search your codes, add lines with quantities, and the estimated total updates live. - The capture app’s own Scope of works & costs step reads this same catalogue — a surveyor picks items and quantities and never types a price; whether they can see prices while picking is a separate management-only toggle under Settings → App configuration . - From a defect photo, your organisation’s own AI provider can describe the likely repair task, and a deterministic ranker matches that description to your catalogue and suggests codes with quantity estimates — a human always reviews before adding. - The catalogue is scoped to your organisation only; another tenant can never read your rates. ## Common problems - A code I imported isn’t showing up in search. Check it wasn’t rejected during import — review the per-row summary from your last upload for skipped or duplicate codes. - Photo-to-code suggestions aren’t appearing. This needs both a loaded catalogue and an AI provider key configured — see Connecting your AI provider . - My file won’t import. Legacy .xls isn’t supported — save as .xlsx or CSV first. Related - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) - [Raising a survey: the New survey form](https://housingsurvey.pro/help/surveys/raising-a-survey/) [← Closing a case, decant and wash-down](https://housingsurvey.pro/help/works-orders/closing-a-case-decant-and-wash-down/) [← Back to works orders and the case lifecycle](https://housingsurvey.pro/help/works-orders/) --- ## Raising a works order | HousingSurvey Pro help Source: https://housingsurvey.pro/help/works-orders/raising-a-works-order/ [Help](https://housingsurvey.pro/help/) / [Works orders and the case lifecycle](https://housingsurvey.pro/help/works-orders/) / Raising a works order # Raising a works order Who can do this Permission: workOrders ≥ 2 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) A works order turns findings — or a plain request with no survey behind it at all — into instructed, trackable work. Two entry points create the same underlying record, and both are covered here. ## What it is Every works order is the same kind: 'works' record in Jobs, whichever way it started. New work order (the recommended, survey-first path) raises it from one or more findings on a sealed survey, carrying those findings’ photos and hazard details across as a read-only snapshot. New works order (secondary, for edge cases) raises one directly — a tenant-reported fix, planned maintenance, or making-safe work — with no survey behind it; it’s honestly recorded as Direct Works everywhere it appears, never dressed up as evidence of an investigated hazard, and carries no statutory Awaab’s Law timeline. ## Before you start Raising either kind of works order needs Edit-level access to Work orders. Assigning it to someone, a contractor, or a scheduled visit at the same time additionally needs Edit-level access to Scheduling. ## How to do it - From a sealed survey’s findings, click New work order and select which finding(s) it covers — or, with no survey behind it, open Jobs → New works order instead. - For a direct works order, enter the property (search your register, or add one manually) and describe the scope of works — this is the primary field, since there are no findings to choose from. Use Build from presets for a starting point, with optional AI Polish. - Choose how to assign it: a surveyor or field operative, a contractor organisation (from your active grants), or leave it unassigned for now. - To add someone new on the spot, use Quick-add an operative — a name plus an email or phone number; no sign-in account is created yet, but they’re assignable immediately either way. - Optionally set a scheduled visit date, then create the job. ## How it integrates A survey-raised works order carries the source survey’s findings, photos, and — where the surveyor recorded a scope of works and costs — a costed line-by-line schedule across automatically; nothing here is re-typed by the office. A direct works order carries none of that, by design, and every display surface (the drawer, the sealed remediation record, the operative’s own job view) shows No Source Survey (Direct Works) rather than a blank findings panel. Either way, the job enters the same case lifecycle rail and the same Schedule tab once a visit date is set. ## Common problems - I can’t see “New works order” as an option. It needs Edit-level access to Work orders — the same bar as raising one from a survey. - The contractor I want isn’t in the picker. Only contractor organisations with an active grant appear — add one under Contractors first. - I raised a direct works order by mistake for something that actually needs investigating. There’s no convert action — close or cancel it and raise a proper survey-first job instead, so the hazard is actually investigated and evidenced. Related - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) - [Raising a survey: the New survey form](https://housingsurvey.pro/help/surveys/raising-a-survey/) - [The schedule calendar](https://housingsurvey.pro/help/scheduling/schedule-calendar/) [← The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) [Completing works →](https://housingsurvey.pro/help/works-orders/completing-works/) [← Back to works orders and the case lifecycle](https://housingsurvey.pro/help/works-orders/) --- ## Completing works | HousingSurvey Pro help Source: https://housingsurvey.pro/help/works-orders/completing-works/ [Help](https://housingsurvey.pro/help/) / [Works orders and the case lifecycle](https://housingsurvey.pro/help/works-orders/) / Completing works # Completing works Who can do this Permission: workOrders ≥ 2 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Completing a works order seals a remediation record — the same evidentiary posture as finalising a survey, with the assigned operative’s own on-site photo and GPS fix as the default path, and an honestly-labelled portal fallback for when that isn’t possible. ## What it is The field app’s Complete job action is the primary route: at least one fingerprinted after-photo and a GPS fix acquired on the device, sealed the moment both are present. The portal’s works-order drawer offers a second, secondary route — a manager or coordinator recording completion on the operative’s behalf — for when the assignee genuinely couldn’t do it themselves; this is always marked as a proxy entry, never disguised as the operative’s own submission. ## Before you start Completing a job from the field app needs an assigned-scope Edit grant on Work orders for that specific job. Recording completion from the portal needs organisation-scoped Edit access to Work orders on either the landlord or the contractor side of the job. ## How to do it - In the field app, open the job and tap Complete job . Add at least one after-photo; the app acquires a GPS fix automatically. - If your organisation requires a photo (the default) and none is available, an explicit I confirm no after-photo is available checkbox plus a completion note stand in — this marks the record Notes Only — No Photo Evidence rather than blocking you outright. - If photos are still uploading when you tap Complete, the app queues sealing automatically once they land — you can close the app and walk away; a permanently blocked upload (a device security check, a rules rejection, storage at capacity) is surfaced plainly instead of being silently retried forever. - From the portal, open the works order and use Record completion on the operative’s behalf — choose after-photos if available, or confirm the no-photo skip and add a completion note. This path never captures GPS at all, since a coordinator’s own location isn’t the job site’s; the record is honestly marked No Presence Data instead. ## How it integrates Completing a job writes a remediationRecords entry — hash-chained back to the source survey’s own record hash where one exists, using the same sealing machinery as finalising a survey. This is the evidentiary floor a works order needs to reach Works Complete on the case lifecycle rail; verifying it is a separate, optional step layered on top — see Verifying works . A cancelled works order can never be completed through either route. ## Common problems - Complete job is greyed out or won’t submit. Check the GPS fix acquired — a blocked location permission shows its own reason and a retry button; on desktop, or where location genuinely can’t resolve, use the portal’s proxy-completion route instead. - I completed a job with no photo and want that visible later. It is — a Notes Only — No Photo Evidence chip stays on the record wherever it’s shown. - A coordinator completed a job and I want that clearly distinguished from the operative’s own work. It is — proxy completions are marked with who entered them and, optionally, why, and never carry a GPS fix. Related - [Raising a works order](https://housingsurvey.pro/help/works-orders/raising-a-works-order/) - [Verifying works](https://housingsurvey.pro/help/works-orders/verifying-works/) - [What "sealed" and "tamper-evident" mean](https://housingsurvey.pro/help/evidence-reports/what-sealed-and-tamper-evident-mean/) [← Raising a works order](https://housingsurvey.pro/help/works-orders/raising-a-works-order/) [Verifying works →](https://housingsurvey.pro/help/works-orders/verifying-works/) [← Back to works orders and the case lifecycle](https://housingsurvey.pro/help/works-orders/) --- ## Closing a case, decant and wash-down | HousingSurvey Pro help Source: https://housingsurvey.pro/help/works-orders/closing-a-case-decant-and-wash-down/ [Help](https://housingsurvey.pro/help/) / [Works orders and the case lifecycle](https://housingsurvey.pro/help/works-orders/) / Closing a case, decant and wash-down # Closing a case, decant and wash-down Who can do this Permission: workOrders ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Closing a case is a deliberate action with a recorded reason, and a decant or wash-down need is recorded as its own structured outcome — neither is inferred or defaulted from anything else on the case. ## What it is Close case accepts exactly three reasons: Verified (the works order has genuinely reached Verified, by re-survey or attestation), No works needed (a sealed survey found nothing requiring works, and no active works order exists against it), or Closed without verification (works are complete but nobody has verified them). A cancelled job reaches Closed through cancellation itself, not through this action. Separately, Decant required and Wash-down requested/arranged each record a structured remedial outcome with a mandatory reason or note — available at any point in an open case’s life, not tied to one particular stage. ## How to do it - Open the case and use Close case , choosing the reason that actually applies — the button only offers reasons the case currently qualifies for. - To flag a decant, use Decant required and give a reason — this is write-once and can’t be recorded twice for the same case. - For a wash-down, use Wash-down requested first, then Wash-down arranged once it’s actually booked — you can’t arrange one that was never requested. An optional note can go on either stage. - Both decant and wash-down can be recorded by a manager or coordinator, or by the job’s own assigned surveyor or operative directly from the field. ## How it integrates None of these five actions ever touches the statutory clock, the works-completion state, or the survey-sealing chain — they’re additive stamps the case lifecycle rail reads to show a caveat chip ( Closed without verification always renders amber, never disguised as a verified closure) and that appear in the case timeline and audit log. Closing a case as No works needed is refused outright if an active works order already exists against the source survey — that combination means works clearly were needed, so the closure reason would be dishonest. ## Common problems - Close case won’t let me choose “No works needed.” Either the source survey isn’t sealed yet, or an active (non-cancelled) works order already exists against it — check for one before closing this way. - I can’t record a decant a second time with an updated reason. Correct — it’s write-once; add the update as a case note instead so the original reason stays on the record as history. - Wash-down arranged is unavailable. Record it as requested first — arranged is refused until a request already exists. Related - [Verifying works](https://housingsurvey.pro/help/works-orders/verifying-works/) - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) - [The audit log](https://housingsurvey.pro/help/evidence-reports/the-audit-log/) [← The follow-up inbox](https://housingsurvey.pro/help/works-orders/the-follow-up-inbox/) [Repair rates: importing your Schedule of Rates catalogue →](https://housingsurvey.pro/help/works-orders/repair-rates-catalogue/) [← Back to works orders and the case lifecycle](https://housingsurvey.pro/help/works-orders/) --- ## The case lifecycle end to end | HousingSurvey Pro help Source: https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/ [Help](https://housingsurvey.pro/help/) / [Works orders and the case lifecycle](https://housingsurvey.pro/help/works-orders/) / The case lifecycle end to end # The case lifecycle end to end Who can do this Permission: workOrders ≥ 1 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Every job — a survey, a set of remedial works, or both together — moves through the same spine: one rail that shows exactly where it is, what happens next, and how it got there if the tidy path wasn’t followed. ## What it is Open any survey or works order (the sidebar lists both together under Jobs ) and you’ll see the case lifecycle rail: Raised → Survey Scheduled → Surveyed → Summary Provided → Works Scheduled → Works Complete → Verified → Closed . Each stage is marked done, current, upcoming, or skipped (struck through, never shown as if it happened). Alongside the rail sits a single Next step button — the one action that moves the case forward from wherever it currently sits. ## How to do it - Open the case and read its position from the rail — no separate place to look for “what do I do now”. - Use the Next step button to advance it: send the resident summary, schedule a verification re-survey, or close the case, depending on where it sits. - Where a case’s stage was reached by an alternative rather than the primary path, a chip on the record says so — see below. - Decant and wash-down actions, where your organisation uses them, sit in their own labelled block and can be set at any point in an open case’s life, not only at one stage. ## How it integrates Real housing management doesn’t always fit the tidy path, so several stages have an explicit, weaker, honestly labelled alternative alongside the primary one — never disguised as the same thing: Stage Primary path Labelled alternative Summary Provided Sent to the resident through the platform. Marked as provided externally, with a note on how — chip: Summary Provided Externally . Works Complete A fingerprinted after-photo is captured. A completion note is required instead, where photos are optional by policy — chip: Notes Only — No Photo Evidence . Works Complete GPS fix captured at completion. Completed on the operative’s behalf from the portal, with no location claimed — chip: No GPS fix recorded . Verified A follow-up re-survey confirms the hazard is resolved. Verified by attestation, with a mandatory reason — chip: Verified By Attestation — No Re-Survey . Closed Automatically eligible once Verified (or once a no-works survey’s summary is provided). Closed with a reason of No works needed or Closed without verification — the latter always shown amber, never as a verified closure. A caveat chip is always visible on the record and in reports, and statutory clocks are untouched by any of this — deadlines are computed from their own events regardless of which path a case took. A survey-only case that finds no hazard skips straight from Summary Provided to Closed; a works-only case raised with no source survey starts at Works Scheduled, with the earlier stages shown as skipped rather than upcoming. ## Common problems - A stage shows as skipped and I think that’s wrong. Check whether the case is survey-only or works-only — skipped stages genuinely never applied to this case, they aren’t a data gap. - I closed a case without a re-survey and want that to be clearly flagged later. It is — a Verified By Attestation or Closed without verification chip stays on the record for as long as it exists. - The Next step button doesn’t match what I expected to do. It reflects the case’s actual current stage — if that looks wrong, check whether an earlier action (a letter, a completion) actually saved. Related - [Raising a survey: the New survey form](https://housingsurvey.pro/help/surveys/raising-a-survey/) - [Repair rates: importing your Schedule of Rates catalogue](https://housingsurvey.pro/help/works-orders/repair-rates-catalogue/) - [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) [Raising a works order →](https://housingsurvey.pro/help/works-orders/raising-a-works-order/) [← Back to works orders and the case lifecycle](https://housingsurvey.pro/help/works-orders/) --- ## Raising and running a survey | HousingSurvey Pro help Source: https://housingsurvey.pro/help/surveys/ [Help](https://housingsurvey.pro/help/) / Raising and running a survey # Raising and running a survey I need to get a surveyor to a property. - [Raising a survey: the New survey formEvery field on the New survey form, what's actually required, and how to track a job afterwards from its drawer.](https://housingsurvey.pro/help/surveys/raising-a-survey/) - [Job type vs hazard typeTwo independent choices on the New survey form: job type sets the timescale regime, hazard type sets what gets captured and reported.](https://housingsurvey.pro/help/surveys/job-type-vs-hazard-type/) - [Scope of survey and Smart BuildBuilding the manager-to-surveyor brief from presets with Smart Build, drafting a starting point with AI, and setting required rooms.](https://housingsurvey.pro/help/surveys/scope-of-survey-and-smart-build/) - [Resident intakeThe optional resident-intake fields on a job: reason for inspection, household details, contact preferences and preferred language.](https://housingsurvey.pro/help/surveys/resident-intake/) - [Report details and presetsReport title and type presets on a job, how they default from the hazard type, and what they do and don't control on the printed report.](https://housingsurvey.pro/help/surveys/survey-report-title-and-type-presets/) - [Assigning a surveyYour own surveyor, unassigned, or a contractor organisation — the three assignment states and what changes for each.](https://housingsurvey.pro/help/surveys/assigning-a-survey/) - [Tracking a survey: the job drawerThe five drawer tabs, how the drawer picks which one to open on, and where the case's stage rail and next-step action live.](https://housingsurvey.pro/help/surveys/tracking-a-survey-the-job-drawer/) - [No access: recording attemptsLogging a visit where you couldn't gain access or an appointment outcome, with GPS and an optional photo, sealed the same way as survey evidence.](https://housingsurvey.pro/help/surveys/recording-access-attempts/) [← All help categories](https://housingsurvey.pro/help/) --- ## Tracking a survey: the job drawer | HousingSurvey Pro help Source: https://housingsurvey.pro/help/surveys/tracking-a-survey-the-job-drawer/ [Help](https://housingsurvey.pro/help/) / [Raising and running a survey](https://housingsurvey.pro/help/surveys/) / Tracking a survey: the job drawer # Tracking a survey: the job drawer Who can do this Permission: workOrders ≥ 1 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Opening any job from Jobs opens a tabbed drawer that stays loaded across tab switches, so a half-written note or draft survives you flicking between tabs. ## What it is The drawer has five tabs, always in this order: Overview , Letters & PDFs , Timeline , Notes , and Assignment & costs . Overview carries the scope of survey, required rooms, resident intake and, where enabled, the vulnerability/safeguarding triage panel, plus the case’s stage rail and next-step action. Letters & PDFs lists every resident-letter card available for the case’s current stage. Timeline is the evidentiary record only — access attempts, appointment outcomes, letters sent, and stage transitions, including the statutory clock where the case has one. Notes is the separate home for internal case notes, never surfaced to the resident. Assignment & costs shows who the job is assigned to and, where applicable, repair costing. The drawer opens on a tab chosen from the case’s current lifecycle stage rather than always defaulting to Overview — reopening a case you were last looking at within the same session returns you to the tab you were on. ## How to do it - Open Jobs from the sidebar and click any row to open its drawer. - Switch tabs freely — nothing you’ve typed is lost switching away and back. - Use Overview ’s stage rail and next-step action to see exactly where the case sits and what to do next; see The case lifecycle end to end for what each of the eight stages means and what the available next-step actions are at each one. - Use Timeline when you need the honest evidentiary record rather than a summary — every access attempt, letter and stage change, in order. - Use Notes for anything internal that shouldn’t reach the resident; it deliberately sits apart from Timeline for exactly that reason. ## How it integrates The stage rail always shows all eight stages — done, current, skipped or upcoming — with a timestamp where known, and inline chips for the honest exceptions (a summary marked provided externally rather than through the platform, works verified by attestation rather than a re-survey, a case closed without verification, and so on) so a shortcut taken is visible, not hidden. The Dashboard’s “Needs attention” panel surfaces overdue, unassigned and stalled cases drawn from the same underlying case data the drawer shows. A case whose works have progressed onto a separate works order shows only a link to open that works order from Overview — the live actions have moved there. ## Common problems - The drawer opened on a tab I didn’t expect. It’s following the case’s current stage — Timeline for cases waiting on a summary, Assignment & costs once works are verified, and so on — not a fixed default. - I can’t find the internal note I added. Notes has its own tab, separate from Timeline; it never appears in the evidentiary record shown there. - I don’t see a “Next step” action at all. A closed case has none — closure is deliberately the end of the line for that record. Related - [Raising a survey: the New survey form](https://housingsurvey.pro/help/surveys/raising-a-survey/) - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) - [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) [← Assigning a survey](https://housingsurvey.pro/help/surveys/assigning-a-survey/) [No access: recording attempts →](https://housingsurvey.pro/help/surveys/recording-access-attempts/) [← Back to raising and running a survey](https://housingsurvey.pro/help/surveys/) --- ## Report details and presets | HousingSurvey Pro help Source: https://housingsurvey.pro/help/surveys/survey-report-title-and-type-presets/ [Help](https://housingsurvey.pro/help/) / [Raising and running a survey](https://housingsurvey.pro/help/surveys/) / Report details and presets # Report details and presets Who can do this Permission: workOrders ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) A job carries a report title and a report type, each pickable from a preset list or replaced with your own free text — useful reference fields, but not the thing that actually decides the printed report’s heading. ## What it is Report title and Report type are each a dropdown of presets plus a Custom… option that swaps to a plain text box (with a Presets button to switch back). The preset lists include every hazard type’s own report name and label, plus a handful of generic options such as “Disrepair Investigation Report” and “Stock Condition Survey Report”. Choosing a hazard type on the job auto-fills both fields to match that hazard’s own defaults — but only while the current value is still a preset or blank; once you’ve hand-edited either field, changing the hazard type afterwards leaves your wording alone. ## How to do it - On New survey , expand Add report details . - Pick a Report title and Report type from the preset list, or choose Custom… to type your own. - Leave both on their hazard-matched default if you’re not sure — it’s chosen to match what the report will actually say. ## How it integrates The report title and type you set here are reference fields on the job record — they’re what you see when scanning a list of jobs, and what a manager might quote to distinguish two similar-looking cases. They are not read by the report PDF itself: the printed report’s own heading is always derived directly from the job’s hazard type in the registry, not from these fields, so editing “Report title” to something custom changes what you see on the job but not the printed report’s header. Neither field has a surveyor-edit toggle in the capture app’s Capture policy settings — unlike address, scope, dates and several other case fields, they aren’t something a surveyor can be granted permission to change on site. See Capture policy for the fields that are. ## Common problems - I changed the report title but the PDF still shows the hazard’s standard title. That’s expected — the printed heading always follows the hazard type, not this field. - The preset list doesn’t include the wording I want. Choose Custom… and type it directly; nothing forces you to stay on a preset. - My custom title reverted when I changed the hazard type. It shouldn’t — the auto-fill only overwrites a value that’s still a preset or blank. If you edited the text first, changing the hazard type afterwards leaves it as you left it. Related - [Raising a survey: the New survey form](https://housingsurvey.pro/help/surveys/raising-a-survey/) - [Job type vs hazard type](https://housingsurvey.pro/help/surveys/job-type-vs-hazard-type/) - [Capture policy](https://housingsurvey.pro/help/settings/capture-policy/) [← Resident intake](https://housingsurvey.pro/help/surveys/resident-intake/) [Assigning a survey →](https://housingsurvey.pro/help/surveys/assigning-a-survey/) [← Back to raising and running a survey](https://housingsurvey.pro/help/surveys/) --- ## Scope of survey and Smart Build | HousingSurvey Pro help Source: https://housingsurvey.pro/help/surveys/scope-of-survey-and-smart-build/ [Help](https://housingsurvey.pro/help/) / [Raising and running a survey](https://housingsurvey.pro/help/surveys/) / Scope of survey and Smart Build # Scope of survey and Smart Build Who can do this Permission: workOrders ≥ 2 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) The scope of survey is the one field every surveyor reads before starting work. Smart Build turns it from a blank box into a guided pick-list, and an optional AI draft gives you a starting point once the job already exists. ## What it is Build from presets opens Smart Build: a set of category chips tailored to the job’s hazard type. Damp & mould uses one long-standing option set; every other hazard type has its own dedicated set of purpose, standards-and-references and known-limitations chips, written with no damp-and-mould vocabulary carried over. Ticking chips assembles plain-English wording into a live preview, which you then hand-edit before using it — nothing is locked once it lands in the field. The result becomes the job’s scope of survey text, which prints on the report and shows in the capture app as the surveyor’s brief. Once a job already exists, you can also ask AI to draft a short scope from what’s already on file — the reported description, resident-intake context, property type and required-room count — rather than starting from Smart Build. This is only offered from the job’s own drawer afterwards, not on the New survey form, because there’s nothing on file yet at creation time to draft from. ## Before you start Raising or editing a survey needs workOrders permission at Edit level or above. ## How to do it - On New survey , expand Add report details and click Build from presets next to Scope of survey. - Tick the categories and options that apply — the preview box updates live as you go. - Click Use text to commit the generated wording to the field, editing it directly first if you want to adjust it. - Where an AI-polish option is offered inside the builder, use it to tidy the wording without changing what it says. - List any Required rooms the surveyor must check, one per line. The field app tracks these positionally and asks for a recorded reason before sealing if any are missed. - From an existing job’s drawer, use the AI-draft option instead if you’d rather start from a machine-drafted paragraph built only from facts already recorded on the case. ## How it integrates The generated or drafted text becomes the work order’s scope-of-survey field: the capture app shows it to the surveyor as a read-only briefing the first time they open the job, and it prints in the report’s scope section — see Running a survey, hazard by hazard . AI drafting is advisory only — it writes solely from facts already on the case and is instructed never to invent a room, defect or property fact; nothing it produces is saved automatically, and it never restates specific required-room names, only that some exist. Required rooms feed the field app’s requirements check at finalise time, not a hard block at the point you raise the job. ## Common problems - The chip options look wrong for this job. Confirm the hazard type is set correctly first — Smart Build’s option set is chosen by hazard type. - AI drafting isn’t offered. It only appears once the job already exists, from its own drawer, not on the New survey form. - A required room the surveyor missed isn’t blocking anything at my end. It’s enforced in the field app at finalise time, with a recorded reason if genuinely inaccessible, not at the point you raise the job. Related - [Raising a survey: the New survey form](https://housingsurvey.pro/help/surveys/raising-a-survey/) - [Survey details and resident intake in the app](https://housingsurvey.pro/help/capture-app/survey-details-and-resident-intake-in-the-app/) - [Remedial recommendations and scope of works](https://housingsurvey.pro/help/capture-app/remedial-recommendations-and-scope-of-works/) - [Connecting your AI provider](https://housingsurvey.pro/help/ai/connecting-your-ai-provider/) [← Job type vs hazard type](https://housingsurvey.pro/help/surveys/job-type-vs-hazard-type/) [Resident intake →](https://housingsurvey.pro/help/surveys/resident-intake/) [← Back to raising and running a survey](https://housingsurvey.pro/help/surveys/) --- ## Resident intake | HousingSurvey Pro help Source: https://housingsurvey.pro/help/surveys/resident-intake/ [Help](https://housingsurvey.pro/help/) / [Raising and running a survey](https://housingsurvey.pro/help/surveys/) / Resident intake # Resident intake Who can do this Permission: workOrders ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Resident intake captures household context around a job — why it was raised, who’s affected, and how the resident wants to be contacted — entirely optional, and just as editable later from the case’s own drawer as it is at the point you raise the job. ## What it is Every field is optional: Reason for inspection (complaint, disrepair claim, stock-condition survey, renewed report, environmental alert, routine inspection, contractor referral, or other, with a details box when “other” is chosen), whether the property is a licensed HMO (with a room/unit location field), the number of adults and children , whether there are pets on site (with a details box), the resident’s best contact method (phone, email, text, WhatsApp, post, other), how the report should be delivered (email, post, an alternative address, WhatsApp, other), and preferred language — recorded only, not translated. All of these live together in one nested field on the job, which is why they’re grouped in one disclosure rather than scattered across separate boxes. ## How to do it - On New survey , expand Add report details and open the resident-intake section, or open an existing job’s drawer and edit it from Overview . - Set whichever fields you know — none are required. - Choose a Best contact method and a Report delivery method if a resident-facing letter will be sent for this case; each reveals its own follow-up field (a delivery address, a WhatsApp number, or a details box) where relevant. - Save. These fields can be revisited and updated at any point in the case’s life, not only when it’s first raised. ## How it integrates Resident intake is read-only context for the surveyor in the capture app and prints in the report’s property-information section where populated. Preferred language is recorded honestly as information only — it does not drive any automatic translation of resident letters, the report, or the capture app itself; if a resident needs a translated document, that’s arranged separately. Reason for inspection and household details help explain why a job was raised when a case is reviewed later, alongside the timeline and any resident letters sent. ## Common problems - I don’t have this information yet. Leave it blank and raise the survey — none of it blocks creating or assigning a job. - I recorded a preferred language but the resident letter still went out in English. That’s expected — preferred language is a record, not a translation instruction. - I need to correct a detail after the visit. Open the job’s drawer and edit the same fields there; there’s no separate “locked after raising” state for resident intake. Related - [Raising a survey: the New survey form](https://housingsurvey.pro/help/surveys/raising-a-survey/) - [Report details and presets](https://housingsurvey.pro/help/surveys/survey-report-title-and-type-presets/) - [Survey details and resident intake in the app](https://housingsurvey.pro/help/capture-app/survey-details-and-resident-intake-in-the-app/) [← Scope of survey and Smart Build](https://housingsurvey.pro/help/surveys/scope-of-survey-and-smart-build/) [Report details and presets →](https://housingsurvey.pro/help/surveys/survey-report-title-and-type-presets/) [← Back to raising and running a survey](https://housingsurvey.pro/help/surveys/) --- ## No access: recording attempts | HousingSurvey Pro help Source: https://housingsurvey.pro/help/surveys/recording-access-attempts/ [Help](https://housingsurvey.pro/help/) / [Raising and running a survey](https://housingsurvey.pro/help/surveys/) / No access: recording attempts # No access: recording attempts Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Not every visit ends in a survey. Recording access or an appointment outcome logs what actually happened — a locked door, a refusal, a rescheduled appointment — as its own sealed evidence, without pretending a survey took place. ## What it is From a job card in the capture app, or from the job’s drawer in the portal, Record access / appointment outcome logs one of: couldn’t gain access (with a reason — no answer, access refused, property appears vacant, or other), a missed or changed appointment, or a 24-hour inspection offer’s outcome. A field-logged attempt requires a GPS fix at the property, exactly like starting a survey; an office-logged attempt never carries one, so it can never be mistaken for GPS-anchored field evidence. A photo — for example a calling card left at the door — is optional either way. ## How to do it - From the job card (in the app) or the job’s Timeline (in the portal), choose Record access / appointment outcome , or Can’t gain access? if no attempt has been logged yet for this job. - Pick What happened and, if it’s a failed access attempt, the Reason . - Add a note and, optionally, a photo — the photo is timestamped, geotagged and fingerprinted the same way any evidence photo is. - Submit. This is a direct, server-sealed action — it needs a live connection to complete, same as finalising a survey. ## How it integrates An access attempt or appointment outcome is created entirely server-side and hash-chained into the same evidentiary sequence as sealed surveys for that job, appearing on the case’s Timeline and incrementing its attempt counters. It does not pause or extend the statutory clock — logging an attempt is evidentiary bookkeeping, not a mechanism for stopping the deadline. It does trigger a notification to the office and an audit-log entry. ## Common problems - I’m offline and the submit button doesn’t respond. Access attempts are sealed the instant you submit — there’s no offline queue for them, unlike day-to-day survey capture. Reconnect and try again. - The attempt count includes ones I didn’t log. Office staff can log an attempt too (for example, from a phone call with the resident) — the counter is shared across both sources, and shows how many were office-logged separately. - I expected this to move the deadline. It doesn’t — an access attempt is recorded evidence of what happened on a visit, not an input to the statutory clock. Related - [Tracking a survey: the job drawer](https://housingsurvey.pro/help/surveys/tracking-a-survey-the-job-drawer/) - [Working offline and syncing](https://housingsurvey.pro/help/capture-app/working-offline-and-syncing/) - [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) [← Tracking a survey: the job drawer](https://housingsurvey.pro/help/surveys/tracking-a-survey-the-job-drawer/) [← Back to raising and running a survey](https://housingsurvey.pro/help/surveys/) --- ## Raising a survey: the New survey form | HousingSurvey Pro help Source: https://housingsurvey.pro/help/surveys/raising-a-survey/ [Help](https://housingsurvey.pro/help/) / [Raising and running a survey](https://housingsurvey.pro/help/surveys/) / Raising a survey: the New survey form # Raising a survey: the New survey form Who can do this Permission: workOrders ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Jobs lists both surveys and works orders together, and raising one is deliberately quick: only two fields are required, everything else is optional detail you can add now or later. ## What it is + New survey opens a form where only Property address and Description are marked required. Case-detail fields for the report — tenant contact, report title and type presets, a reference number, and a scope-of-survey box with a smart-builder and an optional AI-drafted starting point — sit behind an Add report details (optional) disclosure. Scheduling a visit or sending straight to a contractor sits behind a separate Assign now (optional) disclosure. Open either only if you need it; the minimal path is address, description, and Create survey . Raising work with no source survey — a tenant-reported fix, planned maintenance, or making a property safe — uses the separate + New works order (no survey) action instead, which starts the case straight at Works Scheduled. ## How to do it - Open Jobs from the sidebar and click + New survey . - Enter the property address and a description of the work — if the property already has a tenancy on file, its contact is suggested automatically. - Optionally expand Add report details for tenant contact, report title/type, reference number and scope of survey. - Optionally expand Assign now to schedule a visit or send the job straight to a contractor organisation you hold a grant with — or leave it unassigned and assign later from the job’s drawer. - Click Create survey . The job appears in Jobs , and, once assigned, in the assignee’s inbox. ## How it integrates Opening a created job shows a tabbed drawer that stays loaded across tab switches, so a half-written draft survives a tab change: - Overview — the scope of survey, required rooms, resident intake and, where enabled, the vulnerability/safeguarding triage panel. - Letters & PDFs — every resident-letter card available for the case’s current stage. - Timeline — the evidentiary record only: access attempts, appointment outcomes, letters sent and stage transitions, including the Awaab’s Law statutory clock where the case has one. - Notes — the separate home for internal case notes, never surfaced to the resident. - Assignment & costs — who the job is assigned to and, where applicable, repair costing. The Dashboard ’s “Needs attention” panel surfaces overdue, unassigned and stalled cases in one place. A case’s row and drawer header carry honest caveat badges where they apply — for example EMERGENCY or No GPS fix recorded — rather than presenting every case as equally routine. See The case lifecycle end to end for how a case’s overall position is tracked once raised. ## Common problems - I don’t want to fill in report details or assign yet. You don’t have to — address and description alone create a valid survey; both disclosures can be opened later from the job’s drawer. - The suggested tenant contact is wrong. It’s drawn from a matching tenancy record on the property — correct the record under Properties → Tenancies rather than editing it per-job. - A job I raised isn’t showing in the assignee’s inbox. Confirm the assignment was saved on Assignment & costs , and that the assignee’s app has synced. Related - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) - [The schedule calendar](https://housingsurvey.pro/help/scheduling/schedule-calendar/) - [The contractor directory](https://housingsurvey.pro/help/contractors/contractor-directory/) [Job type vs hazard type →](https://housingsurvey.pro/help/surveys/job-type-vs-hazard-type/) [← Back to raising and running a survey](https://housingsurvey.pro/help/surveys/) --- ## Job type vs hazard type | HousingSurvey Pro help Source: https://housingsurvey.pro/help/surveys/job-type-vs-hazard-type/ [Help](https://housingsurvey.pro/help/) / [Raising and running a survey](https://housingsurvey.pro/help/surveys/) / Job type vs hazard type # Job type vs hazard type Who can do this Permission: workOrders ≥ 2 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) The New survey form asks two separate questions that are easy to conflate: job type, which sets the statutory timescale regime, and hazard type, which sets what the surveyor actually captures and which report comes out. ## What it is Job type is one of three options: Awaab’s Law — statutory timescales , Emergency — 24 hours , or General / routine . It decides whether a clock runs on this job at all, and if so which regime — the working-day track or the 24-hour emergency track. Hazard type is a separate selector — damp & mould, excess cold, asbestos, and so on — that decides which sections the surveyor sees in the capture app and which report template gets produced. The two are independent: a job can be, for example, an emergency electrical hazard, or a general routine indoor-air-quality check. The hazard-type picker only appears once your organisation has enabled a second hazard type beyond damp & mould. With only damp & mould enabled, every job is implicitly that hazard type and the picker stays hidden. ## Before you start Raising or editing a survey needs workOrders permission at Edit level or above. ## How to do it - On New survey , choose a Job type : Awaab’s Law — statutory timescales (investigate within 10 working days, written summary within 3 more, works begun within 5 more), Emergency — 24 hours (investigated and made safe within 24 hours, for an emergency hazard of any type), or General / routine (no statutory clock — set your own due date). - If more than one hazard type is enabled for your organisation, choose the Hazard type . It defaults to damp & mould. - Choosing Emergency automatically sets the case’s severity to emergency. Switching away from Emergency releases the severity back to significant rather than leaving it stuck. ## How it integrates Whether a clock actually runs is resolved server-side, and it takes more than the job type to decide: - A General job never gets a statutory clock, whatever the hazard. - An Emergency job gets the 24-hour clock for any hazard except asbestos , which is excluded outright — asbestos sits under the Control of Asbestos Regulations 2012’s duty to manage, not Awaab’s Law. - For a non-emergency job, whether the clock runs depends on the hazard’s own phase. Today only damp & mould’s Phase 1 clock is confirmed and running. Every Phase 2 hazard — excess cold, excess heat, the three falls hazards, structural collapse, fire and explosions, electrical, domestic hygiene — is fully capturable now , but its statutory clock is not yet running ; Phase 2 commences 30 November 2026. See How the statutory clock works and Jobs with no statutory clock, and internal targets . The severity you record — significant or emergency — is always your own professional judgement; the platform never makes that determination for you. ## Common problems - I picked Emergency but the case shows no 24-hour countdown. Check the hazard type — asbestos jobs never carry a statutory clock, emergency or otherwise. - A Phase 2 hazard job shows no deadline even though I marked it significant. That’s expected today — Phase 2’s clock isn’t running yet, though the survey itself captures normally and the finding is fully on record. - I can’t see the hazard-type picker. It’s hidden until your organisation enables a second hazard type — ask an admin to check Settings → App configuration → Hazards . Related - [Raising a survey: the New survey form](https://housingsurvey.pro/help/surveys/raising-a-survey/) - [How the statutory clock works](https://housingsurvey.pro/help/awaabs-law/how-the-statutory-clock-works/) - [Jobs with no statutory clock, and internal targets](https://housingsurvey.pro/help/awaabs-law/jobs-with-no-statutory-clock/) - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) [← Raising a survey: the New survey form](https://housingsurvey.pro/help/surveys/raising-a-survey/) [Scope of survey and Smart Build →](https://housingsurvey.pro/help/surveys/scope-of-survey-and-smart-build/) [← Back to raising and running a survey](https://housingsurvey.pro/help/surveys/) --- ## Assigning a survey | HousingSurvey Pro help Source: https://housingsurvey.pro/help/surveys/assigning-a-survey/ [Help](https://housingsurvey.pro/help/) / [Raising and running a survey](https://housingsurvey.pro/help/surveys/) / Assigning a survey # Assigning a survey Who can do this Permission: workOrders ≥ 2 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) A job’s assignment answers one question — who’s carrying this out — with three possible states: one of your own surveyors, nobody yet, or a contractor organisation. ## What it is Assignment is a single create-time (or later, drawer-time) choice: Assign now with a surveyor picked from your team, Assign now left as Unassigned , or Assign now to a contractor organisation you hold an active grant with. Choosing a contractor clears any surveyor assignment and vice versa — the two are mutually exclusive at the point you set them, though a job farmed out to a contractor can later end up assigned to a specific surveyor once the contractor’s own manager claims and assigns it on their side. ## Before you start Assigning or reassigning a job needs workOrders permission at Edit level or above. Assigning to a contractor needs an active invite grant with that organisation — see The contractor directory . ## How to do it - On New survey or an existing job’s Assignment & costs tab, expand or open Assign now . - Choose Your own surveyor and pick a name, or leave it as Unassigned to decide later. - Choose A contractor organisation instead and pick from the organisations you hold an active grant with. - Save. An unassigned job sits in the Schedule view’s unassigned tray until someone picks it up; an assigned job appears in that surveyor’s inbox in the capture app. ## How it integrates Only roles that can actually open the survey wizard — not the stripped operative works-jobs view — are offered as assignees for a survey-kind job; the eligible-assignee list is filtered accordingly. If a contractor grant is revoked between when you opened the form and when you save, the assignment fails closed rather than silently binding to a stale grant — reselect a currently active contractor and try again. Moving a scheduled appointment never rewinds a job that’s already in progress back to a “scheduled” state. See Assigning surveyors and operatives in Scheduling for the drag-and-drop version of the same assignment, and Dispatching work to a contractor for what a contractor organisation sees once assigned. ## Common problems - The contractor I want isn’t in the list. You need an active invite grant with them first — see The contractor directory and Invite codes and grants . - I assigned a job to a contractor but it still shows in my own team’s Unassigned tray. Check the assignment actually saved on Assignment & costs — a contractor assignment should clear your own team from the picture entirely. - The surveyor I picked doesn’t see the job. Confirm they’re signed into the correct organisation profile in the capture app, and that the assignment change has synced. Related - [Raising a survey: the New survey form](https://housingsurvey.pro/help/surveys/raising-a-survey/) - [The schedule calendar](https://housingsurvey.pro/help/scheduling/schedule-calendar/) - [The contractor directory](https://housingsurvey.pro/help/contractors/contractor-directory/) [← Report details and presets](https://housingsurvey.pro/help/surveys/survey-report-title-and-type-presets/) [Tracking a survey: the job drawer →](https://housingsurvey.pro/help/surveys/tracking-a-survey-the-job-drawer/) [← Back to raising and running a survey](https://housingsurvey.pro/help/surveys/) --- ## Settings | HousingSurvey Pro help Source: https://housingsurvey.pro/help/settings/ [Help](https://housingsurvey.pro/help/) / Settings # Settings Configuring your organisation, section by section. - [The Settings hubWhere every configuration screen lives, and how role baselines plus per-module permission overrides decide who can open each one.](https://housingsurvey.pro/help/settings/settings-hub/) - [GeneralYour organisation's display name and a read-only summary of its plan, seats, data region and portal version.](https://housingsurvey.pro/help/settings/general/) - [BrandingYour logo, accent colour, registration details and contact information — shown on the field app and every generated report.](https://housingsurvey.pro/help/settings/branding/) - [Capture policyPhoto requirements, on-site editing rules, currency and units, and report-revision policy, applied to every field app the moment you save.](https://housingsurvey.pro/help/settings/capture-policy/) - [Internal target deadlinesYour own acknowledge/investigate/remedy targets for jobs with no statutory clock, plus per-hazard overrides — internal only, never a deadline.](https://housingsurvey.pro/help/settings/internal-target-deadlines/) - [App configuration: overview and how layers resolveHow App configuration's five tabs share one draft and one save, and the order settings resolve in from organisation down to a single job.](https://housingsurvey.pro/help/settings/app-configuration-overview/) - [App configuration: Data collectionThe org-wide floor for which wizard modules and report sections can exist at all, plus the sealed-record on-site summary screen.](https://housingsurvey.pro/help/settings/app-configuration-data-collection/) - [App configuration: HazardsEnabling and disabling hazard types, customising each one's capture and report sections, and the asbestos register review interval.](https://housingsurvey.pro/help/settings/app-configuration-hazards/) - [App configuration: Survey contentStandard legal disclaimer and scope-of-survey wording, and the extended form-parity inspection sections.](https://housingsurvey.pro/help/settings/app-configuration-survey-content/) - [App configuration: ResidentOn-site resident-intake capture, special-category vulnerability and safeguarding triage, and tenant signature at survey completion.](https://housingsurvey.pro/help/settings/app-configuration-resident/) - [App configuration: Costs and referencesWhether surveyors see prices while picking scope-of-works items, the reference-number auto-suggestion, and the sign-off attestation wording.](https://housingsurvey.pro/help/settings/app-configuration-costs-and-references/) - [Scoped overrides: per member, per contractor, per jobAdding an App configuration override for one person, one contractor organisation or one work order, and how narrower scopes can only hide further.](https://housingsurvey.pro/help/settings/scoped-overrides/) - [API and webhooksMinting and revoking REST API keys, and configuring the webhook that pushes events to your own system — the Settings screen behind both.](https://housingsurvey.pro/help/settings/api-and-webhooks/) - [SSOThe Settings screen for connecting Microsoft Entra ID — what it collects today, and where to find the full setup guide.](https://housingsurvey.pro/help/settings/sso/) - [SCIM provisioningMinting the SCIM token your identity provider uses for automatic joiner/mover/leaver sync — the Settings screen behind the full setup guide.](https://housingsurvey.pro/help/settings/scim-provisioning/) - [Data sourcesBringing your own Ordnance Survey API key for full address-to-UPRN property resolution, on top of the free register.](https://housingsurvey.pro/help/settings/data-sources/) - [Notifications and SMTPWhich statutory deadline alerts email the case owner, and connecting your own mail server so those emails actually deliver.](https://housingsurvey.pro/help/settings/notifications-and-smtp/) - [SFTP serversThe Settings screen for adding, testing and pinning your own SFTP servers — outbound sends, inbound imports, and delivery status.](https://housingsurvey.pro/help/settings/sftp-servers/) - [Mail logEvery email your organisation's own mailers have sent — statutory alerts, resident letters, invoices and SMTP tests — read-only.](https://housingsurvey.pro/help/settings/mail-log/) - [Data and exportsThe nightly EDI export, a full GDPR data export, evidence bundles, BigQuery warehouse access, and requesting organisation deletion.](https://housingsurvey.pro/help/settings/data-and-exports/) - [Audit logThe append-only, hash-chained record of privileged actions across your organisation, and the nightly chain-verification sweep behind it.](https://housingsurvey.pro/help/settings/audit-log/) [← All help categories](https://housingsurvey.pro/help/) --- ## SSO | HousingSurvey Pro help Source: https://housingsurvey.pro/help/settings/sso/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / SSO # SSO Who can do this Permission: settings ≥ 3 Enterprise plan and above Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Settings → SSO & provisioning is where your organisation connects Microsoft Entra ID so staff sign in with their work email — see SSO end to end for the full setup walkthrough. ## What it is This card collects an Entra ID app registration’s Application (client) ID and Issuer , plus an optional Client secret , and is intended to enable sign-in for anyone in your directory once saved. It’s an Enterprise-plan feature. ## Before you start SSO requires the Enterprise plan and organisation-admin access to Settings, a level higher than most other Settings sections. ## How to do it - In Microsoft Entra ID, create an app registration (Web platform). The screen shows you the exact redirect URI to register — copy it from there rather than from memory, because it is the domain sign-in is actually served from. - Open Settings → SSO & provisioning . - Enter your Email domain — the domain your staff’s work email addresses end in, without the @ (for example acme-housing.org.uk ). This is how sign-in recognises which organisation someone belongs to, so it can be claimed by only one organisation. - Enter the Application (client) ID and Issuer from that app registration, and the Client secret if you want the auth-code flow rather than an implicit ID-token flow. - Click Enable SSO (or Update SSO if a connection already exists). The connection’s sign-in code is shown once it succeeds. ## How it integrates Once connected, joiners and leavers are meant to follow your own Entra ID directory rather than a separate invite list here — see SCIM provisioning for automating that directory sync itself, which runs alongside SSO in the same settings section. An admin can still revoke any individual user’s sessions directly from Members, regardless of how they signed in. ## Common problems - “That email domain is registered to another organisation.” A domain is the key sign-in uses to route someone to the right organisation, so only one organisation can hold it. If you believe the claim is yours, contact support rather than trying a variant of the domain — a near-miss domain will not match your users’ email addresses at sign-in. - The whole section shows an upgrade notice instead of the form. SSO is an Enterprise-plan feature — every other Settings section is unaffected below that tier. - A user still can’t sign in after a connection was configured. Confirm they’re assigned to the app registration in Entra ID, and that their email matches the domain the connection was set up for. Related - [The Settings hub](https://housingsurvey.pro/help/settings/settings-hub/) - [SCIM provisioning](https://housingsurvey.pro/help/settings/scim-provisioning/) - [SSO end to end](https://housingsurvey.pro/help/integrations/sso-end-to-end/) [← API and webhooks](https://housingsurvey.pro/help/settings/api-and-webhooks/) [SCIM provisioning →](https://housingsurvey.pro/help/settings/scim-provisioning/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## SFTP servers | HousingSurvey Pro help Source: https://housingsurvey.pro/help/settings/sftp-servers/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / SFTP servers # SFTP servers Who can do this Permission: settings ≥ 3 Platform plan and above Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Settings → SFTP servers is where your organisation connects out to its own SFTP server — see Sending and pulling files over SFTP for the full guide to what can be sent and pulled. ## What it is A list of your organisation’s configured servers, each with its own connection details, authentication method, host-key pinning status and last test result, plus an activity log of every test, send and pull. HousingSurvey Pro is always the client here, never a listener you connect into. It’s a Platform-plan feature. ## Before you start SFTP requires the Platform plan, organisation-admin access to Settings, and an SFTP account your organisation already controls. ## How to do it - Open Settings → SFTP servers and click Add server . - Enter the host , port , username and remote path , choose an authentication method (SSH key, password, or both), and click Save . - For a key-based server, click Mint key (ed25519) (recommended) or Mint (RSA-4096) if your server doesn’t support it — the public half is shown once, ready to append to the server’s authorized_keys . - Click Test connection to run a real handshake and a read-only listing of the remote path. On the first successful test, verify the shown fingerprint out of band with your IT team, then Confirm & pin it. - Toggle Enabled off to pause a server immediately — no sends, EDI deliveries or pulls go through it while disabled, but Test connection still works so you can fix a problem first. ## How it integrates Once a fingerprint is pinned, any future connection presenting a different host key is refused until a human re-confirms it — this catches both a legitimate re-key and a compromised connection the same way. Every outbound file is written to a hidden temporary name first, then renamed into place, so nothing downstream ever sees a partially written file. This same server list is what Data and exports ’ nightly EDI export can deliver to, in addition to its CSV download. ## Common problems - Test connection fails at the fingerprint step. Your server presented a different host key than the one previously pinned — verify the new one with your IT team out of band before re-pinning; never re-pin on trust alone. - Test connection fails at authentication. The username or password is wrong, or the public key isn’t installed (or was removed) from authorized_keys on the server. - The whole section shows an upgrade notice. SFTP is a Platform-plan feature — every other Settings section is unaffected below that tier. Related - [The Settings hub](https://housingsurvey.pro/help/settings/settings-hub/) - [Sending and pulling files over SFTP](https://housingsurvey.pro/help/integrations/sftp-servers/) - [Testing a connection](https://housingsurvey.pro/help/integrations/testing-a-connection/) [← Notifications and SMTP](https://housingsurvey.pro/help/settings/notifications-and-smtp/) [Mail log →](https://housingsurvey.pro/help/settings/mail-log/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## The Settings hub | HousingSurvey Pro help Source: https://housingsurvey.pro/help/settings/settings-hub/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / The Settings hub # The Settings hub Who can do this Permission: settings ≥ 1 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Settings is the organised home for everything that configures your organisation, grouped so each thing has a clear place. ## What it is Settings is grouped into five areas: Organisation (general details, branding, capture policy, app configuration), Integrations (API & webhooks, SSO & provisioning, AI, data sources, notifications, SFTP servers, mail log), Data & compliance (data & exports, audit log), Account (your own sign-in security, appearance), and Billing . Which sections you can open, and whether you can view or edit them, depends on your role baseline plus any per-module override. ## How to do it - Open Settings from the sidebar. - Choose a section from the grouped list — each one opens a focused screen for that area. - Capture policy changes (on-site GPS requirement, optional modules, currency and units) apply the moment you save them. - App configuration changes are staged as a draft: an unsaved-changes bar appears with Save changes or Discard , and navigating away with unsaved edits prompts you to confirm first. - To review or change what a specific member can access, open Members , use their Manage action, and open Granular permissions . ## How it integrates Every member has a role baseline — owner, org admin, manager, coordinator, finance, viewer, surveyor, operative, or contractor — and an authorised administrator can then tune each product module individually from None through Module admin for a non-owner member. The granular permissions table shows, per module, the role baseline, any per-user override, the effective permission, and the effective scope. Surveyor and operative access to evidence, properties, work orders and scheduling always stays limited to their own assigned records, even with an elevated module permission. Changes to permissions are enforced server-side: the same checks run on every privileged request regardless of what a client shows, and Storage rules resolve a photo’s owning record before permitting an upload. A signed-in screen may briefly show a loading state while an updated permission document resolves, but a stale token or hidden button can never preserve access that’s been revoked. ## Common problems - A member can’t see a section I expect them to. Check their role baseline and any per-module override under Members → Manage → Granular permissions — most access issues are a permission level, not a bug. - I changed a setting and it hasn’t taken effect for a survey already in progress. Capture policy is read when a surveyor opens a survey; a change mid-survey applies from the next time they open it, not retroactively to a session already running. - I can’t grant someone system admin. That level is platform-internal and cannot be granted through the organisation’s permissions editor at all. Related - [Webhooks](https://housingsurvey.pro/help/integrations/webhooks/) - [SSO end to end](https://housingsurvey.pro/help/integrations/sso-end-to-end/) - [Connecting your AI provider](https://housingsurvey.pro/help/ai/connecting-your-ai-provider/) [General →](https://housingsurvey.pro/help/settings/general/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## Scoped overrides: per member, per contractor, per job Source: https://housingsurvey.pro/help/settings/scoped-overrides/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / Scoped overrides: per member, per contractor, per job # Scoped overrides: per member, per contractor, per job Who can do this Permission: settings ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Scoped app configuration lets you set a narrower App configuration override for one person, one contractor organisation, or one work order — without touching what everyone else sees. ## What it is This panel sits at the bottom of Settings → App configuration , below the five tabs. It offers three scope types — People , Contractors , Work orders — each showing a searchable list of eligible targets on the left and, once you pick one, its inherited and overridden settings on the right. A target already carrying an override shows a Configured badge in the list. ## How to do it - Open Settings → App configuration and scroll down to Scoped app configuration . - Choose a scope type, then pick a person, contractor organisation, or work order from the list. - Set date format, temperature unit, currency, or the (legacy) Essential Costs module visibility — leave any field on its blank “Inherit” option to fall through to the broader setting. - Under Additional wizard sections to hide and Additional sealed-overview sections to hide , check any further sections to hide for this scope specifically — a section already greyed out is hidden by a broader scope and can’t be restored here. - Expand Per-hazard-type configuration to set hazard-specific overrides for this one scope, the same expandable table as the Hazards tab. - Click Save override , or Reset to inherited to remove every override for this target and fall back to the broader configuration entirely. ## How it integrates Overrides resolve in ascending precedence: organisation, then a contractor organisation’s own override, then a specific person’s, then a specific work order’s — the narrowest scope always wins for the fields it actually sets, and anything it leaves blank falls through to the next broadest layer that does set it. A contractor-performed work order inherits that contractor tenant’s own app configuration rather than your organisation’s — your organisation’s hidden sections and hazard profiles are never silently copied across a tenant boundary; only your own contractor-scope or work-order-scope overrides apply on top. Section-hiding is union-only in every direction: a narrower scope can add to what’s hidden, never take away what a broader scope already hid. ## Common problems - My override for a work order isn’t showing any effect. Check whether the work order is contractor-performed — it inherits that contractor’s own configuration (plus any contractor/person override you set), not your organisation’s base configuration. - A checkbox is greyed out and I can’t toggle it. It’s already hidden by a broader scope — remove the restriction there if you genuinely need it back for everyone, since a narrower scope can never restore it. - I want this person to go back to using the organisation defaults entirely. Select them, then click Reset to inherited — this removes every override in one action rather than clearing fields one at a time. Related - [App configuration: overview and how layers resolve](https://housingsurvey.pro/help/settings/app-configuration-overview/) - [App configuration: Hazards](https://housingsurvey.pro/help/settings/app-configuration-hazards/) - [The contractor directory](https://housingsurvey.pro/help/contractors/contractor-directory/) [← App configuration: Costs and references](https://housingsurvey.pro/help/settings/app-configuration-costs-and-references/) [API and webhooks →](https://housingsurvey.pro/help/settings/api-and-webhooks/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## SCIM provisioning | HousingSurvey Pro help Source: https://housingsurvey.pro/help/settings/scim-provisioning/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / SCIM provisioning # SCIM provisioning Who can do this Permission: settings ≥ 3 Enterprise plan and above Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Settings → SSO & provisioning is also where your organisation generates the SCIM token Entra ID uses for automatic joiner/mover/leaver sync — see SCIM provisioning end to end for the full identity-provider setup. ## What it is SCIM user provisioning sits in the same card group as SSO, just below it, with one action: Generate SCIM token . The endpoint is /scim/v2/Users , following the SCIM 2.0 standard your identity provider already speaks. It’s an Enterprise-plan feature and a different job to SSO — SSO governs how someone signs in, SCIM governs whether their account exists here at all. ## Before you start SCIM requires the Enterprise plan and organisation-admin access to Settings, a level higher than most other Settings sections. ## How to do it - Open Settings → SSO & provisioning and scroll to SCIM user provisioning . - Click Generate SCIM token . The tenant URL and secret token are both shown once — copy them now. - In Entra ID, go to Enterprise applications → Provisioning, and paste the tenant URL and secret token there. - New users provisioned this way arrive as surveyors, with your seat limits still enforced. ## How it integrates Generating a new token immediately invalidates the previous one, so rotating it deliberately cuts off a retired or compromised connection without disrupting SSO sign-in itself — the two are configured independently even though they share a settings card group. Deactivating a user through SCIM disables their access instantly; it never deletes their evidence, notes or audit history. ## Common problems - The token I just copied doesn’t work. It’s shown once at generation time and can’t be retrieved again — generate a new one and update your identity provider’s configuration with it. - I regenerated the token and provisioning stopped. That’s expected — the previous token is invalidated the moment a new one is minted; update your identity provider’s provisioning configuration with the new one. - The whole card group shows an upgrade notice. SCIM, and SSO alongside it, is an Enterprise-plan feature — the rest of Settings is unaffected below that tier. Related - [SSO](https://housingsurvey.pro/help/settings/sso/) - [The Settings hub](https://housingsurvey.pro/help/settings/settings-hub/) - [SCIM provisioning end to end](https://housingsurvey.pro/help/integrations/scim-provisioning-end-to-end/) [← SSO](https://housingsurvey.pro/help/settings/sso/) [Data sources →](https://housingsurvey.pro/help/settings/data-sources/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## Notifications and SMTP | HousingSurvey Pro help Source: https://housingsurvey.pro/help/settings/notifications-and-smtp/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / Notifications and SMTP # Notifications and SMTP Who can do this Permission: settings ≥ 3 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Settings → Notifications controls which statutory deadline events email the case owner, and lets your organisation connect its own SMTP server so those emails actually deliver. ## What it is Two cards: Alerts , two checkboxes for emailing the case owner when a statutory deadline is breached or approaching (within two working days); and Email (SMTP) , your own mail server’s host, port, encryption mode, credentials and sender identity. The 6-hourly statutory sweep always writes to the in-portal alert centre and your audit log regardless of these settings — that channel can’t be switched off, since the warning itself is evidence. ## Before you start Configuring SMTP and alert preferences requires organisation-admin access to Settings, a level higher than most other Settings sections. ## How to do it - Open Settings → Notifications . - Toggle either alert checkbox under Alerts . - Under Email (SMTP) , enter your SMTP host , port , and encryption mode (STARTTLS on 587 is recommended; SSL/TLS on 465; unencrypted on 25 is strongly discouraged), plus a username , password , and optional from name / from email . - Optionally turn on If my SMTP server fails, fall back to the platform relay — off by default; when on, a send-time failure retries once via HousingSurvey Pro’s own relay instead of failing outright. - Click Save , then Send test email to confirm delivery to your own signed-in address. ## How it integrates If you use Microsoft 365 or Google Workspace, no new SPF/DKIM/DMARC records are needed — your own provider already sends for your domain; records are only relevant if HousingSurvey Pro ever sends on your domain’s behalf via the fallback relay. If no SMTP is configured at all, statutory email alerts are skipped silently, while the in-portal alert centre and push notifications continue to fire regardless. Every send attempt, including a fallback retry, is recorded in Mail log , right below this section. ## Common problems - Statutory alert emails never arrive, but I never set up SMTP. That’s expected as-is — with no SMTP configured, email alerts are skipped silently; the in-portal alert centre still shows every deadline event. Configure SMTP here to also receive them by email. - The test email doesn’t arrive. Check host, port and encryption mode match what your provider documents, and check your provider’s own sent-mail log and your spam folder — see Mail log for what HousingSurvey Pro itself recorded about the attempt. - I turned on the fallback relay and I’m not sure it’s working. Check Mail log — a fallback attempt is recorded there alongside the original failed attempt, so both are visible. Related - [The Settings hub](https://housingsurvey.pro/help/settings/settings-hub/) - [Deadline alerts and escalation](https://housingsurvey.pro/help/awaabs-law/deadline-alerts-and-escalation/) - [Testing a connection](https://housingsurvey.pro/help/integrations/testing-a-connection/) [← Data sources](https://housingsurvey.pro/help/settings/data-sources/) [SFTP servers →](https://housingsurvey.pro/help/settings/sftp-servers/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## Mail log | HousingSurvey Pro help Source: https://housingsurvey.pro/help/settings/mail-log/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / Mail log # Mail log Who can do this Permission: members ≥ 1 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Mail log is a read-only record of every email your organisation’s own mailers have sent — statutory alerts, resident letters, invoices and SMTP tests — visible to managers and owners. ## What it is One searchable, filterable list: recipient, kind, status (sent, failed, pending-send), and, where relevant, a link through to the work order the email relates to. Unlike most of Settings, it’s gated on the Members module rather than Settings — a manager who can’t touch most of Settings can still see this. ## How to do it - Open Settings → Mail log . - Use the search box to find a recipient, kind or job, and the status and kind filters to narrow the list further. - Where an entry links to a work order, click through to open it directly. - Click Load older mail to page further back than the initially loaded page. ## How it integrates This log starts recording from when the feature shipped — it carries no backfill, so mail sent before that point never appears here. Every statutory alert email, resident letter, invoice email and SMTP test from Notifications and SMTP lands here, including a fallback-relay attempt if one occurred, letting you see both the original failure and the retry side by side. Nothing here can be edited or deleted, by any role — it’s a record of what actually happened, not a queue you manage. ## Common problems - A statutory alert email isn’t showing here. Check whether SMTP is configured at all under Notifications and SMTP — with none configured, email alerts are skipped silently and never generate a mail-log entry in the first place. - An entry shows “failed.” Check host, port and encryption settings under Notifications and SMTP , and your mail provider’s own logs — the failure reason isn’t always visible from HousingSurvey Pro’s side alone. - I can’t find mail from before we started using this feature. The log has no backfill — it only records mail sent since the feature went live in your organisation. Related - [Notifications and SMTP](https://housingsurvey.pro/help/settings/notifications-and-smtp/) - [Audit log](https://housingsurvey.pro/help/settings/audit-log/) - [Deadline alerts and escalation](https://housingsurvey.pro/help/awaabs-law/deadline-alerts-and-escalation/) [← SFTP servers](https://housingsurvey.pro/help/settings/sftp-servers/) [Data and exports →](https://housingsurvey.pro/help/settings/data-and-exports/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## Internal target deadlines | HousingSurvey Pro help Source: https://housingsurvey.pro/help/settings/internal-target-deadlines/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / Internal target deadlines # Internal target deadlines Who can do this Permission: settings ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Internal target deadlines let you set your own acknowledge/investigate/remedy timeframes for jobs that carry no statutory clock at all, plus per-hazard overrides where one hazard needs a different target than the rest. ## What it is General/routine work orders (jobType “general”) have no Awaab’s Law statutory clock — before this feature, they carried no date expectation whatsoever. General / routine job targets sets whole-day acknowledge/investigate/remedy targets counted from when the job was reported, shown as a “target” badge in Work Orders and the Dashboard — never as a statutory deadline, and never confused with one in the interface. Per-hazard targets lets you override those general targets for one hazard type at a time — asbestos surveyed within 7 days and remedied within 30, for example, with something different again for radon. ## How to do it - Open Settings → Capture policy and scroll to General / routine job targets . - Enter whole days for Acknowledge within , Investigate within and Remedy within — leave any field blank to skip that stage’s target. Each field saves as you leave it. - To set a different target for one hazard type, scroll to Per-hazard targets , add the hazard, and enter its own day counts. - Use a hazard row’s remove control to delete its override — that hazard reverts to the general targets above. ## How it integrates Asbestos is the clearest case for a per-hazard target: the Control of Asbestos Regulations 2012 sets no Awaab’s Law clock at all, so without an internal target an asbestos job would carry no date expectation whatsoever. These targets never carry statutory weight and never suppress or replace a real Awaab’s Law deadline — a job with a genuine statutory clock keeps that clock regardless of what’s set here. Targets render in Work Orders and the Dashboard’s due-soon list with a “target” badge, kept visually distinct from the “statutory” badge a real Awaab’s Law deadline uses. ## Common problems - A target isn’t showing on a job. Targets only apply to general/routine jobs (or a hazard’s own override) — a job with a real statutory clock shows that instead, never a target alongside it. - I set a per-hazard target but a general job I raised doesn’t use it. Per-hazard targets apply only to jobs raised under that specific hazard type — a general/routine job with no hazard type always uses the general targets. - I want this to be a real deadline, not a target. It can’t be — these are internal planning aids only. A real statutory clock is calculated automatically wherever Awaab’s Law applies; see How the statutory clock works . Related - [Capture policy](https://housingsurvey.pro/help/settings/capture-policy/) - [How the statutory clock works](https://housingsurvey.pro/help/awaabs-law/how-the-statutory-clock-works/) - [Jobs with no statutory clock, and internal targets](https://housingsurvey.pro/help/awaabs-law/jobs-with-no-statutory-clock/) [← Capture policy](https://housingsurvey.pro/help/settings/capture-policy/) [App configuration: overview and how layers resolve →](https://housingsurvey.pro/help/settings/app-configuration-overview/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## General | HousingSurvey Pro help Source: https://housingsurvey.pro/help/settings/general/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / General # General Who can do this Permission: settings ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Settings → General holds your organisation’s display name and a read-only summary of its plan, seats and identity — the first place to check when something looks like it belongs to the wrong organisation. ## What it is General is the smallest section in Settings: one editable field (display name) and a read-only summary table (organisation ID, type, data region, plan, licensed seats, created date, and the portal build version you’re currently running). Everything else — logo, colours, capture rules — lives in its own dedicated section elsewhere in Settings. ## How to do it - Open Settings → General . - Edit Display name and click Save — the new name appears everywhere in the portal and field app immediately. - Use the summary table to check your organisation ID (quote it exactly if you ever contact support), plan tier, licensed seat count, data region, and portal version. - If you administer more than one organisation, a card here (hidden for demo organisations) offers a shortcut to founding a further one, capped at five self-founded organisations per person. ## How it integrates The display name is the only field this section writes; every other row is read-only here because it changes elsewhere — plan and seats change under Settings → Billing , and data region and organisation ID are fixed at creation and never editable afterwards. The portal version shown corresponds to the build you’re actually running, useful to quote alongside a support request or when checking whether a recently released feature has reached your organisation yet. ## Common problems - Save is disabled even though I typed a new name. The button only activates once the text differs from the current saved name and isn’t empty. - The organisation ID looks unfamiliar. It’s generated once at creation from your organisation’s name and never changes afterwards. - I can’t find where to change plan or seats. That’s under Settings → Billing , not General — General only shows those values, it doesn’t set them. - I don’t see the “found another organisation” card. It’s hidden entirely for demo organisations, and disappears once you already administer five organisations of your own. Related - [Branding](https://housingsurvey.pro/help/settings/branding/) - [The Settings hub](https://housingsurvey.pro/help/settings/settings-hub/) - [Invoices, VAT and the billing portal](https://housingsurvey.pro/help/billing/invoices-vat-and-billing-portal/) [← The Settings hub](https://housingsurvey.pro/help/settings/settings-hub/) [Branding →](https://housingsurvey.pro/help/settings/branding/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## Data sources | HousingSurvey Pro help Source: https://housingsurvey.pro/help/settings/data-sources/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / Data sources # Data sources Who can do this Permission: settings ≥ 3 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Settings → Data sources lets your organisation bring its own Ordnance Survey API key for full address-to-UPRN property resolution, on top of the free register HousingSurvey Pro already uses. ## What it is A single field for your organisation’s own Ordnance Survey (OS) API key. Most UK housing associations qualify for free access to it under the Public Sector Geospatial Agreement (PSGA). This is your organisation’s own key, stored server-side and never a shared platform key — property resolution using the free register and postcodes.io continues to work either way; this key is additive, for full UPRN matching outside your imported stock. ## Before you start Data sources requires organisation-admin access to Settings at a higher level than General or Branding — no specific plan is required. ## How to do it - Open Settings → Data sources . - Paste your Ordnance Survey API key and click Save key . - Click Test key to confirm it works — this fires a single real lookup against a fixed postcode. - Click Remove to delete the key entirely; address resolution using your own key stops immediately, with no effect on the free register. ## How it integrates Once saved, the key is never returned to any client and never logged — only a “key set” flag and its last four characters are visible in the portal, so you can confirm the right key is on file without anyone being able to read it back out. ## Common problems - Test key says the key was rejected. Check it was copied correctly, and that the Places API product has specifically been added to your Ordnance Survey Data Hub project — it isn’t enabled by default even once you have an account. - Test key says quota exceeded. You’ve hit the usage limit on your own Ordnance Survey Data Hub plan — check your usage there, or try again later. - Test key says it couldn’t reach Ordnance Survey. This is usually transient — try again in a moment. Related - [The Settings hub](https://housingsurvey.pro/help/settings/settings-hub/) - [The property register](https://housingsurvey.pro/help/properties-tenancies/property-register/) [← SCIM provisioning](https://housingsurvey.pro/help/settings/scim-provisioning/) [Notifications and SMTP →](https://housingsurvey.pro/help/settings/notifications-and-smtp/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## Data and exports | HousingSurvey Pro help Source: https://housingsurvey.pro/help/settings/data-and-exports/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / Data and exports # Data and exports Who can do this Permission: settings ≥ 2 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Settings → Data & exports gathers every way data moves out of your organisation in bulk — nightly EDI, a full GDPR export, evidence bundles, BigQuery warehouse access, and organisation deletion. ## What it is Five cards, in order: EDI flat-file (CSV) — nightly or on-demand CSV drops of your evidence and work orders, optionally also delivered to an SFTP server, a Platform-plan feature; GDPR data export — a signed ZIP of your whole organisation’s data; Evidence bundles — a pointer to the chain-verified ZIP export available from any sealed record in Evidence; Analytics warehouse (BigQuery) — a tenant-isolated, read-only view of your own data for your own BI tool, also a Platform-plan feature; Residency & retention facts; and, for the account’s literal Owner only, Delete organisation . ## Before you start The nightly EDI export and BigQuery warehouse access require the Platform plan. Exporting all organisation data requires audit module-admin access, a higher bar than the settings level that opens this section at all. Requesting organisation deletion requires being the account’s literal Owner, not just an org-admin. ## How to do it - Open Settings → Data & exports . - For a one-off EDI export, pick a date range under EDI flat-file (CSV) and click Run now — this produces the same column layout the nightly 02:00 UK run does, and appears in the run history immediately. Toggle nightly (02:00 UK) to schedule it going forward, and optionally set an SFTP delivery destination alongside the CSV download. - Click Export organisation data (GDPR) to build and download a full ZIP — the download link opens automatically and stays valid for around 15 minutes. - For BigQuery access, click Enable warehouse access — your connection details and a service-account key are shown once; copy them into your BI tool immediately. - To delete the organisation, type its exact name to confirm, then click Request organisation deletion . This schedules erasure after a 90-day cool-down and can be cancelled at any point during that window with one click. ## How it integrates Every export here shares one property: it never alters or removes the underlying evidence, and finalized evidence itself has no edit or delete path — any change to a sealed record breaks its hash chain and is detected on the nightly integrity sweep. All data lives in europe-west2 (London) regardless of which export you use. GDPR export and evidence bundles are available on every plan; EDI and warehouse access are Platform-plan features specifically. Organisation deletion, once its cool-down passes, is permanent — running a GDPR export first is worth doing before requesting it. ## Common problems - Export organisation data is greyed out for me. It needs audit module-admin access specifically — a higher bar than opening Settings itself, held by fewer people than settings-level admin access. - I can’t find Delete organisation on this page at all. It’s shown only to the account’s literal Owner — an org-admin, even with full settings access, doesn’t see it. - I requested deletion by mistake. Return to this page and click Cancel deletion request any time before the 90-day cool-down ends — after that, the purge is permanent. Related - [SFTP servers](https://housingsurvey.pro/help/settings/sftp-servers/) - [Webhooks](https://housingsurvey.pro/help/integrations/webhooks/) - [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) [← Mail log](https://housingsurvey.pro/help/settings/mail-log/) [Audit log →](https://housingsurvey.pro/help/settings/audit-log/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## Capture policy | HousingSurvey Pro help Source: https://housingsurvey.pro/help/settings/capture-policy/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / Capture policy # Capture policy Who can do this Permission: settings ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Capture policy is the set of organisation-wide rules every surveyor’s field app enforces — there is no per-device configuration. ## What it is Capture policy covers eight on/off rules — photo requirements for hazards and works completion, the quality-check gate, on-site-only editing, surveyor self-reporting, the estimated-costs module, opt-in presence sharing, and surveyor editing of the survey date — plus currency, temperature unit, date/time display format, and report-revision policy. A GPS fix is always required to seal evidence; that one is not configurable. ## How to do it - Open Settings → Capture policy . - Toggle any of the checkboxes — each saves and applies to every surveyor’s app immediately, with no separate save step. - If you turn on Only allow editing at the property , set the on-site radius (25–2000 metres) a surveyor must stay within to keep editing. - Set Currency , Temperature unit, and Date & time format — display only; the app itself always stays in English. - Choose your Report revisions policy: open (surveyors can create corrected versions of a sealed report) or locked (sealed reports can never be revised). - Further down the same page, grant a surveyor on-site editing rights to specific portal-fed case fields (tenant name, address, disclaimer wording and others) — each is read-only by default. ## How it integrates Every toggle here reads directly into the field app’s wizard: turning off Require photos for works completion , for example, lets a job close on a completion note alone, honestly marked “Notes Only — No Photo Evidence” on the record. Report revisions never edit the original sealed record — a revision creates a new, hash-chained version carrying a recorded reason, with the full history kept on file. Capture policy is read when a surveyor opens a survey, so a change made mid-survey takes effect from the next survey that surveyor opens, not retroactively to one already in progress — see Internal target deadlines and App configuration for the settings that sit alongside this one. ## Common problems - I changed a rule and a surveyor already on site doesn’t see it. Capture policy is read when a survey starts — it applies to the next survey they open, not one already running. - A surveyor can’t edit a field I expect them to. Portal-fed case fields (tenant name, address, disclaimer, scope) are read-only in the field app by default — grant edit access to a specific field in the “Portal-fed case fields” panel below the main toggles. - The on-site radius input is missing. It only appears once Only allow editing at the property is turned on. Related - [Internal target deadlines](https://housingsurvey.pro/help/settings/internal-target-deadlines/) - [App configuration: overview and how layers resolve](https://housingsurvey.pro/help/settings/app-configuration-overview/) - [Working offline and syncing](https://housingsurvey.pro/help/capture-app/working-offline-and-syncing/) [← Branding](https://housingsurvey.pro/help/settings/branding/) [Internal target deadlines →](https://housingsurvey.pro/help/settings/internal-target-deadlines/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## Branding | HousingSurvey Pro help Source: https://housingsurvey.pro/help/settings/branding/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / Branding # Branding Who can do this Permission: settings ≥ 2 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Branding controls how your organisation appears on generated PDFs and in the field app — logo, accent colour, legal identity and contact details — plus deeper report styling on paid plans. ## What it is Branding covers five things: your logo and an accent colour, used across the portal and field app, free on every plan; PDF-only theme colour, header style and typography, available on the Team plan and above; company registration details (company number, VAT number, registered address) shown on report and resident-letter footers; contact details (email, phone, website) shown on the same documents and reused verbatim in AI-drafted written summaries; and, for landlords with contractor relationships, a co-branding choice for contractor-captured surveys. ## Before you start The logo, accent colour, registration and contact details are available on every plan. PDF theme colour, header style and typography require the Team plan or above — organisations below that see the rest of Branding as normal, with an upgrade notice in that one card’s place. ## How to do it - Open Settings → Branding . - Click Upload logo (PNG or SVG on a transparent background, under 2MB) or pick/enter an Accent colour . - On the Team plan and above, set a PDF theme colour (overrides the accent colour on generated documents only), a Report header style (standard or minimalistic), and a Typography choice. - Fill in Registration details (company number, VAT number, registered address) and Contact details (email, phone, website) — each saves as you leave the field, and is omitted from documents entirely when left blank. - If you’re a landlord organisation, choose how contractor-captured surveys are branded: your branding only, co-branded with a “Prepared by” line, or the contractor’s own branding. ## How it integrates Every field here flows into generated reports, work-order PDFs and resident letters — never into the sealed evidence record itself, which stays independent of how it’s later presented. Contact details are also reused verbatim in the signature block of an AI-drafted written summary. The co-branding choice only has something to govern once you have an active contractor relationship; with none yet, your choice is saved and takes effect from the first contractor-captured survey. ## Common problems - My logo won’t upload. It must be an image file under 2MB — re-export as PNG or SVG if it’s larger. - The PDF theme colour card isn’t there. That card, along with header style and typography, needs the Team plan or above — the rest of Branding still works below that. - Registration details aren’t showing on a report. Each field only appears when set — leave any of them blank to omit that line entirely rather than showing a placeholder. - A contractor-captured job shows the wrong branding. Check your co-branding choice here — it governs any survey a contractor captures on your behalf, separate from your own in-house branding above. Related - [General](https://housingsurvey.pro/help/settings/general/) - [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) [← General](https://housingsurvey.pro/help/settings/general/) [Capture policy →](https://housingsurvey.pro/help/settings/capture-policy/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## Audit log | HousingSurvey Pro help Source: https://housingsurvey.pro/help/settings/audit-log/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / Audit log # Audit log Who can do this Permission: audit ≥ 1 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Audit log is the append-only, hash-chained record of privileged actions across your organisation — who did what, and when, read-only by design. ## What it is Every entry records an action (create, update, grant, key minted/revoked, finalize, soft delete, and more), the entity it affected, who did it, and when. Survey creation and every field-level change to a survey — drafts included — are captured automatically as they happen, giving a contemporaneous edit history that sits underneath the sealed-evidence chain itself, not just a summary of it. ## How to do it - Open Settings → Audit log . - Search by entity, entity ID, or the actor’s email or user ID, and filter by action type. - Where an entry relates to a survey or work order, click through to open that record directly. - Page through older entries as needed — the feed loads newest first. ## How it integrates Each entry carries its own hash plus the previous entry’s hash, so the sequence you’re viewing is spot-checked for a broken link across the currently loaded page — the same tamper-evidence property a single sealed record’s own verification demonstrates, applied across the log itself. A separate nightly sweep independently recomputes every finalized survey’s hash chain in full; if it ever finds a mismatch, that record is quarantined (a display flag only, never altering the evidence it questions) and an integrity alert is written to this same log and your organisation’s notification centre. A clean nightly run is itself recorded, so “no alert” is provable rather than simply an absence of evidence. ## Common problems - I don’t see Audit log in Settings at all. It needs audit-module view access — coordinators and viewers have it by default, but it’s switched off for finance and for field roles (surveyor, operative). - An entry doesn’t show who performed a system-triggered action. Some automated entries (the nightly integrity sweep, for example) record system as the actor — that’s expected for actions HousingSurvey Pro itself performs rather than a person. - I saw an “EVIDENCE INTEGRITY” alert. That means the nightly chain-verification sweep found a mismatch on a specific record — the record is quarantined pending investigation; treat it as a genuine incident rather than a display glitch. Related - [Data and exports](https://housingsurvey.pro/help/settings/data-and-exports/) - [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) [← Data and exports](https://housingsurvey.pro/help/settings/data-and-exports/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## App configuration: Survey content | HousingSurvey Pro help Source: https://housingsurvey.pro/help/settings/app-configuration-survey-content/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / App configuration: Survey content # App configuration: Survey content Who can do this Permission: settings ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Survey content sets your organisation’s standard legal disclaimer and scope-of-survey wording, and turns the extended form-parity inspection sections on or off. ## What it is Legal disclaimer has its own dedicated on/off switch — independent of the “Legal Disclaimer” checkbox on Data collection’s report-sections list, both need to agree for the section to disappear entirely — plus optional standard wording that pre-fills every new survey. Scope of survey is the equivalent standard wording for a survey’s scope section. Extended inspection sections is one toggle adding property information, per-room ventilation detail, a building-defects checklist and remedial-referral capture to the wizard, plus decant/wash-down actions on the case in Work Orders. ## How to do it - Open Settings → App configuration → Survey content . - Toggle Show the legal disclaimer section , and optionally write standard wording in the text box below it — every new survey starts pre-filled with it. - Click Build with options / AI to open the same clause-picker-plus-AI-polish builder the field app uses, if you’d rather assemble the wording than type it from scratch. - Write your standard Scope of survey wording the same way, with its own builder. - Toggle Extended inspection sections on or off, then click Save changes . ## How it integrates Both standard-wording fields are read-only in the field app by default once set, since they’re your organisation’s approved text — grant a surveyor edit access via the matching toggle in Capture policy . Leaving a field blank lets each surveyor write their own from scratch instead. A scope of survey pushed on a specific work order still takes precedence over this default. Turning Extended inspection sections off hides those sections for new surveys and cases only — anything already captured on an existing sealed record or report is unaffected. ## Common problems - My standard disclaimer text isn’t appearing on new surveys. Confirm Show the legal disclaimer section is switched on — the text box only applies while that’s enabled. - A surveyor edited the disclaimer wording and I didn’t expect that. Check Capture policy for a per-field surveyor-editable override — the disclaimer and scope text are read-only in the field app by default until one is granted. - I turned off Extended inspection sections and old records lost their data. They haven’t — this only changes what’s captured for new surveys and cases from now on; anything already sealed stays exactly as recorded. Related - [App configuration: overview and how layers resolve](https://housingsurvey.pro/help/settings/app-configuration-overview/) - [Capture policy](https://housingsurvey.pro/help/settings/capture-policy/) - [Connecting your AI provider](https://housingsurvey.pro/help/ai/connecting-your-ai-provider/) [← App configuration: Hazards](https://housingsurvey.pro/help/settings/app-configuration-hazards/) [App configuration: Resident →](https://housingsurvey.pro/help/settings/app-configuration-resident/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## App configuration: Resident | HousingSurvey Pro help Source: https://housingsurvey.pro/help/settings/app-configuration-resident/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / App configuration: Resident # App configuration: Resident Who can do this Permission: settings ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Resident controls what the survey wizard captures from or about the person living at the property — on-site intake, vulnerability and safeguarding triage, and the tenant’s signature at completion. ## What it is Resident intake lets a surveyor confirm case details on-site — reason for inspection, HMO/room, occupant counts, pets, contact method, report delivery and preferred language. Resident vulnerability & safeguarding triage captures special-category data (respiratory/cardiac/immunocompromised conditions, children under 5, elderly/mobility needs, safeguarding flags) with every question optional. Tenant signature offers a signature step just before a survey finalises. ## How to do it - Open Settings → App configuration → Resident . - Toggle Show the resident-intake section in the survey wizard — the office can always enter the same fields on the case in Work Orders regardless of this setting; it only controls whether the wizard also surfaces them. - Toggle Collect resident vulnerability/safeguarding triage answers — every question stays optional with “prefer not to say” always available when this is on. - Toggle Capture the tenant’s signature when a survey completes — a tenant can also decline or be recorded as unavailable, which never blocks completing the survey either way. - Click Save changes . ## How it integrates Turning off vulnerability/safeguarding triage hides both the wizard section and the portal’s own triage panel, and stops new answers being recorded for your organisation — anything already recorded stays exactly as it is until deleted from a case’s triage panel or removed via a full data export/deletion request. Triage answers are visible only to managers and owners and to the surveyor or operative assigned to that specific case. When tenant signature is on, it’s offered after the survey’s mandatory-requirements gate and before finalising, and seals into both the record and the report PDF alongside the surveyor’s own declaration. ## Common problems - The office already has these fields on the case — why does the wizard need them too? It doesn’t, if you’d rather rely on office entry alone — turning resident intake off only removes the wizard’s own copy; office entry in Work Orders is never gated by this setting. - A surveyor says the triage section vanished. Check this toggle — turning it off removes the section from every survey and hides the portal’s triage panel until it’s switched back on. - I need to remove a triage answer that’s already recorded. Delete it from that case’s triage panel, or request its removal as part of a full data export/deletion request — turning this setting off does not retroactively remove existing answers. Related - [App configuration: overview and how layers resolve](https://housingsurvey.pro/help/settings/app-configuration-overview/) - [App configuration: Survey content](https://housingsurvey.pro/help/settings/app-configuration-survey-content/) - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) [← App configuration: Survey content](https://housingsurvey.pro/help/settings/app-configuration-survey-content/) [App configuration: Costs and references →](https://housingsurvey.pro/help/settings/app-configuration-costs-and-references/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## App configuration: overview and how layers resolve Source: https://housingsurvey.pro/help/settings/app-configuration-overview/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / App configuration: overview and how layers resolve # App configuration: overview and how layers resolve Who can do this Permission: settings ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) App configuration is where you shape what the survey wizard, sealed-record overview and report actually contain — organised into five tabs sharing one draft and one save. ## What it is App configuration holds every wizard-section, report-section, hazard-profile and standard-wording setting, spread across five tabs: Data collection , Hazards , Survey content , Resident , and Costs & references (each covered in its own article). All five tabs read and write the same underlying draft, so switching tabs never loses an unsaved edit, and one Save changes / Discard pair covers everything across all five at once. ## How to do it - Open Settings → App configuration . - Pick a tab and make your changes — an amber Unsaved changes banner appears the moment anything differs from what’s saved. - Click Save changes to apply everything you’ve changed across every tab in one action, or Discard to revert all of it back to what was last saved. - Try to navigate away with unsaved changes and the portal asks you to confirm first, so an edit is never lost by accident. ## How it integrates Settings here apply to every surveyor the moment you save — except a survey already open, which keeps the configuration it started with until the next survey begins; this is a deliberate freeze, not a bug. Configuration resolves in a fixed, ascending order of precedence: your organisation’s base App configuration is the floor everyone inherits, a contractor organisation’s own override (if any) sits above that for their jobs, a specific person’s override sits above the contractor’s, and a specific work order’s override — the narrowest scope — wins last. Scoped overrides , found further down this same page, is where you set those narrower layers; a section this base configuration hides can never be restored by a narrower scope, only narrowed further. ## Common problems - I saved a change and it didn’t reach a survey already in progress. That’s expected — a survey freezes its configuration when the surveyor opens it; the change applies from their next survey onward. - A scoped override isn’t taking effect. Check whether the same section is already hidden at a broader scope (organisation or contractor) — a narrower scope can only hide further, never restore something a broader one already removed. - A tab’s content looks unexpectedly empty. Check whether every section within it has been hidden on the Data collection tab — that tab is the organisation-wide floor every other tab builds on. Related - [App configuration: Hazards](https://housingsurvey.pro/help/settings/app-configuration-hazards/) - [Scoped overrides: per member, per contractor, per job](https://housingsurvey.pro/help/settings/scoped-overrides/) - [Capture policy](https://housingsurvey.pro/help/settings/capture-policy/) [← Internal target deadlines](https://housingsurvey.pro/help/settings/internal-target-deadlines/) [App configuration: Data collection →](https://housingsurvey.pro/help/settings/app-configuration-data-collection/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## App configuration: Hazards | HousingSurvey Pro help Source: https://housingsurvey.pro/help/settings/app-configuration-hazards/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / App configuration: Hazards # App configuration: Hazards Who can do this Permission: settings ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) The Hazards tab is one expandable table, one row per hazard type, for choosing which hazards your organisation surveys and customising each one’s capture and report sections. ## What it is Every shippable hazard type gets one row with an Enabled toggle and an expandable detail view for its own capture-section, report-section and narrative-field overrides. Damp & mould stays checked and can’t be disabled — it’s the organisation’s only always-live statutory obligation, so there’s nothing to hand a job off to if it were switched off. Every other hazard type ships enabled by default, so this table narrows your set rather than requiring you to opt into anything. Below the table, a separate control sets how often the platform recommends reviewing each asbestos register entry. ## How to do it - Open Settings → App configuration → Hazards . - Toggle Enabled to remove a hazard type from your organisation entirely, or expand a row to customise which capture and report sections it includes. - Within an expanded row, sections already hidden org-wide (on the Data collection tab) show as unavailable rather than a live toggle — remove the org-wide restriction there first if you need the section back for this one hazard. - Set the Asbestos register review interval in months — HSE’s own guidance figure of 12 is the default until you change it. - Click Save changes on the App configuration card. ## How it integrates A hazard’s status is shown honestly per type: damp & mould is a live Awaab’s Law Phase 1 obligation today; Phase 2/3 hazard types show their own pending commencement date rather than an in-force claim; asbestos is governed by a separate, already-commenced statute (the Control of Asbestos Regulations 2012) and carries no Awaab’s Law framing at all. Two sections can never be excluded for any hazard type at any scope: Survey Details (property identity) and Final Sign-Off (the step finalisation itself depends on), plus each hazard’s own defining section — asbestos can’t drop its Asbestos Register step, and radon can’t drop its Radon Test step, for example. The asbestos review interval is org policy only: regulation 4 of CAR 2012 requires review at “regular intervals” but sets no fixed number, so this is never presented as a legal deadline, and it stays editable per item on the register itself regardless of the org-wide default. ## Common problems - I can’t turn off damp & mould. It’s the platform’s only hazard type that can never be disabled — every organisation carries a live Awaab’s Law Phase 1 obligation for it. - A section I want to enable for one hazard is greyed out. It’s hidden at the org-wide floor on the Data collection tab — a per-hazard override can only narrow further, never restore it. - I disabled a hazard type — what happens to jobs already raised under it? Existing surveys and their sealed records are unaffected; disabling only stops new jobs being raised under that hazard type. Related - [App configuration: Data collection](https://housingsurvey.pro/help/settings/app-configuration-data-collection/) - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) - [Asbestos](https://housingsurvey.pro/help/hazard-types/asbestos/) [← App configuration: Data collection](https://housingsurvey.pro/help/settings/app-configuration-data-collection/) [App configuration: Survey content →](https://housingsurvey.pro/help/settings/app-configuration-survey-content/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## App configuration: Data collection | HousingSurvey Pro help Source: https://housingsurvey.pro/help/settings/app-configuration-data-collection/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / App configuration: Data collection # App configuration: Data collection Who can do this Permission: settings ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Data collection sets the organisation-wide floor for which wizard modules and report sections can ever appear, and what a surveyor sees on a sealed record’s on-site summary screen. ## What it is Three checklists, in order: Data collection modules (Survey Details, EPC, Weather & Orientation, Soil & Drainage, External Analysis, Room Analysis, Psychrometrics, Condensation & U-value, HHSRS Scoring, Floor Plan, Scope of Works & Costs); Report sections (the report’s own building blocks — Legal Disclaimer, Scope of Survey, Definitions, and the rest); and Sealed-record overview (field app) , which controls only the read-only summary screen a surveyor sees after finalising, separate from the editing wizard. ## How to do it - Open Settings → App configuration → Data collection . - Uncheck a module or report section to remove it from every hazard type at once — this is an org-wide floor, not a per-hazard decision. - Uncheck a row under Sealed-record overview to hide that section from the on-site summary screen only — the portal’s own Evidence detail view always shows staff the complete sealed record regardless. - Click Save changes on the App configuration card once you’re happy with every tab’s changes. ## How it integrates This tab is the floor every hazard type’s own configuration (the Hazards tab) sits beneath: unchecking a module or report section here removes it for every hazard type, and no per-hazard or per-person setting can ever add it back — the Hazards tab renders anything hidden here as unavailable rather than pretending it can still be toggled. Client Instructions was removed from the field app platform-wide and replaced by case notes on the work order, so it no longer appears in this list at all. Two sealed-overview rows (Floor Plan and one legacy Soil & Drainage id) have no overview counterpart in the current field app build, so toggling them has no visible effect — they’re left in for a consistent list rather than a second, subtly different set. ## Common problems - A section is hidden and the Hazards tab won’t let me turn it back on for one hazard type. That’s by design — this tab is the org-wide floor; a narrower scope can only remove further, never restore. - I unchecked a sealed-overview row and staff in the portal still see it. That’s expected — this only affects the field app’s own on-site summary screen, never the portal’s Evidence detail view. - The disclaimer still shows even though I hid “Legal Disclaimer” in Report sections. The disclaimer also has its own dedicated on/off switch on the Survey content tab — both need to agree for it to disappear entirely. Related - [App configuration: overview and how layers resolve](https://housingsurvey.pro/help/settings/app-configuration-overview/) - [App configuration: Hazards](https://housingsurvey.pro/help/settings/app-configuration-hazards/) - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) [← App configuration: overview and how layers resolve](https://housingsurvey.pro/help/settings/app-configuration-overview/) [App configuration: Hazards →](https://housingsurvey.pro/help/settings/app-configuration-hazards/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## App configuration: Costs and references | HousingSurvey Pro help Source: https://housingsurvey.pro/help/settings/app-configuration-costs-and-references/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / App configuration: Costs and references # App configuration: Costs and references Who can do this Permission: settings ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Costs and references covers the office/commercial side of App configuration — surveyor price visibility, reference-number suggestions, and the wording a surveyor signs against. ## What it is Scope of works & costs — surveyor price visibility decides whether a surveyor sees prices while picking items on site — the item list and rates always come from your own Schedule of Rates catalogue, and this toggle only controls whether the price itself is shown to the surveyor; the office and the report always show it regardless. Reference number scheme sets an optional prefix Work Orders uses to suggest a reference number. Sign-off attestation sets the wording a surveyor signs against at the end of every survey. ## How to do it - Open Settings → App configuration → Costs & references . - Toggle Let surveyors see prices while picking items on site — it’s off by default, unlike every other toggle in App configuration. - Enter a Prefix under Reference number scheme (for example “HA”) — Work Orders’ create form then suggests “PREFIX-YYMMDD-HHMM”, always editable before creating the job; leave it blank to require manual entry with no suggestion. - Write your organisation’s Sign-off attestation wording, or leave it blank to use the platform default. Click Save changes . ## How it integrates The sign-off attestation is seeded onto every fresh survey and re-asserted on every save by the field app — unlike the disclaimer and scope wording elsewhere in App configuration, there’s no field-override toggle that lets a surveyor edit it; it’s shown read-only just above the signature on every survey’s Final Sign-Off step. The reference-number prefix only ever seeds a suggestion — manual entry and editing on Work Orders’ create form is always allowed regardless of what’s set here. ## Common problems - Surveyors are quoting prices to residents that I don’t want them to see. Confirm surveyor price visibility is off — the item list and quantities are always available to surveyors; only the price figure itself is hidden by default. - The suggested reference number isn’t using my prefix. Check it was saved on this tab, and that you’re looking at Work Orders’ create form — an existing job’s reference number is never retroactively changed by a later prefix change. - A surveyor asked to change the sign-off wording on site. They can’t — sign-off attestation wording is always locked in the field app, unlike the disclaimer and scope text, which can be granted a per-field override in Capture policy. Related - [App configuration: overview and how layers resolve](https://housingsurvey.pro/help/settings/app-configuration-overview/) - [Repair rates: importing your Schedule of Rates catalogue](https://housingsurvey.pro/help/works-orders/repair-rates-catalogue/) - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) [← App configuration: Resident](https://housingsurvey.pro/help/settings/app-configuration-resident/) [Scoped overrides: per member, per contractor, per job →](https://housingsurvey.pro/help/settings/scoped-overrides/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## API and webhooks | HousingSurvey Pro help Source: https://housingsurvey.pro/help/settings/api-and-webhooks/ [Help](https://housingsurvey.pro/help/) / [Settings](https://housingsurvey.pro/help/settings/) / API and webhooks # API and webhooks Who can do this Permission: settings ≥ 3 Platform plan and above Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Settings → API & webhooks is where your organisation mints REST API keys and configures the webhook that pushes events to your own system — see Webhooks for the full event catalogue and signature verification. ## What it is This section holds three cards: REST API — quick-start documentation, scope checkboxes and key minting; Webhook (push to your CMS) — your endpoint URL, the signing secret, and a live test-event sender; and, for a landlord organisation, a read-only summary pointing to the dedicated Contractors tab. It’s a Platform-plan feature. ## Before you start API keys and webhooks require the Platform plan and organisation-admin access to Settings, a level higher than most other Settings sections. ## How to do it - Open Settings → API & webhooks . - To mint a key: enter a label , tick the scopes it needs ( surveys:read , properties:read , work-orders:read , work-orders:write , contractors:read , contractors:write ), and click Mint key . The plaintext key is shown once — copy it before leaving the page. - To revoke a key, click Revoke next to it and confirm — any integration using it stops working immediately. - To configure a webhook: enter your endpoint URL and click Save . The signing secret is shown once, and is regenerated every time you re-save the URL. - Click Send test event to fire a real, signed test.ping event immediately — see Testing a connection for how to read the result. ## How it integrates A minted key can only ever use the scopes it was granted — a key scoped to surveys:read alone can never write a work order, whatever your own organisation-level permissions allow. Revoking a key or changing the webhook URL takes effect immediately, with no propagation delay. The full event catalogue, retry behaviour and signature verification are covered in Webhooks ; the REST API’s resources, pagination and rate limits are documented at /developers/ , linked directly from this screen. ## Common problems - The whole section shows an upgrade notice instead of the controls. API keys and webhooks are a Platform-plan feature — the rest of Settings works as normal below that tier. - I lost the plaintext key shown after minting. It can’t be retrieved again — revoke it and mint a new one. - My webhook stopped verifying after I re-saved the URL. Re-saving always mints a fresh signing secret — update your endpoint with the new one shown at that moment. Related - [The Settings hub](https://housingsurvey.pro/help/settings/settings-hub/) - [Webhooks](https://housingsurvey.pro/help/integrations/webhooks/) - [Testing a connection](https://housingsurvey.pro/help/integrations/testing-a-connection/) [← Scoped overrides: per member, per contractor, per job](https://housingsurvey.pro/help/settings/scoped-overrides/) [SSO →](https://housingsurvey.pro/help/settings/sso/) [← Back to settings](https://housingsurvey.pro/help/settings/) --- ## Scheduling and dispatch | HousingSurvey Pro help Source: https://housingsurvey.pro/help/scheduling/ [Help](https://housingsurvey.pro/help/) / Scheduling and dispatch # Scheduling and dispatch I need to get the right person to the right job. - [The schedule calendarAllocating surveys and repair visits to the right person, using suggestions and on-site presence to confirm the work actually happened.](https://housingsurvey.pro/help/scheduling/schedule-calendar/) - [Assigning surveyors and operativesDrag-and-drop, suggested assignees with their reasons, reassignment, and what the field app sees the moment a job lands.](https://housingsurvey.pro/help/scheduling/assigning-surveyors-and-operatives/) - [Subscribing to your calendar feedMinting your own personal iCal link and subscribing to it from your phone or desktop calendar.](https://housingsurvey.pro/help/scheduling/subscribing-to-your-calendar-feed/) - [Reminders and overdue notificationsThe automatic today/tomorrow visit reminder, the stalled-survey nudge, and where deadline emails are configured instead.](https://housingsurvey.pro/help/scheduling/reminders-and-overdue-notifications/) [← All help categories](https://housingsurvey.pro/help/) --- ## Subscribing to your calendar feed | HousingSurvey Pro help Source: https://housingsurvey.pro/help/scheduling/subscribing-to-your-calendar-feed/ [Help](https://housingsurvey.pro/help/) / [Scheduling and dispatch](https://housingsurvey.pro/help/scheduling/) / Subscribing to your calendar feed # Subscribing to your calendar feed Who can do this Permission: scheduling ≥ 1 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Anyone with live scheduling access can mint a personal calendar link and subscribe to it from their own phone or desktop calendar app — a read-only feed of their assigned jobs. ## What it is The feed is per-person and read-only: it lists your own currently open, accepted, scheduled or in-progress jobs, each with the property address and, where relevant, an all-day entry for its statutory investigate-by deadline so it’s never missed. Jobs with a scheduled time appear at that time with a one-hour reminder; jobs with no slot yet simply don’t appear until one is set. The feed reads your live permissions on every request, so access is revoked the moment your scheduling or work-order permission is, not just the next time you mint a new link. ## How to do it - In the capture app, or from the setup wizard’s field-app step, select Create my calendar link . - Copy the generated URL. - In your phone or desktop calendar app, use its “Subscribe to calendar” or “Add calendar from URL” option and paste the link. - Your assigned jobs and their statutory deadlines appear alongside your existing calendars, refreshing on whatever schedule your calendar app uses for subscribed feeds. - To revoke the old link and get a fresh one, mint again — the previous link stops working immediately. ## How it integrates The feed only ever shows jobs assigned directly to you; it carries no organisation-wide view and no way to see anyone else’s schedule. It draws from the same live work-order data the portal’s own Schedule view shows, so a reassignment or reschedule appears here on your calendar app’s own next refresh, with no separate sync step. This is a one-way, read-only feed — there is no way to create, move or accept a job from within your calendar app itself; do that in the field app or the portal. ## Common problems - A job I was just assigned hasn’t appeared in my calendar app yet. Subscribed calendar feeds refresh on their own schedule, often hourly rather than instantly — check the job appears in the field app first, then give your calendar app time to catch up. - My old link still seems to work after I minted a new one. It shouldn’t — minting again immediately invalidates the previous link; if your calendar app cached the old data, remove and re-add the subscription. - The feed shows nothing at all. Confirm you actually have live work-order and scheduling access — if either was recently changed, the feed reflects that immediately, not just the data you expected to see. Related - [The schedule calendar](https://housingsurvey.pro/help/scheduling/schedule-calendar/) - [Assigning surveyors and operatives](https://housingsurvey.pro/help/scheduling/assigning-surveyors-and-operatives/) - [Deadline alerts and escalation](https://housingsurvey.pro/help/awaabs-law/deadline-alerts-and-escalation/) [← Assigning surveyors and operatives](https://housingsurvey.pro/help/scheduling/assigning-surveyors-and-operatives/) [Reminders and overdue notifications →](https://housingsurvey.pro/help/scheduling/reminders-and-overdue-notifications/) [← Back to scheduling and dispatch](https://housingsurvey.pro/help/scheduling/) --- ## The schedule calendar | HousingSurvey Pro help Source: https://housingsurvey.pro/help/scheduling/schedule-calendar/ [Help](https://housingsurvey.pro/help/) / [Scheduling and dispatch](https://housingsurvey.pro/help/scheduling/) / The schedule calendar # The schedule calendar Who can do this Permission: scheduling ≥ 1 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Schedule helps you allocate surveys and repair visits to the right person at the right time, and confirm they were actually on-site. ## What it is The schedule shows upcoming and unassigned work in a calendar view. From here you assign a job to a surveyor or a contractor, and the assignee sees it in their mobile inbox with its due date. Emergency and overdue items are highlighted so the most time-critical work surfaces first. ## How to do it - Open Schedule from the sidebar. - Review unassigned and upcoming work in the calendar. - Assign a job to a surveyor or a contractor from the dispatch pool — the dashboard can suggest who to send based on practical factors such as travel distance, though the final choice is always yours. - The assignee sees the job in their mobile app inbox with its due date once assigned. ## How it integrates - When a surveyor or operative arrives on-site, a GPS check-in records their presence at the property; for a damp & mould case this also stamps when works began, feeding the Awaab’s Law timeline. - Where your organisation enables it, a survey can only be started and edited within a set radius of the property in the capture app — configured under Settings → Capture policy . - Who can assign, reassign or dispatch work is governed by the role and permissions model — see The Settings hub . ## Common problems - A job doesn’t appear as unassigned even though nobody has been sent it. Check it hasn’t already been picked up by an earlier assignment that was later reassigned — the schedule reflects the current assignment only. - A suggested assignee doesn’t make sense for this job. Suggestions are based on location and coverage; you can always assign to anyone with the right permissions instead. - A surveyor’s presence wasn’t recorded even though they were on-site. GPS check-in needs location permission granted on the device and, for edits, needs to happen inside the property’s configured radius if your organisation enforces one. Related - [Raising a survey: the New survey form](https://housingsurvey.pro/help/surveys/raising-a-survey/) - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) [Assigning surveyors and operatives →](https://housingsurvey.pro/help/scheduling/assigning-surveyors-and-operatives/) [← Back to scheduling and dispatch](https://housingsurvey.pro/help/scheduling/) --- ## Reminders and overdue notifications | HousingSurvey Pro help Source: https://housingsurvey.pro/help/scheduling/reminders-and-overdue-notifications/ [Help](https://housingsurvey.pro/help/) / [Scheduling and dispatch](https://housingsurvey.pro/help/scheduling/) / Reminders and overdue notifications # Reminders and overdue notifications Two automatic sweeps keep scheduled work from quietly slipping: one reminds an assignee their visit is coming up, the other nudges someone who started a survey but hasn’t finished it. ## What it is A works order that’s scheduled gets an in-app alert and push notification to its assignee once when its visit is one day away, and again on the day itself — never twice for the same milestone, and not at all once the visit has actually started, been completed, or the job was cancelled. Separately, a survey that’s been opened and saved as a draft but not yet finalized gets a one-time nudge to its assignee after roughly two days of inactivity, so a half-finished inspection doesn’t go stale on someone’s device unnoticed. Both are sent to the job’s own assignee only — there’s no separate recipient list to configure for either. ## How it integrates These two sweeps are distinct from the Awaab’s Law deadline alerts described in Deadline alerts and escalation — those track statutory timescales and can email your organisation’s case owner; the reminders here are purely about a scheduled visit or a stalled draft, sent as an in-app alert and a push notification to the phone, never by email. The Settings → Notifications email toggles control only the statutory deadline emails to the case owner — they have no effect on either reminder described here. Both sweeps run automatically every few hours; there is no manual “send now” action and no way to disable them for an individual job. ## Common problems - A surveyor got a reminder for a visit that’s already been rescheduled. Reminders fire once per milestone based on the scheduled time at the moment the sweep runs — moving the visit further out resets which milestone applies next. - I expected an email, not just a push notification, about an upcoming visit. These two reminders are in-app and push only by design — the email toggles under Settings → Notifications are for the separate Awaab’s Law deadline emails, not for visit reminders. - A cancelled job kept sending reminders. It shouldn’t — cancelling a works order stops its reminder sweep from firing again; if one still arrived, it was sent before the cancellation took effect. Related - [The schedule calendar](https://housingsurvey.pro/help/scheduling/schedule-calendar/) - [Deadline alerts and escalation](https://housingsurvey.pro/help/awaabs-law/deadline-alerts-and-escalation/) - [Notifications and SMTP](https://housingsurvey.pro/help/settings/notifications-and-smtp/) [← Subscribing to your calendar feed](https://housingsurvey.pro/help/scheduling/subscribing-to-your-calendar-feed/) [← Back to scheduling and dispatch](https://housingsurvey.pro/help/scheduling/) --- ## Assigning surveyors and operatives | HousingSurvey Pro help Source: https://housingsurvey.pro/help/scheduling/assigning-surveyors-and-operatives/ [Help](https://housingsurvey.pro/help/) / [Scheduling and dispatch](https://housingsurvey.pro/help/scheduling/) / Assigning surveyors and operatives # Assigning surveyors and operatives Who can do this Permission: scheduling ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Every unassigned job sits in a tray until it’s dragged onto a person and a slot, or reassigned from one person to another already on the calendar. ## What it is Survey visits can only go to surveyors; works-order visits can only go to operatives — the calendar enforces this itself, so a survey card can’t be dropped onto an operative’s lane. Suggested assignees appear alongside each unassigned card with a plain-English reason (for example, proximity to the property) and, where relevant, a proposed time slot — these are suggestions only; the final choice is always yours. Every drag-and-drop action has a keyboard- and screen-reader-safe equivalent through each card’s Reassign to… menu. ## How to do it - Open Schedule and find the job in the unassigned tray — surveys and works orders sit in separate trays. - Drag the card onto a surveyor’s or operative’s lane at the day and time you want, or use a suggested assignee’s own Assign action if one is offered. - To move an already-scheduled job to a different day, time or person, drag it directly on the calendar, or use its Reassign to… menu. - To send a job back to the unassigned tray, drag it off the calendar onto the tray area. - Confirm the change in the toast message that appears, which names who the job is now assigned to and when. ## How it integrates A reassignment lands in the new assignee’s field app and personal calendar feed immediately — there’s no separate “notify” step. Moving an already-in-progress job to a new slot changes its scheduled time only; it never rewinds its stage back to scheduled or open. An operative can never be handed a survey visit, and a surveyor is never suggested a works-order visit — manual assignment is slightly more permissive than suggestions (any active non-operative role can still be manually handed a works order for smaller teams), but the reverse is never possible either way. ## Common problems - I can’t drop a survey card onto an operative’s lane. That’s deliberate — operatives use the stripped-down works experience in the app and have no survey workflow to open it in; assign the survey visit to a surveyor instead. - No suggestions appear for a job. There are no active surveyors (or operatives, for a works order) to suggest — add or reactivate someone, or assign manually regardless. - A job I reassigned still shows the old assignee somewhere. Check you’re looking at a cached view — refresh; the assignment itself updates immediately and the field app reflects it as soon as it next syncs. Related - [The schedule calendar](https://housingsurvey.pro/help/scheduling/schedule-calendar/) - [Assigning a survey](https://housingsurvey.pro/help/surveys/assigning-a-survey/) - [Dispatching work to a contractor](https://housingsurvey.pro/help/contractors/dispatching-work-to-a-contractor/) [← The schedule calendar](https://housingsurvey.pro/help/scheduling/schedule-calendar/) [Subscribing to your calendar feed →](https://housingsurvey.pro/help/scheduling/subscribing-to-your-calendar-feed/) [← Back to scheduling and dispatch](https://housingsurvey.pro/help/scheduling/) --- ## Properties and tenancies | HousingSurvey Pro help Source: https://housingsurvey.pro/help/properties-tenancies/ [Help](https://housingsurvey.pro/help/) / Properties and tenancies # Properties and tenancies I need to manage my stock. - [The property registerSearching your property stock, what a property record holds, and how surveys write structured details back onto it over time.](https://housingsurvey.pro/help/properties-tenancies/property-register/) - [Importing properties from CSVThe exact column list, how headers are matched, and why UPRN makes a re-import merge instead of duplicate.](https://housingsurvey.pro/help/properties-tenancies/importing-properties-from-csv/) - [The property timelineEvery job, sealed record and follow-up raised against one address, in a single chronological feed.](https://housingsurvey.pro/help/properties-tenancies/the-property-timeline/) - [Adding a property manually and address lookupTyping in one property by hand, and how address-lookup autocomplete fills in the line and postcode for you.](https://housingsurvey.pro/help/properties-tenancies/adding-a-property-manually-and-address-lookup/) - [The tenancy registerWho lives where — a lean register of tenant contact details, imported by CSV, exported to CSV or your own SFTP server.](https://housingsurvey.pro/help/properties-tenancies/the-tenancy-register/) - [The asbestos register on a propertyACM entries, condition, review dates and a history trail derived from sealed asbestos surveys — and what it doesn't replace.](https://housingsurvey.pro/help/properties-tenancies/the-asbestos-register-on-a-property/) [← All help categories](https://housingsurvey.pro/help/) --- ## The tenancy register | HousingSurvey Pro help Source: https://housingsurvey.pro/help/properties-tenancies/the-tenancy-register/ [Help](https://housingsurvey.pro/help/) / [Properties and tenancies](https://housingsurvey.pro/help/properties-tenancies/) / The tenancy register # The tenancy register Who can do this Permission: properties ≥ 1 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Properties → Tenancies is a separate, lean register of who lives where — tenant names and contact details linked to a property, distinct from the property record itself. ## What it is Each tenancy holds tenant name(s), contact email and phone, occupancy start/end, and a status of current, ended or void — linked to a property by UPRN or by a stable tenancy reference from your own housing system. A survey or resident letter raised for a property with a matching tenancy suggests that tenancy’s contact automatically, so the same contact detail is never retyped. ## Before you start Viewing the register needs View-level access to Properties; adding, editing or importing needs Edit-level access. Exporting to your own SFTP server needs the Platform plan. ## How to do it - Open Properties → Tenancies . - Search or filter to find a tenant or address. - To bring in your register in bulk, select Import CSV — tenancy ref, UPRN, tenant name, and contact details are all recognised; either a tenancy ref or a UPRN is required to link each row. - To take a copy out, select Download CSV for an immediate file, or use the SFTP send control (where a destination is configured) to deliver a server-generated CSV straight to your own system. - Add or edit a single tenancy directly from this screen when you don’t have a whole file to import. ## How it integrates A tenancy ref is the preferred, stable upsert key when your housing system has one — re-importing the same ref updates that tenancy rather than duplicating it; without one, UPRN plus tenant name is used instead. The register holds no vulnerability or special-category data by design — it’s purely operational contact information, never hash-chained or sealed like a survey record. SFTP export bypasses the ordinary artifact-send size cap because a register can run to tens of thousands of rows; it uses the same fail-closed, host-key-pinned transport as every other SFTP delivery — see Sending files to your SFTP server . ## Common problems - An imported row wasn’t linked to any property. It needs either a matching UPRN or a tenancy ref — a row with neither is imported but flagged for review rather than silently dropped. - I can’t see the SFTP send option. It only appears once your organisation has a configured SFTP destination and is on the Platform plan. - The CSV download seems incomplete. It exports exactly what’s currently loaded on screen, including anything already brought in via Load older — load the rest of the register first if you need the whole thing. Related - [The property register](https://housingsurvey.pro/help/properties-tenancies/property-register/) - [Importing properties from CSV](https://housingsurvey.pro/help/properties-tenancies/importing-properties-from-csv/) - [Sending and pulling files over SFTP](https://housingsurvey.pro/help/integrations/sftp-servers/) [← Adding a property manually and address lookup](https://housingsurvey.pro/help/properties-tenancies/adding-a-property-manually-and-address-lookup/) [The asbestos register on a property →](https://housingsurvey.pro/help/properties-tenancies/the-asbestos-register-on-a-property/) [← Back to properties and tenancies](https://housingsurvey.pro/help/properties-tenancies/) --- ## The property timeline | HousingSurvey Pro help Source: https://housingsurvey.pro/help/properties-tenancies/the-property-timeline/ [Help](https://housingsurvey.pro/help/) / [Properties and tenancies](https://housingsurvey.pro/help/properties-tenancies/) / The property timeline # The property timeline Who can do this Permission: properties ≥ 1 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Expanding a property in the register reveals its own timeline — every job, sealed evidence record and follow-up ever raised at that address, newest first. ## What it is The timeline merges three sources into one feed: jobs (surveys and works orders), sealed survey/evidence records, and resident follow-ups — matched to the property by its id or, where set, its UPRN. Each row is badged with its current status (for example a job’s stage, or a sealed record’s chain sequence number) and links straight through to the full record. A sealed survey’s own note excerpts, and a follow-up’s own note, show inline so you can judge relevance before opening anything. ## How to do it - Open Properties , find the address, and select it to expand its row. - Read the timeline below the property’s own details — most recent activity first. - Select any row to open the full job, evidence record, or follow-up behind it. - Use Load older if the property has more history than fits on one page. ## How it integrates The timeline is read-only — it never writes anything itself, it only reflects what raising a survey, raising a works order, sealing a record, or logging a follow-up have already written elsewhere. A follow-up row that has a linked job shows an open job link alongside it. Because matching falls back to UPRN when a direct property-id link isn’t set, a property record and older jobs raised against the same address before it had a stable id can still surface together here. ## Common problems - A job I know about doesn’t appear on this property’s timeline. Check the job’s own property link — a job raised against a plain address with no UPRN, before this property record existed, has nothing to match against and won’t appear here. - “No jobs, evidence records or follow-ups at this property yet” shows for a property I know has history. The same UPRN mismatch is the usual cause — confirm both records carry the same UPRN, or link the job’s property directly. - The timeline seems to be missing older entries. Select Load older at the bottom — the feed pages rather than loading a property’s entire history at once. Related - [The property register](https://housingsurvey.pro/help/properties-tenancies/property-register/) - [The follow-up inbox](https://housingsurvey.pro/help/works-orders/the-follow-up-inbox/) - [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) [← Importing properties from CSV](https://housingsurvey.pro/help/properties-tenancies/importing-properties-from-csv/) [Adding a property manually and address lookup →](https://housingsurvey.pro/help/properties-tenancies/adding-a-property-manually-and-address-lookup/) [← Back to properties and tenancies](https://housingsurvey.pro/help/properties-tenancies/) --- ## The asbestos register on a property | HousingSurvey Pro help Source: https://housingsurvey.pro/help/properties-tenancies/the-asbestos-register-on-a-property/ [Help](https://housingsurvey.pro/help/) / [Properties and tenancies](https://housingsurvey.pro/help/properties-tenancies/) / The asbestos register on a property # The asbestos register on a property Who can do this Permission: properties ≥ 1 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Once at least one asbestos survey has sealed for a property, an Asbestos register panel appears on its record — a living, operational view of every asbestos-containing material found there. ## What it is Each entry holds a location, material description, identification basis (sampled or presumed), status (active, remediated or removed), condition, and a recommended next-review date — plus every sealed survey that confirmed it and a full history of status/condition/review-date changes with who made each one and why. This register supports asbestos-management practice at the level of one dwelling; it is not itself the Control of Asbestos Regulations 2012’s strict common-parts duty-to-manage register, and its review dates are a recommended, editable reminder, never a legal deadline. ## Before you start The panel only appears once your organisation’s asbestos hazard type is switched on and the property has at least one sealed asbestos survey. Editing an entry needs Edit-level access to Properties. ## How to do it - Open the property in Properties and expand its record — the Asbestos register panel appears below the property’s own details. - Select an entry to expand it and see its full detail and history. - Select Update status / condition / review date to record a change — add a note explaining why; this is strongly recommended. - Select Flag for immediate review after any material change to the material, rather than waiting for the recommended interval. - Where a sealed survey is linked, select Schedule re-inspection to raise a follow-up job directly into the Schedule tab’s unassigned tray. ## How it integrates Every entry traces back to the sealed survey record(s) that confirmed it — editing status, condition or review date here never alters that sealed record; it’s a separate, operational layer on top of it. New or reconfirmed entries are created automatically when an asbestos survey seals, never by hand. The recommended review interval defaults to 12 months and is editable under Settings → App configuration . ## Common problems - I can’t see the Asbestos register panel on a property I know has been surveyed. Confirm the asbestos hazard type is switched on for your organisation, and that a survey using it has actually been finalized (sealed) for this property — a draft in progress doesn’t create an entry yet. - An entry’s review date looks wrong or overdue. It’s a recommendation, not a statutory deadline — update it directly, or use Flag for immediate review if something material has changed. - I updated an entry but the linked survey record looks unchanged. That’s correct — this register is deliberately separate from the sealed record; the survey itself is never edited from here. Related - [The property register](https://housingsurvey.pro/help/properties-tenancies/property-register/) - [Asbestos](https://housingsurvey.pro/help/hazard-types/asbestos/) - [Reading a sealed record](https://housingsurvey.pro/help/evidence-reports/reading-a-sealed-record/) [← The tenancy register](https://housingsurvey.pro/help/properties-tenancies/the-tenancy-register/) [← Back to properties and tenancies](https://housingsurvey.pro/help/properties-tenancies/) --- ## The property register | HousingSurvey Pro help Source: https://housingsurvey.pro/help/properties-tenancies/property-register/ [Help](https://housingsurvey.pro/help/) / [Properties and tenancies](https://housingsurvey.pro/help/properties-tenancies/) / The property register # The property register Who can do this Permission: properties ≥ 1 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Properties holds your property stock — the register surveys are raised against, and the record that steadily gets more complete as surveys are carried out against it. ## What it is A property record isn’t only what you imported or typed in. When a survey is raised against a known property, structured details already on file — type, construction material, age band, floors — pre-fill the survey automatically, badged from property until a surveyor edits a value. Finalising the survey then writes any differing, newly captured values back onto the property record, attributed to that survey. A blank field never clears an existing one, so the record only gets more complete over successive surveys. ## How to do it - Open Properties from the sidebar and use search or filters to find an address. - Click a property to open its record — property details, its own Notes tab, and (where your organisation has the asbestos hazard type switched on and the property has at least one sealed asbestos survey) an Asbestos register panel. - Add a property manually, or bring in your stock in bulk via Properties → Import (CSV or Excel) — rows are matched on UPRN, so re-importing the same UPRN updates the property rather than duplicating it. - Use the property’s own Notes tab for anything worth recording against the address itself — access quirks, a standing arrangement with the freeholder — rather than against one specific job. Notes here are internal only and excluded from the sealed evidence pack unless someone explicitly includes one. - For who lives where, open Properties → Tenancies — a separate, lean register of tenant contact details and occupancy status, linked to the property by UPRN. It can also be imported by CSV and exported to your own systems. ## How it integrates - Surveys and works orders link back to the property, so evidence chains onto that property’s own timeline. - Raising a work order or drafting a resident letter for a property with a matching tenancy suggests that tenancy’s contact automatically. - The Asbestos register panel supports good asbestos-management practice for a housing-association landlord; it is a property-level operational record, not itself the statutory duty-to-manage register that the Control of Asbestos Regulations 2012 requires for common parts and non-domestic premises. - Properties are tenant-scoped and indexed for address search, so large estates stay responsive; isolation between organisations is enforced server-side. ## Common problems - A property field I know is correct keeps reverting. Structured fields are only overwritten by a newer, differing value from a finalised survey — check whether a more recent survey recorded something different. - An import row was skipped. Rows missing an address or postcode are skipped and listed with the reason; a UPRN with no digits is flagged rather than accepted silently. - I can’t see the Asbestos register panel on a property. It only appears once the asbestos hazard type is switched on for your organisation and the property has at least one sealed asbestos survey. Related - [Raising a survey: the New survey form](https://housingsurvey.pro/help/surveys/raising-a-survey/) - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) [Importing properties from CSV →](https://housingsurvey.pro/help/properties-tenancies/importing-properties-from-csv/) [← Back to properties and tenancies](https://housingsurvey.pro/help/properties-tenancies/) --- ## Importing properties from CSV | HousingSurvey Pro help Source: https://housingsurvey.pro/help/properties-tenancies/importing-properties-from-csv/ [Help](https://housingsurvey.pro/help/) / [Properties and tenancies](https://housingsurvey.pro/help/properties-tenancies/) / Importing properties from CSV # Importing properties from CSV Who can do this Permission: properties ≥ 2 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Properties → Import brings your stock in from a spreadsheet export — the same importer used by the setup wizard’s Properties step. ## What it is The importer parses a CSV or Excel file entirely in your browser — nothing uploads until you confirm — and auto-maps headers regardless of order or case. Address line 1 and postcode are required; UPRN, address line 2, local authority, tenure and property type are all optional. Rows missing a required field are skipped and listed with the reason, never silently dropped. ## Before you start Importing needs Edit-level access to Properties. A file over 50,000 rows must be split and imported in parts. ## How to do it - Open Properties → Import . - Select Download example CSV to see the exact expected layout, or drop your own file straight onto the upload area. - Review the preview — row count, any skipped rows and why, and whether a UPRN column was found. - Select Import [n] properties to write the batch. - Fix any skipped rows in your source file and re-import — a row carrying a UPRN you’ve already imported updates that property rather than creating a duplicate. ## How it integrates UPRN becomes the property’s document id when present, which is what makes re-imports merge instead of duplicate — it’s also what keys the tamper-evident evidence chain for that address as surveys accumulate against it. A property imported with no UPRN is flagged for review rather than rejected; it can still receive surveys, and a UPRN can be added later by editing the record or through address lookup (see Adding a property manually and address lookup ). Column headers are matched case-insensitively with common aliases ( address , street and line1 all resolve to address line 1, for example), and extra columns in your file are simply ignored rather than causing an error. ## Common problems - A row was skipped. Open the skipped-rows list — the most common reasons are a missing address or postcode, or a UPRN with no digits in it (leave the column blank rather than entering a non-numeric placeholder). - My re-import created duplicates instead of updating. Check the file actually carries a UPRN column and that your UPRNs match exactly (digits only) — without a UPRN, each row is a genuinely new property with no way to match it to an existing one. - The import stopped partway through. Rows already written before the failure are kept — fix the underlying problem and re-import the same file; UPRN rows merge cleanly rather than duplicating what already landed. Related - [The property register](https://housingsurvey.pro/help/properties-tenancies/property-register/) - [The setup wizard, step by step](https://housingsurvey.pro/help/getting-started/the-setup-wizard-step-by-step/) - [Adding a property manually and address lookup](https://housingsurvey.pro/help/properties-tenancies/adding-a-property-manually-and-address-lookup/) [← The property register](https://housingsurvey.pro/help/properties-tenancies/property-register/) [The property timeline →](https://housingsurvey.pro/help/properties-tenancies/the-property-timeline/) [← Back to properties and tenancies](https://housingsurvey.pro/help/properties-tenancies/) --- ## Adding a property manually and address lookup Source: https://housingsurvey.pro/help/properties-tenancies/adding-a-property-manually-and-address-lookup/ [Help](https://housingsurvey.pro/help/) / [Properties and tenancies](https://housingsurvey.pro/help/properties-tenancies/) / Adding a property manually and address lookup # Adding a property manually and address lookup Who can do this Permission: properties ≥ 2 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Bringing in a whole spreadsheet isn’t always the job — sometimes you just need to add one address. This article covers adding a single property by hand, and the autocomplete that speeds it up. ## What it is Wherever an address field offers lookup, typing three or more characters shows live suggestions from Google Places, biased to the UK; selecting one fills in the address line and postcode for you from the structured result rather than whatever you typed. Where your organisation hasn’t configured address lookup, the same field still works as a plain text box — you type the full address and postcode yourself. ## Before you start Adding a property manually needs Edit-level access to Properties. ## How to do it - Open Properties and select + Add property (or the equivalent manual-entry option wherever you’re adding an address, such as raising a survey for a new address). - Start typing the address — if lookup is configured, suggestions appear after a few characters. - Select a suggestion to fill in the address line and postcode, or continue typing to enter it manually. - Save. A property added with no UPRN is flagged for review — you can add one later by editing the record if it’s discovered. ## How it integrates Address lookup is powered by your organisation’s own Google Maps key or, if you haven’t set one, a platform fallback where available — configured under Settings → Data sources . A survey’s own structured findings (property type, construction material, age band, number of floors) write back onto the matching property record automatically once finalized — see The property register for how that write-back precedence works — so a manually added property fills out over time exactly the same way an imported one does. ## Common problems - No suggestions appear as I type. Address lookup isn’t configured for your organisation — the field still works as plain text; type the full address and postcode yourself, or ask an admin to add a data-sources key under Settings → Data sources . - The suggested address is missing a flat or unit number. Lookup prefers the most specific unit Google returns; if a suggestion is too coarse, edit the address line after selecting it rather than starting again. - I added a property with no UPRN and now have a duplicate from a later CSV import. Without a UPRN, nothing can automatically match the two — merge or remove the duplicate by hand, and add a UPRN to the surviving record if you have one. Related - [The property register](https://housingsurvey.pro/help/properties-tenancies/property-register/) - [Importing properties from CSV](https://housingsurvey.pro/help/properties-tenancies/importing-properties-from-csv/) - [Data sources](https://housingsurvey.pro/help/settings/data-sources/) [← The property timeline](https://housingsurvey.pro/help/properties-tenancies/the-property-timeline/) [The tenancy register →](https://housingsurvey.pro/help/properties-tenancies/the-tenancy-register/) [← Back to properties and tenancies](https://housingsurvey.pro/help/properties-tenancies/) --- ## People, roles and permissions | HousingSurvey Pro help Source: https://housingsurvey.pro/help/people-permissions/ [Help](https://housingsurvey.pro/help/) / People, roles and permissions # People, roles and permissions Who can do what, and why. - [Members and seatsInviting one person or a whole list, resending an invite, and deactivating someone — what happens to their access and their seat.](https://housingsurvey.pro/help/people-permissions/members-and-seats/) - [The eight roles, and what each can doOwner, org-admin, manager, coordinator, finance, viewer, surveyor and operative — the real capability set behind each one.](https://housingsurvey.pro/help/people-permissions/the-eight-roles/) - [Granular permissionsThe 11 modules by 4 levels behind every role, per-person overrides, and what actually gets enforced on the server.](https://housingsurvey.pro/help/people-permissions/granular-permissions/) - [OperativesQuick-adding a field operative with no sign-in required, activating an app account when they need one, and what an operative can open.](https://housingsurvey.pro/help/people-permissions/operatives/) - [Seats: what is billed and what is freeSurveyor seats are licensed per plan; office roles are free within a bundle; viewers and operatives are always free — the exact numbers by plan.](https://housingsurvey.pro/help/people-permissions/seats-what-is-billed-and-what-is-free/) [← All help categories](https://housingsurvey.pro/help/) --- ## The eight roles, and what each can do | HousingSurvey Pro help Source: https://housingsurvey.pro/help/people-permissions/the-eight-roles/ [Help](https://housingsurvey.pro/help/) / [People, roles and permissions](https://housingsurvey.pro/help/people-permissions/) / The eight roles, and what each can do # The eight roles, and what each can do Who can do this Permission: members ≥ 1 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) There are eight roles, each with a fixed set of capabilities enforced on the server — not just hidden buttons in the portal. ## What it is Role What it can do Owner Everything org-admin has, plus the two irreversible actions: deleting the organisation and transferring ownership. Exactly one person per organisation. Org-admin Everything except deleting the organisation or transferring ownership — settings, billing, members, integrations, evidence, work orders. Manager Operational: work orders, scheduling, evidence read/export, case notes, and resetting a non-admin colleague’s credentials. No settings, billing, API keys, or inviting/removing members. Coordinator Office staff below manager: raises work orders, schedules visits, keeps case notes, reads evidence and dashboards. No evidence export, and no properties, members, settings or billing access at all. Finance Billing and invoices only, plus read-only dashboards. Nothing else. Viewer Read-only evidence and dashboards. Nothing else. Surveyor App-only — no portal capabilities at all; access to evidence, properties, work orders and scheduling is limited to their own assigned jobs. Operative App-only, works-mode only — the same empty portal capability set as surveyor, scoped to assigned work orders and scheduling only. ## How to do it - Open Settings → Members & seats and, when inviting or changing someone’s role, read each role’s plain-English capability list on the picker itself — it’s generated directly from the same matrix enforced server-side, so it can never drift from what the role actually grants. - Choose the narrowest role that covers what the person actually needs — coordinator rather than manager for someone who shouldn’t export evidence, for instance. - Use Granular permissions afterwards for the rare case where one specific person needs a module’s access adjusted beyond their role’s baseline. ## How it integrates Every capability check on the server resolves the caller’s role from their access claims, never from anything the client sends — a role change here takes effect the moment the person’s session next refreshes. Owner and org-admin are the only roles that can invite, remove or change someone else’s role at all; manager additionally gets the narrower ability to reset a non-admin colleague’s password or email without full member-management rights. The 11-module granular permission system layers on top of every role here — a role is a baseline, not a ceiling on what a specific person can be granted (see Granular permissions ). ## Common problems - I was told this platform has three roles — surveyors, managers, org-admins. That’s out of date; there are eight, with a materially different capability set each, especially coordinator and finance. - A manager can’t invite anyone. Correct — manager has read access to the member list, not the ability to add, remove or change roles; that needs org-admin or owner. - I want someone to see billing but nothing else. That’s exactly what Finance is for — billing and invoices read-write, plus dashboards, and nothing operational at all. Related - [Granular permissions](https://housingsurvey.pro/help/people-permissions/granular-permissions/) - [Members and seats](https://housingsurvey.pro/help/people-permissions/members-and-seats/) - [Seats: what is billed and what is free](https://housingsurvey.pro/help/people-permissions/seats-what-is-billed-and-what-is-free/) [← Members and seats](https://housingsurvey.pro/help/people-permissions/members-and-seats/) [Granular permissions →](https://housingsurvey.pro/help/people-permissions/granular-permissions/) [← Back to people, roles and permissions](https://housingsurvey.pro/help/people-permissions/) --- ## Seats: what is billed and what is free | HousingSurvey Pro help Source: https://housingsurvey.pro/help/people-permissions/seats-what-is-billed-and-what-is-free/ [Help](https://housingsurvey.pro/help/) / [People, roles and permissions](https://housingsurvey.pro/help/people-permissions/) / Seats: what is billed and what is free # Seats: what is billed and what is free Who can do this Permission: billing ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Only one role actually consumes a billed seat — everyone else is either free within a bundle, capped but free, or unconditionally free. ## What it is - Surveyor — the one licensed seat type. Solo includes exactly one, free; every paid plan is billed per active surveyor. - Office roles — owner, org-admin, manager, coordinator and finance — are free up to a bundle that comes with your plan: 2 on Solo (a hard cap, with no add-on available), 5 on Team, 15 on Platform, and unlimited on Enterprise. Team and Platform can buy additional office seats beyond the bundle as a paid add-on; Solo cannot. - Viewer — always free, but capped on Solo at 3 ; unlimited on every paid plan. - Operative — always free, uncapped, on every plan — quick-adding or activating one runs no seat check at all. ## How to do it - Open Settings → Members & seats to see your active surveyor count against your licensed total. - To add surveyor seats, or extra office seats beyond your bundle, go to Billing and adjust your seat count — changes prorate immediately. - If you’re at your surveyor-seat limit and try to invite or promote someone into that role, the invite is refused with the exact count in use versus licensed — free a seat by removing an inactive surveyor, or add seats on Billing. ## How it integrates Seat limits are enforced at the moment a role is actually assigned — inviting someone, or changing an existing member into a billed or capped role — not on a schedule or a nightly check. A reassignment between two office roles (manager to coordinator, say) never re-checks the office bundle, since neither consumes more of it than the other. A contractor-organisation surveyor account still consumes the landlord’s own surveyor seat, not the contractor’s — the seat is tied to who is doing surveying work under your evidence chain, not which organisation employs them. ## Common problems - I can’t work out why an invite was refused with “no seats available.” Check which cap it hit — the message names the role: surveyor seats reference your licensed count on Billing, office and viewer refer to your plan’s free bundle plus any add-on purchased. - I upgraded from Solo but my office bundle still looks capped at 2. Refresh the Members page — the new bundle size applies immediately on upgrade, but a cached view can lag briefly. - A contractor’s surveyor account is eating into my seat count. That’s expected if you issued them as a contractor-lite surveyor working under your evidence chain — it’s billed the same as any of your own surveyors. Related - [The eight roles, and what each can do](https://housingsurvey.pro/help/people-permissions/the-eight-roles/) - [Members and seats](https://housingsurvey.pro/help/people-permissions/members-and-seats/) - [Invoices, VAT and the billing portal](https://housingsurvey.pro/help/billing/invoices-vat-and-billing-portal/) [← Operatives](https://housingsurvey.pro/help/people-permissions/operatives/) [← Back to people, roles and permissions](https://housingsurvey.pro/help/people-permissions/) --- ## Operatives | HousingSurvey Pro help Source: https://housingsurvey.pro/help/people-permissions/operatives/ [Help](https://housingsurvey.pro/help/) / [People, roles and permissions](https://housingsurvey.pro/help/people-permissions/) / Operatives # Operatives Who can do this Permission: workOrders ≥ 2 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) An operative is a lightweight workforce record for field work — a name and a way to reach them is enough to make someone assignable, with a real sign-in only minted the moment they actually need one. ## What it is Quick-adding an operative creates a member record with no Firebase sign-in account at all — assignable and schedulable immediately. Most never need an account: a coordinator can record their job’s completion on their behalf from the portal. Only once an operative genuinely needs to use the field app themselves — to capture their own after-photo and GPS fix — do you activate them, which mints a real account with a server-generated password, forced to be changed at first sign-in. ## Before you start Quick-adding, activating or changing an operative’s status needs Edit-level access to Work orders — deliberately a lower bar than Module-admin access to Members, since operatives are workforce resources that come and go per work type, not a governance-sensitive role change. ## How to do it - From the assignee picker on a works order, click Quick-add an operative and enter a name plus either an email or a phone number, and their engagement type (staff, contractor, subcontractor). - They’re assignable straight away. If they need to use the field app themselves, open their record and Activate — this mints their sign-in and shows a one-time password to hand over. - To pause someone temporarily, set their status to Invited rather than Archived — this disables an already-activated account’s sign-in immediately without losing the record. - Use Archived , not deletion, to retire an operative who’s genuinely finished — this keeps their history on record rather than erasing it. ## How it integrates An operative’s portal capability set is empty by design — like a surveyor, their access to Work orders and Scheduling is scoped to jobs actually assigned to them, never organisation-wide. Moving an already-activated operative out of Active immediately disables and revokes their sign-in session, not just their status label, so access stops the moment you change it, not at their next token refresh. Operatives are never billed — see Seats: what is billed and what is free — quick-adding one runs no seat check at all. ## Common problems - An operative I archived can still sign in. Check whether they’d ever been activated at all — a never-activated operative has no account to disable in the first place, so archiving them is purely a record-status change; an activated one’s sign-in is disabled immediately on archiving. - I want to give an operative broader access, like viewing dashboards. Use Granular permissions on their record for a per-person override — their role baseline stays empty, but an explicit grant can still add specific administrative access if genuinely needed. - An operative’s email looks wrong, like it ends in “unclaimed.housingsurvey.pro”. That’s a synthetic placeholder address used when no real email was given at quick-add or activation time — it can’t receive mail; add a real one if they need genuine email contact. Related - [The eight roles, and what each can do](https://housingsurvey.pro/help/people-permissions/the-eight-roles/) - [Seats: what is billed and what is free](https://housingsurvey.pro/help/people-permissions/seats-what-is-billed-and-what-is-free/) - [Raising a works order](https://housingsurvey.pro/help/works-orders/raising-a-works-order/) [← Granular permissions](https://housingsurvey.pro/help/people-permissions/granular-permissions/) [Seats: what is billed and what is free →](https://housingsurvey.pro/help/people-permissions/seats-what-is-billed-and-what-is-free/) [← Back to people, roles and permissions](https://housingsurvey.pro/help/people-permissions/) --- ## Members and seats | HousingSurvey Pro help Source: https://housingsurvey.pro/help/people-permissions/members-and-seats/ [Help](https://housingsurvey.pro/help/) / [People, roles and permissions](https://housingsurvey.pro/help/people-permissions/) / Members and seats # Members and seats Who can do this Permission: members ≥ 2 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Settings → Members & seats is where every person in your organisation is invited, has their role changed, or is removed — and where you see how many licensed surveyor seats are actually in use. ## What it is A list of everyone with access, their role, and their status (active, invited, disabled), alongside a seat-usage bar showing active surveyors against your licensed count. Inviting someone by email either resolves their existing sign-in or creates one; a role change or removal takes effect immediately by updating both their access claims and their member record. ## Before you start Inviting someone or changing a role needs Module-admin access to Members. Only the organisation’s owner can change an org-admin’s — or the owner’s own — credentials or role. ## How to do it - Open Settings → Members & seats and click Invite — enter an email and pick a role, or paste a list to invite several at once. - To change someone’s role later, open their row and pick a new one — you can never assign a role whose permissions exceed your own effective level. - To free up a surveyor seat or remove access entirely, set their status to removed — this revokes their access claim immediately; it does not delete anything they’ve already submitted. - Use the row menu’s credential actions — send a password reset, set a new password directly, or update an email — for someone locked out; these need a narrower grant (Edit-level Members access) than a full role change. ## How it integrates Assigning the surveyor role checks your licensed seat count first and is refused outright if you’re at capacity — see Seats: what is billed and what is free . Every role change, invite and removal is written to the audit log with who did it and when. A person’s granular permission overrides, if any, travel with their role change automatically — reassigning someone re-evaluates their overrides against the new role’s baseline rather than carrying old grants across blindly (see Granular permissions ). ## Common problems - Invite fails with “no seats available.” You’re at your licensed surveyor-seat limit — add seats on the Billing page, or free one up by removing an inactive surveyor first. - I can’t change an org-admin’s role or reset their password. Only the account’s literal Owner can act on an org-admin or the owner themselves — an org-admin can manage everyone else, but not each other. - The last org-admin can’t be removed or demoted. That’s deliberate — an organisation must always keep at least one; promote someone else first. Related - [The eight roles, and what each can do](https://housingsurvey.pro/help/people-permissions/the-eight-roles/) - [Seats: what is billed and what is free](https://housingsurvey.pro/help/people-permissions/seats-what-is-billed-and-what-is-free/) - [Granular permissions](https://housingsurvey.pro/help/people-permissions/granular-permissions/) [The eight roles, and what each can do →](https://housingsurvey.pro/help/people-permissions/the-eight-roles/) [← Back to people, roles and permissions](https://housingsurvey.pro/help/people-permissions/) --- ## Granular permissions | HousingSurvey Pro help Source: https://housingsurvey.pro/help/people-permissions/granular-permissions/ [Help](https://housingsurvey.pro/help/) / [People, roles and permissions](https://housingsurvey.pro/help/people-permissions/) / Granular permissions # Granular permissions Who can do this Permission: members ≥ 3 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Underneath every role sits the same 11-module permission matrix, at one of four levels each — most “why can’t I see this” tickets trace back to this table, not a bug. ## What it is Eleven modules — Dashboard & reports, Evidence, Properties, Work orders & notes, Scheduling, Repair rates, Contractors, Members & credentials, Settings & integrations, Billing & invoices, Audit & integrity — each at 0 None , 1 View , 2 Edit , or 3 Module admin . Every role has a fixed default level for every module; a per-person override changes one specific module for one specific person without changing their role. For a surveyor or operative, record-bearing modules (Evidence, Properties, Work orders, Scheduling) stay scoped to their own assigned jobs even where an override grants a higher level — an override can widen what they can do, never whose records it applies to, for those four modules specifically. ## Before you start Changing someone else’s permissions needs Module-admin (level 3) access to Members yourself, and you can never grant a level higher than your own effective one. Owner’s permissions are fixed and can never be overridden. Only the owner can change an org-admin’s permissions. ## How to do it - Open Settings → Members & seats , find the person, and open Granular permissions . - Each module shows its role baseline and a per-user override dropdown — leave it on Inherit role to do nothing, or pick an explicit level to override just that module. - An override that grants access outside the role’s normal baseline is flagged Outside role baseline before you save, so the change is never accidental. - Click Save permissions — it takes effect on their very next check, with no re-invite or sign-out needed. ## How it integrates Every module-gated action on the server re-derives the caller’s effective permission from their role plus their stored overrides at the moment of the call — never from a cached client value — so a change here is immediately live, and a revoked override can never be preserved by a stale session. Overrides are stored sparsely: only genuine deviations from the role’s defaults are written, so a role change automatically re-evaluates what’s left against the new baseline rather than carrying old grants across. This is also the layer the “Who can do this” strip on every other help article describes — a permission string like “workOrders ≥ 2” means Edit-level or above on that one module. ## Common problems - I can’t open Granular permissions for someone at all. You need Module-admin (level 3) access to Members yourself — Edit-level Members access lets you reset credentials, not adjust permissions. - I gave someone Edit on Evidence but they still can’t see other people’s jobs. That’s by design for a surveyor or operative — Evidence, Properties, Work orders and Scheduling stay scoped to their own assigned records regardless of level; only a genuinely organisation-scoped role sees everything. - I can’t change my own permissions. Correct — no one can edit their own grant, even an org-admin; ask another authorised administrator. Related - [The eight roles, and what each can do](https://housingsurvey.pro/help/people-permissions/the-eight-roles/) - [Members and seats](https://housingsurvey.pro/help/people-permissions/members-and-seats/) - [The audit log](https://housingsurvey.pro/help/evidence-reports/the-audit-log/) [← The eight roles, and what each can do](https://housingsurvey.pro/help/people-permissions/the-eight-roles/) [Operatives →](https://housingsurvey.pro/help/people-permissions/operatives/) [← Back to people, roles and permissions](https://housingsurvey.pro/help/people-permissions/) --- ## Integrations and data exchange | HousingSurvey Pro help Source: https://housingsurvey.pro/help/integrations/ [Help](https://housingsurvey.pro/help/) / Integrations and data exchange # Integrations and data exchange I need to wire it into our own systems. - [Choosing an integration channelA decision table for the REST API, webhooks, EDI, SFTP and BigQuery — what each one is for, and how they combine.](https://housingsurvey.pro/help/integrations/choosing-an-integration-channel/) - [The REST APIBase URL, authentication, the five resources, pagination and rate limits for the HousingSurvey Pro REST API.](https://housingsurvey.pro/help/integrations/the-rest-api/) - [API keys and scopesMinting and revoking REST API keys, and what each of the ten scopes actually unlocks.](https://housingsurvey.pro/help/integrations/api-keys-and-scopes/) - [WebhooksSetting a webhook endpoint, the event catalogue, verifying the signature, retry behaviour, and how report revisions appear on the payload.](https://housingsurvey.pro/help/integrations/webhooks/) - [The nightly EDI exportWhat the flat-file export contains, where it lands, running it on demand, and the back-compat rule that keeps it safe to rely on.](https://housingsurvey.pro/help/integrations/the-nightly-edi-export/) - [Sending and pulling files over SFTPAdding an SFTP server, minting a keypair, host-key pinning, and what HousingSurvey Pro can send to and pull from your own server.](https://housingsurvey.pro/help/integrations/sftp-servers/) - [Pulling imports from your SFTP serverPreviewing before you write, hash re-verification, and the three data types HousingSurvey Pro can pull in from your own server.](https://housingsurvey.pro/help/integrations/pulling-imports-from-your-sftp-server/) - [BigQuery and warehouse accessEnabling a read-only, tenant-isolated BigQuery dataset for your own BI tool, and the service-account key you get once.](https://housingsurvey.pro/help/integrations/bigquery-and-warehouse-access/) - [Power AutomateImporting the OpenAPI specification as a custom connector — this rides entirely on the REST API, not a bespoke connector.](https://housingsurvey.pro/help/integrations/power-automate/) - [The MCP serverAgentic access over the Model Context Protocol: the endpoint, authentication, the seven tools, and the rate budget it shares with the REST API.](https://housingsurvey.pro/help/integrations/the-mcp-server/) - [SCIM provisioning end to endAutomating joiners, movers and leavers from your identity provider, and why deprovisioning a user never deletes their evidence.](https://housingsurvey.pro/help/integrations/scim-provisioning-end-to-end/) - [SSO end to endConnecting your identity provider so staff sign in with their existing corporate credentials, and how access follows your directory.](https://housingsurvey.pro/help/integrations/sso-end-to-end/) - [Calendar feedsA personal, read-only iCal feed of your assigned jobs, and the live permission check that runs on every request.](https://housingsurvey.pro/help/integrations/calendar-feeds/) - [Testing a connectionThe self-serve test for every integration channel, what a pass looks like, and how to debug the most common failures.](https://housingsurvey.pro/help/integrations/testing-a-connection/) [← All help categories](https://housingsurvey.pro/help/) --- ## Webhooks | HousingSurvey Pro help Source: https://housingsurvey.pro/help/integrations/webhooks/ [Help](https://housingsurvey.pro/help/) / [Integrations and data exchange](https://housingsurvey.pro/help/integrations/) / Webhooks # Webhooks Who can do this Permission: settings ≥ 3 Platform plan and above Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Webhooks push a notification to your own endpoint the moment something happens in HousingSurvey Pro, so your systems react in real time instead of polling an API. ## What it is A webhook is configured under Settings → API & webhooks by an org admin: register the HTTPS URL your system listens on, and every delivery is signed so you can verify it genuinely came from HousingSurvey Pro. This is a Platform-tier feature, the same tier as the REST API and the EDI export it’s typically used alongside. ## Before you start Your endpoint must accept HTTPS POST requests and be reachable from the public internet. ## How to do it - Open Settings → API & webhooks and register your endpoint URL. - Note the signing secret shown when you save — this is used to verify every delivery and is only shown again if you re-save the URL. - Choose the events you care about. - Use Send test event to fire a real, signed test.ping event at your endpoint before relying on production traffic — see Testing a connection . - Have your endpoint verify the x-hsp-signature header (an HMAC-SHA256 of the raw request body, keyed with your secret) before processing anything, and return a 2xx status once it has accepted the delivery. ## How it integrates The current event catalogue is: survey.finalized , survey.withdrawn , work_order.stage_recorded , work_order.deadline_breached , work_order.deadline_approaching , and test.ping . A delivery that fails is retried on a schedule for up to six attempts before it’s given up on — treat repeated event IDs idempotently, since a retry can arrive after your endpoint already processed the original. A finalized report can later be revised: the original sealed record is never edited in place, a new sealed record is created that supersedes it. Three fields track this on the payload — lineageId (stable across every version), versionNo (1-based, incrementing per revision) and supersedes (the id of the version this one replaces, null on the original). The same three fields appear on GET /v1/surveys and in the nightly EDI export as version_no / supersedes columns, so your own system can key stored reports by lineageId and always treat the highest versionNo seen as current. ## Common problems - A webhook test times out. Your endpoint is unreachable from the public internet, or sitting behind a firewall — deliveries originate from europe-west2 (London); check your allowlist covers that region’s egress ranges. - The signature doesn’t match. Compute the HMAC over the raw request body, not a re-serialized copy of the parsed JSON — re-serializing changes the bytes and produces a different hash. Also confirm you’re using the current secret; re-saving the URL rotates it. - A webhook delivery never arrived. Check the URL is still correct and returning a 2xx status — a non-2xx response is treated as a failure and retried, then eventually given up on after six attempts. Related - [Testing a connection](https://housingsurvey.pro/help/integrations/testing-a-connection/) - [Sending and pulling files over SFTP](https://housingsurvey.pro/help/integrations/sftp-servers/) - [The Settings hub](https://housingsurvey.pro/help/settings/settings-hub/) [← API keys and scopes](https://housingsurvey.pro/help/integrations/api-keys-and-scopes/) [The nightly EDI export →](https://housingsurvey.pro/help/integrations/the-nightly-edi-export/) [← Back to integrations and data exchange](https://housingsurvey.pro/help/integrations/) --- ## The REST API | HousingSurvey Pro help Source: https://housingsurvey.pro/help/integrations/the-rest-api/ [Help](https://housingsurvey.pro/help/) / [Integrations and data exchange](https://housingsurvey.pro/help/integrations/) / The REST API # The REST API Who can do this Platform plan and above Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) The REST API is HousingSurvey Pro’s on-demand door into your organisation’s data — read evidence and work orders, or write new work orders in, from your own system. ## What it is Every request is served from https://api.housingsurvey.pro/v1 and authenticated with an org-scoped key in the Authorization: Bearer hsp_live_… header. The API covers five resources: surveys (finalized evidence records), properties , tenancies , contractors and work-orders . Everything is JSON, and every list endpoint is cursor-paginated — pass the nextCursor value from one response as the cursor query parameter on the next. The full endpoint-by-endpoint specification lives at /developers/ and /api/docs/ , generated from the same OpenAPI document your team can import into Postman, Swagger UI or a Power Automate custom connector. ## Before you start Calling the API needs an org API key with the right scopes — see API keys and scopes — which is itself a Platform-plan feature. ## How to do it - Mint a key with the scopes your integration needs (see API keys and scopes ). - Send requests with Authorization: Bearer on every call. - For a list endpoint, start with no cursor and a limit (default 50, maximum 200 on most resources). Read nextCursor off the response; when it’s null , you’ve reached the end. - Filter where the endpoint supports it — for example GET /v1/surveys?status=Complete&updatedSince= , or GET /v1/work-orders?statutory_state=approaching . - To create a work order from your own system, POST /v1/work-orders with the scope work-orders:write — the same action the MCP server’s raise_work_order tool performs. - Use the “Quick start” curl examples and sample HACT payload viewer next to the API key section in the portal to prove out your first call before writing any integration code — see Testing a connection . ## How it integrates Every finalized survey carries lineageId , versionNo and supersedes , so a revised report never overwrites what your system already stored — key your own records by lineageId and treat the highest versionNo you’ve seen as current. Every API call — successful or not — is written to your organisation’s audit log, exactly like a human action in the portal. Reads and writes share one per-organisation rate budget with the MCP server (240 requests per minute), so traffic through either surface draws down the same allowance; a 429 response carries X-RateLimit-* headers and a Retry-After value telling you exactly when to try again. ## Common problems - A request returns 401. The Authorization: Bearer header is missing, malformed, or the key has been revoked. - A request returns 403 “missing scope”. The key wasn’t minted with the scope that endpoint needs — mint a new key with the right scopes rather than trying to widen an existing one. - I’m getting 429s. You’ve exceeded the shared per-organisation rate budget — back off using the Retry-After value. This is a generous, abuse-containment limit, not a per-feature throttle, so a well-behaved integration should never come close to it in normal use. - A list response seems to stop partway through. Keep following nextCursor until it’s null — a response the same size as your limit almost always means there’s more to fetch. Related - [API keys and scopes](https://housingsurvey.pro/help/integrations/api-keys-and-scopes/) - [Webhooks](https://housingsurvey.pro/help/integrations/webhooks/) - [Testing a connection](https://housingsurvey.pro/help/integrations/testing-a-connection/) - [Choosing an integration channel](https://housingsurvey.pro/help/integrations/choosing-an-integration-channel/) [← Choosing an integration channel](https://housingsurvey.pro/help/integrations/choosing-an-integration-channel/) [API keys and scopes →](https://housingsurvey.pro/help/integrations/api-keys-and-scopes/) [← Back to integrations and data exchange](https://housingsurvey.pro/help/integrations/) --- ## The nightly EDI export | HousingSurvey Pro help Source: https://housingsurvey.pro/help/integrations/the-nightly-edi-export/ [Help](https://housingsurvey.pro/help/) / [Integrations and data exchange](https://housingsurvey.pro/help/integrations/) / The nightly EDI export # The nightly EDI export Who can do this Permission: settings ≥ 2 Platform plan and above Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) For a system with a nightly batch-import step and no API of its own, the EDI export is a single CSV file dropped every night, with every column your case-management system needs already flattened out. ## What it is Every night at 02:00 UK time, HousingSurvey Pro builds one CSV per organisation covering finalized surveys and work orders, and stores it at a per-organisation path you can download from a signed URL. The file starts with core survey and work-order fields, then appends — never inserts — further column groups over time: the statutory (Awaab’s Law) columns telling one work order’s whole statutory story, hazard-agnostic finding columns, and hazard-triage/emergency-actions columns. New columns only ever land at the end of the row, so a consumer reading by column position never breaks when the schema grows. ## Before you start The nightly export and running it on demand both require the Platform plan and organisation-admin access to Settings. ## How to do it - Open Settings → Data & exports . - Toggle nightly (02:00 UK) to have the export run automatically every night for as long as it stays on. - To pull a one-off file without waiting for the schedule, pick a date range under EDI flat-file (CSV) and click Run now — this produces exactly the same column layout the nightly run does, synchronously, so you can validate it before committing to the schedule. - Optionally set an SFTP delivery destination alongside the CSV download, so the same file also lands automatically on a server your team already controls — see Sending and pulling files over SFTP . - Each run appears in the run history with a fresh, short-lived signed URL each time you open it — a URL from an earlier session should never be trusted or reused directly. ## How it integrates A revised report never overwrites the original row: the finding stays keyed by property, and each survey’s versionNo / supersedes columns work exactly like the same fields on a webhook payload or a REST API response, so your import job can key stored reports the same way regardless of which channel it reads from. Every export — nightly or on-demand — never alters or removes the underlying evidence; it only reads what’s already sealed. ## Common problems - The nightly run didn’t produce a file. Check there were finalized records for that day — an org with nothing new to export simply has nothing to drop that night. - Our import job broke after an update. New columns are always appended at the end of the row, never inserted in the middle — check your parser is reading by header name rather than a fixed column count. - The whole section shows an upgrade notice. The nightly EDI export is a Platform-plan feature. Related - [Data and exports](https://housingsurvey.pro/help/settings/data-and-exports/) - [Sending and pulling files over SFTP](https://housingsurvey.pro/help/integrations/sftp-servers/) - [Webhooks](https://housingsurvey.pro/help/integrations/webhooks/) - [Choosing an integration channel](https://housingsurvey.pro/help/integrations/choosing-an-integration-channel/) [← Webhooks](https://housingsurvey.pro/help/integrations/webhooks/) [Sending and pulling files over SFTP →](https://housingsurvey.pro/help/integrations/sftp-servers/) [← Back to integrations and data exchange](https://housingsurvey.pro/help/integrations/) --- ## The MCP server | HousingSurvey Pro help Source: https://housingsurvey.pro/help/integrations/the-mcp-server/ [Help](https://housingsurvey.pro/help/) / [Integrations and data exchange](https://housingsurvey.pro/help/integrations/) / The MCP server # The MCP server Who can do this Permission: settings ≥ 3 Platform plan and above Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) The MCP server lets an AI agent read and act on your organisation’s data the same way a script calling the REST API would — authenticated the same way, and never able to do more than the key it’s given allows. ## What it is MCP (Model Context Protocol) is a JSON-RPC 2.0 interface at /mcp , authenticated with the same Authorization: Bearer hsp_live_… API key as the REST API, checked against the same scopes. It exposes seven tools: list_work_orders , read_work_order , raise_work_order , assign_work_order , list_evidence , verify_record_hash , and get_contact_and_data_rights (the only tool that needs no scope at all). The two write tools — raise_work_order and assign_work_order — require the same work-orders:write scope the REST API’s own write endpoint enforces, so an agent can never do more than an API key already permits. ## Before you start Using the MCP server needs an API key (Platform plan, minted with organisation-admin access to Settings) with the scopes your agent’s tools need — see API keys and scopes . ## How to do it - Mint an API key with the scopes your agent needs — work-orders:read / work-orders:write and surveys:read cover most agent tasks. - Point your MCP client at https://api.housingsurvey.pro/mcp , sending the key as a bearer token. - Call tools/list first to discover the available tools and their input schemas — this, along with initialize and ping , is never rate-limited. - Use verify_record_hash to have the agent independently confirm a specific finalized survey hasn’t been altered — it re-derives the hash server-side rather than trusting anything the client supplies. - Use get_contact_and_data_rights for a scope-free way to hand an agent HousingSurvey Pro’s own support contact and data-rights process, with no key required for that one call. ## How it integrates Every scoped tool call draws from the same per-organisation rate budget as the REST API — 240 requests per minute, shared, not additive — so an agent and a REST integration running at the same time share one allowance rather than getting one each. Every tool call that touches tenant data is written to your organisation’s audit log, exactly like a human or REST API action; mcp is recorded as the actor. A breach of the rate limit returns a proper JSON-RPC error object with HTTP 429 and the standard Retry-After / X-RateLimit-* headers, so a well-built client should never be surprised by it. ## Common problems - A tool call returns an “isError” result about a missing scope. The API key wasn’t minted with the scope that tool needs — mint a new key with the right scopes. - Discovery calls ( tools/list , initialize , ping ) are being throttled unexpectedly. They shouldn’t be — only scoped, data-touching tool calls draw from the rate budget. - verify_record_hash reports a mismatch. Treat this as a genuine integrity finding, not a client bug — the hash is recomputed server-side from the stored record, the same way the nightly chain-verification sweep does it. Related - [The REST API](https://housingsurvey.pro/help/integrations/the-rest-api/) - [API keys and scopes](https://housingsurvey.pro/help/integrations/api-keys-and-scopes/) - [What "sealed" and "tamper-evident" mean](https://housingsurvey.pro/help/evidence-reports/what-sealed-and-tamper-evident-mean/) - [Testing a connection](https://housingsurvey.pro/help/integrations/testing-a-connection/) [← Power Automate](https://housingsurvey.pro/help/integrations/power-automate/) [SCIM provisioning end to end →](https://housingsurvey.pro/help/integrations/scim-provisioning-end-to-end/) [← Back to integrations and data exchange](https://housingsurvey.pro/help/integrations/) --- ## Testing a connection | HousingSurvey Pro help Source: https://housingsurvey.pro/help/integrations/testing-a-connection/ [Help](https://housingsurvey.pro/help/) / [Integrations and data exchange](https://housingsurvey.pro/help/integrations/) / Testing a connection # Testing a connection Who can do this Permission: settings ≥ 3 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Every integration under Settings has a self-serve way to prove it works before you rely on it — no waiting for a real survey to finalise, no guessing whether your endpoint or credentials are right. ## What it is Each channel has its own test affordance, and every one is an org-admin action that runs live, server-side, and never touches or modifies real evidence: Integration Where Test affordance Webhook Settings → API & webhooks Send test event REST API Settings → API & webhooks Quick-start curl examples and a sample payload viewer EDI flat-file Settings → API & webhooks Manual date-range Export CSV SFTP server Settings → SFTP servers Test connection SMTP Settings → Notifications Test connection AI provider key Settings → AI Test connection ## How to do it - Webhook — save your URL, then click Send test event . This fires a real, signed test.ping event immediately, using the same signing path as production deliveries. Expand View sample payload & signature headers sent to hand your dev team the exact bytes to verify against. - REST API — mint a key with the scopes you need, then use the quick-start curl examples with your own key. A 200 with a JSON body confirms auth, scopes and network access all work. - EDI flat-file — pick a short date range and click Export CSV . This runs the exact same export code as the nightly schedule, synchronously, so you can confirm the column layout before the first scheduled run. - SFTP server — click Test connection . This runs a real four-step handshake — connect, negotiate the host key, authenticate, then a read-only check of the remote path — and never writes a file. - SMTP — click Test connection to send a real test email to your own signed-in address using your saved configuration. - AI provider key — click Test connection . The platform asks your provider to reply with a single fixed word using your key and model, and reports the result. ## How it integrates A webhook test is signed with your real signing secret over the same HMAC code path every production delivery uses, so a pass is genuine proof that delivery and signature verification both work end to end — not a simulation. All test and production traffic for these integrations is served from europe-west2 (London), and every test is written to your organisation’s audit log the same as a production event. ## Common problems Symptom Likely cause Webhook test times out Your endpoint is unreachable from the public internet, or behind a firewall that blocks europe-west2 egress. Webhook signature doesn’t match You hashed the parsed/re-serialized body instead of the raw bytes, or used an old secret after re-saving the URL. REST API returns 401 The Authorization: Bearer header is missing, malformed, or the key was revoked. REST API returns 403 “missing scope” The key wasn’t minted with the scope the endpoint needs — mint a new key with the right scopes. SFTP test fails at “handshake” The server presented a different host key than the one previously pinned — verify out of band before re-pinning. SFTP test fails at “auth” Wrong username or password, or the public key isn’t installed in authorized_keys . SMTP test doesn’t arrive Wrong host, port or security mode, or your mail provider is blocking the connection — check your provider’s own sent-mail log and your spam folder. AI test fails with a provider error Usually an invalid or expired key, or billing not enabled on the provider account — the error shown is the provider’s own, shortened for display. Related - [Webhooks](https://housingsurvey.pro/help/integrations/webhooks/) - [Sending and pulling files over SFTP](https://housingsurvey.pro/help/integrations/sftp-servers/) - [Connecting your AI provider](https://housingsurvey.pro/help/ai/connecting-your-ai-provider/) [← Calendar feeds](https://housingsurvey.pro/help/integrations/calendar-feeds/) [← Back to integrations and data exchange](https://housingsurvey.pro/help/integrations/) --- ## SSO end to end | HousingSurvey Pro help Source: https://housingsurvey.pro/help/integrations/sso-end-to-end/ [Help](https://housingsurvey.pro/help/) / [Integrations and data exchange](https://housingsurvey.pro/help/integrations/) / SSO end to end # SSO end to end Who can do this Permission: settings ≥ 3 Enterprise plan and above Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Single sign-on connects HousingSurvey Pro to your organisation’s identity provider, so staff sign in with their existing corporate credentials instead of a separate password. ## What it is SSO applies to email/staff accounts — field surveyors without email continue to use tenant logins. Three connection types are supported: SAML (via your identity provider’s metadata), OIDC (for example Microsoft Entra ID), and Google Workspace domain sign-in. Home-realm discovery routes a signing-in user to the right connection based on their email domain, and each domain can be connected to exactly one organisation. ## Before you start Setting up SSO requires organisation-admin access to Settings, and is an Enterprise-plan feature. ## How to do it - Open Settings → SSO & provisioning . - Choose your connection type — SAML metadata, OIDC (Entra ID), or Google Workspace — and provide the details the page asks for, along with the redirect URL it shows you. - Register HousingSurvey Pro as an application in your own identity provider, using those same details. - Assign the users or groups who should have access, on your identity provider’s side. - Save the connection and test a sign-in. Keep at least one org admin able to sign in by another means while you set this up, so nobody is locked out mid-configuration. ## How it integrates Access follows your directory: when someone leaves and is disabled in your identity provider, their ability to sign in here goes with it. For automated joiner/mover/leaver provisioning rather than sign-in alone, see SCIM provisioning end to end , which runs alongside SSO under the same settings section. A person can belong to more than one HousingSurvey Pro organisation; SSO governs staff sign-in only for the organisations that enable it, and an admin can still revoke a user’s sessions directly from Members regardless of how they signed in. ## Common problems - A user can’t sign in with SSO. Confirm they’re assigned to the application in your identity provider, and that their email domain matches the one connected to your organisation. - We’re locked out of Settings during setup. This is exactly why at least one admin should retain a non-SSO sign-in method while testing a new connection — use it to restore access and re-check the configuration. - The same email domain needs to reach two organisations. A domain can only be connected via home-realm discovery to one organisation at a time. Related - [SCIM provisioning end to end](https://housingsurvey.pro/help/integrations/scim-provisioning-end-to-end/) - [Installing and signing in](https://housingsurvey.pro/help/capture-app/installing-and-signing-in/) [← SCIM provisioning end to end](https://housingsurvey.pro/help/integrations/scim-provisioning-end-to-end/) [Calendar feeds →](https://housingsurvey.pro/help/integrations/calendar-feeds/) [← Back to integrations and data exchange](https://housingsurvey.pro/help/integrations/) --- ## Sending and pulling files over SFTP | HousingSurvey Pro help Source: https://housingsurvey.pro/help/integrations/sftp-servers/ [Help](https://housingsurvey.pro/help/) / [Integrations and data exchange](https://housingsurvey.pro/help/integrations/) / Sending and pulling files over SFTP # Sending and pulling files over SFTP Who can do this Permission: settings ≥ 3 Platform plan and above Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) For systems that exchange files rather than calling an API, HousingSurvey Pro connects out to a server your team already runs — it never listens for inbound connections itself. ## What it is SFTP lets HousingSurvey Pro send files to your server — EDI exports, survey and works-completed PDFs, resident letters, invoices, your tenancy register — and pull specific data types from your server: property/UPRN stock, Schedule of Rates schedules, and tenancy records. You stay in control of the server throughout; there’s nothing to install beyond adding one public key, or a password, to an account you already manage. This is a Platform-tier feature. ## Before you start Configuring a server requires organisation-admin access to Settings, and an SFTP account your organisation already controls. ## How to do it - Open Settings → SFTP servers → Add server and enter the host, port, username and remote path. - Choose authentication: an SSH key (recommended) or a password, or both. For a key, click Mint key — the public half is shown once, with the exact line to add to your server’s authorized_keys ; the private key stays on HousingSurvey Pro’s backend and is never shown again. - Click Test connection to run a real handshake and a read-only check of the remote path — it never writes a file. On the first successful test, confirm the shown host-key fingerprint matches what your IT team expects, then pin it. - To send files, use the Send to SFTP option that appears next to survey reports, works-completed records, resident letters and invoices, or configure the nightly EDI export to deliver automatically. - To pull data in, open a server’s Inbound imports , set a folder path for the data type you want, and click Pull now — this only previews what would happen. Review the preview, then Confirm to write the import; the files are re-checked for changes before anything is written. ## How it integrates Once a fingerprint is pinned, any future connection presenting a different host key is refused until a human re-confirms it — this catches both a legitimate re-key and a compromised connection, and treats both the same way. Every outbound file is written to a temporary, hidden name first, then renamed into its final filename, so nothing downstream ever sees a partially written file. Inbound imports are CSV only, reuse the same validation as their manual-upload equivalents, and are always a manual pull — there is no scheduled automatic import. Every test, delivery and pull is logged to your organisation’s SFTP activity feed. ## Common problems - Test connection fails at the handshake step with a fingerprint mismatch. Your server presented a different host key than the one previously pinned — verify the new fingerprint with your IT team out of band before re-pinning; never re-pin on trust alone. - Test connection fails at the authentication step. The username or password is wrong, or the public key isn’t installed (or was removed) from the server account’s authorized_keys . - An inbound row didn’t import. A row that can’t be matched to an existing property or tenancy is flagged for manual review rather than silently dropped or guessed at. Related - [Testing a connection](https://housingsurvey.pro/help/integrations/testing-a-connection/) - [Webhooks](https://housingsurvey.pro/help/integrations/webhooks/) - [The property register](https://housingsurvey.pro/help/properties-tenancies/property-register/) [← The nightly EDI export](https://housingsurvey.pro/help/integrations/the-nightly-edi-export/) [Pulling imports from your SFTP server →](https://housingsurvey.pro/help/integrations/pulling-imports-from-your-sftp-server/) [← Back to integrations and data exchange](https://housingsurvey.pro/help/integrations/) --- ## SCIM provisioning end to end | HousingSurvey Pro help Source: https://housingsurvey.pro/help/integrations/scim-provisioning-end-to-end/ [Help](https://housingsurvey.pro/help/) / [Integrations and data exchange](https://housingsurvey.pro/help/integrations/) / SCIM provisioning end to end # SCIM provisioning end to end Who can do this Permission: settings ≥ 3 Enterprise plan and above Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) SCIM provisioning automates member lifecycle from your identity provider, so joiners, movers and leavers are reflected here without anyone manually inviting or deactivating accounts. ## What it is HousingSurvey Pro implements SCIM 2.0 ( /scim/v2/Users ), the standard your identity provider uses to create, update and deactivate user accounts automatically. It runs alongside SSO under the same settings section, but does a different job: SSO governs how someone signs in; SCIM governs whether their account exists here at all. ## Before you start SCIM provisioning is an Enterprise-plan feature and requires organisation-admin access to Settings. ## How to do it - Open Settings → SSO & provisioning and mint a SCIM token. - In your identity provider, configure a SCIM connection to /scim/v2/Users using that token. - Assign the users or groups that should be provisioned, following your identity provider’s own SCIM setup flow. - Confirm a test user appears in Members once provisioned from your identity provider. ## How it integrates When your identity provider deprovisions a user — because they’ve left, or lost access to the assigned group — the corresponding member here is disabled , not deleted. Their evidence, notes and audit history stay exactly as they were; only their ability to sign in and act is removed. Rotating the SCIM token from Settings → SSO & provisioning invalidates the old one immediately, so a compromised or retired connection can be cut off without disrupting SSO sign-in itself. ## Common problems - A leaver can still sign in. Confirm the deprovisioning action actually ran in your identity provider, and that its SCIM connection is still using a valid, unrotated token. - A new starter isn’t appearing in Members. Check they’re assigned to the right group or application on your identity-provider side — SCIM only provisions what your provider tells it to. - We rotated the SCIM token and provisioning stopped. Update your identity provider’s SCIM configuration with the new token — the old one stops working the moment a new one is minted. Related - [SSO end to end](https://housingsurvey.pro/help/integrations/sso-end-to-end/) - [The Settings hub](https://housingsurvey.pro/help/settings/settings-hub/) [← The MCP server](https://housingsurvey.pro/help/integrations/the-mcp-server/) [SSO end to end →](https://housingsurvey.pro/help/integrations/sso-end-to-end/) [← Back to integrations and data exchange](https://housingsurvey.pro/help/integrations/) --- ## Pulling imports from your SFTP server | HousingSurvey Pro help Source: https://housingsurvey.pro/help/integrations/pulling-imports-from-your-sftp-server/ [Help](https://housingsurvey.pro/help/) / [Integrations and data exchange](https://housingsurvey.pro/help/integrations/) / Pulling imports from your SFTP server # Pulling imports from your SFTP server Who can do this Permission: settings ≥ 3 Platform plan and above Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Inbound SFTP lets HousingSurvey Pro pull specific data types from a folder on your own server — always previewed first, and never on a schedule you didn’t explicitly run. ## What it is Three data types can be pulled this way: property/UPRN stock, Schedule of Rates schedules, and tenancy records. Every pull is a manual, two-step action against a configured server: preview , which reads the files, classifies each row as a create, update or error, and shows a sample of what it parsed — without writing anything — and confirm , which re-fetches the files, re-verifies their content hash against what you previewed, and only then writes the import. There is no scheduled automatic import; a human runs Pull preview, reviews it, and decides whether to confirm. ## Before you start Configuring an inbound import needs organisation-admin access to Settings, the Platform plan, and an SFTP server already added under Settings → SFTP servers — see Sending and pulling files over SFTP . ## How to do it - Open Settings → SFTP servers , choose a server, and go to its Inbound imports . - Set the folder path for the data type you want to pull — properties, SOR schedule, or tenancies. - Click Pull now . This only previews: it fetches the files, parses them the same way a manual CSV upload would, and shows counts of rows to create, update, or flag as errors, plus a sample. - Review the preview. A row that can’t be matched to an existing property or tenancy is flagged for manual review rather than silently dropped or guessed at. - Click Confirm to actually write the import — the files are re-fetched and their content hash re-checked first, so what gets written is guaranteed to be what you just reviewed, not something that changed in between. ## How it integrates The integrity gate is deliberate: if the files on your server change between preview and confirm, the confirm step is refused with a “the files have changed — preview again” error rather than silently importing something you never actually reviewed. Imported rows land in the same property register and tenancy register that manual CSV uploads and the New survey form write to — see The property register and Repair rates catalogue for what each destination looks like once data has arrived. Every preview and confirm is written to your organisation’s SFTP activity log, alongside outbound sends and connection tests. ## Common problems - Confirm fails with “the files have changed”. Someone (or an automated job on your side) modified the files after you previewed them — run Pull preview again and confirm from the fresh result. - A row didn’t import. It couldn’t be matched to an existing property or tenancy record and was flagged for manual review instead of being guessed at or dropped. - I want this to run automatically overnight. It’s a deliberately manual, always-previewed action — there is no scheduled inbound import. Use the nightly EDI export if you need an unattended nightly job in the other direction. Related - [Sending and pulling files over SFTP](https://housingsurvey.pro/help/integrations/sftp-servers/) - [The property register](https://housingsurvey.pro/help/properties-tenancies/property-register/) - [Repair rates: importing your Schedule of Rates catalogue](https://housingsurvey.pro/help/works-orders/repair-rates-catalogue/) - [Testing a connection](https://housingsurvey.pro/help/integrations/testing-a-connection/) [← Sending and pulling files over SFTP](https://housingsurvey.pro/help/integrations/sftp-servers/) [BigQuery and warehouse access →](https://housingsurvey.pro/help/integrations/bigquery-and-warehouse-access/) [← Back to integrations and data exchange](https://housingsurvey.pro/help/integrations/) --- ## Power Automate | HousingSurvey Pro help Source: https://housingsurvey.pro/help/integrations/power-automate/ [Help](https://housingsurvey.pro/help/) / [Integrations and data exchange](https://housingsurvey.pro/help/integrations/) / Power Automate # Power Automate Who can do this Platform plan and above Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) There is no dedicated HousingSurvey Pro connector in the Power Automate gallery — instead, the same OpenAPI specification that documents the REST API imports directly as a custom connector. ## What it is The REST API’s OpenAPI 3.0 specification is written to double as a Power Automate custom connector definition. Importing it gives Power Automate the same five resources — surveys, properties, tenancies, contractors and work-orders — that any other REST API caller gets, using the same bearer-key authentication and the same scopes. Nothing about this is a separate integration surface with its own behaviour; it’s the REST API, wrapped for a low-code tool. ## Before you start This needs a REST API key with the scopes your flow will use (see API keys and scopes ), and the Platform plan. ## How to do it - Mint an API key with the scopes your flow needs. - In Power Automate, create a new custom connector and choose Import an OpenAPI file , using the specification served at /api/openapi.yaml . - Some Power Automate tenants require OpenAPI 2.0 rather than 3.0 on import — if yours does, convert the file with any OpenAPI 3-to-2 converter before importing. - Configure the connector’s authentication as a bearer token, and supply your API key when you use the connector in a flow. - Build your flow against the same endpoints documented at /developers/ and /api/docs/ — there is nothing Power-Automate-specific to learn beyond the import step itself. ## How it integrates Because this is the REST API underneath, every behaviour documented in The REST API applies unchanged: the same rate budget, the same pagination via cursor / nextCursor , the same lineageId / versionNo / supersedes fields on a revised report, and the same audit-log entry for every call, whether it came from a flow or a hand-written script. ## Common problems - Power Automate rejects the import. Your tenant may require OpenAPI 2.0 — convert the specification before importing rather than editing it by hand. - A flow step fails with an authentication error. Confirm the connector’s bearer token is set to a current, unrevoked API key. - A flow step fails with “missing scope”. The key used doesn’t carry the scope that endpoint needs — mint a new key with the right scopes. Related - [The REST API](https://housingsurvey.pro/help/integrations/the-rest-api/) - [API keys and scopes](https://housingsurvey.pro/help/integrations/api-keys-and-scopes/) - [Webhooks](https://housingsurvey.pro/help/integrations/webhooks/) [← BigQuery and warehouse access](https://housingsurvey.pro/help/integrations/bigquery-and-warehouse-access/) [The MCP server →](https://housingsurvey.pro/help/integrations/the-mcp-server/) [← Back to integrations and data exchange](https://housingsurvey.pro/help/integrations/) --- ## Choosing an integration channel | HousingSurvey Pro help Source: https://housingsurvey.pro/help/integrations/choosing-an-integration-channel/ [Help](https://housingsurvey.pro/help/) / [Integrations and data exchange](https://housingsurvey.pro/help/integrations/) / Choosing an integration channel # Choosing an integration channel Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) HousingSurvey Pro offers five distinct ways to move data in and out, each suited to a different kind of system on the other end. Most organisations end up using more than one at once. ## What it is Every channel does a different job, and none of them require you to name or configure a specific vendor’s system — all of them speak generic, open protocols (REST, webhooks, CSV, SFTP, JSON-RPC) that any case-management, BI or automation tool can consume: Channel Best for Direction REST API A system that can poll on demand, or write work orders in Both ways Webhooks A system that needs to react the moment something happens Push out only EDI flat-file (CSV) A system with a nightly batch-import step and no API Push out only SFTP A system that already exchanges files with other suppliers Both ways BigQuery warehouse access Your own BI or reporting tool, queried directly Pull out only MCP server An AI agent or assistant acting on your behalf Both ways ## How to do it - If your system already has a nightly import job that reads CSVs, start with the nightly EDI export — it needs no development work on your side. - If your system can expose an HTTPS endpoint and you want to react to events as they happen — a new sealed record, a deadline approaching — set up a webhook . - If your system needs to query or write data on demand (rather than wait to be told), or your team wants to build against a documented API, use the REST API . - If your own infrastructure team already runs an SFTP server for other suppliers, use SFTP — HousingSurvey Pro can both send files to it and pull specific data types from it. - If you want your own BI tool querying HousingSurvey Pro data directly, without going through any of the above, enable BigQuery warehouse access . - If an AI agent or assistant needs to read or act on your data, point it at the MCP server — it authenticates the same way as the REST API and can never do more than the key’s own scopes allow. ## How it integrates These channels are not mutually exclusive and commonly run side by side: a landlord might use the nightly EDI export for their case-management system’s batch import, a webhook to trigger an internal alert the moment a deadline is breached, and BigQuery for a Power BI dashboard — all from the same organisation, all reading the same underlying evidence. The REST API and the MCP server share one authentication model (an org-scoped bearer key) and one rate budget, so traffic through either counts against the same per-organisation limit. See The REST API , Webhooks , The nightly EDI export , Sending and pulling files over SFTP and BigQuery and warehouse access for how each one actually works. ## Common problems - I’m not sure which channel our developers should build against. If they’re starting from scratch and want documented, on-demand access, point them at the REST API and its OpenAPI specification. If they already have a batch process, the nightly EDI export is usually less work on their end. - We want near-real-time updates but don’t want to poll. That’s exactly what webhooks are for — see Webhooks for the event catalogue. - A channel I want to use is greyed out. Several of these — the REST API, webhooks, EDI, SFTP and BigQuery — are Platform-plan features. Check Your plan and what it includes if a control isn’t available. Related - [The REST API](https://housingsurvey.pro/help/integrations/the-rest-api/) - [Webhooks](https://housingsurvey.pro/help/integrations/webhooks/) - [The nightly EDI export](https://housingsurvey.pro/help/integrations/the-nightly-edi-export/) - [Sending and pulling files over SFTP](https://housingsurvey.pro/help/integrations/sftp-servers/) - [BigQuery and warehouse access](https://housingsurvey.pro/help/integrations/bigquery-and-warehouse-access/) [The REST API →](https://housingsurvey.pro/help/integrations/the-rest-api/) [← Back to integrations and data exchange](https://housingsurvey.pro/help/integrations/) --- ## Calendar feeds | HousingSurvey Pro help Source: https://housingsurvey.pro/help/integrations/calendar-feeds/ [Help](https://housingsurvey.pro/help/) / [Integrations and data exchange](https://housingsurvey.pro/help/integrations/) / Calendar feeds # Calendar feeds Who can do this Permission: workOrders ≥ 1 and scheduling ≥ 1 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) A calendar feed lets you subscribe your phone or desktop calendar app to your own assigned jobs, so they show up alongside everything else on your calendar without opening the portal. ## What it is The feed is a personal, read-only iCal URL, secured by a token rather than a login. Once subscribed, each scheduled job appears as an event with a one-hour reminder, and every job’s statutory investigate-by deadline appears as its own all-day event so it’s never buried in a list. This is one-way only — HousingSurvey Pro reads nothing back from your calendar, and there is no two-way sync with Outlook or Google Calendar. ## Before you start Subscribing needs live work-orders and scheduling permission at View level or above, on the same effective scope. ## How to do it - Mint your personal calendar token from the portal — this returns a feed URL unique to you. - Add that URL as a subscribed calendar in Outlook, Google Calendar or Apple Calendar, using each app’s own “subscribe by URL” option rather than a one-off import. - New and rescheduled jobs appear automatically the next time your calendar app refreshes the subscription — most apps do this every few hours. - If you need to revoke access — a lost device, for example — mint a new token; the previous one stops working immediately. ## How it integrates Every request against the feed re-checks your live permissions and membership status at that exact moment, not just at the point the token was minted — if you’re removed from a role, or your work-order or scheduling access is downgraded, the feed stops serving your jobs on the very next refresh, with no separate revocation step needed. See The schedule calendar for how jobs land on the schedule in the first place, and The case lifecycle end to end for what each job’s own statutory deadline means once it shows up as an all-day event. ## Common problems - My calendar app isn’t showing new jobs. Most calendar apps only refresh a subscribed URL periodically, not instantly — check your app’s own sync interval rather than assuming the feed is broken. - The feed suddenly stopped working. If your work-order or scheduling permission was changed or your token was reminted, the previous feed URL stops resolving — mint a fresh token and re-subscribe. - I need this to update live the moment something changes. iCal subscriptions are pull-based by design — for anything closer to real time, see Webhooks . Related - [The schedule calendar](https://housingsurvey.pro/help/scheduling/schedule-calendar/) - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) [← SSO end to end](https://housingsurvey.pro/help/integrations/sso-end-to-end/) [Testing a connection →](https://housingsurvey.pro/help/integrations/testing-a-connection/) [← Back to integrations and data exchange](https://housingsurvey.pro/help/integrations/) --- ## BigQuery and warehouse access | HousingSurvey Pro help Source: https://housingsurvey.pro/help/integrations/bigquery-and-warehouse-access/ [Help](https://housingsurvey.pro/help/) / [Integrations and data exchange](https://housingsurvey.pro/help/integrations/) / BigQuery and warehouse access # BigQuery and warehouse access Who can do this Permission: settings ≥ 2 Platform plan and above Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Warehouse access gives your organisation a read-only BigQuery dataset that holds only your own data — for a BI tool, not for ad-hoc human queries in the portal. ## What it is A nightly job (03:30 UK) exports your surveys, work orders, audit events and notifications into a shared analytics warehouse, one row per record, tagged with your organisation id. Enabling warehouse access provisions a dataset scoped to your organisation alone — a set of authorised views that can only ever see rows carrying your organisation id, never another tenant’s — plus a read-only service account with a key returned to you once. Your BI tool queries that dataset directly; it never touches the shared base tables. ## Before you start Warehouse access requires the Platform plan and organisation-admin access to Settings. ## How to do it - Open Settings → Data & exports . - Under Analytics warehouse (BigQuery) , click Enable warehouse access . - Copy the connection details and the service-account key shown — the key is returned once and cannot be retrieved again. - Add the service account to your BI tool (Looker Studio, Power BI, or anything that can authenticate against BigQuery with a service-account key) and point it at the dataset shown. - Query away — the underlying export refreshes automatically every night, so yesterday’s data is available from the morning after. ## How it integrates The isolation is structural, not a filter your query has to remember to apply: a query run with your service account can only ever reach your own dataset’s views, and those views can only ever see rows tagged with your own organisation id — there is no code path, correct or buggy, by which your account can read another tenant’s rows. The nightly export itself is additive: a run reads only records touched since the previous run, and the table schema only ever grows new nullable columns, never removes or renames one an existing dashboard already reads. ## Common problems - I lost the service-account key. It’s shown once and can’t be retrieved again — disable and re-enable warehouse access to get a fresh one. - Yesterday’s data isn’t showing yet. The export runs once nightly (03:30 UK) — there is no on-demand refresh. - The section shows an upgrade notice instead of the controls. BigQuery warehouse access is a Platform-plan feature. Related - [Data and exports](https://housingsurvey.pro/help/settings/data-and-exports/) - [The REST API](https://housingsurvey.pro/help/integrations/the-rest-api/) - [Choosing an integration channel](https://housingsurvey.pro/help/integrations/choosing-an-integration-channel/) [← Pulling imports from your SFTP server](https://housingsurvey.pro/help/integrations/pulling-imports-from-your-sftp-server/) [Power Automate →](https://housingsurvey.pro/help/integrations/power-automate/) [← Back to integrations and data exchange](https://housingsurvey.pro/help/integrations/) --- ## API keys and scopes | HousingSurvey Pro help Source: https://housingsurvey.pro/help/integrations/api-keys-and-scopes/ [Help](https://housingsurvey.pro/help/) / [Integrations and data exchange](https://housingsurvey.pro/help/integrations/) / API keys and scopes # API keys and scopes Who can do this Permission: settings ≥ 3 Platform plan and above Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) An API key is how your own system proves it’s allowed to act on your organisation’s behalf — and scopes decide exactly what it’s allowed to do with that permission. ## What it is Each key carries one or more scopes, chosen when it’s minted: surveys:read , properties:read , properties:write , properties:archive , tenancies:read , tenancies:write , work-orders:read , work-orders:write , contractors:read , contractors:write . Only a SHA-256 hash of the key is stored server-side — the plaintext is shown once, at the moment you mint it, and never again. properties:archive is deliberately separate from properties:write , so a key trusted to create and edit stock data isn’t automatically trusted to remove a property from the active register. tenancies:write covers create, edit and delete in one scope, because tenancy data is ordinary operational data, not sealed evidence. ## Before you start Minting or revoking a key needs organisation-admin access to Settings, a level higher than most other Settings sections, and the Platform plan. ## How to do it - Open Settings → API & webhooks . - Enter a label so you can identify the key later, tick the scopes it needs, and click Mint key . - Copy the plaintext key immediately — it’s shown once and can’t be retrieved again. - Store it as a secret in your own system, never in source control or a shared document. - To retire a key, click Revoke next to it and confirm — any integration using it stops working immediately, with no grace period. ## How it integrates A key can only ever use the scopes it was granted at minting time, independent of how much access your own organisation-level role has — a key scoped to surveys:read alone can never write a work order, whatever an org-admin could otherwise do through the portal. Every call made with a key is written to your organisation’s audit log, and tenancies:* scopes are independent of properties:* , so a key can be scoped to tenancy contact details without also granting property stock access, or the other way round. ## Common problems - I lost the plaintext key shown after minting. It can’t be retrieved again — revoke it and mint a replacement. - A call fails with “missing scope”. The key wasn’t minted with the scope that specific endpoint needs. Mint a new key with the right scopes rather than trying to add one to an existing key. - We need to change what a key can do. Scopes are fixed at minting time — revoke the old key and mint a new one with the scopes you actually need. - The whole section shows an upgrade notice instead of the controls. API keys are a Platform-plan feature. Related - [The REST API](https://housingsurvey.pro/help/integrations/the-rest-api/) - [API and webhooks](https://housingsurvey.pro/help/settings/api-and-webhooks/) - [Testing a connection](https://housingsurvey.pro/help/integrations/testing-a-connection/) [← The REST API](https://housingsurvey.pro/help/integrations/the-rest-api/) [Webhooks →](https://housingsurvey.pro/help/integrations/webhooks/) [← Back to integrations and data exchange](https://housingsurvey.pro/help/integrations/) --- ## Hazard types | HousingSurvey Pro help Source: https://housingsurvey.pro/help/hazard-types/ [Help](https://housingsurvey.pro/help/) / Hazard types # Hazard types What does this hazard actually capture? - [The 13 hazard types: overviewEvery registered hazard type, which statutory regime (if any) covers it, and how choosing one shapes the survey, the report and the AI available on it.](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) - [Damp and mouldThe damp-mould hazard type: the full room-by-room survey, psychrometrics and condensation risk, and the AI assistance available on it.](https://housingsurvey.pro/help/hazard-types/damp-and-mould/) - [Excess coldThe excess-cold hazard type: heating, insulation and thermal-bridging capture, and why its statutory clock is not yet running.](https://housingsurvey.pro/help/hazard-types/excess-cold/) - [Excess heatThe excess-heat hazard type: shading, ventilation and glazing capture, and where a defect exacerbating outside heat is genuinely in scope.](https://housingsurvey.pro/help/hazard-types/excess-heat/) - [Falls on the levelThe falls-on-the-level hazard type: level changes of 300mm or less, including falls associated with baths, and the shared Falls capture module.](https://housingsurvey.pro/help/hazard-types/falls-on-the-level/) - [Falling on stairs etc.The falls-on-stairs hazard type: staircase level changes over 300mm, and the shared Falls capture module.](https://housingsurvey.pro/help/hazard-types/falls-on-stairs/) - [Falling between levelsThe falls-between-levels hazard type: falls over 300mm from windows, balconies, walkways or stairwells, and the shared Falls capture module.](https://housingsurvey.pro/help/hazard-types/falls-between-levels/) - [Structural collapseThe structural-collapse hazard type: BRE Digest 251 crack categorisation, ceilings, balconies and chimneys, and what falls outside the 15-day scope.](https://housingsurvey.pro/help/hazard-types/structural-collapse/) - [Fire and explosionsThe fire-and-explosions hazard type: alarm coverage, escape routes, gas appliances, and why a suspected gas leak is always an emergency.](https://housingsurvey.pro/help/hazard-types/fire-and-explosions/) - [Electrical hazardsThe electrical hazard type: transcribing EICR observation codes as recorded facts, never assigning or inferring one.](https://housingsurvey.pro/help/hazard-types/electrical-hazards/) - [Domestic hygieneThe domestic-hygiene hazard type: sanitary and washing facilities, drainage, pests, refuse and food preparation, and when pest evidence is in scope.](https://housingsurvey.pro/help/hazard-types/domestic-hygiene/) - [AsbestosThe asbestos hazard type: the management-survey register, presumed vs sampled material, why there's no statutory clock, and what the platform cannot do.](https://housingsurvey.pro/help/hazard-types/asbestos/) - [Indoor air qualityThe indoor-air-quality hazard type: instrument readings, the separate CO-alarm checklist, and why no reference band is offered today.](https://housingsurvey.pro/help/hazard-types/indoor-air-quality/) - [RadonThe radon hazard type: detector deployment, entering a lab result later, UKHSA guidance banding, and what the platform does not measure.](https://housingsurvey.pro/help/hazard-types/radon/) - [Which sections each hazard usesA single comparison table of the wizard sections and report sections every hazard type activates, side by side.](https://housingsurvey.pro/help/hazard-types/hazard-section-comparison/) [← All help categories](https://housingsurvey.pro/help/) --- ## The 13 hazard types: overview | HousingSurvey Pro help Source: https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/ [Help](https://housingsurvey.pro/help/) / [Hazard types](https://housingsurvey.pro/help/hazard-types/) / The 13 hazard types: overview # The 13 hazard types: overview Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [Before you start](#before-you-start) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) The hazard type chosen when a job is raised decides which wizard sections a surveyor sees, which report template is used, which AI assistance is offered, and whether a statutory clock applies. This article lists all 13 and how to pick between them. ## What it is The Housing Health and Safety Rating System recognises 21 hazard profiles (HHSRS (England) (Amendment) Regulations 2026, SI 2026/571, in force 23 June 2026). HousingSurvey Pro currently registers 13 of those 21 as capturable hazard types, each with its own wizard sections, its own report template, and (where one applies) its own place in the Awaab’s Law statutory framework: Hazard type Statutory position Damp & mould Phase 1 — in force since 27 October 2025 Excess cold Phase 2 — capturable now, clock not yet commenced Excess heat Phase 2 — capturable now, clock not yet commenced Falls on the level Phase 2 — capturable now, clock not yet commenced Falling on stairs etc. Phase 2 — capturable now, clock not yet commenced Falling between levels Phase 2 — capturable now, clock not yet commenced Structural collapse Phase 2 — capturable now, clock not yet commenced Fire and explosions Phase 2 — capturable now, clock not yet commenced Electrical hazards Phase 2 — capturable now, clock not yet commenced Domestic hygiene Phase 2 — capturable now, clock not yet commenced Asbestos No Awaab’s Law clock — governed by the Control of Asbestos Regulations 2012 instead Indoor air quality No live clock — not yet a confirmed Awaab’s Law phase Radon No live clock — not yet a confirmed Awaab’s Law phase Every hazard listed as Phase 2 above is already in scope today the moment a case is judged an emergency — Phase 1 already covers any emergency hazard, of any type. See Phase 1 today and Phase 2: capturing before it commences for the full detail. Falls is one HHSRS category split into three separate profiles — falls on the level (including falls associated with baths), falling on stairs, and falling between levels. They share one on-site capture module because a surveyor inspecting a staircase or a landing records the same things regardless of which profile applies, but each is scored, triaged and reported as its own hazard type — never merged into a single row. ## How to do it - When raising a survey, the Hazard type fieldset on the New survey form lists every hazard type your organisation has enabled, as a set of radio options. Damp & mould is the default if none is picked. - Pick the hazard that matches the job. If the job is a general/routine repair with no HHSRS hazard behind it, leave the hazard type unset — job type alone decides the record then, and no hazard-specific sections or statutory clock apply. - Once picked, everything downstream follows automatically: the capture app shows only that hazard’s wizard sections, the report uses that hazard’s template and title, and the on-site AI buttons (where offered) use that hazard’s own preset. ## Before you start An organisation can narrow which hazard types its own New survey form offers, in Settings → App configuration → Hazards . If a hazard type you expect is missing from the picker, it has been switched off there, not removed from the platform. ## How it integrates The hazard type drives four things from one registry entry: the ordered set of wizard sections the capture app activates for the job; the report template and title used when the record is finalised; the AI preset (and, where registered, the image-analysis result vocabulary and the executive-summary grounding fields) offered on-site; and whether — and under which basis — a statutory clock is stamped onto the work order at all. Every hazard type also carries the same two hazard-agnostic wizard steps: Hazard Triage (the surveyor’s own significant-vs-emergency judgement, evidenced against GOV.UK’s guidance) and Emergency Actions (the 24-hour make-safe record, shown only once a case is judged an emergency). ## Common problems - A hazard type I expect isn’t in the picker. Check Settings → App configuration → Hazards — an admin may have narrowed the enabled list for your organisation. - The job has no due date at all. Some hazards carry no statutory clock today — see Jobs with no statutory clock, and internal targets for exactly which, and why. - I only see one “Falls” section but the report mentions a specific profile. That’s expected — falls-level, falls-stairs and falls-between-levels share one capture module but are three distinct, separately-reported hazard types. Related - [Which sections each hazard uses](https://housingsurvey.pro/help/hazard-types/hazard-section-comparison/) - [Raising a survey: the New survey form](https://housingsurvey.pro/help/surveys/raising-a-survey/) - [How the statutory clock works](https://housingsurvey.pro/help/awaabs-law/how-the-statutory-clock-works/) - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) [Damp and mould →](https://housingsurvey.pro/help/hazard-types/damp-and-mould/) [← Back to hazard types](https://housingsurvey.pro/help/hazard-types/) --- ## Structural collapse | HousingSurvey Pro help Source: https://housingsurvey.pro/help/hazard-types/structural-collapse/ [Help](https://housingsurvey.pro/help/) / [Hazard types](https://housingsurvey.pro/help/hazard-types/) / Structural collapse # Structural collapse Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Structural collapse covers structural failure and collapse threats — displaced or falling building components, internally and externally. It is a Phase 2 Awaab’s Law hazard: capturable in full today, with its statutory clock not yet commenced. ## What it is The GOV.UK guidance draws a clear line here: a sudden, rapidly-worsening crack or a leaning wall is an emergency; a defective boundary wall or roof tiles at risk of falling, with no imminent danger, is significant. Large Panel System (LPS) construction is explicitly named as out of scope for the normal 15-day triage window — its inherent structural weaknesses need a lengthier investigation than this framework covers — and minor superficial render cracking with no collapse risk is out of scope entirely. The Structural Collapse section reuses external observations, then adds its own record: ceiling, balcony, retaining/boundary wall, chimney and roof-element condition, an onset date and whether the issue is progressing, whether the building is of LPS construction, and a repeatable crack-observation log using BRE Digest 251 categorisation. ## How to do it - Complete external observations as you would for any hazard type. - On the Structural Collapse card, record the condition of the ceiling, any balcony, retaining/boundary walls, chimneys and roof elements. - For each crack observed, add an entry recording its location, measured width and BRE Digest 251 category, using the repeatable crack log. - Record when the issue was first noticed and whether it appears to be progressing, and flag Large Panel System construction if it applies. - Complete Hazard Triage — cite whether the defect is worsening and how frequently the affected area is used. ## How it integrates Structural collapse has its own AI preset ( housing-structural-collapse ): image analysis restates only that a crack, sag, bulge or defect is visible — it never assigns a BRE Digest 251 damage category, which stays a competent assessment you record yourself against each crack entry. The executive-summary draft is grounded in the full assessment, including every logged crack observation. The finished record uses the “Structural Collapse Assessment Report” template. ## Common problems - The property is Large Panel System construction. Record it — but note GOV.UK places LPS structural investigation outside this framework’s normal 15-day scope; it needs its own lengthier process. - A crack looks cosmetic, not structural. Minor superficial render cracking with no collapse risk is explicitly out of GOV.UK’s scope for this hazard. - There’s no due date on this job. Expected while Phase 2 remains unconfirmed, except for an emergency-severity case. Related - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) - [Phase 2: capturing before it commences](https://housingsurvey.pro/help/awaabs-law/phase-2-capturing-before-it-commences/) - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) [← Falling between levels](https://housingsurvey.pro/help/hazard-types/falls-between-levels/) [Fire and explosions →](https://housingsurvey.pro/help/hazard-types/fire-and-explosions/) [← Back to hazard types](https://housingsurvey.pro/help/hazard-types/) --- ## Radon | HousingSurvey Pro help Source: https://housingsurvey.pro/help/hazard-types/radon/ [Help](https://housingsurvey.pro/help/) / [Hazard types](https://housingsurvey.pro/help/hazard-types/) / Radon # Radon Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Radon records a single detector deployment per property, then — weeks or months later, once your organisation’s own measurement provider reports back — the lab result. It carries no live Awaab’s Law clock today, and the platform never measures radon itself. ## What it is Radon’s own protocol is a long-run passive-detector average, not a point-in-time reading — which is why this hazard type skips weather and psychrometrics that a same-visit reading exercise would otherwise use. The Radon Test step captures the deployment first, then the same step is revisited later, once results arrive, by revising the finalised survey — the same pattern the asbestos hazard type uses for a pending lab sample. Your organisation uses its own UKHSA-validated measurement provider. There is no platform-level kit partnership, inventory or lab relationship of any kind — this hazard type only ever records what you deployed and what your provider reported. ## Before you start Arrange detector deployment through your organisation’s own UKHSA-validated measurement provider before starting this record — the platform has no kit or lab of its own to supply one. ## How to do it - Record the detector/kit reference, who deployed it, and the deployed location — main bedroom, main living room, or another named location. - Record the measurement provider or lab name, and the suggested retrieval-due date. - Finalise the survey with the test recorded as deployed and the result pending. - Once your provider reports back, reopen the finalised record and revise it: record the lab/job reference, the bedroom and living-room Bq/m³ figures, the annual average, and add the lab certificate as a photo. ## How it integrates Radon has its own AI preset ( housing-radon ): image analysis restates only the detector’s own visible condition and placement — undamaged, a reference not legible, a placement concern, damaged or disturbed, or simply not visible in the photograph — never a Bq/m³ figure or a band , which is always a lab result you enter, never something AI infers from a photo. The report frames UKHSA’s Target Level (100 Bq/m³) and Action Level (200 Bq/m³) strictly as government-endorsed guidance, never a legal limit or a deadline, and only ever compares the annual average figure against them — a single room’s individual reading is never treated as the annual average. The platform does not measure radon. It records deployment and, later, a lab-reported result; the actual measurement is always performed by an accredited provider your organisation chooses, entirely independent of this platform. ## Common problems - The result hasn’t come back yet. Finalise the survey with the deployment recorded and the result marked pending, then revise the record once your provider reports back — see The evidence register for how a sealed record can still be honestly corrected. - I only have one room’s reading, not the annual average. Record it, but don’t treat it as comparable to the Target/Action Levels — only the annual average figure is meant for that comparison. - There’s no due date on this job. Expected — radon has no confirmed Awaab’s Law phase today. Related - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) - [Indoor air quality](https://housingsurvey.pro/help/hazard-types/indoor-air-quality/) - [Asbestos](https://housingsurvey.pro/help/hazard-types/asbestos/) - [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) [← Indoor air quality](https://housingsurvey.pro/help/hazard-types/indoor-air-quality/) [Which sections each hazard uses →](https://housingsurvey.pro/help/hazard-types/hazard-section-comparison/) [← Back to hazard types](https://housingsurvey.pro/help/hazard-types/) --- ## Indoor air quality | HousingSurvey Pro help Source: https://housingsurvey.pro/help/hazard-types/indoor-air-quality/ [Help](https://housingsurvey.pro/help/) / [Hazard types](https://housingsurvey.pro/help/hazard-types/) / Indoor air quality # Indoor air quality Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Indoor air quality records room-by-room instrument readings against reference bands, alongside a separate carbon monoxide alarm compliance checklist. It carries no live Awaab’s Law clock today — it is not yet a confirmed phase. ## What it is The Air Quality Readings section is a same-visit, multi-parameter reading exercise: for each reading, you record its location, the parameter measured (carbon dioxide, carbon monoxide, VOC index, PM10 or PM2.5 particulates, or another indicator), the value and unit, the instrument type (handheld indicator, fixed monitor, or lab-analysed), and notes. Alongside the readings sits a genuinely separate compliance checklist for the Smoke and Carbon Monoxide Alarm (England) Regulations 2015 (as amended by SI 2022/707) — an already-live statutory duty, distinct from the readings themselves, which the platform never merges into the non-statutory reading exercise. ## How to do it - For each location measured, add a reading recording its parameter, value, unit and instrument type. - Complete the CO-alarm compliance checklist separately — this is a live statutory duty, not part of the indicator readings. - Complete Hazard Triage — cite whether basic facilities and ventilation are adequate, and the household’s own vulnerabilities. ## How it integrates Indoor air quality has its own AI preset ( housing-indoor-air-quality ): image analysis restates only what’s visible — an instrument photographed, a CO alarm present or showing a condition concern, a ventilation provision or defect, or a combustion appliance or flue — never a reading or a verdict on it. No reference band is computed for any of these readings in this build — the report honestly shows “no reference band available” rather than inventing one, so a reading is recorded as a raw fact for the surveyor’s and landlord’s own judgement, not banded or scored by the platform. The executive-summary draft reports the CO-alarm checklist in a clearly separate sentence from the non-statutory readings, so the two are never conflated at the prompt level either. ## Common problems - I expected a pass/fail or a coloured band next to a reading. None is shown — the platform records the raw value only; there’s no reference-band engine behind this hazard type yet. - The CO-alarm checklist feels disconnected from the readings. That’s deliberate — one is a live statutory duty, the other is non-statutory guidance-level monitoring, and conflating them would misrepresent which one actually carries legal weight. - There’s no due date on this job. Expected — indoor air quality has no confirmed Awaab’s Law phase today. Related - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) - [Radon](https://housingsurvey.pro/help/hazard-types/radon/) - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) [← Asbestos](https://housingsurvey.pro/help/hazard-types/asbestos/) [Radon →](https://housingsurvey.pro/help/hazard-types/radon/) [← Back to hazard types](https://housingsurvey.pro/help/hazard-types/) --- ## Which sections each hazard uses | HousingSurvey Pro help Source: https://housingsurvey.pro/help/hazard-types/hazard-section-comparison/ [Help](https://housingsurvey.pro/help/) / [Hazard types](https://housingsurvey.pro/help/hazard-types/) / Which sections each hazard uses # Which sections each hazard uses Every hazard type activates its own set of wizard sections and report sections from one registry entry. This article puts all 13 side by side, so it’s easy to see what’s shared and what’s hazard-specific. ## What it is Every hazard type carries the same hazard-agnostic tail regardless of which is chosen: Hazard Triage , Emergency Actions (shown only once a case is judged an emergency), a floor plan, the narrative-review accordion, an executive summary, remedial recommendations, scope of works, and sign-off. What differs is the hazard-specific evidence sections in between. Hazard type Hazard-specific wizard sections HHSRS scoring step? Damp & mould Weather, Soil & Drainage, External Analysis, Rooms, Psychrometrics, Condensation & U-value Yes Excess cold External Analysis, Rooms, Psychrometrics, Condensation & U-value, Heating & Insulation Yes Excess heat Rooms, Weather, Psychrometrics, Excess Heat Yes Falls on the level Rooms, Falls Yes Falling on stairs etc. Rooms, Falls Yes Falling between levels Rooms, Falls Yes Structural collapse Rooms, External Analysis, Structural Collapse Yes Fire and explosions Rooms, Fire & Explosions Yes Electrical hazards Rooms, Electrical Safety Yes Domestic hygiene Rooms, Domestic Hygiene Yes Asbestos Rooms, Asbestos Register (no HHSRS step — HSG227 scoring instead) No Indoor air quality Rooms, Weather, Psychrometrics, Air Quality Readings Yes Radon Rooms, Radon Test Yes ## How it integrates The report a hazard type produces follows the same shared-plus-specific pattern: every report includes hazard-triage , emergency-actions , GPS proof, client instructions, the legal disclaimer, property information, a statutory timeline (where a live or pending clock applies), an HHSRS assessment (asbestos excepted), a remedial recommendation, a floor-plan sketch, an executive summary, the surveyor’s declaration and tenant acknowledgement, and case notes — then one hazard-specific assessment section: damp & mould’s full narrative set, excess cold’s or excess heat’s own assessment, the shared falls-assessment section, structural-assessment, fire-safety-assessment, electrical-assessment, hygiene-assessment, the asbestos register (or its refurbishment/demolition twin), the air-quality-assessment, or the radon-test-result. ## Common problems - A section I expected for one hazard doesn’t appear for another. That’s by design — each hazard type only activates the sections genuinely relevant to it, rather than showing every possible section for every survey. - Two hazard types look almost identical in this table. The three falls profiles and, to a lesser extent, several Phase 2 hazards deliberately reuse the same rooms/floor-plan/sign-off shell — the difference between them is the specific evidence recorded, not the surrounding structure. Related - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) [← Radon](https://housingsurvey.pro/help/hazard-types/radon/) [← Back to hazard types](https://housingsurvey.pro/help/hazard-types/) --- ## Fire and explosions | HousingSurvey Pro help Source: https://housingsurvey.pro/help/hazard-types/fire-and-explosions/ [Help](https://housingsurvey.pro/help/) / [Hazard types](https://housingsurvey.pro/help/hazard-types/) / Fire and explosions # Fire and explosions Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Fire and explosions covers uncontrolled fire, smoke, fumes, heat and explosion risk from combustion or system failures. It is a Phase 2 Awaab’s Law hazard: capturable in full today, with its statutory clock not yet commenced — except that, per GOV.UK’s own guidance, most fire hazards are emergencies rather than merely significant, and a suspected gas leak is always an emergency. ## What it is The Fire & Explosions section records: smoke and heat alarm presence and BS 5839-6 LD grade per storey (a repeatable log), the overall alarm test result, escape-route adequacy, compartmentation and fire-door condition, gas appliance presence and last service date, a suspected-gas-leak flag, flue condition, and hot water cylinder insulation and its location relative to occupied rooms. This assessment is kept structurally separate from Survey.coAlarmChecks — the platform’s own separate, already-live carbon monoxide alarm compliance checklist under the Smoke and Carbon Monoxide Alarm (England) Regulations 2015 (as amended by SI 2022/707). The two are never merged. ## How to do it - On the Fire & Explosions card, log alarm coverage per storey — storey, LD grade, and smoke/heat alarm presence — then record the overall alarm test result. - Record escape-route adequacy, fire-door condition, and compartmentation condition. - Record gas appliance presence, its last service date, flue condition, and flag a suspected gas leak plainly and prominently if one is present. - Record hot water cylinder insulation and its location relative to occupied rooms. - Complete Hazard Triage and, given how often this hazard is an emergency, be ready to move straight to Emergency Actions if it applies. ## How it integrates Fire and explosions has its own AI preset ( housing-fire-explosions ): image analysis restates only what’s visible — an alarm present or absent, an escape-route obstruction, a fire-door defect, a compartmentation breach, a gas appliance or flue defect, a hot water cylinder, or an ignition source — never a fire-risk or gas-leak determination itself. The executive-summary draft always reports a recorded suspected gas leak plainly, never downplayed, while keeping the significant/emergency determination itself yours. The finished record uses the “Fire & Explosions Assessment Report” template. ## Common problems - A suspected gas leak came up on-site. Treat it as an emergency and move to make-safe immediately — GOV.UK’s guidance is explicit that a gas leak is always an emergency, whatever else this record shows. - This assessment feels similar to the CO alarm checklist elsewhere in the app. They’re deliberately separate — this hazard’s own fire/smoke alarm record never substitutes for the SI 2022/707 carbon monoxide alarm duty, or the reverse. - There’s no due date on this job. Expected while Phase 2 remains unconfirmed for a non-emergency case. Related - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) - [Phase 2: capturing before it commences](https://housingsurvey.pro/help/awaabs-law/phase-2-capturing-before-it-commences/) - [Phase 1 today](https://housingsurvey.pro/help/awaabs-law/phase-1-today/) - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) [← Structural collapse](https://housingsurvey.pro/help/hazard-types/structural-collapse/) [Electrical hazards →](https://housingsurvey.pro/help/hazard-types/electrical-hazards/) [← Back to hazard types](https://housingsurvey.pro/help/hazard-types/) --- ## Falls on the level | HousingSurvey Pro help Source: https://housingsurvey.pro/help/hazard-types/falls-on-the-level/ [Help](https://housingsurvey.pro/help/) / [Hazard types](https://housingsurvey.pro/help/hazard-types/) / Falls on the level # Falls on the level Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Falls on the level is its own registered hazard type, covering level changes of 300mm or less — including falls associated with baths. It shares its capture module with falling on stairs and falling between levels, but is scored, triaged and reported as a distinct hazard. ## What it is The GOV.UK guidance groups this with bath-related falls specifically — grab rail presence and slip resistance in the bath or shower sit alongside level-change and threshold checks. Falls on the level is a Phase 2 hazard: capturable in full today, with its statutory clock not yet commenced except where a case is judged an emergency. ## How to do it - On the Falls card, record stairs condition, handrail presence and condition, and balustrade/guarding condition where relevant to the property. - Record whether the worst level change measured exceeds 300mm, plus bath and shower grab-rail presence and slip resistance. - Record window restrictor presence and whether they’re working, and the measured drop height and landing-surface hardness for any relevant edge. - Complete Hazard Triage , citing GOV.UK’s own prompt questions — is a fall likely given the property’s condition and the household’s vulnerabilities (60 and over, mobility or sensory impairment), and what would the consequences of a fall actually be? ## How it integrates All three falls hazard types share one AI preset ( housing-falls ): image analysis restates only what’s visible — a stair or handrail defect, missing guarding, a level change, an absent grab rail, a slip-risk surface, a window restrictor issue, or an open drop — never a guarding-height or drop-height measurement, and never a fall-likelihood judgement, which stays yours. The finished record uses the “Falls Hazard Assessment Report” template. Everyday trips and slips unrelated to a building defect, ladder or furniture misuse, and tenant-caused landscaping damage are explicitly out of GOV.UK’s scope for this hazard. ## Common problems - I only see one “Falls” section for three hazard types. Expected — the capture module is shared, but each survey is scored and reported against the single falls profile chosen for that job. - There’s no due date on this job. Expected while Phase 2 remains unconfirmed, except for an emergency-severity case. - A trip on a rug or loose furniture came up on-site. That’s out of GOV.UK’s scope for this hazard unless it stems from a building defect. Related - [Falling on stairs etc.](https://housingsurvey.pro/help/hazard-types/falls-on-stairs/) - [Falling between levels](https://housingsurvey.pro/help/hazard-types/falls-between-levels/) - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) - [Phase 2: capturing before it commences](https://housingsurvey.pro/help/awaabs-law/phase-2-capturing-before-it-commences/) [← Excess heat](https://housingsurvey.pro/help/hazard-types/excess-heat/) [Falling on stairs etc. →](https://housingsurvey.pro/help/hazard-types/falls-on-stairs/) [← Back to hazard types](https://housingsurvey.pro/help/hazard-types/) --- ## Falling on stairs etc. | HousingSurvey Pro help Source: https://housingsurvey.pro/help/hazard-types/falls-on-stairs/ [Help](https://housingsurvey.pro/help/) / [Hazard types](https://housingsurvey.pro/help/hazard-types/) / Falling on stairs etc. # Falling on stairs etc. Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Falling on stairs etc. is its own registered hazard type — a staircase’s own level changes, over 300mm. It shares its capture module with falls on the level and falls between levels, but is scored, triaged and reported as a distinct hazard. ## What it is The GOV.UK guidance treats a broken stair handrail on a staircase in regular use as a specific emergency indicator for this hazard, alongside the general falls factors — a high likelihood of a fall combined with serious-harm potential, and vulnerable occupants (60 and over, mobility or sensory impairment). It is a Phase 2 hazard: capturable in full today, with its statutory clock not yet commenced except where a case is judged an emergency. ## How to do it - On the Falls card, record stairs condition and handrail presence and condition first — these carry the most weight for a staircase-specific case. - Record balustrade/guarding condition and the measured guarding height. - Record whether the worst level change measured on the stair exceeds 300mm, and the landing-surface hardness at the foot of the stair. - Complete Hazard Triage — a broken handrail on a stair in regular use is one of GOV.UK’s own named emergency indicators; cite it explicitly if it applies. ## How it integrates All three falls hazard types share one AI preset ( housing-falls ): image analysis restates only what’s visible — a stair or handrail defect, missing or defective guarding, a level change, a slip-risk surface, or an open drop — never a guarding-height measurement or a fall-likelihood judgement, which stays yours. The finished record uses the “Falls Hazard Assessment Report” template. Everyday trips unrelated to a building defect, and ladder or furniture misuse, are explicitly out of GOV.UK’s scope. ## Common problems - I only see one “Falls” section for three hazard types. Expected — the capture module is shared, but each survey is scored and reported against the single falls profile chosen for that job. - There’s no due date on this job. Expected while Phase 2 remains unconfirmed, except for an emergency-severity case. - The stair is fine but a different level change in the flat concerns me. Consider whether falls on the level or falls between levels is the more accurate hazard type for that particular defect. Related - [Falls on the level](https://housingsurvey.pro/help/hazard-types/falls-on-the-level/) - [Falling between levels](https://housingsurvey.pro/help/hazard-types/falls-between-levels/) - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) - [Phase 2: capturing before it commences](https://housingsurvey.pro/help/awaabs-law/phase-2-capturing-before-it-commences/) [← Falls on the level](https://housingsurvey.pro/help/hazard-types/falls-on-the-level/) [Falling between levels →](https://housingsurvey.pro/help/hazard-types/falls-between-levels/) [← Back to hazard types](https://housingsurvey.pro/help/hazard-types/) --- ## Falling between levels | HousingSurvey Pro help Source: https://housingsurvey.pro/help/hazard-types/falls-between-levels/ [Help](https://housingsurvey.pro/help/) / [Hazard types](https://housingsurvey.pro/help/hazard-types/) / Falling between levels # Falling between levels Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Falling between levels is its own registered hazard type — falls of over 300mm from windows, balconies, walkways or stairwells. It shares its capture module with falls on the level and falls on stairs, but is scored, triaged and reported as a distinct hazard. ## What it is GOV.UK’s own emergency examples for this hazard are specific: a broken window lock in a high-rise flat with young children present, or loose external railings on a third-floor walkway. The window-restrictor and drop-height/landing-surface fields on the shared Falls card carry most of the weight for this profile. It is a Phase 2 hazard: capturable in full today, with its statutory clock not yet commenced except where a case is judged an emergency. ## How to do it - On the Falls card, record window restrictor presence and whether they’re working — this is the field that matters most for this hazard. - Record the measured drop height and landing-surface hardness for any relevant window, balcony, walkway or stairwell edge. - Record any other hazards observed relevant to a fall between levels — a loose railing or an unprotected edge, for example. - Complete Hazard Triage , citing the household’s own vulnerabilities — GOV.UK specifically names under-5s alongside mobility and sensory impairment for this hazard. ## How it integrates All three falls hazard types share one AI preset ( housing-falls ): image analysis restates only what’s visible — a window restrictor issue, an open drop or unprotected edge, missing or defective guarding — never a drop-height measurement or a fall-likelihood judgement, which stays yours. The finished record uses the “Falls Hazard Assessment Report” template. Everyday trips unrelated to a building defect are explicitly out of GOV.UK’s scope. ## Common problems - I only see one “Falls” section for three hazard types. Expected — the capture module is shared, but each survey is scored and reported against the single falls profile chosen for that job. - There’s no due date on this job. Expected while Phase 2 remains unconfirmed, except for an emergency-severity case. - A defect involves a staircase, not a window or balcony. Falling on stairs etc. is likely the more accurate hazard type for that defect. Related - [Falls on the level](https://housingsurvey.pro/help/hazard-types/falls-on-the-level/) - [Falling on stairs etc.](https://housingsurvey.pro/help/hazard-types/falls-on-stairs/) - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) - [Phase 2: capturing before it commences](https://housingsurvey.pro/help/awaabs-law/phase-2-capturing-before-it-commences/) [← Falling on stairs etc.](https://housingsurvey.pro/help/hazard-types/falls-on-stairs/) [Structural collapse →](https://housingsurvey.pro/help/hazard-types/structural-collapse/) [← Back to hazard types](https://housingsurvey.pro/help/hazard-types/) --- ## Excess heat | HousingSurvey Pro help Source: https://housingsurvey.pro/help/hazard-types/excess-heat/ [Help](https://housingsurvey.pro/help/) / [Hazard types](https://housingsurvey.pro/help/hazard-types/) / Excess heat # Excess heat Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Excess heat covers threats from excessively high indoor temperatures, and a household’s inability to cool the property or seek relief because of a building defect. It is a Phase 2 Awaab’s Law hazard: capturable in full today, with its statutory clock not yet commenced. ## What it is The GOV.UK guidance is specific about scope: overheating caused solely by high outside temperatures is not an Awaab’s Law hazard on its own — climate-adaptation work sits outside it — but a building defect that exacerbates external heat (a broken window restrictor preventing safe ventilation, for example) does bring the case into scope. The Excess Heat section reuses weather and psychrometrics, then adds its own record: window openability and restrictors, shading provision, purge and background ventilation adequacy, orientation and glazing ratio, indoor/outdoor temperature readings, mechanical cooling or MVHR presence, the tenant’s own ability to manage the heat, and any defects exacerbating it. ## How to do it - Complete weather and psychrometrics as you would for any hazard type. - On the Excess Heat card, record window openability and restrictor condition, shading provision, and ventilation adequacy. - Record any temperature readings taken, with the time they were measured. - Use the defects exacerbating heat field specifically to record any building fault making the heat worse — this is what keeps a purely-weather-driven case correctly out of scope while a genuinely defect-linked one is correctly captured. - Complete Hazard Triage for your own significant-vs-emergency judgement. ## How it integrates Excess heat has its own AI preset ( housing-excess-heat ): image analysis restates only what is visible — shading present or absent, a window opening or restrictor, extensive glazing, mechanical cooling or MVHR, or that a temperature reading was recorded — never an achieved-temperature verdict. The executive-summary draft reflects the defects exacerbating heat field exactly as recorded, rather than assuming external-heat-only overheating is or isn’t in scope. Because Phase 2 has not commenced, the finalised record shows “capturable now, clock pending” unless the case is judged an emergency. ## Common problems - This case feels out of scope but the wizard still lets me record it. That’s expected — the wizard captures the evidence regardless; whether it’s actually an Awaab’s Law hazard depends on whether a building defect is exacerbating the heat, which is your own judgement, not a gate the app applies. - There’s no due date on this job. Expected while Phase 2 remains unconfirmed, except for an emergency-severity case. - Excess heat isn’t offered when raising a survey. Check Settings → App configuration → Hazards . Related - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) - [Phase 2: capturing before it commences](https://housingsurvey.pro/help/awaabs-law/phase-2-capturing-before-it-commences/) - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) [← Excess cold](https://housingsurvey.pro/help/hazard-types/excess-cold/) [Falls on the level →](https://housingsurvey.pro/help/hazard-types/falls-on-the-level/) [← Back to hazard types](https://housingsurvey.pro/help/hazard-types/) --- ## Excess cold | HousingSurvey Pro help Source: https://housingsurvey.pro/help/hazard-types/excess-cold/ [Help](https://housingsurvey.pro/help/) / [Hazard types](https://housingsurvey.pro/help/hazard-types/) / Excess cold # Excess cold Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Excess cold covers a property’s inability to maintain an appropriate internal temperature — heating provision, insulation and thermal discomfort. It is a Phase 2 Awaab’s Law hazard: capturable in full today, with its statutory clock not yet commenced. ## What it is The GOV.UK guidance frames excess cold around whether a property can be adequately heated and kept at a safe temperature, and around vulnerable occupants — those 65 and over, under 5, immunocompromised, mobility-limited or with chronic health conditions are specifically named as raising the stakes. The Heating & Insulation section reuses the same room-by-room, psychrometric and condensation engines as damp & mould, plus its own heating-specific record: heating type and adequacy, insulation across loft/walls/floor, thermal-bridging observations, achieved living-room and bedroom temperatures, and a free-text vulnerable-occupant cold-risk note. ## How to do it - Complete the shared sections (details, rooms, psychrometrics, condensation) as you would for any hazard type. - On the Heating & Insulation card, record the heating type (or describe it if “other”), your own adequacy judgement, insulation notes for loft/walls/floor, and whether thermal bridging was observed. - Record any achieved living-room or bedroom temperature readings taken on-site. - Complete Hazard Triage — the heating-adequacy judgement itself is always yours; nothing on this card is computed or defaulted for you. ## How it integrates Excess cold has its own AI preset ( housing-excess-cold ): an image-analysis button restates only what is visible in a photo — a heating appliance or control, a defect or disrepair, an insulation deficiency, a draught, a glazing defect, a thermal-bridging indication, or that a temperature reading was recorded — never a pass/fail verdict on heating adequacy, which stays your own on-site judgement. The executive-summary draft is grounded in this hazard’s own recorded fields. Because Phase 2 has not commenced, the finalised record carries a “capturable now, clock pending” note rather than a live deadline, unless the case is judged an emergency — see Phase 2: capturing before it commences . ## Common problems - There’s no due date on this job. Expected while Phase 2 remains unconfirmed — an emergency-severity case is the one exception, already covered by Phase 1 today. - The heating-adequacy field feels like it should be calculated. It isn’t — it’s deliberately your own on-site judgement, never inferred from a reading or a photo. - Excess cold isn’t offered when raising a survey. Check Settings → App configuration → Hazards — it may have been switched off for your organisation. Related - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) - [Phase 2: capturing before it commences](https://housingsurvey.pro/help/awaabs-law/phase-2-capturing-before-it-commences/) - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) [← Damp and mould](https://housingsurvey.pro/help/hazard-types/damp-and-mould/) [Excess heat →](https://housingsurvey.pro/help/hazard-types/excess-heat/) [← Back to hazard types](https://housingsurvey.pro/help/hazard-types/) --- ## Electrical hazards | HousingSurvey Pro help Source: https://housingsurvey.pro/help/hazard-types/electrical-hazards/ [Help](https://housingsurvey.pro/help/) / [Hazard types](https://housingsurvey.pro/help/hazard-types/) / Electrical hazards # Electrical hazards Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Electrical hazards covers unsafe electrical installations and equipment — shock, burn and injury risk from defective wiring, deteriorated components or inadequate maintenance. It is a Phase 2 Awaab’s Law hazard: capturable in full today, with its statutory clock not yet commenced. ## What it is The GOV.UK guidance ties this hazard directly to EICR (Electrical Installation Condition Report) codes: an accessible live conductor (C1) or a potentially dangerous condition (C2) is treated as an emergency indicator, while multiple C3 (“improvement recommended”) codes combined with vulnerable occupants point to significant. The Electrical Safety section records these codes as transcribed facts — it never derives, assigns or revises a code itself; that judgement belongs to the electrician who issued the certificate. ## How to do it - On the Electrical Safety card, record whether an EICR is present, its date and expiry. - Log each observation on the certificate — code, description and location — in the repeatable EICR observations list, transcribing exactly what the certificate states. - Record consumer unit type, RCD protection presence, and whether exposed live parts or a damaged socket/accessory were observed. - Record whether the installation is accessible to children, and your own overall risk judgement. - Complete Hazard Triage — an accessible live conductor or C1/C2 code is one of GOV.UK’s own named emergency indicators; cite it if it applies. ## How it integrates Electrical hazards has its own AI preset ( housing-electrical ): image analysis restates only what’s visible — a consumer unit or board, exposed live parts, a damaged socket or cable, heat damage or scorching, an accessory near water or within child reach, or that a certificate was photographed — never an EICR code, which is always transcribed from the certificate itself, never assigned by AI or by this platform. The executive-summary draft restates a recorded code factually. The finished record uses the “Electrical Safety Assessment Report” template. ## Common problems - I don’t have an EICR to hand. Record what you can observe directly (exposed parts, damaged sockets, consumer unit condition) and your own risk judgement — the EICR fields can be added once the certificate is available. - An observation code seems wrong. The platform only ever transcribes what’s on the certificate — correct it against the certificate itself, not in this record. - There’s no due date on this job. Expected while Phase 2 remains unconfirmed, except for an emergency-severity case. Related - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) - [Phase 2: capturing before it commences](https://housingsurvey.pro/help/awaabs-law/phase-2-capturing-before-it-commences/) - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) [← Fire and explosions](https://housingsurvey.pro/help/hazard-types/fire-and-explosions/) [Domestic hygiene →](https://housingsurvey.pro/help/hazard-types/domestic-hygiene/) [← Back to hazard types](https://housingsurvey.pro/help/hazard-types/) --- ## Domestic hygiene | HousingSurvey Pro help Source: https://housingsurvey.pro/help/hazard-types/domestic-hygiene/ [Help](https://housingsurvey.pro/help/) / [Hazard types](https://housingsurvey.pro/help/hazard-types/) / Domestic hygiene # Domestic hygiene Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Domestic hygiene covers conditions that prevent cleanliness and hygiene — poor sanitary or washing facilities, drainage failures, pest infestation, or inadequate waste disposal. Under the consolidated 21-profile HHSRS this one hazard type also absorbs what used to be the separate “food safety” and “personal hygiene, sanitation and drainage” profiles. It is a Phase 2 Awaab’s Law hazard: capturable in full today, with its statutory clock not yet commenced. ## What it is The Domestic Hygiene section covers sanitary and washing facility condition, whether hot water is available for hygiene, drainage and soil-pipe condition, any foul-water escape, a repeatable pest-evidence log (species, location, evidence type, and whether it’s linked to a building defect), refuse storage adequacy, and kitchen food-preparation surface and food-storage adequacy. Pest and general cleanliness issues are only in Awaab’s Law scope where they’re linked to a building defect the landlord is responsible for — general clutter or untidiness with no rubbish buildup, pest infestation, odours or contamination is explicitly out of GOV.UK’s scope. ## How to do it - On the Domestic Hygiene card, record sanitary and washing facility condition and whether hot water is available for hygiene use. - Record drainage/soil-pipe condition and any foul-water escape observed. - For any pest evidence, add an entry recording species, location and evidence type, and record honestly whether it appears linked to a building defect. - Record refuse storage adequacy and kitchen food-preparation surface/food-storage adequacy. - Complete Hazard Triage — cite whether basic facilities are usable and whether the issue extends beyond this one property, such as into communal areas. ## How it integrates Domestic hygiene has its own AI preset ( housing-domestic-hygiene ): image analysis restates only what’s visible — a sanitary or washing-facility defect, a drainage or foul-water issue, pest evidence, or a refuse or food-storage defect — never a “linked to building defect” judgement, which stays yours. The executive-summary draft restates the linked-to-building-defect flag exactly as you recorded it. The finished record uses the “Domestic Hygiene Assessment Report” template. ## Common problems - Pests came up but I’m not sure they’re the landlord’s responsibility. Record what you observed and your honest judgement on the link to a building defect — that judgement is what decides whether the case is genuinely in Awaab’s Law scope. - The property is untidy but nothing looks unsanitary. General clutter with no rubbish buildup, infestation, odour or contamination is out of GOV.UK’s scope for this hazard. - There’s no due date on this job. Expected while Phase 2 remains unconfirmed, except for an emergency-severity case. Related - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) - [Phase 2: capturing before it commences](https://housingsurvey.pro/help/awaabs-law/phase-2-capturing-before-it-commences/) - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) [← Electrical hazards](https://housingsurvey.pro/help/hazard-types/electrical-hazards/) [Asbestos →](https://housingsurvey.pro/help/hazard-types/asbestos/) [← Back to hazard types](https://housingsurvey.pro/help/hazard-types/) --- ## Damp and mould | HousingSurvey Pro help Source: https://housingsurvey.pro/help/hazard-types/damp-and-mould/ [Help](https://housingsurvey.pro/help/) / [Hazard types](https://housingsurvey.pro/help/hazard-types/) / Damp and mould # Damp and mould Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Damp & mould is the platform’s original hazard type and its most fully-built survey — the full room-by-room investigation, psychrometric and condensation analysis, and photo AI assistance. ## What it is The GOV.UK guidance describes damp & mould as unwanted moisture buildup and fungal growth affecting airways, lungs, eyes and skin. It is the one hazard type already fully commenced under Awaab’s Law — Phase 1, in force since 27 October 2025 — and it is the only hazard type that cannot be switched off for an organisation. A damp & mould survey is the longest wizard sequence on the platform: survey details, weather, soil & drainage, external analysis, room-by-room readings, psychrometrics, condensation & U-value analysis, hazard triage, HHSRS scoring, EPC, floor plan, the narrative-review accordion, an executive summary, remedial recommendations and scope of works, then sign-off. ## How to do it - Work through the sections in the order the wizard presents them — see Running a survey, hazard by hazard for the general on-site flow. - In each room, record humidity, temperature, timber moisture (WME) and dew point readings, plus the observed damp type, using the room card. - Where your organisation’s AI provider is connected, use the on-site AI buttons to get a photo-grounded suggestion for the damp type present, or to draft the executive summary from your recorded findings — both are offered on-site for this hazard type. - Complete Hazard Triage to record your own significant-vs-emergency judgement, citing the indicators that apply. ## How it integrates Damp & mould’s own AI preset ( housing-damp ) offers two things: an image-analysis button that classifies a photo against a fixed six-value list — Rising Damp, Penetrating Damp, Condensation, Lateral Earth Penetration, Traumatic (Leak), or No Visible Damp — and an executive-summary draft grounded in each room’s recorded readings (room, damp type, RH, temperature, WME, dew point, observations). Both are suggestions for you to review and edit; neither is written into the sealed record until you accept it, and finalising a survey is what actually creates the sealed evidence record and starts the statutory clock. The finished record uses the “Damp & Mould Investigation Report” template, the most detailed of any hazard type, including the narrative-review accordion’s full 13-field set. ## Common problems - The AI Polish or photo-analysis buttons aren’t offered. They only appear once your organisation has connected an AI provider — see Connecting your AI provider . - A reading looks wrong in the psychrometric summary. Check the raw temperature/RH/WME entries on the room card — the dew point and risk indicators are calculated from what you recorded, not entered directly. - I need a different hazard type for this job. Damp & mould can’t be switched off platform-wide, but a job can be raised under any other enabled hazard type instead — see The 13 hazard types: overview . Related - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) - [Phase 1 today](https://housingsurvey.pro/help/awaabs-law/phase-1-today/) - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) - [Connecting your AI provider](https://housingsurvey.pro/help/ai/connecting-your-ai-provider/) [← The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) [Excess cold →](https://housingsurvey.pro/help/hazard-types/excess-cold/) [← Back to hazard types](https://housingsurvey.pro/help/hazard-types/) --- ## Asbestos | HousingSurvey Pro help Source: https://housingsurvey.pro/help/hazard-types/asbestos/ [Help](https://housingsurvey.pro/help/) / [Hazard types](https://housingsurvey.pro/help/hazard-types/) / Asbestos # Asbestos Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Asbestos is a deliberately small, self-contained survey type: a register of asbestos-containing material (ACM) entries, not a room-by-room investigation. It carries no Awaab’s Law statutory clock — its duty comes from a different, older statute. ## What it is Asbestos sits outside the Awaab’s Law framework entirely. The relevant duty is the Control of Asbestos Regulations 2012, regulation 4 — the duty to manage — a statute that has already applied since 2012 and has nothing to do with Awaab’s Law’s phased timescales. This hazard type’s report never shows a statutory timeline for that reason, and its wizard skips the HHSRS scoring step every other hazard type carries, because HSG227’s material and priority risk-band scoring is a genuinely different, dedicated methodology, kept deliberately separate from HHSRS. Two survey types are available, chosen before you start: - Management survey — the day-to-day register: one entry per location where an ACM is found, presumed, or sampled. - Refurbishment/demolition (R&D) survey — used before destructive works, with its own works-area scope, an area-vacated confirmation, and an HSG264 §53 fit-for-reoccupation sign-off, in addition to the same per-item findings. ## Before you start Choose the survey type — management or refurbishment/demolition — before you begin the register; it decides which of the two report sections and sign-off requirements apply. ## How to do it - For each ACM found or suspected, add a register entry recording its location and a material description. - Record whether its identification is presumed (a competent-person judgement) or sampled (a UKAS-accredited laboratory result) — the platform never treats these two as equivalent, and never assigns one for you. - Complete the HSG227 material and, where relevant, priority assessment inputs — the register shows a live score/band preview as you go, computed against the published methodology. - Add photos of each item as evidence. - If a sample was taken, record the sample reference and lab details; the actual lab result is added later, once received, by revising the finalised record — see The evidence register for how a sealed record can still be honestly corrected. ## How it integrates The register’s HSG227 scores are recomputed authoritatively at save time by the platform’s own domain engine — the on-screen figure while you work is a live preview only. Asbestos has its own AI preset ( housing-asbestos-mmf ), but its scope is deliberately narrow: image analysis restates only the visible condition of a material you have already identified or presumed — undamaged, minor surface damage, moderate damage, severe damage or visible debris — and never claims to identify asbestos itself from a photo. The platform does not identify, sample or analyse asbestos, and no AI feature attempts to. Asbestos identification requires either a competent person’s presumption or a UKAS-accredited laboratory sample; this hazard type only ever records which of those two happened and what it found. ## Common problems - I need a lab result but haven’t received it yet. Finalise the survey with the sample recorded as pending, then revise the sealed record once the lab reports back. - The score preview and the final report figure don’t match exactly. The report always uses the authoritative, recomputed score from the domain engine, not the on-screen preview — they should agree, but the report’s figure is the one that counts. - I want the app to tell me if this material is asbestos. It can’t, and won’t try to — that determination needs a competent person’s presumption or a laboratory sample, never a photo classification. Related - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) - [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) [← Domestic hygiene](https://housingsurvey.pro/help/hazard-types/domestic-hygiene/) [Indoor air quality →](https://housingsurvey.pro/help/hazard-types/indoor-air-quality/) [← Back to hazard types](https://housingsurvey.pro/help/hazard-types/) --- ## Getting started | HousingSurvey Pro help Source: https://housingsurvey.pro/help/getting-started/ [Help](https://housingsurvey.pro/help/) / Getting started # Getting started I'm new here and I need to get oriented. - [How HousingSurvey Pro fits togetherA map of the management portal, the capture app and the evidence chain, and how they connect, before you dive into any one area.](https://housingsurvey.pro/help/getting-started/how-it-fits-together/) - [Signing inEmail and password, Google, Apple, single sign-on, passkeys, and what happens when a two-factor challenge appears.](https://housingsurvey.pro/help/getting-started/signing-in/) - [Creating your organisationLandlord or contractor, what you get on day one, and how the person who creates it becomes its first administrator.](https://housingsurvey.pro/help/getting-started/creating-your-organisation/) - [The setup wizard, step by stepEleven steps — organisation profile, properties, team, contractors, integrations and field app, plus five optional extras — every one skippable.](https://housingsurvey.pro/help/getting-started/the-setup-wizard-step-by-step/) - [The onboarding checklistThe Dashboard's Finish setting up card — five optional extras from setup, tracked honestly as done, skipped or not set up.](https://housingsurvey.pro/help/getting-started/the-onboarding-checklist/) - [Finding your way around the portalThe sidebar's tabs, deep links you can bookmark or share, and why a tab you expect might be missing.](https://housingsurvey.pro/help/getting-started/finding-your-way-around-the-portal/) [← All help categories](https://housingsurvey.pro/help/) --- ## The setup wizard, step by step | HousingSurvey Pro help Source: https://housingsurvey.pro/help/getting-started/the-setup-wizard-step-by-step/ [Help](https://housingsurvey.pro/help/) / [Getting started](https://housingsurvey.pro/help/getting-started/) / The setup wizard, step by step # The setup wizard, step by step Who can do this Role: org-admin Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) The setup wizard opens automatically the first time an org-admin signs in to a newly created organisation. It walks through eleven steps; every one is skippable and none of them is a one-time-only chance — anything skipped here can be finished later from Settings. ## What it is The wizard has six core steps — Organisation , Properties , Team , Contractors , Integrations , Field app — followed by five optional groups: Region , Branding , AI , Addresses and Email . Progress is saved to your organisation record after every step, so leaving and coming back resumes where you stopped rather than restarting. ## How to do it - Organisation — set your display name and two capture-policy switches (require a photo for hazard findings; require the data-quality check before a record can be locked). A GPS fix is always required to seal evidence and isn’t a setting. - Properties — import a CSV of your property stock. The importer looks for address, postcode and (recommended) UPRN columns; UPRN keys the tamper-evident evidence chain per property and makes a later re-import merge instead of duplicate. - Team — invite colleagues by email, one at a time or by pasting a list, each with their own role. The step shows your surveyor-seat usage against your licensed count as you go. - Contractors — add your supply chain one at a time or by CSV. A contractor not yet on the platform gets an invite code shown here and on their card afterwards. - Integrations — optionally save a webhook URL and mint a REST API key (Platform plan) and see what single sign-on unlocks (Enterprise plan). Every field here works exactly as it does later under Settings. - Field app — a first-capture checklist (install, sign in with the same work email, capture a test record, watch it arrive in Evidence) and a Create my calendar link action that mints your own dispatch-calendar feed. - Continue through Region , Branding , AI , Addresses and Email — or select Skip this step on any of them — then select Finish . ## How it integrates Each step writes to the same fields the equivalent Settings section reads and writes later — the wizard is not a separate, one-off configuration path. A skipped optional step doesn’t disappear: it resurfaces on the Dashboard’s Finish setting up checklist afterwards (see The onboarding checklist ), and finishing it there or directly in Settings marks it done in both places, since both read the same underlying organisation fields. The wizard only ever opens for an org-admin; other roles never see it. ## Common problems - The wizard reopened even though I already finished it once. It can be reopened on an established organisation — finished steps show as complete and nothing is overwritten unless you actively change something. - I skipped Properties but now want to import — where did that go? Nowhere — open Properties → Import any time; see Importing properties from CSV . - A step shows a plan badge (Platform/Enterprise) I don’t have. That step’s action is genuinely gated by your organisation’s plan; everything else in the wizard still works, and the gated action becomes available the moment your plan covers it. Related - [Creating your organisation](https://housingsurvey.pro/help/getting-started/creating-your-organisation/) - [The onboarding checklist](https://housingsurvey.pro/help/getting-started/the-onboarding-checklist/) - [Importing properties from CSV](https://housingsurvey.pro/help/properties-tenancies/importing-properties-from-csv/) [← Creating your organisation](https://housingsurvey.pro/help/getting-started/creating-your-organisation/) [The onboarding checklist →](https://housingsurvey.pro/help/getting-started/the-onboarding-checklist/) [← Back to getting started](https://housingsurvey.pro/help/getting-started/) --- ## The onboarding checklist | HousingSurvey Pro help Source: https://housingsurvey.pro/help/getting-started/the-onboarding-checklist/ [Help](https://housingsurvey.pro/help/) / [Getting started](https://housingsurvey.pro/help/getting-started/) / The onboarding checklist # The onboarding checklist Who can do this Role: org-admin Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Once the setup wizard has been finished or skipped, the Dashboard can show a Finish setting up card tracking the five optional extras — region, branding, AI, address lookup and email — that weren’t completed at the time. ## What it is The card lists Region & locale , Branding , AI assistance , Address lookup and Email (SMTP) , each badged Done , Skipped or Not set up . It only appears once the wizard itself is finished or skipped (it never stacks with the wizard’s own resume banner) and only while at least one item still isn’t done. Four of the five items check the organisation’s live settings directly — so finishing one in Settings later marks it done here too, even if you never reopen the wizard — while region has no such live signal and simply reflects what you chose or skipped in the wizard itself. ## How to do it - On the Dashboard , find the Finish setting up card. - Select any item to jump straight to its Settings section: branding, AI, address lookup (data sources) or notifications. - Once every item shows Done , the card stops appearing on its own. - To stop seeing it regardless of what’s left, select Dismiss — this is permanent for your organisation, not just for you. ## How it integrates Each item’s Done state is derived live from the same organisation fields the corresponding Settings section writes — branding from your logo/accent colour, AI from your configured provider, address lookup from whether an Ordnance Survey key is set, email from whether SMTP is configured. There is no separate “wizard-only” record of these settings; the card and the Settings sections it links to are two views of the one truth. ## Common problems - I finished branding directly in Settings but the card still shows Skipped. It shouldn’t — branding, AI, address lookup and email all check the live setting; if it still reads wrong, refresh the Dashboard. - I dismissed the card by mistake and want it back. There’s no undo for dismissal — the individual Settings sections it pointed to (Branding, AI, Data sources, Notifications) are still there and unaffected. - Region shows Skipped even though I set a currency later. Region has no live check — it only reflects what happened in the wizard itself, not a later change made elsewhere. Related - [The setup wizard, step by step](https://housingsurvey.pro/help/getting-started/the-setup-wizard-step-by-step/) - [Branding](https://housingsurvey.pro/help/settings/branding/) - [The Settings hub](https://housingsurvey.pro/help/settings/settings-hub/) [← The setup wizard, step by step](https://housingsurvey.pro/help/getting-started/the-setup-wizard-step-by-step/) [Finding your way around the portal →](https://housingsurvey.pro/help/getting-started/finding-your-way-around-the-portal/) [← Back to getting started](https://housingsurvey.pro/help/getting-started/) --- ## Signing in | HousingSurvey Pro help Source: https://housingsurvey.pro/help/getting-started/signing-in/ [Help](https://housingsurvey.pro/help/) / [Getting started](https://housingsurvey.pro/help/getting-started/) / Signing in # Signing in Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Both the portal and the capture app open on the same sign-in screen shape: email and password, Google, Apple, or your organisation’s own single sign-on. This article covers every option and the two-factor challenge you may see partway through. ## What it is The portal offers email/password, Continue with Google , Continue with Apple , Company SSO , and — on a device that supports it — Sign in with a passkey . The capture app offers the same set except passkeys, which are portal-only today. Company SSO works by domain: enter your work email and the app looks up which identity provider your organisation has configured (Microsoft Entra ID, Google Workspace, or any SAML provider) and hands you to it automatically — you never choose a provider yourself. If manager, org-admin or owner-level two-factor authentication is enforced on your account, a six-digit code prompt appears immediately after any of these methods succeeds, before you reach the app. ## How to do it - On the sign-in screen, enter your work email and password and select Sign in — or choose Continue with Google / Continue with Apple if your account uses one of those. - To use your organisation’s own identity provider, select Company SSO , enter your work email, and continue — the app resolves your organisation from the domain and redirects you. - On the portal, if your device supports it, select Sign in with a passkey instead of typing a password, and complete your device’s biometric or hardware-key prompt. - If a Two-factor authentication screen appears, enter the six-digit code from your authenticator app and select Verify & sign in . - Forgotten your password? Select Forgot password? , enter your email, and follow the reset email — check spam if it doesn’t arrive. ## How it integrates Every sign-in method — password, Google, Apple, SSO, passkey — converges on the same account and the same organisation membership; which methods are available to you depends on what your organisation has configured (SSO needs a domain set up under Settings → SSO & provisioning ) and what you’ve personally enrolled (a passkey needs adding first under Settings → My account ). The two-factor prompt is a server-side requirement tied to your role, not a client setting — manager, org-admin and owner accounts are challenged regardless of which method got them this far. Once you’re signed in, your access claims — which organisations you belong to, and your role in each — travel with your session and are re-checked on every privileged action, never trusted from the client alone. ## Common problems - Company SSO says no single sign-on is configured for my domain. Your organisation hasn’t set one up yet — an admin can do this under Settings → SSO & provisioning , or you can sign in with email/password or Google/Apple instead if your account has one of those set up. - I don’t see a passkey option. Passkey sign-in is available on the portal only, and only once you’ve added one under Settings → My account — see Sessions, passwords and 2FA . - My authenticator code is rejected even though it’s current. Sign out and back in — a stale session can carry an out-of-date second-factor claim even though your enrolment is fine server-side. Related - [Creating your organisation](https://housingsurvey.pro/help/getting-started/creating-your-organisation/) - [Sessions, passwords and 2FA](https://housingsurvey.pro/help/data-protection/sessions-passwords-and-2fa/) - [SSO end to end](https://housingsurvey.pro/help/integrations/sso-end-to-end/) [← How HousingSurvey Pro fits together](https://housingsurvey.pro/help/getting-started/how-it-fits-together/) [Creating your organisation →](https://housingsurvey.pro/help/getting-started/creating-your-organisation/) [← Back to getting started](https://housingsurvey.pro/help/getting-started/) --- ## How HousingSurvey Pro fits together | HousingSurvey Pro help Source: https://housingsurvey.pro/help/getting-started/how-it-fits-together/ [Help](https://housingsurvey.pro/help/) / [Getting started](https://housingsurvey.pro/help/getting-started/) / How HousingSurvey Pro fits together # How HousingSurvey Pro fits together Contents - [What it is](#what-it-is) - [Your first session, step by step](#your-first-session-step-by-step) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) HousingSurvey Pro is two applications sharing one evidence record: the management portal, where office staff raise and track work, and the capture app, where surveyors and operatives work on-site. This article maps how the two fit together, and where the record goes after it’s sealed. ## What it is The portal is where your organisation manages properties, raises surveys and works orders, schedules visits, manages contractors and staff, and configures every setting. The capture app is where a surveyor or operative actually does the work — completing a survey, capturing photos and readings, and finalising it on-site. Once a record is finalised in the app, it is sealed and appears back in the portal’s Evidence area automatically. Nothing routes the other way: the portal never edits a sealed record directly, only revises it as a new version. Sitting behind both is a set of backend services: the statutory clock for Awaab’s Law timescales, the integrations that push evidence to your own systems, and the AI features that assist (but never author) your reports. ## Your first session, step by step - Add your property stock. Open Properties → Import and upload a CSV or Excel file of your addresses, or add properties one at a time. See The property register . - Invite your team. Open Settings → Members to invite office and management colleagues by email. Field surveyors without an email address get a tenant login (username/code plus passcode) instead, provisioned from the same screen. - Raise your first job. Open Jobs and choose + New survey for a property, or + New works order (no survey) for work with no source survey. See Raising a survey: the New survey form . - Assign it. Send the job to one of your own surveyors, or to a contractor organisation you hold a grant with. - The surveyor completes it on-site. They open the job in the capture app, work through the hazard’s sections, and finalise it. The sealed record appears in Evidence on the portal. - Generate the report. Open the sealed record and choose Report for a branded, print-ready document. ## How it integrates - The capture app reads its available sections from the job’s hazard type and your organisation’s App configuration — the same job can look different for two organisations with different settings switched on. - A finalised record is what starts and stops the Awaab’s Law statutory clock for hazards that carry one. - If your organisation has configured them, sealed records and stage changes also fire webhooks to your own systems, and the nightly EDI export and BigQuery sync pick up the same data. - AI features , where your organisation has added a provider key, assist with drafting and photo description throughout the flow — they never author or seal a record on their own. ## Common problems - A sidebar tab I expect to see is missing. Portal tabs are gated by your organisation’s plan and by your own permission level for that module — see The Settings hub for how modules and permissions fit together. - A surveyor can’t see a job that was just assigned. Confirm the assignment saved (open the job and check Assignment & costs ) and that the surveyor’s app has synced — see Working offline and syncing . - AI-assisted drafting isn’t appearing anywhere. No AI provider key has been added yet — see Connecting your AI provider . Related - [Raising a survey: the New survey form](https://housingsurvey.pro/help/surveys/raising-a-survey/) - [The property register](https://housingsurvey.pro/help/properties-tenancies/property-register/) - [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) [Signing in →](https://housingsurvey.pro/help/getting-started/signing-in/) [← Back to getting started](https://housingsurvey.pro/help/getting-started/) --- ## Finding your way around the portal | HousingSurvey Pro help Source: https://housingsurvey.pro/help/getting-started/finding-your-way-around-the-portal/ [Help](https://housingsurvey.pro/help/) / [Getting started](https://housingsurvey.pro/help/getting-started/) / Finding your way around the portal # Finding your way around the portal Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) The portal’s sidebar has up to eight tabs: Dashboard , Evidence , Properties , Jobs , Schedule , Repair rates , Contractors and Settings . Which of them you see, and every address bar URL underneath them, follows a small number of consistent rules. ## What it is Every tab lives at its own address — /dashboard , /evidence , /properties , /work-orders , /schedule , /rates , /contractors , /integrations (Settings) — and opening a specific record adds its id, for example /evidence/ or /work-orders/ . These are real, bookmarkable, shareable URLs: refreshing the page or pasting a link to a colleague lands on exactly the same record, not just the tab. Properties and Contractors only appear for a landlord organisation — a contractor organisation never sees either. Beyond that, every tab is gated by your own permission level for its module: None hides the tab entirely, anything from View upward shows it. ## How to do it - Use the sidebar to move between tabs — your current one is highlighted. - To share a specific record with a colleague, use the row’s copy link action (where available) or simply copy the address bar’s URL — it will open directly to that record for anyone with access. - Use your browser’s back and forward buttons freely — they move between your recent views, including opening and closing a record’s detail drawer. - If you belong to more than one organisation, switch between them from the sidebar’s organisation selector — the tabs and everything in them refresh for the organisation you land on. ## How it integrates Tab visibility is resolved from your live, server-checked permission levels every time the portal loads — never cached client-side in a way that could show you a tab you’ve since lost access to. A legacy /members link still works: it redirects to Settings’ Members & seats section, since Members moved from its own tab into Settings. Settings itself is one tab covering many sections (see The Settings hub ) — which of those you can open follows the same per-module permission model, one level deeper. ## Common problems - A tab I expect to see is missing entirely. Either your organisation’s kind doesn’t carry it (Properties/Contractors are landlord-only), or your permission level for that module is None — see The eight roles, and what each can do and Granular permissions . - I can see a tab but not everything inside it. Some actions inside a tab need a higher level than simply viewing it — for example, importing properties needs Edit-level access, not just View. - A link a colleague sent me 404s or lands somewhere unexpected. Confirm you’re signed in to the right organisation if you belong to more than one — the same record id only resolves inside its own organisation. Related - [How HousingSurvey Pro fits together](https://housingsurvey.pro/help/getting-started/how-it-fits-together/) - [The eight roles, and what each can do](https://housingsurvey.pro/help/people-permissions/the-eight-roles/) - [The Settings hub](https://housingsurvey.pro/help/settings/settings-hub/) [← The onboarding checklist](https://housingsurvey.pro/help/getting-started/the-onboarding-checklist/) [← Back to getting started](https://housingsurvey.pro/help/getting-started/) --- ## Creating your organisation | HousingSurvey Pro help Source: https://housingsurvey.pro/help/getting-started/creating-your-organisation/ [Help](https://housingsurvey.pro/help/) / [Getting started](https://housingsurvey.pro/help/getting-started/) / Creating your organisation # Creating your organisation Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Every organisation on the platform starts the same way: a signed-in person with no organisation yet either founds one or waits for an existing admin to invite them. This article covers founding one. ## What it is When you sign in with no organisation membership, the portal offers a Set up your organisation form: a name, and a choice between Housing association / landlord and Contractor . Choosing landlord unlocks the Properties tab and the property-scoped features (asbestos register, tenancies); choosing contractor is for a business that expects to receive work from landlords using the platform, and never sees the Properties or Contractors tabs itself. Whichever you choose, you become that organisation’s org-admin the instant it’s created. ## Before you start You need a real, signed-in account — email/password, Google, Apple or SSO. An anonymous demo session cannot create an organisation. ## How to do it - On the Set up your organisation screen, enter your Organisation name . - Choose Housing association / landlord or Contractor . - Select Create organisation . - You land straight in the portal as org-admin, and the setup wizard opens automatically — see The setup wizard, step by step . - Already meant to join an existing organisation instead? Ask its administrator to add your email under Members , then select Refresh access on this same screen once they have. ## How it integrates Creating an organisation this way puts it on the Solo plan with one licensed surveyor seat by default — see Your plan and what it includes for what that includes and how to change it. You can found up to five organisations this way on one account; beyond that, contact support. A person can belong to more than one organisation at once and switch between them from the sidebar. If you’re setting up a contractor organisation specifically so you can be dispatched work by a landlord already on the platform, see If you are the contractor organisation for the invite-code step that follows. ## Common problems - I can’t create a sixth organisation. Self-service founding is capped at five organisations per account for the same person — contact support to raise it. - I chose the wrong kind (landlord/contractor) and want to switch. This isn’t a self-service toggle — contact support. - I was expecting to join a colleague’s existing organisation but got the “set up your organisation” screen instead. You haven’t been added as a member yet — ask an admin there to add your email, then select Refresh access , rather than creating a brand-new organisation of your own. Related - [Signing in](https://housingsurvey.pro/help/getting-started/signing-in/) - [The setup wizard, step by step](https://housingsurvey.pro/help/getting-started/the-setup-wizard-step-by-step/) - [The eight roles, and what each can do](https://housingsurvey.pro/help/people-permissions/the-eight-roles/) [← Signing in](https://housingsurvey.pro/help/getting-started/signing-in/) [The setup wizard, step by step →](https://housingsurvey.pro/help/getting-started/the-setup-wizard-step-by-step/) [← Back to getting started](https://housingsurvey.pro/help/getting-started/) --- ## Evidence, reports and exports | HousingSurvey Pro help Source: https://housingsurvey.pro/help/evidence-reports/ [Help](https://housingsurvey.pro/help/) / Evidence, reports and exports # Evidence, reports and exports Finding, reading and exporting sealed evidence. - [The evidence registerFinding a sealed survey, reading its contents, checking its integrity, and how revisions create new versions without changing the original.](https://housingsurvey.pro/help/evidence-reports/evidence-register/) - [Reading a sealed recordEvery panel on an opened evidence record: readings, photos, hazard sections, HHSRS, floor plan, sign-off and the hash itself.](https://housingsurvey.pro/help/evidence-reports/reading-a-sealed-record/) - [What "sealed" and "tamper-evident" meanHash chaining, the nightly re-verification sweep, and the precise, honest limits of the integrity claim.](https://housingsurvey.pro/help/evidence-reports/what-sealed-and-tamper-evident-mean/) - [The reportWhat's in the generated PDF, why an empty section never appears, branding, and how to produce it from a sealed record.](https://housingsurvey.pro/help/evidence-reports/the-report/) - [Evidence bundlesThe ZIP contents, export-time chain re-verification, and the intended use of a bundle versus a plain report PDF.](https://housingsurvey.pro/help/evidence-reports/evidence-bundles/) - [Correcting a sealed recordRevise, request deletion of a draft, withdraw, and decline a deletion request — what each action actually does and leaves behind.](https://housingsurvey.pro/help/evidence-reports/correcting-a-sealed-record/) - [The audit logWhat gets recorded against a case, searching it, and the chain spot-check that ties it to the evidence it describes.](https://housingsurvey.pro/help/evidence-reports/the-audit-log/) - [Exporting data: which export do I want?Evidence bundle versus EDI CSV versus the REST API versus a full GDPR export versus BigQuery — a decision table.](https://housingsurvey.pro/help/evidence-reports/exporting-data-which-export-do-i-want/) [← All help categories](https://housingsurvey.pro/help/) --- ## What "sealed" and "tamper-evident" mean | HousingSurvey Pro help Source: https://housingsurvey.pro/help/evidence-reports/what-sealed-and-tamper-evident-mean/ [Help](https://housingsurvey.pro/help/) / [Evidence, reports and exports](https://housingsurvey.pro/help/evidence-reports/) / What "sealed" and "tamper-evident" mean # What "sealed" and "tamper-evident" mean Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) “Sealed” and “tamper-evident” are precise technical claims, not marketing language — this article explains exactly what each one means, and what it doesn’t. ## What it is Finalising a survey locks it server-side and computes its record hash : a SHA-256 of the record’s own canonical form concatenated with the previous record’s hash for the same property (UPRN). That chaining is what makes the claim tamper-evident rather than an absolute guarantee — nothing prevents someone from attempting to alter a stored field, but doing so changes the record’s canonical form, which changes its hash, which no longer matches what the next record in the chain expects. The break is detectable; the attempt itself isn’t prevented. A nightly sweep independently recomputes every finalized survey’s hash chain in full; if it ever finds a mismatch, that specific record is quarantined — a display flag only, never an alteration of the evidence itself — and an integrity alert lands in your audit log and notification centre. ## How to do it - Open any sealed record in Evidence and check its hash and chain-sequence panel — this shows the record’s own hash, the previous record’s hash it was chained against, and its position in that property’s chain. - To independently confirm a specific record hasn’t been altered, export its evidence bundle , which re-verifies the chain at the moment of export and includes the result in chain.json — see Evidence bundles . - Watch Settings → Audit log for an “EVIDENCE INTEGRITY” alert — a clean nightly run is itself recorded, so the absence of an alert is provable rather than simply an absence of evidence. ## How it integrates Every consumer of a finalized record — the evidence register, the report PDF, the nightly EDI export, the REST API, webhooks — reads from the same sealed, hash-chained record; none of them recomputes or reinterprets the integrity claim independently. A record that fails the nightly sweep is quarantined, not deleted or hidden. The claim this supports is specific: any alteration, by any means, breaks the chain and is detected on the next nightly sweep at the latest — not that alteration is impossible, only that it never goes unnoticed. ## Common problems - I saw an “EVIDENCE INTEGRITY” alert in the audit log. Treat this as a genuine incident, not a display glitch — the record named in the alert is quarantined pending investigation. - Someone describes the evidence as impossible to alter. That overstates it — the accurate description is tamper-evident: an alteration is detectable, not prevented outright. - I need to prove a specific record’s integrity to a third party. Export its evidence bundle — the chain re-verification result travels with it in chain.json , independent of anything you say about it. Related - [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) - [The audit log](https://housingsurvey.pro/help/evidence-reports/the-audit-log/) - [Evidence bundles](https://housingsurvey.pro/help/evidence-reports/evidence-bundles/) - [Correcting a sealed record](https://housingsurvey.pro/help/evidence-reports/correcting-a-sealed-record/) [← Reading a sealed record](https://housingsurvey.pro/help/evidence-reports/reading-a-sealed-record/) [The report →](https://housingsurvey.pro/help/evidence-reports/the-report/) [← Back to evidence, reports and exports](https://housingsurvey.pro/help/evidence-reports/) --- ## The report | HousingSurvey Pro help Source: https://housingsurvey.pro/help/evidence-reports/the-report/ [Help](https://housingsurvey.pro/help/) / [Evidence, reports and exports](https://housingsurvey.pro/help/evidence-reports/) / The report # The report Who can do this Permission: evidence ≥ 1 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) The report is the branded PDF built from a sealed record — the document you’d actually hand to a resident, a contractor or a regulator. ## What it is Every hazard type has its own report template and title — “Damp & Mould Investigation Report”, “Excess Cold Inspection Report”, “Asbestos Management Survey Report”, and so on — built from that hazard’s own set of report sections, which is a different (usually shorter) list than the sections the surveyor worked through in the wizard. The platform’s own rule for building it is strict: a section with nothing recorded for it is omitted entirely , never printed as an empty heading or a fabricated placeholder. Where a genuine result is still pending — a radon lab result not yet back, for example — the report says exactly that (“awaiting result”) rather than leaving the line blank or guessing. ## Before you start Generating a report needs the same evidence view access as opening the sealed record it’s built from. ## How to do it - Open the sealed record in Evidence . - Click Generate report to build the PDF using your organisation’s branding — logo, accent colour and, on paid plans, further layout customisation — see Branding . - Review the sections that appear — they follow the order fixed by that hazard type’s own report template, not the order you happened to work through them on-site. - Download or share the PDF as you would any other document — it carries no separate access control beyond having reached this screen. - If the record is later revised, regenerate the report from the new version — the previous PDF reflects the version it was built from and is never retroactively changed. ## How it integrates The report reads from exactly the same sealed data every other surface does — the evidence register view, the REST API, the nightly EDI export — so nothing in it is a separate summary that could drift from the record. Hazard-agnostic sections (hazard triage, emergency actions, GPS proof, client instructions, legal disclaimer, property information, executive summary, surveyor declaration, tenant acknowledgment, case notes) appear on every hazard type’s report; hazard-specific sections come from that hazard’s own reportSections list. A revised report is a new sealed record with its own report, never an edit of a PDF already issued. ## Common problems - A section I expected isn’t in the PDF. If nothing was recorded for it, it’s omitted by design — check the sealed record itself first to confirm whether there’s genuinely nothing there. - The branding looks wrong. Check Settings → Branding — logo, colour and (on paid plans) layout customisation are all organisation-wide settings, not per-report choices. - I need the report to reflect a correction. Regenerate it after the correction lands as a new sealed version — see Correcting a sealed record . Related - [Reading a sealed record](https://housingsurvey.pro/help/evidence-reports/reading-a-sealed-record/) - [Branding](https://housingsurvey.pro/help/settings/branding/) - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) - [Evidence bundles](https://housingsurvey.pro/help/evidence-reports/evidence-bundles/) [← What "sealed" and "tamper-evident" mean](https://housingsurvey.pro/help/evidence-reports/what-sealed-and-tamper-evident-mean/) [Evidence bundles →](https://housingsurvey.pro/help/evidence-reports/evidence-bundles/) [← Back to evidence, reports and exports](https://housingsurvey.pro/help/evidence-reports/) --- ## The audit log | HousingSurvey Pro help Source: https://housingsurvey.pro/help/evidence-reports/the-audit-log/ [Help](https://housingsurvey.pro/help/) / [Evidence, reports and exports](https://housingsurvey.pro/help/evidence-reports/) / The audit log # The audit log Who can do this Permission: audit ≥ 1 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Alongside a sealed record’s own hash chain, the audit log is the contemporaneous story of everything that happened to a case — who touched it, when, and what changed. ## What it is Every privileged action against a case — creating a survey, every field-level change to it while still a draft, finalising, revising, withdrawing, a key minted or revoked, a permission grant — lands here as its own entry, with the entity it affected, the actor, and the timestamp. This is broader than the sealed evidence chain itself: it captures the edit history underneath a case, including drafting activity that never became part of the sealed record at all, giving you a fuller picture than the finalized record alone. ## How to do it - Open Evidence or Jobs , find the case you’re investigating, and use its own timeline link through to Settings → Audit log — or search the log directly by entity, entity ID, or the actor’s email. - Filter by action type to isolate, for example, every finalise, revision or withdrawal against a specific property. - Where an entry relates to a survey or work order, click through to open that record directly and cross-check it against what the log says happened. - Cross-reference a suspicious gap or an unexpected actor against the case’s own stage rail (see The case lifecycle end to end ) to understand the sequence of events, not just the isolated entries. ## How it integrates Each entry carries its own hash plus the previous entry’s, so the sequence itself is spot-checked for a broken link — the same tamper-evidence property a single sealed record demonstrates, applied to the log describing it. This is not the same claim as the sealed record’s own hash chain (see What “sealed” and “tamper-evident” mean ) — it’s a second, independent trail: one proves the evidence itself hasn’t been altered, the other proves the story of who did what to get there hasn’t been either. Some entries record system as the actor for automated actions like the nightly integrity sweep, rather than a person. ## Common problems - I can’t see the audit log at all. It needs audit-module view access — switched on for coordinators and viewers by default, off for finance and field roles. - An entry for an automated action has no named person. That’s expected — system is the actor for platform-triggered actions like the nightly integrity sweep, not a display fault. - I need to prove nothing was touched during a specific window. Search by date and entity — a clean stretch with no relevant entries is itself the evidence; there’s no separate “nothing happened” flag to look for. Related - [Audit log](https://housingsurvey.pro/help/settings/audit-log/) - [What "sealed" and "tamper-evident" mean](https://housingsurvey.pro/help/evidence-reports/what-sealed-and-tamper-evident-mean/) - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) [← Correcting a sealed record](https://housingsurvey.pro/help/evidence-reports/correcting-a-sealed-record/) [Exporting data: which export do I want? →](https://housingsurvey.pro/help/evidence-reports/exporting-data-which-export-do-i-want/) [← Back to evidence, reports and exports](https://housingsurvey.pro/help/evidence-reports/) --- ## Reading a sealed record | HousingSurvey Pro help Source: https://housingsurvey.pro/help/evidence-reports/reading-a-sealed-record/ [Help](https://housingsurvey.pro/help/) / [Evidence, reports and exports](https://housingsurvey.pro/help/evidence-reports/) / Reading a sealed record # Reading a sealed record Who can do this Permission: evidence ≥ 1 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Opening a sealed record from the evidence register shows exactly what the surveyor captured, panel by panel, in the same shape it was sealed in. ## What it is A sealed record’s panels follow the survey itself: property and resident information, the narrative sections your organisation’s App configuration switched on (client instructions, scope of survey, definitions, and every hazard-specific write-up), the hazard-specific findings (room readings for damp & mould, the asbestos register, EICR transcription for electrical, and so on), HHSRS scoring where the hazard type carries it, the floor plan, remedial recommendations and scope of works, and sign-off. Any AI-drafted advisory content that was used along the way is shown too, clearly marked as advisory. Every panel is a read-only reflection of what’s stored — there’s no edit control anywhere on a sealed record. ## How to do it - Open Evidence and select a record from the register. - Work down the panels in order — property and resident details first, then the hazard-specific sections, then HHSRS/floor plan/remedial where the hazard type includes them, then sign-off. - Click any photo to open it full-size; each one shows its own capture-time metadata. - Check the hash and chain-sequence panel to confirm the record’s position in its property’s evidence chain — see What “sealed” and “tamper-evident” mean . - Use Generate report to produce the same content as a branded PDF — see The report . ## How it integrates What you’re viewing is the same data every other surface reads from: the same record that populated the nightly EDI export, the REST API’s GET /v1/surveys/{id} , the survey.finalized webhook payload, and the branded PDF report. Nothing on this screen is recomputed or reformatted differently between those surfaces — they all read the identical sealed fields. If a record was later revised, this view is scoped to one specific version; use the version history to move between them, and see Correcting a sealed record for what a revision actually creates. ## Common problems - A section I’d expect to see is missing. An empty section is omitted entirely from a sealed record’s display, the same way it’s omitted from the printed report — this is expected, not a fault, when nothing was recorded for it. - The photos look different in the record than on the report PDF. The record view shows every captured photo; the report groups and captions them for print — both draw from the same stored evidence. - I can’t find an edit control. There isn’t one. A sealed record has no direct edit path — see Correcting a sealed record for the only ways to change what happened after finalising. Related - [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) - [What "sealed" and "tamper-evident" mean](https://housingsurvey.pro/help/evidence-reports/what-sealed-and-tamper-evident-mean/) - [The report](https://housingsurvey.pro/help/evidence-reports/the-report/) - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) [← The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) [What "sealed" and "tamper-evident" mean →](https://housingsurvey.pro/help/evidence-reports/what-sealed-and-tamper-evident-mean/) [← Back to evidence, reports and exports](https://housingsurvey.pro/help/evidence-reports/) --- ## Exporting data: which export do I want? | HousingSurvey Pro help Source: https://housingsurvey.pro/help/evidence-reports/exporting-data-which-export-do-i-want/ [Help](https://housingsurvey.pro/help/) / [Evidence, reports and exports](https://housingsurvey.pro/help/evidence-reports/) / Exporting data: which export do I want? # Exporting data: which export do I want? Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) HousingSurvey Pro offers five different ways to get data out, each built for a different purpose — this is the decision table for which one you actually want. ## What it is I want to… Use Prove one specific record’s integrity to a third party Evidence bundle — the full ZIP with re-verified chain data Feed a nightly batch import in my case-management system The nightly EDI export — a flat CSV, appended-column, back-compat safe Build or automate against live data on demand The REST API (or the MCP server, for an AI agent) Get a full copy of everything my organisation holds, for GDPR or a records request Export organisation data — a signed ZIP of the whole organisation Query my own data directly from a BI tool BigQuery warehouse access ## Before you start Exporting a single evidence bundle needs evidence permission at Export level. A full organisation data export needs audit module-admin access, a higher bar than opening Settings itself. The nightly EDI export, the REST API and BigQuery warehouse access are all Platform-plan features. ## How to do it - For one record’s proof, open it in Evidence and export its evidence bundle . - For a recurring batch feed, turn on the nightly EDI export under Settings → Data & exports , or run it on demand for a date range. - For an on-demand or automated integration, use the REST API with a scoped key — see The REST API . - For a full copy of everything your organisation holds, use Export organisation data (GDPR) under Settings → Data & exports — this builds a ZIP covering your whole organisation, not one record. - For direct BI querying, enable BigQuery warehouse access . ## How it integrates None of these exports ever alters or removes the underlying sealed evidence — every one of them is a read-only copy, whatever form it takes. They differ mainly in shape and cadence: a bundle is one record, deeply verified; EDI is many records, flattened for batch import; the REST API is on-demand and structured; a GDPR export is everything, unstructured for machine reading but complete; BigQuery is queryable directly. A revised report’s lineageId / versionNo / supersedes fields appear consistently across the bundle, EDI, the REST API and webhooks, so whichever export you choose, you can key stored records the same way. ## Common problems - I need proof for a single dispute or claim. An evidence bundle is the right tool — it’s the only export that re-verifies and includes the chain result for that specific record. - I need everything, not one record. Export organisation data (GDPR) — it covers your whole organisation, not a targeted subset. - I want this to happen automatically every night with no one clicking anything. The nightly EDI export is the only one of these that runs unattended on a schedule. - The export I want is greyed out. The nightly EDI export, the REST API and BigQuery warehouse access are all Platform-plan features — evidence bundles and the GDPR export are available on every plan. Related - [Evidence bundles](https://housingsurvey.pro/help/evidence-reports/evidence-bundles/) - [The nightly EDI export](https://housingsurvey.pro/help/integrations/the-nightly-edi-export/) - [The REST API](https://housingsurvey.pro/help/integrations/the-rest-api/) - [Data and exports](https://housingsurvey.pro/help/settings/data-and-exports/) - [BigQuery and warehouse access](https://housingsurvey.pro/help/integrations/bigquery-and-warehouse-access/) [← The audit log](https://housingsurvey.pro/help/evidence-reports/the-audit-log/) [← Back to evidence, reports and exports](https://housingsurvey.pro/help/evidence-reports/) --- ## The evidence register | HousingSurvey Pro help Source: https://housingsurvey.pro/help/evidence-reports/evidence-register/ [Help](https://housingsurvey.pro/help/) / [Evidence, reports and exports](https://housingsurvey.pro/help/evidence-reports/) / The evidence register # The evidence register Who can do this Permission: evidence ≥ 1 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) The Evidence area is where sealed surveys land — your searchable record of every completed inspection, with integrity verification and one-click reports. ## What it is Once a surveyor finalises a survey in the capture app, it appears here as a sealed record: readings, photos, assessments and the report narrative for a damp & mould or excess cold case, or the equivalent hazard-specific content for asbestos, indoor air quality or radon. The list shows the most recent records first, with property, status and date. ## How to do it - Open Evidence from the sidebar. - Search by address or reference, or filter by status. - Click a record to open it and review its contents in full. - Click Report to generate a branded, print-ready report — use your browser’s print/PDF function to save or send it. - On a large estate, use Load older records at the bottom of the list to page back through history rather than waiting for everything to load at once. ## How it integrates - Verify integrity checks a record against its hash chain. A verified record confirms it hasn’t been altered since sealing; a broken chain is flagged and raises an alert — the record’s bytes are never changed, only flagged, so the original is preserved for investigation. - Revisions. When an authorised edit is made to a sealed record, a new version is created and chained to the original — the sealed record itself is never changed. Every prior version stays viewable, so you can see and export data from any version, not only the latest. Your organisation’s capture policy controls who may revise a record. - Evidence is what feeds the report , the evidence bundle export, the nightly EDI export, and any webhook configured for survey.finalized . - Evidence is tenant-scoped — you only ever see your own organisation’s records, enforced server-side rather than only in the interface. ## Common problems - A record shows a quarantine banner. Its integrity check has failed — the bytes are preserved, not altered, while the discrepancy is investigated. This is rare and should be treated as a priority. - I can’t find an older survey. Use Load older records or search by address/reference rather than scrolling — the initial list only loads the most recent records for speed. - I revised a record and the old version has disappeared. It hasn’t — open Version history on the record to see and export every prior version alongside the current one. Related - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) [Reading a sealed record →](https://housingsurvey.pro/help/evidence-reports/reading-a-sealed-record/) [← Back to evidence, reports and exports](https://housingsurvey.pro/help/evidence-reports/) --- ## Evidence bundles | HousingSurvey Pro help Source: https://housingsurvey.pro/help/evidence-reports/evidence-bundles/ [Help](https://housingsurvey.pro/help/) / [Evidence, reports and exports](https://housingsurvey.pro/help/evidence-reports/) / Evidence bundles # Evidence bundles Who can do this Permission: evidence ≥ 2 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) An evidence bundle is the record’s full proof package — everything a report PDF has, plus the machine-readable data and chain-verification result behind it. ## What it is The bundle is a ZIP built on demand from any sealed record: record.json (the finalized record exactly as stored), canonical.json (the canonical form its hash is actually computed over), chain.json (its chain links, plus a chain-verification result computed fresh at the moment you export — not a cached figure), every photo, and manifest.json (a SHA-256 of every file in the bundle, and bundle metadata). It’s returned as a short-lived signed URL, and the export itself is written to your audit log. ## Before you start Exporting a bundle needs evidence permission at Export level or above. ## How to do it - Open the sealed record in Evidence . - Click Evidence bundle to build and download the ZIP. - Use the signed download link promptly — it stays valid for a short window and is never trusted or re-rendered directly by anything else. - Hand the whole ZIP to whoever needs to independently verify the record — a regulator, a solicitor, or your own compliance team — rather than extracting individual files, so the chain-verification result travels with the record it describes. ## How it integrates The chain is re-verified at the exact moment of export, not read from a cached flag, so chain.json ’s result is as current as the export itself. This never alters or removes the underlying evidence — a bundle is a read-only copy. Unlike the plain report PDF (see The report ), a bundle is built for independent, offline verification rather than for reading — canonical.json is exactly the byte sequence the hash was computed over, so a third party with no HousingSurvey Pro access can recompute the hash themselves and confirm it matches. ## Common problems - The download link has expired. Signed URLs are deliberately short-lived — go back to the record and export the bundle again for a fresh one. - I need this for more than one record at once. Bundles are exported one sealed record at a time; for bulk data across many records, see Exporting data: which export do I want? . - The export control is greyed out. It needs evidence permission at Export level, a higher bar than simply viewing the record. Related - [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) - [What "sealed" and "tamper-evident" mean](https://housingsurvey.pro/help/evidence-reports/what-sealed-and-tamper-evident-mean/) - [Exporting data: which export do I want?](https://housingsurvey.pro/help/evidence-reports/exporting-data-which-export-do-i-want/) [← The report](https://housingsurvey.pro/help/evidence-reports/the-report/) [Correcting a sealed record →](https://housingsurvey.pro/help/evidence-reports/correcting-a-sealed-record/) [← Back to evidence, reports and exports](https://housingsurvey.pro/help/evidence-reports/) --- ## Correcting a sealed record | HousingSurvey Pro help Source: https://housingsurvey.pro/help/evidence-reports/correcting-a-sealed-record/ [Help](https://housingsurvey.pro/help/) / [Evidence, reports and exports](https://housingsurvey.pro/help/evidence-reports/) / Correcting a sealed record # Correcting a sealed record Who can do this Permission: evidence ≥ 2 (withdrawal needs ≥ 3) Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) A sealed record is never edited in place — every correction path either creates a new version or leaves the original exactly as it was, with the change itself recorded alongside it. ## What it is Four distinct actions cover every correction scenario: Revise creates a fresh draft copied from a sealed record, which becomes a new sealed version once re-finalised — the original stays sealed and hash-chained, superseded but never altered. Request deletion applies only to an unfinished draft, not a sealed record, and — unless you have manager-level evidence access — records a request for someone with that access to approve or decline, rather than deleting it outright. Withdraw marks a sealed record as withdrawn with a required reason; the record itself, its hash and its position in the chain are completely untouched, so it remains on file and independently hash-verifiable even after withdrawal. Decline a deletion request removes the request without deleting anything, leaving the draft exactly as it was. ## Before you start Revising a sealed report or acting on a draft-deletion request needs evidence permission at Edit level or above; withdrawing a sealed record needs evidence permission at Module-admin level, a higher bar than the other three. Revision is only available at all if your organisation’s revision policy allows it — a Locked policy forbids revisions outright. ## How to do it - To revise a sealed record, open it in Evidence and choose Revise — this opens a new draft with a required reason, pre-filled from the sealed version but stripped of every seal, chain and sign-off field, ready to be edited and re-finalised as the next version. - To request deletion of your own unfinished draft, open it and choose Request deletion with a reason — someone with manager-level evidence access sees this land as a notification to approve or decline. - To approve or decline a pending deletion request, open the draft from the notification and choose the corresponding action. - To withdraw a sealed record entirely, open it and choose Withdraw , entering a required reason — this is a one-way action; a withdrawn record cannot be un-withdrawn. ## How it integrates A revision’s three lineage fields — lineageId (stable across every version), versionNo (incrementing) and supersedes (the version it replaces) — appear identically on the sealed record, the REST API, the nightly EDI export and the webhook payload, so every consumer of your data can key stored reports the same way and always treat the highest versionNo as current. Withdrawing a sealed record fans the signal out the same way finalising one does: your landlord organisation and, where different, the contractor who performed the work, both hear about it — a withdrawn record is never quietly hidden from a system that already ingested it. Every one of these actions is written to your audit log with the reason attached. ## Common problems - Revise is greyed out. Your organisation’s capture policy is set to Locked — an admin can change this in Settings → Capture policy . - I need to delete a sealed record outright. There is no delete path for a finalized record — withdraw it instead, with a reason; the record stays on file and hash-verifiable, marked as withdrawn. - A surveyor’s deletion request is sitting unresolved. Someone with manager-level evidence access needs to approve or decline it from their notifications — it doesn’t resolve itself. Related - [What "sealed" and "tamper-evident" mean](https://housingsurvey.pro/help/evidence-reports/what-sealed-and-tamper-evident-mean/) - [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) - [Capture policy](https://housingsurvey.pro/help/settings/capture-policy/) - [The audit log](https://housingsurvey.pro/help/evidence-reports/the-audit-log/) [← Evidence bundles](https://housingsurvey.pro/help/evidence-reports/evidence-bundles/) [The audit log →](https://housingsurvey.pro/help/evidence-reports/the-audit-log/) [← Back to evidence, reports and exports](https://housingsurvey.pro/help/evidence-reports/) --- ## Data protection, retention and troubleshooting Source: https://housingsurvey.pro/help/data-protection/ [Help](https://housingsurvey.pro/help/) / Data protection, retention and troubleshooting # Data protection, retention and troubleshooting Exports, deletion, and when something isn't working. - [Exporting everything your organisation holdsA full ZIP of every collection your organisation holds, a photo manifest, and the special-category gate on resident vulnerability triage data.](https://housingsurvey.pro/help/data-protection/exporting-everything-your-organisation-holds/) - [Deleting your own accountWhat's erased when you delete your own account, what's retained on membership records, and why evidence you captured survives.](https://housingsurvey.pro/help/data-protection/deleting-your-own-account/) - [Deleting the organisationThe typed confirmation, the 90-day cancellable window, and exactly what the purge removes once it passes.](https://housingsurvey.pro/help/data-protection/deleting-the-organisation/) - [Automatic housekeepingThe weekly sweep that clears deleted-draft photos, orphaned files and expired EDI exports, and flags — never deletes — an idle contractor shell.](https://housingsurvey.pro/help/data-protection/automatic-housekeeping/) - [Sessions, passwords and 2FAResetting your password, enrolling TOTP or a passkey, and signing out every device at once.](https://housingsurvey.pro/help/data-protection/sessions-passwords-and-2fa/) - [A section is missing or greyed outTelling apart a section hidden by your organisation's configuration from one your installed app build doesn't yet support.](https://housingsurvey.pro/help/data-protection/a-section-is-missing-or-greyed-out/) - [A field is read-only in the field appPortal-fed case fields default to read-only in the field app by design — the toggle that grants a surveyor edit access, field by field.](https://housingsurvey.pro/help/data-protection/a-field-is-read-only-in-the-field-app/) - [A settings change has not reached a survey in progressWhy a capture-policy or app-configuration change doesn't retroactively apply to a survey already open, and when it actually takes effect.](https://housingsurvey.pro/help/data-protection/a-settings-change-has-not-reached-a-survey-in-progress/) - [Sync, upload and photo problemsThe different reasons a photo can be stuck pending, what each one means, and how sealing a job actually depends on the queue clearing.](https://housingsurvey.pro/help/data-protection/sync-upload-and-photo-problems/) - [Emails are not arrivingReading the mail log, the order HousingSurvey Pro tries to send through, and what to check when a test email or a statutory alert doesn't land.](https://housingsurvey.pro/help/data-protection/emails-are-not-arriving/) - [Integration failuresWebhook retries and their six-attempt cap, an SFTP host-key mismatch, an EDI run error, and reading an API rate-limit response.](https://housingsurvey.pro/help/data-protection/integration-failures/) [← All help categories](https://housingsurvey.pro/help/) --- ## Sync, upload and photo problems | HousingSurvey Pro help Source: https://housingsurvey.pro/help/data-protection/sync-upload-and-photo-problems/ [Help](https://housingsurvey.pro/help/) / [Data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) / Sync, upload and photo problems # Sync, upload and photo problems Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) A photo or a survey that says it’s still “pending” is never lost — it’s saved safely on the device — but the reason it’s stuck varies, and the fix is different for each one. This article is the troubleshooting angle on offline capture; see Working offline and syncing for how it works day to day. ## What it is Every photo is fingerprinted and saved to the device the instant it’s captured, before any attempt to upload it — an upload failure never loses the photo itself. A photo that hasn’t uploaded yet carries a pending-upload flag and, if it was captured fully offline and never even attempted an upload, a local-only reference until connectivity returns. Once an upload does fail, the app classifies why: a device security check blocked it, storage rules rejected it, cloud storage is at capacity, your sign-in has expired, you’re genuinely offline, or a cause it can’t otherwise identify — each gets its own explanation rather than one generic “try again.” ## How to do it - Check the photo thumbnail’s own badge — a cloud icon means still uploading normally; a warning triangle means a blocked upload with a specific reason available on tap or hover. - For “your sign-in has expired,” sign out and back in, then retry. - For a device security check or a rules rejection, these are permanent for that attempt — retrying immediately won’t help; closing and reopening the app, or asking a coordinator to record completion from the portal instead, gets you moving again. - For genuinely offline or unclassified failures, keep capturing — the app queues these and finishes automatically the moment signal returns, even if you’ve closed the app in the meantime. ## How it integrates This queue feeds directly into the sealing step for both surveys and works-order completions: a finalise or complete action only succeeds once every required photo genuinely has a real uploaded copy, never a local-only placeholder standing in for one. If uploads are still pending when completing a works order specifically, a permanent failure is surfaced immediately rather than queued; a plausibly temporary one (offline, unknown) queues a deferred completion that finishes itself once the last photo lands — see Completing works . ## Common problems - A photo has been “uploading” for hours. Check the badge for a specific blocked reason rather than assuming it’s just slow — a permanent block (security check, rules, quota) won’t resolve by waiting, however long you leave it. - The app reloaded itself and I lost my place. If this happened right after an update, that’s a one-time safety reload picking up the new version after a stale tab tried to load a file that no longer exists on the server — it only fires once per tab, not repeatedly. - I’m not sure if my survey actually saved before I lost signal. Anything captured is saved to the device immediately regardless of connectivity — check the sync indicator once you’re back online to confirm it’s uploaded, rather than assuming loss. Related - [Working offline and syncing](https://housingsurvey.pro/help/capture-app/working-offline-and-syncing/) - [Photos, geotagging and the photo policy](https://housingsurvey.pro/help/capture-app/photos-geotagging-and-the-photo-policy/) - [Completing works](https://housingsurvey.pro/help/works-orders/completing-works/) [← A settings change has not reached a survey in progress](https://housingsurvey.pro/help/data-protection/a-settings-change-has-not-reached-a-survey-in-progress/) [Emails are not arriving →](https://housingsurvey.pro/help/data-protection/emails-are-not-arriving/) [← Back to data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) --- ## Sessions, passwords and 2FA | HousingSurvey Pro help Source: https://housingsurvey.pro/help/data-protection/sessions-passwords-and-2fa/ [Help](https://housingsurvey.pro/help/) / [Data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) / Sessions, passwords and 2FA # Sessions, passwords and 2FA Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) My account is where you manage your own credentials — password, email, two-factor authentication, passkeys — and sign yourself out everywhere at once. ## What it is Beyond the ordinary profile and password fields, two second-factor options are offered: TOTP (an authenticator app) and passkeys (device biometrics or a hardware key) — either satisfies a second-factor requirement. Manager, org-admin and owner roles have two-factor authentication enforced , not just encouraged; every other role sees a nudge but is never blocked. Sign out everywhere revokes every active session on every device immediately, including this one at its next token refresh. ## Before you start Enrolling a second factor needs a verified email address — if verification failed to send or landed in spam, this page also offers to resend it. ## How to do it - Open Settings → My account . - To enrol TOTP, click Set up 2FA , scan the QR code with your authenticator app, and enter the six-digit code it shows to confirm. - To add a passkey instead, click Add a passkey and follow your device’s own biometric or hardware-key prompt. - To force a fresh sign-in everywhere, click Sign out everywhere — you’ll need to sign back in on this device too. - If a colleague is locked out, an administrator can reset their password or revoke their sessions from Members & seats instead of this page. ## How it integrates A role that requires two-factor authentication is checked at sign-in and again for the platform’s own most sensitive actions — the requirement travels with the role, not with whichever factor you happened to enrol first. Removing your only remaining second factor is refused server-side when your role requires one, so you can’t accidentally lock yourself out of a mandatory requirement — replace it with another factor first, rather than removing the last one outright. An administrator revoking someone else’s sessions, or resetting their password, is a separate, narrower-gated action recorded in the audit log; see Members and seats . ## Common problems - I can’t remove my only 2FA factor. That’s deliberate for a role that requires one — enrol a replacement first, then remove the old one. - My 2FA code is rejected even though I know it’s a live enrolled factor. Sign out and back in — a stale session can carry an out-of-date second-factor claim even though the server-side enrolment itself is fine; this is a session problem, not a reason to remove and re-enrol. - “Sign out everywhere” didn’t seem to affect my current tab. It revokes tokens on their next refresh, not mid-session instantly — you’ll be prompted to sign in again shortly, or on your next action that needs a fresh token. Related - [Members and seats](https://housingsurvey.pro/help/people-permissions/members-and-seats/) - [Deleting your own account](https://housingsurvey.pro/help/data-protection/deleting-your-own-account/) - [SSO end to end](https://housingsurvey.pro/help/integrations/sso-end-to-end/) [← Automatic housekeeping](https://housingsurvey.pro/help/data-protection/automatic-housekeeping/) [A section is missing or greyed out →](https://housingsurvey.pro/help/data-protection/a-section-is-missing-or-greyed-out/) [← Back to data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) --- ## Integration failures | HousingSurvey Pro help Source: https://housingsurvey.pro/help/data-protection/integration-failures/ [Help](https://housingsurvey.pro/help/) / [Data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) / Integration failures # Integration failures Who can do this Permission: settings ≥ 3 Platform plan and above Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Each outbound integration channel fails in its own characteristic way — this is the one place that gathers what each failure actually means and where to look. ## What it is - Webhooks — a delivery that doesn’t get a successful response is retried automatically every 10 minutes, up to six attempts in total, then given up on. A retry can arrive after your endpoint already processed the original delivery, so your own handling needs to treat repeated event ids idempotently. - SFTP — once a server’s host-key fingerprint is pinned on first successful connection, any future connection presenting a different key is refused outright until a human re-confirms it — this is a fail-closed design, not a bug, since it’s exactly the same signal a genuine compromise would produce. - EDI — a nightly run that errors writes its own run record marked as an error rather than failing silently; the run history shows exactly which day failed and why. - The REST API — a client that exceeds its rate limit gets a mapped response naming the limit and when it resets, rather than a generic failure. ## How to do it - For a repeatedly failing webhook, use Send test event under API & webhooks to isolate whether your endpoint is reachable and returning a success status at all, independent of production traffic. - For an SFTP fingerprint mismatch, verify the new host key with your own IT team out of band before re-pinning — never re-pin purely because the old one stopped matching. - For an EDI run error, open the run in your EDI history and re-run it for that date range once the underlying cause (typically a connectivity or credential issue at your SFTP destination) is fixed. - For a rate-limited API client, read the response’s limit and reset time and back off accordingly — retrying immediately just consumes more of the same budget. ## How it integrates None of these failure modes touch your underlying evidence or case data — a failed webhook delivery, a blocked SFTP connection, or a rate-limited API call all fail closed, never partially, and never as a silent data loss. Every delivery, connection test and pull is logged to its own activity feed (SFTP) or run history (EDI), so a failure investigation always has its own trail independent of asking anyone what happened. ## Common problems - A webhook worked for months and then stopped. Check whether your endpoint’s certificate expired, or your firewall rules changed — deliveries originate from europe-west2 and need to reach your endpoint over the public internet without being blocked. - SFTP fails at the handshake with a fingerprint mismatch after your provider did routine maintenance. That can be a legitimate re-key on their side — confirm the new fingerprint with them directly before re-pinning, rather than assuming compromise or assuming it’s safe. - My integration exceeded its rate limit during a legitimate bulk operation. Space out requests rather than retrying in a tight loop — the response tells you exactly when the limit resets. Related - [Webhooks](https://housingsurvey.pro/help/integrations/webhooks/) - [Sending and pulling files over SFTP](https://housingsurvey.pro/help/integrations/sftp-servers/) - [The REST API](https://housingsurvey.pro/help/integrations/the-rest-api/) [← Emails are not arriving](https://housingsurvey.pro/help/data-protection/emails-are-not-arriving/) [← Back to data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) --- ## Exporting everything your organisation holds Source: https://housingsurvey.pro/help/data-protection/exporting-everything-your-organisation-holds/ [Help](https://housingsurvey.pro/help/) / [Data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) / Exporting everything your organisation holds # Exporting everything your organisation holds Who can do this Permission: audit ≥ 3 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) One export builds a complete, signed ZIP of everything your organisation holds in HousingSurvey Pro — every collection, as JSON, plus a manifest of every photo’s storage path. ## What it is The export walks your organisation’s own record, members, contractor grants, audit events, capture-configuration overrides, EDI runs, notifications and billing history, plus every survey, work order and property your organisation owns, and writes each as its own JSON file inside one ZIP. A photo manifest lists every photo’s storage path and capture fingerprint rather than embedding the images themselves — the originals stay in evidence bundles or reachable via the API. Resident vulnerability and safeguarding triage answers — special-category personal data — are included only when you personally clear the same manager-or-above bar the triage feature itself is gated on; if you don’t, that file is left out of the ZIP entirely rather than included empty or redacted. ## Before you start This export needs Module-admin (level 3) access to Audit specifically — a higher bar than the Settings level that opens the Data & exports page at all. ## How to do it - Open Settings → Data & exports . - Click Export organisation data (GDPR) . - Wait for the ZIP to build — a signed download link opens automatically once it’s ready and stays valid for around 15 minutes. - Re-run the export any time; there’s no fixed limit beyond a shared per-organisation rate budget guarding against rapid repeated requests. ## How it integrates The export never alters or removes anything it reads — sealed evidence has no edit or delete path in the first place, so exporting it changes nothing about the underlying record. It sits alongside, and is distinct from, an evidence bundle (a single sealed record’s own chain-verified ZIP, see Evidence bundles ) and the nightly EDI and BigQuery exports — this is the only one that pulls literally everything your organisation owns into a single file. Every export attempt is written to your audit log. ## Common problems - The resident-triage file is missing from my export. That’s expected if you don’t hold manager-or-above access yourself — the export honestly omits it rather than including a suspiciously empty file; ask an administrator who holds that access to run it instead. - The download link has expired. It’s only valid for around 15 minutes — re-run the export for a fresh one. - I can’t find “Export organisation data” on the page at all. It needs Module-admin access to Audit, not just ordinary Settings access — check your Audit permission level with an org-admin. Related - [Data and exports](https://housingsurvey.pro/help/settings/data-and-exports/) - [Evidence bundles](https://housingsurvey.pro/help/evidence-reports/evidence-bundles/) - [Deleting the organisation](https://housingsurvey.pro/help/data-protection/deleting-the-organisation/) [Deleting your own account →](https://housingsurvey.pro/help/data-protection/deleting-your-own-account/) [← Back to data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) --- ## Emails are not arriving | HousingSurvey Pro help Source: https://housingsurvey.pro/help/data-protection/emails-are-not-arriving/ [Help](https://housingsurvey.pro/help/) / [Data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) / Emails are not arriving # Emails are not arriving Who can do this Permission: members ≥ 1 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) When an email doesn’t arrive — a statutory alert, a resident letter, an invoice, a test send — Mail log is the first place to check, before assuming anything is broken. ## What it is Every email attempt your organisation’s own mailers make is recorded, whether it sent, failed, or is pending — searchable by recipient, kind and status, with a link through to the job it relates to where relevant. Sending itself tries your own configured SMTP server first, then an optional platform relay fallback, and if neither is configured, an email alert is skipped silently — the in-portal alert centre still fires regardless, since that channel never depends on email at all. ## How to do it - Open Settings → Mail log and search for the recipient, kind, or job you’re checking. - If nothing appears at all for a send you expected, check whether SMTP is configured under Notifications and SMTP in the first place — with none configured, no attempt is even logged. - If an entry shows failed , check your SMTP host, port and encryption settings, and your own mail provider’s sent-mail log — the underlying failure reason isn’t always visible from this side. - Use Send test email under Notifications and SMTP to confirm delivery to your own signed-in address before assuming a wider problem. ## How it integrates Mail log has no backfill — it only records mail sent since your organisation first configured a mail path, so an email genuinely sent before that point will never appear here, and that’s not a fault. A fallback-relay retry, when one occurs, is logged alongside the original failed attempt rather than replacing it, so you can see both sides of what happened to a single message. Statutory deadline alerts are the one case where this matters most for visibility: the statutory sweep always writes to your audit log and alert centre regardless of email delivery — email is an additional channel, never the only record that a deadline event happened. ## Common problems - Statutory alerts never arrive by email, and we never set up SMTP. That’s expected, not a fault — configure SMTP under Notifications to also receive these by email; the alert centre already shows every deadline event either way. - A resident letter shows “sent” in Mail log but the resident says nothing arrived. Check their spam folder and confirm the address on file is correct — a “sent” status means HousingSurvey Pro’s send attempt succeeded at your mail server’s side, not that the resident has necessarily seen it. - I can’t find Mail log at all. It needs Members module view access — a narrower bar than most of Settings, so check that specific permission rather than assuming you need broader Settings access. Related - [Notifications and SMTP](https://housingsurvey.pro/help/settings/notifications-and-smtp/) - [Mail log](https://housingsurvey.pro/help/settings/mail-log/) - [Deadline alerts and escalation](https://housingsurvey.pro/help/awaabs-law/deadline-alerts-and-escalation/) [← Sync, upload and photo problems](https://housingsurvey.pro/help/data-protection/sync-upload-and-photo-problems/) [Integration failures →](https://housingsurvey.pro/help/data-protection/integration-failures/) [← Back to data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) --- ## Deleting your own account | HousingSurvey Pro help Source: https://housingsurvey.pro/help/data-protection/deleting-your-own-account/ [Help](https://housingsurvey.pro/help/) / [Data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) / Deleting your own account # Deleting your own account Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Any signed-in person can erase their own account, self-service, from every organisation they belong to — with no ticket and no waiting period. ## What it is Deleting your account redacts your personal details — display name and email — on every membership record you hold across every organisation you’re a member of, marks each disabled, deletes your personal calendar-feed token, and then deletes your sign-in account outright. Sealed evidence you created is not deleted along with it: a finalised survey or remediation record you captured survives, keyed only by your account’s opaque identifier, never by your name or email once those have been redacted from your membership record. ## How to do it - Open My account under Settings. - Choose Delete my account and confirm. - You’re signed out immediately once it completes — the action can’t be undone or reversed afterwards. ## How it integrates This is an account action, not an organisation action — it runs the same way whether you belong to one organisation or several, and needs no one else’s approval. It’s distinct from an organisation deleting itself (see Deleting the organisation ) and from a manager simply removing your membership — either of those is something someone else does to your access; this is something only you can do, to your own account, everywhere it exists. Your evidence records surviving under an opaque identifier is a deliberate choice, not an oversight: their value as evidence would be undermined if they could quietly vanish because the person who captured them separately deleted their own sign-in. ## Common problems - I deleted my account but a survey I captured still shows a record. That’s expected — the sealed record survives keyed by your account’s opaque id; your name and email are redacted from your membership record, not stripped from evidence that’s already been finalised. - I want to delete my account but keep working under a different email. There’s no merge or transfer path — deletion is final; if you need continued access, ask an administrator to update your email on your membership record instead of deleting the account. - Someone else deleted my account, apparently by mistake. They couldn’t have — this action only ever operates on the signed-in caller’s own account; check whether an administrator instead removed your organisation membership, which is a separate, reversible action. Related - [Deleting the organisation](https://housingsurvey.pro/help/data-protection/deleting-the-organisation/) - [Sessions, passwords and 2FA](https://housingsurvey.pro/help/data-protection/sessions-passwords-and-2fa/) - [What "sealed" and "tamper-evident" mean](https://housingsurvey.pro/help/evidence-reports/what-sealed-and-tamper-evident-mean/) [← Exporting everything your organisation holds](https://housingsurvey.pro/help/data-protection/exporting-everything-your-organisation-holds/) [Deleting the organisation →](https://housingsurvey.pro/help/data-protection/deleting-the-organisation/) [← Back to data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) --- ## Deleting the organisation | HousingSurvey Pro help Source: https://housingsurvey.pro/help/data-protection/deleting-the-organisation/ [Help](https://housingsurvey.pro/help/) / [Data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) / Deleting the organisation # Deleting the organisation Who can do this Permission: settings ≥ 2 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Deleting the organisation is a two-step, self-service action — typed confirmation now, a 90-day cancellable window, then a permanent purge — with no ticket and no waiting for anyone at ProSurvey Apps. ## What it is Requesting deletion schedules your organisation for permanent erasure 90 days out. Nothing is removed immediately — every survey, work order, property, member and sealed record stays exactly as it was for the whole window, and you can keep working normally throughout it, though doing so isn’t the point: this is a countdown to erasure, not a suspension. Cancelling at any point before the window ends stops it completely, with nothing lost. ## Before you start Requesting deletion needs you to be the organisation’s literal Owner — an org-admin, even with full Settings access, cannot request or cancel it. Running a full data export first is worth doing before you request deletion, since the purge is permanent once the window passes — see Exporting everything your organisation holds . ## How to do it - Open Settings → Data & exports . - Type your organisation’s exact name to confirm, then click Request organisation deletion . - To change your mind at any point in the 90 days, return to the same page and click Cancel deletion request — this fully reverses the schedule, with nothing left in a partial state. - Once the window passes, the purge runs automatically on the next scheduled sweep — there’s nothing further to do. ## How it integrates The purge removes your organisation’s Firestore records and Storage files together — every survey, work order, property, member record, contractor grant, notification and configuration override — and releases any SSO domain claim your organisation held, so that domain can be claimed by a different organisation afterwards. Audit history from before the purge is not retained under your organisation once it’s gone — it’s erased along with everything else, since there’s no organisation left for it to describe. This is genuinely different from an individual deleting their own account (see Deleting your own account ), which redacts one person’s details without touching the organisation itself. ## Common problems - I can’t find “Request organisation deletion” anywhere. It’s shown only to the account’s literal Owner, on the Data & exports page — an org-admin doesn’t see it, even with full Settings access. - I typed the organisation name and it was refused. It must match exactly, including case and punctuation — copy it from your organisation’s own name under General settings rather than retyping it. - I requested deletion by mistake and I’m worried it’s already run. Check the page for a Cancel deletion request option — it stays available for the full 90 days; if you can still see the request pending, it hasn’t run yet. Related - [Data and exports](https://housingsurvey.pro/help/settings/data-and-exports/) - [Exporting everything your organisation holds](https://housingsurvey.pro/help/data-protection/exporting-everything-your-organisation-holds/) - [Deleting your own account](https://housingsurvey.pro/help/data-protection/deleting-your-own-account/) [← Deleting your own account](https://housingsurvey.pro/help/data-protection/deleting-your-own-account/) [Automatic housekeeping →](https://housingsurvey.pro/help/data-protection/automatic-housekeeping/) [← Back to data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) --- ## Automatic housekeeping | HousingSurvey Pro help Source: https://housingsurvey.pro/help/data-protection/automatic-housekeeping/ [Help](https://housingsurvey.pro/help/) / [Data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) / Automatic housekeeping # Automatic housekeeping Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) A weekly automatic sweep clears residue that deletion actions elsewhere don’t touch directly — deleted-draft photos, orphaned files, and EDI exports past their retention window. ## What it is Four housekeeping effects your organisation may notice, none of which need any action from you: a deleted draft survey’s photos and heavy content are cleared from storage roughly 30 days after deletion, while a stripped-down record — id, deletion reason, timestamps — is kept as history; any storage file left behind by an interrupted upload against a since-deleted draft is cleaned up alongside it; an unclaimed contractor shell that’s sat idle for 180 days with no work ever assigned to it is flagged to the landlord who created it for review, never auto-deleted; and EDI export files older than 90 days are deleted from storage, while the run record itself — day, record count, trigger — is kept and shown as expired rather than downloadable. ## How to do it There is nothing to configure or trigger — this runs automatically, every week, in the background. The only visible effects are the four described above. ## How it integrates None of this touches sealed evidence — a finalised survey or remediation record is never affected by any of these sweeps; the only route to removing sealed evidence at all is deleting the whole organisation (see Deleting the organisation ). A deleted draft’s tombstone — the stripped-down record kept as history — is what “cleared” means in every article that uses the word: the heavy content and photos are gone, but the record’s existence, its deletion reason, and who deleted it are not. That is not the same claim as the record being recorded as zero, or as never having existed. ## Common problems - I deleted a draft weeks ago and its photos still show as pending in an old export or link. Check the age against roughly 30 days — before that point, deletion has been recorded but the housekeeping sweep that actually clears the storage files hasn’t run yet. - An EDI export file from months ago won’t download anymore. Files past 90 days are removed from storage automatically; the run itself still shows in your EDI history, marked as expired, as a record that it happened. - A contractor we added but never actually used got flagged as idle. That’s expected once 180 days pass with no work assigned to it — it’s a review prompt, not a removal; claim it, assign it work, or remove it yourself if it’s no longer needed. Related - [Deleting the organisation](https://housingsurvey.pro/help/data-protection/deleting-the-organisation/) - [Correcting a sealed record](https://housingsurvey.pro/help/evidence-reports/correcting-a-sealed-record/) - [The nightly EDI export](https://housingsurvey.pro/help/integrations/the-nightly-edi-export/) [← Deleting the organisation](https://housingsurvey.pro/help/data-protection/deleting-the-organisation/) [Sessions, passwords and 2FA →](https://housingsurvey.pro/help/data-protection/sessions-passwords-and-2fa/) [← Back to data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) --- ## A settings change has not reached a survey in progress Source: https://housingsurvey.pro/help/data-protection/a-settings-change-has-not-reached-a-survey-in-progress/ [Help](https://housingsurvey.pro/help/) / [Data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) / A settings change has not reached a survey in progress # A settings change has not reached a survey in progress Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) A configuration change made from the portal is live for the next survey a surveyor opens — not necessarily for one they already have open on their device. ## What it is The field app reads its configuration live from the server for each of your organisation’s relevant scopes (organisation-wide, per-member, per-contractor-organisation, per-job) the moment a survey is opened, and keeps listening for changes while it’s open. Whether a mid-survey change is picked up depends on what changed and when the app last actually reconnected to hear it — a device that’s gone offline mid-survey, in particular, is working from whatever it last received before it lost signal. ## How to do it - If you need a change to definitely apply to a specific survey, make the change before the surveyor opens it, rather than relying on it reaching one already in progress. - If a surveyor is already mid-survey and needs the new configuration, ask them to close and reopen the survey — this forces a fresh read. - Check the surveyor’s connectivity if a change genuinely doesn’t seem to be landing — an offline device can’t hear a live configuration change until it reconnects. ## How it integrates This is the same layered configuration described in A section is missing or greyed out — organisation defaults, hazard profile, and scoped overrides — just viewed from the timing angle rather than the “why is this hidden” angle. It’s a deliberate design choice, not a bug: a surveyor mid-inspection having a section or field silently change shape under them, without reopening anything, would be more disruptive than a short delay in a change reaching them. ## Common problems - I changed a hazard section toggle and a surveyor already in the property doesn’t see it. Ask them to close and reopen the survey — the change is real and will apply on the next open. - A change reached one surveyor but not another doing a similar job. Check whether a per-member or per-contractor scoped override is in play for one of them — a change to the organisation-wide default doesn’t override a more specific scoped setting. - The surveyor is offline and I need this change to apply before they finish. It can’t reach a genuinely offline device — it will apply automatically once they reconnect and reopen the survey, but not before. Related - [A section is missing or greyed out](https://housingsurvey.pro/help/data-protection/a-section-is-missing-or-greyed-out/) - [A field is read-only in the field app](https://housingsurvey.pro/help/data-protection/a-field-is-read-only-in-the-field-app/) - [Working offline and syncing](https://housingsurvey.pro/help/capture-app/working-offline-and-syncing/) [← A field is read-only in the field app](https://housingsurvey.pro/help/data-protection/a-field-is-read-only-in-the-field-app/) [Sync, upload and photo problems →](https://housingsurvey.pro/help/data-protection/sync-upload-and-photo-problems/) [← Back to data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) --- ## A section is missing or greyed out | HousingSurvey Pro help Source: https://housingsurvey.pro/help/data-protection/a-section-is-missing-or-greyed-out/ [Help](https://housingsurvey.pro/help/) / [Data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) / A section is missing or greyed out # A section is missing or greyed out Who can do this Permission: settings ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) A wizard section that’s missing or greyed out almost always traces to one of three things — configuration, permissions, or an out-of-date app build — and each has its own fix. ## What it is App configuration sets every hazard-specific section to one of three states per hazard type: on , off , or inherit from the organisation-wide default. A small, fixed set of sections can never be turned off at all, regardless of configuration — the ones every hazard type structurally depends on. Separately, a section can be unavailable simply because the signed-in person’s permission level doesn’t grant it, or because their installed app build predates a section that’s since been added. ## How to do it - Check Settings → App configuration → Hazards first — find the specific hazard type and confirm the section’s toggle for it, and check whether an org-wide default is being inherited rather than overridden per-hazard. - If configuration looks correct, check the person’s own permission level under Granular permissions — a section can be configured on and still not render for someone without the module access it needs. - If both look right, check the app build — an out-of-date install can genuinely predate a section that’s since shipped; updating the app resolves this, where a configuration change cannot. ## How it integrates Configuration is layered — organisation-wide defaults, then a per-hazard profile, then scoped overrides for a specific member, contractor organisation, or job — and the field app resolves all of them together for each survey it opens. A hidden section is never a data-loss risk: hiding a section stops it appearing for new entry, it doesn’t delete anything already recorded in it on an existing record. ## Common problems - A section is visible to me but not to a colleague doing the exact same job. Check their permission level specifically, and whether a per-member scoped override is narrowing what they see beyond the org-wide default. - I turned a section on and it still doesn’t show in the field app. Check the app has actually re-synced its configuration — closing and reopening the survey, or the app itself, forces a fresh read; a survey already open when you made the change won’t pick it up straight away — see A settings change has not reached a survey in progress . - A section is missing that I’m sure should always be there. A small set of sections are structurally mandatory for every hazard type and can’t be hidden by configuration at all — if one of those is missing, that points to an app-build issue, not a settings one. Related - [App configuration: Hazards](https://housingsurvey.pro/help/settings/app-configuration-hazards/) - [A field is read-only in the field app](https://housingsurvey.pro/help/data-protection/a-field-is-read-only-in-the-field-app/) - [Granular permissions](https://housingsurvey.pro/help/people-permissions/granular-permissions/) [← Sessions, passwords and 2FA](https://housingsurvey.pro/help/data-protection/sessions-passwords-and-2fa/) [A field is read-only in the field app →](https://housingsurvey.pro/help/data-protection/a-field-is-read-only-in-the-field-app/) [← Back to data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) --- ## A field is read-only in the field app | HousingSurvey Pro help Source: https://housingsurvey.pro/help/data-protection/a-field-is-read-only-in-the-field-app/ [Help](https://housingsurvey.pro/help/) / [Data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) / A field is read-only in the field app # A field is read-only in the field app Who can do this Permission: settings ≥ 2 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Fields the office sets on a job — tenant contact details, the property address, the report title and scope — show read-only in the field app by default; nothing here restricts further than that default, it only grants specific edit access on top of it. ## What it is Capture policy lists each portal-fed case field with its own toggle: leave it locked (the default) and the surveyor sees it read-only, exactly as the office entered it; turn it surveyor-editable and a surveyor may correct it on site for that field going forward. This sits alongside — and layers on top of — the section-visibility rules in App configuration; a field can be visible and still locked. ## Before you start Changing these toggles needs organisation-admin access to Settings. ## How to do it - Open Settings → Capture policy . - Find Portal-fed case fields — surveyor override and turn on editing for the specific field that needs it. - Changes apply to every surveyor immediately — there’s no per-device configuration to push out separately. ## How it integrates This sits alongside two other locks worth distinguishing: the date of survey field, which is auto-set and locked by its own separate toggle (for catch-up entry of paper surveys done on a different day), and the date of report , which is never editable by anyone, since it’s stamped automatically the moment a report is sealed. None of these toggles affect who can edit the case at the office end — a manager or coordinator with Work-orders edit access can always correct these fields from the portal; the toggles here only govern the field app. ## Common problems - A surveyor says they can’t fix an obviously wrong tenant name on site. Check whether that field’s override is switched on under Capture policy — if it’s still locked, correct it from the portal instead, or turn on editing for that field. - I turned on editing for a field, but a surveyor already mid-survey still can’t edit it. See A settings change has not reached a survey in progress — a change here applies going forward, not necessarily to a survey already open. - I want surveyors to be able to fix the report title but nothing else. Turn on editing for that one field only — each toggle is independent; turning one on doesn’t grant editing on the others. Related - [Capture policy](https://housingsurvey.pro/help/settings/capture-policy/) - [A section is missing or greyed out](https://housingsurvey.pro/help/data-protection/a-section-is-missing-or-greyed-out/) - [Raising a survey: the New survey form](https://housingsurvey.pro/help/surveys/raising-a-survey/) [← A section is missing or greyed out](https://housingsurvey.pro/help/data-protection/a-section-is-missing-or-greyed-out/) [A settings change has not reached a survey in progress →](https://housingsurvey.pro/help/data-protection/a-settings-change-has-not-reached-a-survey-in-progress/) [← Back to data protection, retention and troubleshooting](https://housingsurvey.pro/help/data-protection/) --- ## Contractors | HousingSurvey Pro help Source: https://housingsurvey.pro/help/contractors/ [Help](https://housingsurvey.pro/help/) / Contractors # Contractors Managing your supply chain. - [The contractor directoryAdding a contractor, the two add paths, what the status chips mean, and how an unclaimed shell becomes an active account.](https://housingsurvey.pro/help/contractors/contractor-directory/) - [Adding a contractor: external firm vs in-house surveyorThe one fork every add starts with, and the very different account each side of it creates.](https://housingsurvey.pro/help/contractors/adding-a-contractor-external-firm-vs-in-house-contractor-surveyor/) - [Invite codes and grantsGenerating, resending and revoking an invite; redeeming one as the contractor; and what a grant actually permits.](https://housingsurvey.pro/help/contractors/invite-codes-and-grants/) - [Dispatching work to a contractorWhat a contractor sees once you send them a job, what they never see, and the lapsed-insurance warning that follows them.](https://housingsurvey.pro/help/contractors/dispatching-work-to-a-contractor/) - [If you are the contractor organisationJoining a landlord with an invite code, your first sign-in on landlord-issued credentials, and claiming an unclaimed account as your own.](https://housingsurvey.pro/help/contractors/if-you-are-the-contractor-organisation/) [← All help categories](https://housingsurvey.pro/help/) --- ## Invite codes and grants | HousingSurvey Pro help Source: https://housingsurvey.pro/help/contractors/invite-codes-and-grants/ [Help](https://housingsurvey.pro/help/) / [Contractors](https://housingsurvey.pro/help/contractors/) / Invite codes and grants # Invite codes and grants Who can do this Permission: contractors ≥ 3 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Adding an external firm without an existing organisation ID generates an invite code — an HSP-XXXXXXXX string that the contractor redeems from their own account to bind the relationship. This article covers the whole lifecycle of that code, and the grant underneath it. ## What it is A contractor grant is the landlord-side record of one contractor relationship: its status (invited, active or suspended), what evidence access it carries, and — while unclaimed — the invite code itself. Work orders are sendable the moment the grant exists, whether or not the contractor has redeemed anything yet; redeeming the code only binds the relationship to their own organisation, it doesn’t unlock anything that was blocked before. ## How to do it - When you add an external firm without linking an existing organisation, the invite code appears on screen once and again on the contractor’s own card afterwards. - Share the code with the contractor directly — there’s no separate invite email unless you supplied a contact email when adding them. - If it hasn’t been redeemed yet, select Resend to email it again (only available once, with a contact email on file), or Revoke to withdraw the outstanding invite — the contractor relationship and its “Unclaimed” status remain, only the invite itself is withdrawn. - To suspend an already-active contractor, open their entry and set its status to Suspended — no new work orders can be sent until you reactivate it. - As the contractor, redeem the code from Settings → API & webhooks → Join a landlord (visible only to a contractor-kind organisation) by entering it and selecting Redeem code . ## How it integrates Redeeming a code only succeeds from a genuine contractor-kind organisation with module-admin access to Contractors on their own side — it binds that organisation’s id onto the grant and clears the code so it can’t be reused. Every grant, invite, resend, revoke and redemption is written to the audit log on both sides of the relationship. Evidence access on a grant defaults to own records — a contractor only ever sees evidence for work you’ve sent them, never your wider register; setting it to none removes even that. ## Common problems - The contractor says the code doesn’t work. Codes are single-use and case-sensitive in format ( HSP- followed by eight characters) — check it hasn’t already been redeemed, or that it wasn’t mistyped. - I revoked an invite by mistake. The contractor entry itself is untouched — add a fresh invite or reissue credentials from the same entry rather than starting over. - A suspended contractor still shows old work orders. Suspending only blocks new dispatch — work already sent to them before suspension isn’t recalled or hidden. Related - [Adding a contractor: external firm vs in-house surveyor](https://housingsurvey.pro/help/contractors/adding-a-contractor-external-firm-vs-in-house-contractor-surveyor/) - [The contractor directory](https://housingsurvey.pro/help/contractors/contractor-directory/) - [If you are the contractor organisation](https://housingsurvey.pro/help/contractors/if-you-are-the-contractor-organisation/) [← Adding a contractor: external firm vs in-house surveyor](https://housingsurvey.pro/help/contractors/adding-a-contractor-external-firm-vs-in-house-contractor-surveyor/) [Dispatching work to a contractor →](https://housingsurvey.pro/help/contractors/dispatching-work-to-a-contractor/) [← Back to contractors](https://housingsurvey.pro/help/contractors/) --- ## If you are the contractor organisation | HousingSurvey Pro help Source: https://housingsurvey.pro/help/contractors/if-you-are-the-contractor-organisation/ [Help](https://housingsurvey.pro/help/) / [Contractors](https://housingsurvey.pro/help/contractors/) / If you are the contractor organisation # If you are the contractor organisation Who can do this Permission: contractors ≥ 3 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) If a landlord using the platform has added you as a contractor, you get here one of two ways: you set up your own organisation and redeem an invite code, or the landlord issued you a sign-in directly. This article covers both, and the one-time steps each involves. ## What it is If you already run (or are willing to set up) your own organisation, you redeem the landlord’s invite code from inside it — your organisation stays entirely your own, ring-fenced from theirs. If instead the landlord generated a sign-in for you directly, you’re signing in to a shell organisation they created — unclaimed until you add and verify your own email address, at which point it becomes genuinely and permanently yours; the landlord can no longer revoke or regenerate its credentials once that happens. ## How to do it - If you have your own organisation: sign in, open Settings → API & webhooks , find Join a landlord , enter the code exactly as given ( HSP-XXXXXXXX ), and select Redeem code . - If the landlord issued you a sign-in: sign in with the email and password they gave you. You’ll be asked to Choose your own password before you can do anything else — set one at least 12 characters long and confirm it. - To make the account genuinely yours, open Settings → My account and add and verify your own real email address, replacing any placeholder one the landlord’s system generated. - Once verified, sign out and back in — the account claims itself automatically at that point. - From here on, work the landlord sends you exactly as you would any other job: it appears in your Jobs list, ready to assign to your own surveyors. ## How it integrates Claiming a landlord-issued shell is a one-way step: once your verified real email is on the account, the landlord who created it loses the ability to revoke or regenerate its credentials — an independent business can’t be locked out of its own account by the landlord who set it up. If more than one landlord adds the same contractor independently, each relationship is tracked separately and all of them flip to reflect the claim once it happens. Redeeming an invite code, by contrast, never creates or changes account ownership at all — it only binds an already-independent organisation to a landlord’s grant. ## Common problems - My password change is refused with “this sign-in has gone stale.” Sign out and back in with the credentials you were originally given, then try the password change again. - I added my real email but the account still shows as landlord-issued. It only claims itself once that email is verified — check for a verification email (including spam) and confirm it before signing out and back in. - The invite code is rejected. Codes are single-use and case-sensitive — confirm it hasn’t already been redeemed, and that you’re redeeming it from a genuine contractor-kind organisation, not a landlord one. Related - [Invite codes and grants](https://housingsurvey.pro/help/contractors/invite-codes-and-grants/) - [Adding a contractor: external firm vs in-house surveyor](https://housingsurvey.pro/help/contractors/adding-a-contractor-external-firm-vs-in-house-contractor-surveyor/) - [Creating your organisation](https://housingsurvey.pro/help/getting-started/creating-your-organisation/) [← Dispatching work to a contractor](https://housingsurvey.pro/help/contractors/dispatching-work-to-a-contractor/) [← Back to contractors](https://housingsurvey.pro/help/contractors/) --- ## Dispatching work to a contractor | HousingSurvey Pro help Source: https://housingsurvey.pro/help/contractors/dispatching-work-to-a-contractor/ [Help](https://housingsurvey.pro/help/) / [Contractors](https://housingsurvey.pro/help/contractors/) / Dispatching work to a contractor # Dispatching work to a contractor Who can do this Permission: workOrders ≥ 2 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Raising a survey or works order asks who’s carrying it out: one of your own people, or a contractor organisation. Choosing a contractor sends the job to their side of the platform, not yours. ## What it is Assigning to a contractor is exclusive with assigning to your own surveyor at the point of creation — a job goes to one or the other, never both at once. Once sent, it appears in the contractor’s own Jobs list against their own active grant; their own manager then assigns it to one of their own surveyors or operatives, exactly as you would with your own team. A contractor never sees your property register, your other contractors, or any evidence beyond what’s attached to the jobs you’ve actually sent them. ## How to do it - When raising a survey or works order, choose Send to contractor instead of assigning to your own surveyor, and pick the contractor from your directory. - Confirm the contractor’s status shows Active before sending — an unclaimed or invited contractor can still receive work, but check their card if anything looks off. - Watch for an amber or red insurance/accreditation warning on the contractor’s card before dispatching anything time-sensitive — it doesn’t block sending, but it’s worth a second look. - Track the job exactly as you would one of your own — it appears in your Jobs tab with the contractor’s name against it, and its stage updates as their team works it. ## How it integrates The system re-checks that an active grant genuinely exists for the chosen contractor at the moment a job is created — if a grant was revoked or removed since you last looked, the create fails closed rather than silently binding to a stale relationship. A job assigned to a contractor can still end up with both a contractor organisation and an individual assignee set once their own surveyor claims it — that’s expected, not a data error. Insurance and accreditation expiry warnings live entirely on the Contractors directory (see The contractor directory ); dispatch itself is never blocked by an expired credential, since only your organisation’s own judgement should decide whether to proceed. ## Common problems - I can’t find a contractor in the assignment picker. Only contractors with an active grant appear — check their status under Contractors ; a suspended contractor is excluded until reactivated. - The contractor says they never received the job. Confirm the grant is active and check the job’s assignment detail — a grant that was revoked after the job was created can leave it visibly assigned but the relationship no longer live. - A job is assigned to both a contractor and one of our own surveyors. That’s not possible at creation — it can only happen because the contractor’s own surveyor later claimed a job that was also, separately, still showing your own surveyor from before it was farmed out; check the job’s history. Related - [The contractor directory](https://housingsurvey.pro/help/contractors/contractor-directory/) - [Assigning a survey](https://housingsurvey.pro/help/surveys/assigning-a-survey/) - [Raising a works order](https://housingsurvey.pro/help/works-orders/raising-a-works-order/) [← Invite codes and grants](https://housingsurvey.pro/help/contractors/invite-codes-and-grants/) [If you are the contractor organisation →](https://housingsurvey.pro/help/contractors/if-you-are-the-contractor-organisation/) [← Back to contractors](https://housingsurvey.pro/help/contractors/) --- ## The contractor directory | HousingSurvey Pro help Source: https://housingsurvey.pro/help/contractors/contractor-directory/ [Help](https://housingsurvey.pro/help/) / [Contractors](https://housingsurvey.pro/help/contractors/) / The contractor directory # The contractor directory Who can do this Permission: contractors ≥ 1 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Contractors is your supply-chain directory: every contractor you work with, their trades, insurance and accreditation, and one entry point for adding them — however much detail you have on day one. ## What it is Every contractor you add is its own separate organisation on the platform, ring-fenced from yours — they only ever see the work you send them, never your stock or another contractor’s evidence. Adding a contractor never blocks you from dispatching work to them immediately, whatever stage their own account is at. ## Before you start Adding a contractor requires member-management permission. ## How to do it - Open Contractors from the sidebar and click + Add contractor . - Choose whether this is an external firm (they run their own organisation, or you set one up for them) or an in-house contractor surveyor (a sub-contractor with no account of their own, who signs in as one of your own surveyors and consumes one of your surveyor seats). - For an external firm, enter the company name — email and phone are optional — and save. The contractor appears in your list immediately, and work orders can be sent to them straight away. - Add full company detail — trades, regions, insurance and accreditation expiry dates, which drive automatic expiry warnings — at any time by opening the entry and editing it. - To bulk-load your supply chain, use Import CSV from the toolbar. ## How it integrates An external firm you add without full detail carries a status chip that tracks its lifecycle: Chip Meaning Unclaimed You added them (name only, or with credentials issued); nobody at the contractor has taken the account over yet. Work orders still send normally. Invited — awaiting validation You added them with an email address and they’ve been sent an invite. Work orders still send normally. Credentials issued — unclaimed You generated a sign-in for them to use directly; they haven’t yet claimed the account as their own. Active A contractor running their own account, linked to yours. Suspended You suspended them — no new work orders can be sent until you reactivate. A contractor claims their shell by signing in, adding and verifying their own email under Settings → My account , and signing in again — at which point the account becomes theirs alone and you can no longer revoke or regenerate its credentials. You can hold at most 25 unclaimed shells at once; claimed contractors don’t count towards that limit. Every add, invite, credential and claim action lands in your organisation’s audit log. ## Common problems - I need to send work today but the contractor hasn’t set up their account. You don’t need to wait — a blind add (name only) or issued credentials both let you dispatch work immediately. - The contractor’s “email” bounces or they never check it. Use Issue sign-in credentials instead of an email invite — it generates a sign-in you hand to them directly, with no email sent. - I can’t revoke a contractor’s credentials any more. Once they’ve claimed the account with their own verified email, revoke and regenerate are refused — an independent business can’t be locked out of its own account by the landlord who created the shell. Related - [Raising a survey: the New survey form](https://housingsurvey.pro/help/surveys/raising-a-survey/) - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) [Adding a contractor: external firm vs in-house surveyor →](https://housingsurvey.pro/help/contractors/adding-a-contractor-external-firm-vs-in-house-contractor-surveyor/) [← Back to contractors](https://housingsurvey.pro/help/contractors/) --- ## Adding a contractor: external firm vs in-house surveyor Source: https://housingsurvey.pro/help/contractors/adding-a-contractor-external-firm-vs-in-house-contractor-surveyor/ [Help](https://housingsurvey.pro/help/) / [Contractors](https://housingsurvey.pro/help/contractors/) / Adding a contractor: external firm vs in-house surveyor # Adding a contractor: external firm vs in-house surveyor Who can do this Permission: contractors ≥ 3 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Selecting + Add contractor asks one question first: is this an external firm that runs its own organisation, or an in-house contractor surveyor who works for you? The two paths create genuinely different kinds of account. ## What it is External firm — they use HSP creates a separate contractor organisation, ring-fenced from yours — they manage their own surveyors, insurance and accreditation records, and only ever see the work you send them. In-house contractor surveyor — they work for you is for a sub-contractor with no account of their own: you create their sign-in directly inside your own organisation, they sign in as one of your own surveyors, and their work consumes one of your surveyor seats. There’s no invite, subscription or claim step for this second path at all — more than one surveyor can share the same contractor firm label. ## Before you start Both paths need module-admin access to Contractors; adding an in-house contractor surveyor also needs member-management permission, since it creates a real sign-in. ## How to do it - Open Contractors and select + Add contractor . - Choose External firm or In-house contractor surveyor . - For an external firm, enter the company name (email/phone optional) and save — see Invite codes and grants for what happens next. - For an in-house contractor surveyor, enter their name and the contractor firm they work for, then select Add contractor surveyor . - Copy the generated password shown once on screen and hand it to them directly — it’s never stored or shown again. ## How it integrates An in-house contractor surveyor is checked against your licensed surveyor-seat count before the account is created, exactly like any other surveyor invite — see Seats: what is billed and what is free . Their sign-in is flagged internally so their firm label is visible on the Contractors screen even though, everywhere else in the portal, they behave exactly like any other surveyor of yours: same job list, same evidence rules, same app. An external firm, by contrast, never becomes a member of your organisation at all — see Invite codes and grants for how that relationship is bound instead. ## Common problems - I need more than one surveyor for the same in-house contractor. Add each one separately with the same contractor firm label — the portal groups them together automatically. - Adding an in-house contractor surveyor fails with “no seats available”. You’re at your licensed surveyor-seat limit — add seats on the Billing page or free one up first, same as any other surveyor invite. - I want the contractor to eventually run their own account instead. That’s the external-firm path, not this one — an in-house contractor surveyor’s sign-in always stays inside your organisation and can’t be converted later. Related - [The contractor directory](https://housingsurvey.pro/help/contractors/contractor-directory/) - [Invite codes and grants](https://housingsurvey.pro/help/contractors/invite-codes-and-grants/) - [Seats: what is billed and what is free](https://housingsurvey.pro/help/people-permissions/seats-what-is-billed-and-what-is-free/) [← The contractor directory](https://housingsurvey.pro/help/contractors/contractor-directory/) [Invite codes and grants →](https://housingsurvey.pro/help/contractors/invite-codes-and-grants/) [← Back to contractors](https://housingsurvey.pro/help/contractors/) --- ## The capture app | HousingSurvey Pro help Source: https://housingsurvey.pro/help/capture-app/ [Help](https://housingsurvey.pro/help/) / The capture app # The capture app I'm the surveyor on site. - [Installing and signing inSigning in to the capture app by email or by tenant login, and switching between organisations if you carry out work for more than one.](https://housingsurvey.pro/help/capture-app/installing-and-signing-in/) - [Your job listWhat appears on your home screen, the statutory summary, search and filters, and logging an access attempt or a note for the office.](https://housingsurvey.pro/help/capture-app/your-job-list/) - [Working offline and syncingWhat works with no signal, what needs a connection, and how sealed evidence stays tamper-evident whether it syncs immediately or hours later.](https://housingsurvey.pro/help/capture-app/working-offline-and-syncing/) - [Photos, geotagging and the photo policyHow a photo is timestamped, hashed and geotagged at capture, the GPS gate, and your organisation's photo policy for hazard findings.](https://housingsurvey.pro/help/capture-app/photos-geotagging-and-the-photo-policy/) - [Survey details and resident intake in the appWhat the first wizard step shows in the field — what's editable, what's pushed from the office, and why.](https://housingsurvey.pro/help/capture-app/survey-details-and-resident-intake-in-the-app/) - [Outside the building: weather, soil, drainage and external analysisThe three outdoor wizard steps — recorded weather and orientation, soil and drainage, and the external elevations of the property.](https://housingsurvey.pro/help/capture-app/outside-the-building/) - [Rooms, readings and psychrometricsAdding a room, the readings you take, the calculated psychrometric values, ventilation detail and the mould risk matrix.](https://housingsurvey.pro/help/capture-app/rooms-readings-and-psychrometrics/) - [Condensation and U-value analysisThe Glaser-method interstitial condensation and U-value screening tool: what it calculates, the standards it cites, and its limits.](https://housingsurvey.pro/help/capture-app/condensation-and-u-value-analysis/) - [Floor plans, EPC, narrative review and executive summaryThe four wrap-up steps before conclusions: drawing or AR-scanning a floor plan, EPC details, reviewing report narrative, and the summary.](https://housingsurvey.pro/help/capture-app/floor-plans-epc-narrative-review-and-executive-summary/) - [Remedial recommendations and scope of worksRecording your remedial outcomes, then picking priced scope-of-works items from your organisation's rate catalogue — you never enter a price.](https://housingsurvey.pro/help/capture-app/remedial-recommendations-and-scope-of-works/) - [Sign-off and finalisingSigning off as surveyor, the resident's signature or a recorded decline, the requirements check, and what Finalise actually does.](https://housingsurvey.pro/help/capture-app/sign-off-and-finalising/) - [Voice dictationDictating into any free-text field using your device's own speech recognition, and what it needs on iOS specifically.](https://housingsurvey.pro/help/capture-app/voice-dictation/) - [In-app settings, the survey guide, and reference materialThe Settings screen's real scope, the workflow guide, the offline standards reference, and viewing a sealed record on your device.](https://housingsurvey.pro/help/capture-app/app-settings-guide-regulations-and-sealed-records/) - [The operative's works-jobs experienceWhat an operative sees in the app instead of the survey wizard, and what completing a works job requires: a GPS fix and at least one photo.](https://housingsurvey.pro/help/capture-app/the-operatives-works-jobs-experience/) - [Running a survey, hazard by hazardHow a survey flows on-site from opening an assigned job to sealing the evidence, and how the modules differ by hazard type.](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) [← All help categories](https://housingsurvey.pro/help/) --- ## Your job list | HousingSurvey Pro help Source: https://housingsurvey.pro/help/capture-app/your-job-list/ [Help](https://housingsurvey.pro/help/) / [The capture app](https://housingsurvey.pro/help/capture-app/) / Your job list # Your job list Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Your home screen brings together everything assigned to you — jobs, your own past records, and an at-a-glance view of anything running against a statutory deadline. ## What it is Your jobs lists surveys and works orders assigned to you, each showing its due state and, where it carries one, the Awaab’s Law countdown. Above that, a compact statutory summary lists every one of your active jobs with a statutory deadline and its next outstanding stage, so an overdue case never gets lost simply because it’s fallen out of the main list’s recency window. Below your jobs, Recent records lists your own past surveys with search and a Draft/Sealed filter — sealed records are marked with a lock. A sync-status line under the header tells you honestly whether you’re looking at a live, up-to-date view or an offline copy still waiting to sync. Unless your organisation has switched it off, a hero button lets you start an ad-hoc survey with no assigned job behind it — useful for a genuine walk-up finding. Where that’s disabled, you only ever work jobs pushed to you from the office. ## How to do it - Open the app to see Your jobs and Recent records on your home screen. - Tap a job to open it. If the job carries a scope of survey or a required-rooms list, you’ll see it as a one-time briefing before you start. - Use the search box and Draft/Sealed filter under Recent records to find a specific past survey by address or reference. - From a job card, use Can’t gain access? to log a failed visit or appointment outcome, or Log a note for the office for anything operationally useful that isn’t survey evidence — see No access: recording attempts . - Pull down to refresh — this also retries any photo uploads still waiting for a connection. - Tap the Calendar button above Your jobs to get a subscribable feed URL for your assigned jobs and their deadlines. ## How it integrates The statutory summary reads from an uncapped, status-scoped feed specifically so a case that’s gone quiet for a while never silently drops out of it, unlike the main jobs list, which is capped for performance and pages in older jobs on demand. A job’s scope-of-survey and required-rooms briefing is the same content a manager set on the job in Raising a survey , shown once per job open, not repeated on every visit. Recent records only shows your own surveys — see Your job list in the operative’s case for the equivalent, works-only view if you don’t hold evidence-read access. ## Common problems - A job I was told about isn’t showing. Confirm you’re signed into the correct organisation profile, and that it’s actually been assigned to you rather than left unassigned or sent to a contractor. - I can’t start a new survey from the home button. Self-report may be switched off for your organisation — open an assigned job instead, or ask an admin about Settings → Capture policy . - The statutory summary is empty. It only lists active jobs that carry a statutory deadline — a job with none, or one where every stage is already met, is correctly excluded. Related - [Installing and signing in](https://housingsurvey.pro/help/capture-app/installing-and-signing-in/) - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) - [No access: recording attempts](https://housingsurvey.pro/help/surveys/recording-access-attempts/) - [Deadline alerts and escalation](https://housingsurvey.pro/help/awaabs-law/deadline-alerts-and-escalation/) [← Installing and signing in](https://housingsurvey.pro/help/capture-app/installing-and-signing-in/) [Working offline and syncing →](https://housingsurvey.pro/help/capture-app/working-offline-and-syncing/) [← Back to the capture app](https://housingsurvey.pro/help/capture-app/) --- ## Working offline and syncing | HousingSurvey Pro help Source: https://housingsurvey.pro/help/capture-app/working-offline-and-syncing/ [Help](https://housingsurvey.pro/help/) / [The capture app](https://housingsurvey.pro/help/capture-app/) / Working offline and syncing # Working offline and syncing Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Properties don’t always have reliable signal, so the capture app is offline-first: day-to-day capture works with no connection, and data syncs automatically once you’re back online. ## What it is Once you’ve signed in for the first time, the app stores your work on the device as you go. Readings, photos, notes, module assessments and sign-off all work with no signal — nothing is lost if the app closes or the device loses power. When a connection returns, completed evidence syncs to the management portal in the background. ## Before you start Your first sign-in on a device needs a connection. After that, day-to-day capture is offline-capable. ## How to do it - Open your job as normal — no connection is required to view an already-synced job or to continue working on a draft. - Work through the survey’s modules, add photos and readings, and save as you go. Everything is written to the device immediately. - Where a lookup can’t run offline — weather, soil or EPC auto-fill — enter the value manually; it’s recorded as manually entered rather than blocked. - When you’re ready to finalise, make sure you have a connection: sealing a record is a server-authoritative action, not a queued write. If you tap Finalise with no connection, your work stays safely on the device — reconnect and tap it again to seal. - Once sealed, the record syncs to the portal’s Evidence area automatically. ## How it integrates - On-device calculations — psychrometrics, HHSRS scoring, condensation and ventilation checks — run on the device with no server round-trip, so they’re available offline too. - Sealing is computed twice. The SHA-256 hash and chain link are computed on-device by the same logic the server uses, then re-verified by the server on upload — so a record is already tamper-evident before it syncs, and nothing is trusted blindly on arrival. - Photos are hashed and fingerprinted locally with their EXIF timestamp, and uploaded when connectivity allows; the hash anchors each image to its record regardless of when the upload completes. - Because capture doesn’t depend on the backend, an outage elsewhere in the platform never stops a surveyor collecting evidence on-site. ## Common problems - A photo shows as pending. It’s captured and hashed on the device but hasn’t uploaded yet — it will upload automatically once you have a connection; it is not lost. - Finalise doesn’t seem to do anything. Check your connection — finalising needs one. Your entered data is unaffected either way. - A lookup field is blank. Weather, soil and EPC auto-fill need a connection; enter the value directly and continue. Related - [Installing and signing in](https://housingsurvey.pro/help/capture-app/installing-and-signing-in/) - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) - [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) [← Your job list](https://housingsurvey.pro/help/capture-app/your-job-list/) [Photos, geotagging and the photo policy →](https://housingsurvey.pro/help/capture-app/photos-geotagging-and-the-photo-policy/) [← Back to the capture app](https://housingsurvey.pro/help/capture-app/) --- ## Voice dictation | HousingSurvey Pro help Source: https://housingsurvey.pro/help/capture-app/voice-dictation/ [Help](https://housingsurvey.pro/help/) / [The capture app](https://housingsurvey.pro/help/capture-app/) / Voice dictation # Voice dictation Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Most free-text fields in the wizard carry a microphone button for dictating instead of typing — your device’s own speech recognition, not an AI feature. ## What it is Dictation uses your device’s built-in speech-to-text: the native speech recognition engine on the installed app, or your browser’s own speech recognition when using the app on the web. It converts speech to text on the device (or through your platform’s own recognition service); it does not send anything to an AI model. The mic button appears beside single-line fields and pinned inside multi-line text boxes across most of the wizard’s observation, description and recommendation fields. ## Before you start On iOS, dictation needs the installed app build that includes the speech-recognition plugin and microphone permission granted — the web version of speech recognition doesn’t work reliably inside the app’s iOS webview, which is why a build without that plugin shows no working mic at all rather than a broken one. ## How to do it - Tap the microphone icon next to or inside the field you want to dictate into. - Speak — the button turns red and the field shows “Listening…” while you talk. - Tap the button again to stop. Only your finished words are added to the field; nothing appears while you’re still speaking. - Continue typing or editing normally — dictation just adds text, it doesn’t take over the field. ## How it integrates Dictated text lands in the field exactly as if you’d typed it — it’s not tagged or treated differently anywhere downstream, including when it later goes through AI polish on fields that offer it. ## Common problems - The mic button isn’t there at all. Either this field doesn’t offer dictation, or your device has no working speech recognition available — on iOS specifically, check you’re on a build that includes the speech plugin. - I get a permission error. Grant microphone access in your device’s settings for the app, then try again. - Nothing was added after I spoke. Only a final, committed transcript gets added — if you stopped mid-sentence or the recognition produced nothing usable, try again and pause briefly before tapping stop. Related - [Rooms, readings and psychrometrics](https://housingsurvey.pro/help/capture-app/rooms-readings-and-psychrometrics/) - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) [← Sign-off and finalising](https://housingsurvey.pro/help/capture-app/sign-off-and-finalising/) [In-app settings, the survey guide, and reference material →](https://housingsurvey.pro/help/capture-app/app-settings-guide-regulations-and-sealed-records/) [← Back to the capture app](https://housingsurvey.pro/help/capture-app/) --- ## The operative's works-jobs experience | HousingSurvey Pro help Source: https://housingsurvey.pro/help/capture-app/the-operatives-works-jobs-experience/ [Help](https://housingsurvey.pro/help/) / [The capture app](https://housingsurvey.pro/help/capture-app/) / The operative's works-jobs experience # The operative's works-jobs experience Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) An operative’s app is deliberately stripped down to one job: works orders assigned to them, with no survey wizard, no evidence browsing, and no self-report option. ## What it is Signing in as an operative shows My works jobs instead of a surveyor’s job list — a home screen with only Home and Settings in the bottom navigation, no centre “start capture” button, because operatives don’t self-report surveys. Each job shows its progress through scheduled, started, completed and verified, plus, where the job came from a survey rather than being raised directly, a stage rail and a read-only snapshot of the findings to be remediated — the operative’s only view into the source survey, not the full record. Completing a job needs exactly two things: a GPS fix confirming you’re at the property, and at least one after-photo , timestamped and fingerprinted the same way survey evidence is. No signature or note is required. If a photo is still uploading when you tap complete, the app doesn’t force you to wait — it queues the completion locally and finishes it automatically in the background the moment the upload succeeds, whether that’s seconds later or after you’ve closed the app and reopened it with a signal. ## How to do it - Open My works jobs and tap the job you’re on site for. - Review the findings-to-remediate snapshot, where the job has one, or the plain scope-of-works text for a direct works order. - When the work is done, tap Complete job , confirm your GPS fix, and add at least one after-photo. - Submit. If a photo is still uploading, the job shows as Finishing until it completes automatically. ## How it integrates A completion that’s genuinely failed to reach the server — for example, a permission or quota problem rather than a temporary connectivity issue — shows as Needs attention with a clear reason and a retry option, rather than being silently dropped or endlessly retried. A queued completion retries automatically when you get a connection back or reopen the app, with no action needed from you. Once complete, the job feeds the same case-lifecycle verification step described in The case lifecycle end to end . ## Common problems - I can’t find the survey wizard. Operatives don’t have access to it — your role only works works orders; a coordinator can complete a job on your behalf from the portal if genuinely needed. - Complete job is greyed out. You need both a successful GPS fix and at least one photo added before it activates. - The job says “Finishing” and hasn’t updated in a while. That’s normal while a photo finishes uploading in the background — it completes automatically; only a “Needs attention” state means something needs your input. Related - [Installing and signing in](https://housingsurvey.pro/help/capture-app/installing-and-signing-in/) - [Working offline and syncing](https://housingsurvey.pro/help/capture-app/working-offline-and-syncing/) - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) [← In-app settings, the survey guide, and reference material](https://housingsurvey.pro/help/capture-app/app-settings-guide-regulations-and-sealed-records/) [Running a survey, hazard by hazard →](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) [← Back to the capture app](https://housingsurvey.pro/help/capture-app/) --- ## Survey details and resident intake in the app Source: https://housingsurvey.pro/help/capture-app/survey-details-and-resident-intake-in-the-app/ [Help](https://housingsurvey.pro/help/) / [The capture app](https://housingsurvey.pro/help/capture-app/) / Survey details and resident intake in the app # Survey details and resident intake in the app Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) The wizard’s first step brings together the property details the office already knows and the resident information they’ve captured — most of it read-only by default, because it was already set before you arrived. ## What it is Survey Details shows the property’s address, and where set, the reference number, report title and dates — fields pushed from the office when the job was raised. Resident shows any resident-intake information already on file: reason for inspection, household details, contact preferences and preferred language. Whether you can edit any of these on-device, rather than only view them, is controlled centrally by your organisation, not by you. ## Before you start Editing a normally read-only field here needs your organisation to have granted surveyor edit access to that specific field in Capture policy — most organisations start with these locked. ## How to do it - Open the job — Survey Details is the first card in the wizard. - Review the address and any report details already set; edit them only if the field shows as editable and something is genuinely wrong. - Review Resident for context set by the office — reason for inspection, any household or access notes, and preferred language. - Add or correct resident details here if your organisation allows editing them from the field, or flag a correction to the office via Log a note for the office if it doesn’t. ## How it integrates These fields are the same ones a manager set (or left blank) in Raising a survey and Resident intake — nothing here is app-only data; it all reads from and, where editable, writes back to the same job record the portal shows. A field left read-only in the field app isn’t broken — it’s a deliberate control so the version of the truth the office set doesn’t drift by accident once a job is out with a surveyor. ## Common problems - The address is wrong and I can’t fix it. Address is one of the fields Capture policy locks by default — flag it to the office rather than trying to edit around it; they can correct the property record directly. - A resident detail I need to add has no input field. Some resident-intake fields may not be surfaced for editing on-device even where the section is visible — add it as a case note instead, or ask the office to update it. - The report title/reference looks out of date. These are set by the office when the job was raised or later from the drawer; correcting them in the field only works if that field has been unlocked for surveyors. Related - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) - [Resident intake](https://housingsurvey.pro/help/surveys/resident-intake/) - [Capture policy](https://housingsurvey.pro/help/settings/capture-policy/) [← Photos, geotagging and the photo policy](https://housingsurvey.pro/help/capture-app/photos-geotagging-and-the-photo-policy/) [Outside the building: weather, soil, drainage and external analysis →](https://housingsurvey.pro/help/capture-app/outside-the-building/) [← Back to the capture app](https://housingsurvey.pro/help/capture-app/) --- ## Sign-off and finalising | HousingSurvey Pro help Source: https://housingsurvey.pro/help/capture-app/sign-off-and-finalising/ [Help](https://housingsurvey.pro/help/) / [The capture app](https://housingsurvey.pro/help/capture-app/) / Sign-off and finalising # Sign-off and finalising Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Sign-off is the last step before sealing: your own signature, the resident’s where your organisation captures one, and a final check that nothing required was missed. ## What it is Your sign-off shows your name and accreditations read-only from your organisation profile, alongside your organisation’s own attestation wording, which you sign but don’t edit. You can draw a signature or upload an image, and save it to your profile as a default for next time. Tenant sign-off , where your organisation has it enabled, opens a separate full-screen signing surface so the resident can sign without being able to see any of your findings. If they’re not present or decline, you record that with a short reason instead — this is never a reason a survey can’t be sealed; it’s simply recorded honestly. If any required room wasn’t captured, a requirements check asks for a reason before you can proceed — the same check the office would otherwise chase you for later. ## How to do it - Open Sign-off , review your organisation’s attestation, and add your signature. - Where tenant sign-off applies, hand the device to the resident (or explain why you’re marking it declined or unavailable, with a short reason). - If prompted by the requirements check, add a reason for each required room you didn’t get to, then continue. - Tap Finalise . This needs a live connection — it’s a server action, not something that queues offline. ## How it integrates Finalising checks, on the server, that the survey has a GPS fix, no photos still stuck mid-upload, your organisation’s hazard-photo policy satisfied, and a recorded reason for any missed required room — then it seals the record: it computes and stores a hash chained to the property’s previous sealed record, and the survey can no longer be edited directly. This is what makes a record tamper-evident — any later alteration would break the chain and be detected, not something the platform claims is impossible to attempt. Finalising also starts or updates the property’s statutory clock where the job has one, and notifies your organisation’s integrations (webhooks, if configured) that a new record exists. A finalised record can later be revised into a fresh, clearly linked correction if something genuinely needs fixing — see The evidence register — but the original stays exactly as it was sealed. ## Common problems - Finalise doesn’t seem to do anything. Check your connection — it needs one. Nothing you’ve entered is affected either way, and your work stays safely on the device until you can finalise. - The resident declined to sign and I’m worried that’ll block sealing. It won’t — a recorded decline with a reason is a valid, honest outcome, not a blocker. - I’m asked for a reason for a room I genuinely couldn’t access. Give the real reason (for example, “tenant refused access”) and continue — this is the intended path for a room you couldn’t reach, not a dead end. Related - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) - [Working offline and syncing](https://housingsurvey.pro/help/capture-app/working-offline-and-syncing/) - [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) [← Remedial recommendations and scope of works](https://housingsurvey.pro/help/capture-app/remedial-recommendations-and-scope-of-works/) [Voice dictation →](https://housingsurvey.pro/help/capture-app/voice-dictation/) [← Back to the capture app](https://housingsurvey.pro/help/capture-app/) --- ## Running a survey, hazard by hazard | HousingSurvey Pro help Source: https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/ [Help](https://housingsurvey.pro/help/) / [The capture app](https://housingsurvey.pro/help/capture-app/) / Running a survey, hazard by hazard # Running a survey, hazard by hazard Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) How a surveyor completes a survey on-site, from opening an assigned job to sealing the evidence. Which modules you see depends on the job’s hazard type and your organisation’s own configuration. ## What it is Every job opens onto a survey dashboard — a hub of module cards, each showing its own live status. You can work through the cards in any order; a Next button also walks you through them in sequence. Which cards appear is set by the job’s hazard type (chosen by the office when the job is raised) combined with your organisation’s App configuration . ## Before you start Where your organisation records resident vulnerability or safeguarding information, or a scope of survey for the job, these appear as a read-only briefing the first time you open the job — read them before you start; declining to acknowledge an optional briefing never blocks you from continuing. ## How to do it - Open your job from the inbox and, where your organisation requires it, capture a GPS fix on-site — editing is only allowed while you’re at the property if this is switched on. - Work through the modules. Each card opens a full-screen module; add photos as you go — they’re timestamped and fingerprinted at capture. - Complete any required rooms. A live progress indicator tracks required rooms where they’ve been set for the job; finishing without them all complete still lets you proceed with a recorded reason. - Pick your scope of works and costs. After recording your remedial recommendations, choose items and quantities from your organisation’s own rate catalogue (or describe the work in plain text if no catalogue is loaded yet) — you never enter a price yourself. - Sign off. Add your own signature and, where tenant signatures are enabled, the resident’s — or mark it declined or unavailable. - Finalise. This checks the required steps are complete, then seals the record — it can no longer be edited, and it syncs to the portal as evidence. ## How it integrates Damp & mould and excess cold share the full room-by-room survey: property and resident details, weather and external conditions, soil and drainage, per-room readings and psychrominetric diagnostics, condensation risk, HHSRS scoring, floor plan, a narrative review, remedial recommendations, scope of works and sign-off. Asbestos, indoor air quality and radon are each their own smaller, purpose-built wizard: - Asbestos records a per-item register entry — location, material, presumed or sampled — rather than a room-by-room survey. A lab result, once received, is added later by revising the finalised record. - Indoor air quality records room-by-room instrument readings against reference bands, alongside a separate carbon monoxide alarm checklist. - Radon records a single detector deployment per property; the lab-reported result is added later, the same way as an asbestos result, by revising the finalised survey. Whichever hazard type, finalising is what creates the sealed record in Evidence , starts or updates the relevant statutory clock, and — where a scope of works was picked — carries costed lines through to the works order. ## Common problems - A module I expect isn’t there. Sections are switched on or off per hazard type in your organisation’s App configuration — ask an admin to check Settings → App configuration → Hazards . - A field is read-only. Some fields are pushed from the office (the property address, a resident brief) and are deliberately not editable in the field. - I can’t see prices while picking scope of works items. Whether surveyors see prices while picking is a management-only setting; office and the report always show prices regardless. Related - [Installing and signing in](https://housingsurvey.pro/help/capture-app/installing-and-signing-in/) - [Working offline and syncing](https://housingsurvey.pro/help/capture-app/working-offline-and-syncing/) - [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) - [Repair rates: importing your Schedule of Rates catalogue](https://housingsurvey.pro/help/works-orders/repair-rates-catalogue/) [← The operative's works-jobs experience](https://housingsurvey.pro/help/capture-app/the-operatives-works-jobs-experience/) [← Back to the capture app](https://housingsurvey.pro/help/capture-app/) --- ## Rooms, readings and psychrometrics | HousingSurvey Pro help Source: https://housingsurvey.pro/help/capture-app/rooms-readings-and-psychrometrics/ [Help](https://housingsurvey.pro/help/) / [The capture app](https://housingsurvey.pro/help/capture-app/) / Rooms, readings and psychrometrics # Rooms, readings and psychrometrics Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Room Analysis is where most of a damp & mould survey’s evidence is captured: one card per room, each carrying its own readings, checklist, and photos. ## What it is Adding a room opens a card for Relative humidity (%) , Temperature , and Surface temperature , plus a Water Activity (aw) value, from which the app calculates Dew Point , Vapour Pressure , Absolute Humidity and Mixing Ratio — the standard set of psychrometric values used to judge condensation risk, calculated on-device with no server round-trip. Water activity above roughly 0.70 is the threshold generally understood to support mould growth. A ventilation-adequacy check, plus optional detail on room volume, extraction type and rate, and background/purge ventilation, sits alongside the readings. A defect checklist (cracked walls, poor drainage, leaking pipes, insufficient insulation, cold bridging, and more) and a photo section, using the same photo pipeline as everywhere else, complete each room. The Environmental Sensitivity Matrix (mould risk matrix) is a separate, explicitly-labelled simulation : it projects surface relative humidity across a range of temperature shifts while holding the room’s current moisture level constant, colour-banding each projected value from green through to red/severe. It’s a way of visualising how sensitive a room is to a temperature drop, not a second measurement. ## How to do it - Add a room and name it. - Enter your readings — relative humidity, temperature, surface temperature, and water activity if you’re taking it. - Review the calculated psychrometric values that appear alongside your readings. - Tick any relevant items on the defect checklist, and complete the ventilation-adequacy check and, where enabled, the extended ventilation detail. - Add photos for any hazard finding — required if your organisation’s photo policy applies. - Review the mould risk matrix if you want to see how sensitive the room’s projected surface RH is to a temperature change. - Repeat for each room in scope, including any your organisation has marked as required. ## How it integrates Room readings feed directly into the survey’s overall condensation analysis and, for damp & mould, the HHSRS scoring — see Condensation and U-value analysis . The defect checklist is shared between room and external findings, so the same vocabulary applies whichever you’re recording against. Photos attached to a room finding follow your organisation’s photo policy exactly as described in Photos, geotagging and the photo policy . ## Common problems - I don’t see the extended ventilation fields. They’re an org-level setting (on by default) — ask an admin if you expected them and they’re missing. - The mould risk matrix shows a severe band and I’m not sure what that means. It’s a projection, not a live reading — a red/severe band means the room’s current moisture level would put surface humidity into mould-favourable territory if the temperature dropped by that much, useful context alongside your actual readings, not a replacement for them. - A required room is missing from my list. Required rooms are set by the office when the job was raised — check the job’s briefing shown when you first opened it, or ask the office to confirm. Related - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) - [Condensation and U-value analysis](https://housingsurvey.pro/help/capture-app/condensation-and-u-value-analysis/) - [Photos, geotagging and the photo policy](https://housingsurvey.pro/help/capture-app/photos-geotagging-and-the-photo-policy/) [← Outside the building: weather, soil, drainage and external analysis](https://housingsurvey.pro/help/capture-app/outside-the-building/) [Condensation and U-value analysis →](https://housingsurvey.pro/help/capture-app/condensation-and-u-value-analysis/) [← Back to the capture app](https://housingsurvey.pro/help/capture-app/) --- ## Remedial recommendations and scope of works Source: https://housingsurvey.pro/help/capture-app/remedial-recommendations-and-scope-of-works/ [Help](https://housingsurvey.pro/help/) / [The capture app](https://housingsurvey.pro/help/capture-app/) / Remedial recommendations and scope of works # Remedial recommendations and scope of works Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Two steps turn your findings into a plan: Remedial Outcomes records your professional conclusions, and Scope of Works & Costs turns any recommended work into a priced schedule — one you select from a catalogue, never one you price yourself. ## What it is Remedial Outcomes is a checklist of seven outcome types you can combine: works required (with what, where, and a priority), further investigation required, pass to or refer to a contractor or handyman, monitor or re-inspect on a set date, temporary rehousing needed, mould wash-down requested, or no remedial action required. Ticking “Works required” and describing the work carries it straight through to Scope of Works — you don’t need to re-type it there. Scope of Works & Costs is where you build the priced schedule. You search your organisation’s rate catalogue and pick items with a quantity and an optional note; if no catalogue is configured, you can add a plain description and quantity instead, for a manager to price later. You pick items — you never type a price. Whether prices are even shown to you while picking is a separate organisation setting; if it’s off, the office and the report still show them, just not your screen while you work. ## Before you start Picking catalogue items needs your organisation to have a rate catalogue configured; without one you can still record a description and quantity. ## How to do it - Open Remedial Outcomes and tick every outcome that applies — most surveys need only one or two. - For “Works required”, describe the work, where it applies, and how urgent it is. - Open Scope of Works & Costs . Anything already described under “Works required” appears here automatically — review it, and remove any line that doesn’t belong (it won’t reappear once removed). - Search and add further catalogue items as needed, with quantity and an optional note. - If no catalogue is loaded, add a free-text description and quantity instead. ## How it integrates Scope of Works items carry through to the works order once the case moves into works — see Repair rates catalogue for how your organisation manages the rates themselves. “Monitor / re-inspect” with a date drives office scheduling directly; decant and mould wash-down outcomes write straight onto the linked job for the office to see immediately. None of this is priced by you — pricing sits with the catalogue and, where no catalogue item exists, with the office afterwards. ## Common problems - An item I removed from Scope of Works keeps looking like it should come back. It won’t — a removed auto-imported line is marked dismissed, not deleted outright, so it stays gone even if you add more detail under Remedial Outcomes afterwards. - I can’t see any prices while picking items. That’s an organisation setting, not a fault — the office and the printed report always show them regardless. - There’s no catalogue item close to what I need. Add a free-text description and quantity — a manager can price it on the portal afterwards. Related - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) - [Sign-off and finalising](https://housingsurvey.pro/help/capture-app/sign-off-and-finalising/) - [Repair rates: importing your Schedule of Rates catalogue](https://housingsurvey.pro/help/works-orders/repair-rates-catalogue/) [← Floor plans, EPC, narrative review and executive summary](https://housingsurvey.pro/help/capture-app/floor-plans-epc-narrative-review-and-executive-summary/) [Sign-off and finalising →](https://housingsurvey.pro/help/capture-app/sign-off-and-finalising/) [← Back to the capture app](https://housingsurvey.pro/help/capture-app/) --- ## Photos, geotagging and the photo policy | HousingSurvey Pro help Source: https://housingsurvey.pro/help/capture-app/photos-geotagging-and-the-photo-policy/ [Help](https://housingsurvey.pro/help/) / [The capture app](https://housingsurvey.pro/help/capture-app/) / Photos, geotagging and the photo policy # Photos, geotagging and the photo policy Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Every photo you add to a survey goes through the same pipeline, whatever step you’re on: it’s timestamped, geotagged where possible, and fingerprinted before it’s saved — nothing about that is optional. ## What it is When you add a photo, the app resolves its true capture time (from the image’s own EXIF data if present, otherwise honestly recorded as the moment it was attached), visibly burns that timestamp into the image itself, then computes a fingerprint hash of the finished file. That hash is what anchors the photo to your record — it isn’t a cosmetic badge, it’s part of what gets checked later. Location works the same way: a photo’s own EXIF GPS data is used first. Only when you take a picture live with the camera (never a gallery pick) and the image has no EXIF location does the app fall back to the device’s own GPS. Either way, a photo is never blocked, delayed or dropped for lack of a location — a missing geotag is recorded as honestly absent. Separately, opening or finalising a job requires its own GPS fix confirming you’re at the property — this “GPS gate” is a different check from a photo’s own geotag, and it’s a hard requirement on any production build; there’s no way past a failed fix other than getting one. ## Before you start Where your organisation has switched on Require photos for hazards , you can’t seal a survey while any room or external finding recording a real hazard (anything other than “no visible” for that hazard) has no photo attached. ## How to do it - Add a photo from any step that offers it — camera or gallery. - Check the burned-in timestamp on the thumbnail; if it looks wrong, it’s honestly reflecting what the file itself carried, not a bug. - Where a location was resolved, it shows against the photo automatically — there’s nothing to set manually. - If you try to finish a survey with a hazard finding that has no photo and your organisation requires one, you’ll see exactly which findings need a photo before you can seal — go back to each and add one, then finish again. ## How it integrates The same photo pipeline is used everywhere a photo is captured in this app — room and external findings, access attempts, and works-order after-photos — so a photo’s evidential weight is identical whichever screen it came from. The photo-policy check is re-verified server-side when you finalise, so it can never be bypassed by a client-side quirk. See The evidence register for how a photo’s fingerprint feeds into the record’s overall hash chain and how that chain is later verified. ## Common problems - A photo shows as pending. It’s captured and fingerprinted on the device but hasn’t uploaded yet — it uploads automatically once you have a connection; nothing is lost. - The GPS fix won’t acquire. Check location permission is granted and you have a clear view of the sky if you’re indoors near a window; there’s a retry option, but no way to proceed without a fix on a production build. - I’m blocked from finishing because of the photo policy. Add at least one photo to every hazard finding listed in the message — this is working as designed, not a bug. Related - [Working offline and syncing](https://housingsurvey.pro/help/capture-app/working-offline-and-syncing/) - [Rooms, readings and psychrometrics](https://housingsurvey.pro/help/capture-app/rooms-readings-and-psychrometrics/) - [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) [← Working offline and syncing](https://housingsurvey.pro/help/capture-app/working-offline-and-syncing/) [Survey details and resident intake in the app →](https://housingsurvey.pro/help/capture-app/survey-details-and-resident-intake-in-the-app/) [← Back to the capture app](https://housingsurvey.pro/help/capture-app/) --- ## Outside the building: weather, soil, drainage and external Source: https://housingsurvey.pro/help/capture-app/outside-the-building/ [Help](https://housingsurvey.pro/help/) / [The capture app](https://housingsurvey.pro/help/capture-app/) / Outside the building: weather, soil, drainage and external analysis # Outside the building: weather, soil, drainage and external analysis Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Before you get to rooms, three steps record the property’s outdoor context — weather at the time of survey, ground conditions, and each external elevation. ## What it is Weather & Orientation records recent and current weather conditions at the property, auto-filled from an online lookup where you have a connection, with manual entry always available as a fallback. Soil & Drainage records ground type, drainage features and any visible external moisture indicators — likewise auto-filled where a lookup is available, manual otherwise. External Analysis is where you record each elevation of the property individually — findings, defects and photos per elevation, the same defect-checklist and photo pipeline used everywhere else in the wizard. ## How to do it - Open Weather & Orientation and confirm the auto-filled conditions, or enter them manually if you’re offline or the lookup returned nothing. - Open Soil & Drainage the same way — confirm or complete the ground-condition fields. - Open External Analysis , add an elevation, and record its findings, ticking any defects from the checklist and adding photos where a hazard is present. - Repeat for each elevation that’s relevant to the survey. ## How it integrates Weather, soil and drainage feed the report’s own context sections and, for damp & mould surveys, sit alongside the room-by-room condensation analysis as part of the same overall picture — a leaking gutter or poor drainage recorded here is exactly the kind of external factor that room-level readings alone wouldn’t show. External elevation findings use the same defect checklist and photo-evidence pipeline as room findings, so your organisation’s Require photos for hazards policy applies to them too. Where a lookup can’t run offline, entering a value manually is recorded honestly as manually entered, not silently blocked. ## Common problems - The weather or soil lookup returned nothing. Enter the values manually and continue — a manual entry is never treated as a lesser record than an auto-filled one. - I don’t see External Analysis at all. It’s included for the hazard types that need it; check with an admin if you expected it and it’s missing — see The wizard decides what you see in Running a survey, hazard by hazard. - I’ve recorded the wrong elevation by mistake. Each elevation is its own entry — remove it and add a correctly labelled one rather than trying to relabel it in place. Related - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) - [Rooms, readings and psychrometrics](https://housingsurvey.pro/help/capture-app/rooms-readings-and-psychrometrics/) - [Damp and mould](https://housingsurvey.pro/help/hazard-types/damp-and-mould/) [← Survey details and resident intake in the app](https://housingsurvey.pro/help/capture-app/survey-details-and-resident-intake-in-the-app/) [Rooms, readings and psychrometrics →](https://housingsurvey.pro/help/capture-app/rooms-readings-and-psychrometrics/) [← Back to the capture app](https://housingsurvey.pro/help/capture-app/) --- ## Installing and signing in | HousingSurvey Pro help Source: https://housingsurvey.pro/help/capture-app/installing-and-signing-in/ [Help](https://housingsurvey.pro/help/) / [The capture app](https://housingsurvey.pro/help/capture-app/) / Installing and signing in # Installing and signing in Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) How a surveyor or operative installs the capture app, signs in, and — if they work for more than one organisation — switches between profiles. ## What it is The capture app supports two ways of signing in, set up for you by your organisation’s admin: an email and password, or a tenant login (an organisation code, a username or code, and a passcode) for surveyors who don’t hold an email account. Where your organisation uses single sign-on, staff accounts sign in with their corporate identity instead — see SSO end to end . ## How to do it Option A — you have an email account - Install the app and open it. - Enter your email and password , then tap Sign in . - Your assigned jobs appear in your inbox. Option B — you have a tenant login - Install the app and open it. - Enter the organisation code , your username/code , and your passcode — all provided by your organisation’s admin. - Tap Sign in . Working for more than one organisation - Sign in to your first organisation as above. - From the account menu, choose Add another profile and sign in with the second organisation’s details. - Switch profiles at any time from the account menu. Each profile is scoped to one organisation — you only ever see the jobs, data and settings of the profile you’re currently in. ## How it integrates - A forced MFA enrolment or a forced password change can appear immediately after sign-in if your organisation requires it — this is a one-time gate, not a repeating prompt. - A lost or compromised device can be cut off centrally: an admin can revoke your sessions from Settings → My account (their view) or Members , which signs the app out on its next connection. - After your first sign-in, the app works offline — see Working offline and syncing . ## Common problems - Forgotten your tenant passcode. There is no self-service reset for a tenant login — your organisation’s admin resets it from the portal. - The app asks you to change your password before doing anything else. This is expected the first time you sign in with a password issued by your organisation, or after an admin has reset it. - You can’t find a job you were expecting. Confirm you’re signed into the correct organisation profile — jobs never appear across profiles. Related - [Working offline and syncing](https://housingsurvey.pro/help/capture-app/working-offline-and-syncing/) - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) - [SSO end to end](https://housingsurvey.pro/help/integrations/sso-end-to-end/) [Your job list →](https://housingsurvey.pro/help/capture-app/your-job-list/) [← Back to the capture app](https://housingsurvey.pro/help/capture-app/) --- ## Floor plans, EPC, narrative review and executive summary Source: https://housingsurvey.pro/help/capture-app/floor-plans-epc-narrative-review-and-executive-summary/ [Help](https://housingsurvey.pro/help/) / [The capture app](https://housingsurvey.pro/help/capture-app/) / Floor plans, EPC, narrative review and executive summary # Floor plans, EPC, narrative review and executive summary Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Four steps sit between finishing your room-by-room capture and moving on to conclusions: the floor plan, EPC details, a review of the report’s written sections, and the executive summary. ## What it is Floor Plan lets you draw a plan manually on a canvas, or — on a LiDAR-equipped iPhone or iPad running a supported iOS version — scan a room with the camera using Apple’s RoomPlan technology, which auto-straightens walls and openings and drops the scanned room in alongside any others. Devices without LiDAR, including all Android and web devices, simply don’t offer the AR-scan option and use the manual editor instead — there’s no degraded AR mode, only the two clearly separate paths. EPC records the property’s Energy Performance Certificate details — scheme, rating, floor area, certificate number and expiry — either typed in manually or, where your plan includes it, fetched automatically from the government’s EPC register by postcode and address. Narrative Review brings together every prose section your hazard type’s report needs — property description, methodology, observations and more — each already pre-filled from a template or built deterministically from what you’ve already captured elsewhere in the survey, with no AI and no network call involved in that pre-fill. Every field stays fully editable, and a status badge (Ready, Thin, or Empty) on each one tells you at a glance what still needs attention before you confirm and move on. Executive Summary is a free-text section with the same tools available elsewhere — voice dictation, AI polish where your organisation has connected a provider, and, on this step specifically, an optional AI-generated first draft from what’s already on the survey. ## How to do it - Open Floor Plan . On a supported device, tap AR scan , name the room, and walk it; otherwise draw the plan manually. - Open EPC and fetch or enter the certificate details for the property. - Open Narrative Review and work through each section’s status badge — accept the pre-filled text, edit it, or write it from scratch where it shows as Empty. - Tap Confirm narrative & continue once you’re satisfied. - Open Executive Summary and write or generate your summary, polishing it with AI if you want to and your organisation has it enabled. ## How it integrates Narrative Review’s pre-fill is generation, not a lock — nothing here overwrites text you’ve since edited, and nothing forces you to accept a suggestion. Any AI polish or generation used on these steps is advisory only: it never enters the sealed record as anything other than the words you’ve reviewed and kept, and it’s refused entirely once a survey is finalised. EPC data recorded here prints in the report; a floor plan scan or drawing becomes part of the property’s visual record alongside your photos. ## Common problems - The AR-scan option isn’t there. It only appears on a LiDAR-capable iPhone or iPad running a supported iOS version — every other device uses the manual editor, which covers the same ground by hand. - The EPC auto-fetch found nothing, or the wrong property. Enter the details manually — the lookup is a convenience, not the only way to complete this step. - A narrative section still shows Thin after I edited it. The badge reflects how much text is there, not whether it’s finished — write as much as the section genuinely needs and move on regardless of the badge. Related - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) - [Remedial recommendations and scope of works](https://housingsurvey.pro/help/capture-app/remedial-recommendations-and-scope-of-works/) - [Connecting your AI provider](https://housingsurvey.pro/help/ai/connecting-your-ai-provider/) [← Condensation and U-value analysis](https://housingsurvey.pro/help/capture-app/condensation-and-u-value-analysis/) [Remedial recommendations and scope of works →](https://housingsurvey.pro/help/capture-app/remedial-recommendations-and-scope-of-works/) [← Back to the capture app](https://housingsurvey.pro/help/capture-app/) --- ## Condensation and U-value analysis | HousingSurvey Pro help Source: https://housingsurvey.pro/help/capture-app/condensation-and-u-value-analysis/ [Help](https://housingsurvey.pro/help/) / [The capture app](https://housingsurvey.pro/help/capture-app/) / Condensation and U-value analysis # Condensation and U-value analysis Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Condensation & U-value analysis estimates a wall, roof or floor construction’s U-value and its risk of interstitial (within-the-structure) condensation over a full year — a genuine engineering screening tool, with clearly stated limits. ## What it is You describe a construction as a set of layers (material, thickness) from a built-in library of standard materials with published thermal and vapour-resistance properties. From that build-up the app calculates a U-value (W/m²K) using BS EN ISO 6946, and runs a full twelve-month interstitial condensation simulation using the BS EN ISO 13788 (Glaser) method against monthly climate data for the property’s location — either from a built-in table of UK locations or, where a connection allows it, live-resolved and then saved so the same assessment works offline afterwards. The result is a verdict of no risk, condensation that fully dries out within the year, or condensation that accumulates and fails the annual moisture balance, alongside a temperature-factor check against the UK’s surface-condensation/mould-risk criterion. This is a steady-state screening method, not a full hygrothermal simulation. It models vapour diffusion only — not liquid or capillary moisture movement, air leakage, convection, hygroscopic buffering, driving rain or solar gain — and the app states this explicitly alongside the result. For a marginal or complex construction, a transient hygrothermal simulation (BS EN 15026 / WUFI) is the more rigorous next step, not something this tool replaces. ## How to do it - Open Condensation & U-value for the room or element you’re assessing. - Build the construction layer by layer, picking materials and thicknesses from the library. - Review the calculated U-value and the twelve-month condensation verdict. - Read the Method & limitations note before treating the result as more than a screening indication — it names exactly what the calculation does and doesn’t account for. ## How it integrates This analysis sits alongside room-level psychrometric readings as part of the same damp & mould evidence set — see Rooms, readings and psychrometrics . A saved climate snapshot means an assessment built with a live connection still works, unchanged, if you revisit it offline later. The verdict and U-value feed into the report’s condensation-analysis section. ## Common problems - The verdict seems more severe than what I’m actually seeing on site. The Glaser method is a screening tool based on standard climate and material data — treat a “fail” verdict as a prompt to look more closely, not as a diagnosis on its own; your own on-site observation always takes precedence in the report. - I can’t find the exact material I used. Pick the closest standard equivalent from the library — this is a modelled screening assessment, not a bespoke lab test. - The result looks the same as last time even though I’m offline. That’s expected if a climate snapshot was already saved for this location on an earlier visit. Related - [Rooms, readings and psychrometrics](https://housingsurvey.pro/help/capture-app/rooms-readings-and-psychrometrics/) - [Damp and mould](https://housingsurvey.pro/help/hazard-types/damp-and-mould/) - [Floor plans, EPC, narrative review and executive summary](https://housingsurvey.pro/help/capture-app/floor-plans-epc-narrative-review-and-executive-summary/) [← Rooms, readings and psychrometrics](https://housingsurvey.pro/help/capture-app/rooms-readings-and-psychrometrics/) [Floor plans, EPC, narrative review and executive summary →](https://housingsurvey.pro/help/capture-app/floor-plans-epc-narrative-review-and-executive-summary/) [← Back to the capture app](https://housingsurvey.pro/help/capture-app/) --- ## In-app settings, the survey guide, and reference material Source: https://housingsurvey.pro/help/capture-app/app-settings-guide-regulations-and-sealed-records/ [Help](https://housingsurvey.pro/help/) / [The capture app](https://housingsurvey.pro/help/capture-app/) / In-app settings, the survey guide, and reference material # In-app settings, the survey guide, and reference material Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) A handful of screens in the app exist to orient you, not to configure anything — organisation-level configuration always lives in the portal, not on your device. ## What it is Settings in the app is deliberately small: your display theme, a read-only view of your name, email, organisation and role, a switcher if you belong to more than one organisation, and a note that capture policy, branding, team and integrations are all managed by your organisation in the portal and simply followed here. From Settings you can also open a short survey workflow guide — a quick orientation to the overall shape of a survey — and a standards & regulations reference : a bundled, offline, read-only summary of the UK housing standards and statutory duties relevant to a survey, including Awaab’s Law, HHSRS, and the Decent Homes Standard, each with a note on where to find the authoritative source. It’s explicitly a reference, not a substitute for checking the current text of any standard yourself. Viewing a sealed record on your device opens the full report exactly as it was sealed — every reading, photo, hazard section, HHSRS outcome, floor plan and sign-off, plus the record’s chain-of-custody hash — genuinely read-only, with no re-opened editing. From there you can also open the same record in the ordinary survey view for a section-by-section read, or start a reasoned corrected version as a brand-new draft if something in it genuinely needs fixing — the sealed record itself is never changed either way. ## How to do it - Open Settings from the bottom navigation. - Use Standards & regulations or Survey workflow guide under Reference for a quick orientation. - Switch organisation profile from here if you work for more than one. - From Recent records , tap a sealed survey to open its read-only view, including its chain-of-custody details. ## How it integrates Everything genuinely configurable about how you capture — required fields, photo policy, which sections you see — is set by your organisation in the portal and simply takes effect on your device; nothing in the app’s own Settings screen changes it. A sealed record’s read-only view draws on the exact same hash-chained data shown in The evidence register — nothing is summarised or re-derived for this view. ## Common problems - I want to change what fields are required or which sections I see. That’s organisation-level configuration, not something set from your device — ask an admin to check Settings → App configuration . - The regulations reference doesn’t cover something I need. It’s a curated summary of the most relevant standards, not an exhaustive legal library — check the authoritative source directly for anything it doesn’t cover. - I can’t find an edit option on a sealed record. There isn’t one — that’s the point of sealing. Start a corrected version instead if something needs fixing. Related - [Installing and signing in](https://housingsurvey.pro/help/capture-app/installing-and-signing-in/) - [Working offline and syncing](https://housingsurvey.pro/help/capture-app/working-offline-and-syncing/) - [The evidence register](https://housingsurvey.pro/help/evidence-reports/evidence-register/) [← Voice dictation](https://housingsurvey.pro/help/capture-app/voice-dictation/) [The operative's works-jobs experience →](https://housingsurvey.pro/help/capture-app/the-operatives-works-jobs-experience/) [← Back to the capture app](https://housingsurvey.pro/help/capture-app/) --- ## Billing and plans | HousingSurvey Pro help Source: https://housingsurvey.pro/help/billing/ [Help](https://housingsurvey.pro/help/) / Billing and plans # Billing and plans Your plan, seats and invoices. - [Your plan and what it includesSolo, Team, Platform and Enterprise — what each tier unlocks, and how a feature outside your plan presents itself.](https://housingsurvey.pro/help/billing/your-plan-and-what-it-includes/) - [Changing seats and planAdjusting surveyor and office seats, and moving between plans — proration is handled automatically.](https://housingsurvey.pro/help/billing/changing-seats-and-plan/) - [Invoices, VAT and the billing portalWhere to find your plan, seats and invoices, and how to reach the billing portal to update payment details.](https://housingsurvey.pro/help/billing/invoices-vat-and-billing-portal/) - [Paying by invoice instead of cardRequesting PO/bank-transfer billing with agreed payment terms, without losing card checkout in the meantime.](https://housingsurvey.pro/help/billing/paying-by-invoice-instead-of-card/) - [CancellingWhat stops, what you keep, and where a self-serve subscription is actually cancelled.](https://housingsurvey.pro/help/billing/cancelling/) [← All help categories](https://housingsurvey.pro/help/) --- ## Your plan and what it includes | HousingSurvey Pro help Source: https://housingsurvey.pro/help/billing/your-plan-and-what-it-includes/ [Help](https://housingsurvey.pro/help/) / [Billing and plans](https://housingsurvey.pro/help/billing/) / Your plan and what it includes # Your plan and what it includes Who can do this Permission: billing ≥ 1 Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Your organisation sits on one of four plans, each a strict superset of the one before it. This article states what each includes as fact — see Billing for changing yours. ## What it is Solo carries one surveyor seat, the full evidence engine, the portal and audit log, and evidence bundles, alongside a small office-user and viewer bundle. Team adds unlimited surveyor seats, works orders and contractor grants, and a larger office-user bundle. Platform adds the REST API, webhooks, EDI exports, Power Automate connectivity, SFTP servers, and self-serve BigQuery warehouse access, plus a still-larger office-user bundle. Enterprise adds Entra ID single sign-on, SCIM provisioning and priority support, with unlimited office users. Viewers are always free and unlimited outside Solo, which caps them. ## How to do it - Open Settings → Billing to see your current plan, licensed seats and billing status at a glance. - Compare what each tier includes on the same page before deciding whether to change. - A feature outside your current plan states which plan it needs, in context, wherever you’d otherwise use it — for example a locked integration panel or a disabled SFTP section. - See Changing seats and plan to move between tiers or adjust seat counts. ## How it integrates Every plan-gated server action checks your organisation’s plan at the moment it runs, not merely what a screen shows — so a feature genuinely stops working the instant a plan changes, in either direction. Some features are billing-tier gates layered on top of the ordinary role/permission model, not a replacement for it — API keys, for instance, still need Settings module-admin access on top of the Platform-plan requirement. PDF branding customisation is available from the Team plan upward; Solo keeps the platform default styling. ## Common problems - A section is greyed out or missing with a plan name next to it. That’s a factual plan gate, not a bug — the note names exactly which plan unlocks it. - I upgraded but a feature still looks locked. Refresh the page — plan changes take effect from your organisation record the moment Stripe confirms them, but an already-open screen may be showing a stale snapshot. - I’m not sure which plan we’re on. Open Settings → Billing — your current plan and licensed seats are shown at the top of the page. Related - [Invoices, VAT and the billing portal](https://housingsurvey.pro/help/billing/invoices-vat-and-billing-portal/) - [Changing seats and plan](https://housingsurvey.pro/help/billing/changing-seats-and-plan/) - [Seats: what is billed and what is free](https://housingsurvey.pro/help/people-permissions/seats-what-is-billed-and-what-is-free/) [Changing seats and plan →](https://housingsurvey.pro/help/billing/changing-seats-and-plan/) [← Back to billing and plans](https://housingsurvey.pro/help/billing/) --- ## Paying by invoice instead of card | HousingSurvey Pro help Source: https://housingsurvey.pro/help/billing/paying-by-invoice-instead-of-card/ [Help](https://housingsurvey.pro/help/) / [Billing and plans](https://housingsurvey.pro/help/billing/) / Paying by invoice instead of card # Paying by invoice instead of card Who can do this Permission: billing ≥ 2 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) If card checkout doesn’t suit your organisation’s procurement process, you can request invoice billing instead — PO number, bank transfer, agreed payment terms — without losing the ability to check out by card while the request is being set up. ## What it is Requesting invoice billing raises a request the platform team actions manually; it’s available on the Team and Platform plans. Once set up, your billing agreement records a payment-terms period (30 days as standard) and whether a PO number is required, and every invoice raised against your organisation appears on the Billing page alongside any card-based history. ## Before you start Your organisation must already be on the Team or Platform plan — the option is hidden on Solo, and Enterprise is invoiced by default already, so there’s nothing to request there. Requesting invoice billing needs Edit-level access to Billing. ## How to do it - Open Settings → Billing and find Prefer to pay by invoice? . - Select Request invoice billing . - Enter a PO number if you have one, and any notes procurement needs to see (framework reference, budget cycle), then select Send request . - Wait for confirmation by email — nothing about your billing changes until it’s actioned; card checkout stays available throughout. - Once set up, invoices raised on the agreed schedule appear on this same page, with their number, due date and status. ## How it integrates A pending request shows on the Billing page so you’re never left wondering whether it went through. Once your organisation’s billing agreement is set to invoice, a recurring schedule can raise invoices automatically, optionally emailing the PDF straight to your billing contact using the same send flow as an on-demand invoice — see Invoices, VAT and the billing portal for where those land and how to reach the payment side of things. ## Common problems - The request option isn’t there. It only appears on the Team or Platform plan, and disappears once your organisation is already invoice-billed — upgrade from Solo first if that’s the blocker. - I submitted a request but nothing has changed yet. That’s expected — a human confirms and sets it up; card checkout keeps working in the meantime, and you’ll hear back by email. - We’re on Enterprise and want to change our invoice terms. Enterprise is invoiced by default already — for a change to the terms themselves, contact your account manager rather than using this request. Related - [Your plan and what it includes](https://housingsurvey.pro/help/billing/your-plan-and-what-it-includes/) - [Invoices, VAT and the billing portal](https://housingsurvey.pro/help/billing/invoices-vat-and-billing-portal/) - [Changing seats and plan](https://housingsurvey.pro/help/billing/changing-seats-and-plan/) [← Invoices, VAT and the billing portal](https://housingsurvey.pro/help/billing/invoices-vat-and-billing-portal/) [Cancelling →](https://housingsurvey.pro/help/billing/cancelling/) [← Back to billing and plans](https://housingsurvey.pro/help/billing/) --- ## Invoices, VAT and the billing portal | HousingSurvey Pro help Source: https://housingsurvey.pro/help/billing/invoices-vat-and-billing-portal/ [Help](https://housingsurvey.pro/help/) / [Billing and plans](https://housingsurvey.pro/help/billing/) / Invoices, VAT and the billing portal # Invoices, VAT and the billing portal Who can do this Permission: billing ≥ 1 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) The Billing area shows your organisation’s plan, licensed seats, and its invoices and statements. ## What it is Billing is bill-by-seat: a seat is a licensed user of the platform, and your plan and seat count reflect your organisation’s current agreement. Every invoice raised against your organisation appears here, with its number, date, amount and status. ## Before you start Billing is visible to org admins, owners and members with finance permission. ## How to do it - Open Billing from the sidebar. - Review your current plan and licensed seats at the top of the page. - Scroll the invoices list to see each invoice’s number, date, amount and status (outstanding or paid). Download any invoice to share with your finance team. - Open Manage billing to reach the billing portal, where you can update your payment method and review past statements. ## How it integrates - Adding members beyond your licensed seat count is prevented until seats are increased — this is a billing control, independent of what an org admin can do from Members . - Costing on a works order (your own Schedule of Rates catalogue) is entirely separate from platform billing: one is your own repair pricing, the other is your subscription. - Billing fields — seats, plan, invoice records — are never client-writable; every change goes through audited server logic, and every billing action is recorded in your organisation’s audit log. ## Common problems - An invoice looks wrong or is missing. Both paid and outstanding invoices are retained for your records — check the status filter, or download the underlying statement for a fuller reconciliation view. - I can’t add a new member. You’ve reached your licensed seat count; increase seats before inviting further members. - I can’t change the plan or seat count myself from this page. This is by design — billing terms are a commercial change to your agreement, not a self-service toggle. Related - [The Settings hub](https://housingsurvey.pro/help/settings/settings-hub/) [← Changing seats and plan](https://housingsurvey.pro/help/billing/changing-seats-and-plan/) [Paying by invoice instead of card →](https://housingsurvey.pro/help/billing/paying-by-invoice-instead-of-card/) [← Back to billing and plans](https://housingsurvey.pro/help/billing/) --- ## Changing seats and plan | HousingSurvey Pro help Source: https://housingsurvey.pro/help/billing/changing-seats-and-plan/ [Help](https://housingsurvey.pro/help/) / [Billing and plans](https://housingsurvey.pro/help/billing/) / Changing seats and plan # Changing seats and plan Who can do this Permission: billing ≥ 2 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Seats and plan are both changed from the same Billing page, and both changes take effect immediately with proration handled automatically on your next invoice. ## What it is Surveyor seats are your licensed count of the surveyor role; office seats are an add-on purchased above each plan’s included office-user bundle (owner, org-admin, manager, coordinator and finance all count as office users — viewers never do). Changing either updates your live subscription directly; changing plan moves you to a different tier’s checkout, carrying your chosen seat counts with you. ## Before you start Changing seats or plan needs Edit-level access to Billing, and an active subscription already in place — a Solo organisation with no subscription changes plan through checkout instead (see How to do it , step 4). ## How to do it - Open Settings → Billing . - To change surveyor seats on an active subscription, enter the new count under Change seats and select Update seats — you can’t reduce below the number of surveyors currently active. - To change extra office seats, use the Office users & viewers card’s own quantity field and select Update . - To move to a different plan (including from Solo), choose a tier and interval under Upgrade / Change plan , set your seat counts, and select Checkout — this redirects to secure Stripe checkout. - For anything Stripe checkout can’t handle directly — a manual arrangement, or billing that isn’t live in your environment yet — contact support and seats can be provisioned manually. ## How it integrates Seat and plan changes are mirrored back onto your organisation record by Stripe’s own webhook, not written directly by the checkout or update action itself — so the figures on the Billing page are always the subscription’s own source of truth, never a client guess. Office-seat and surveyor-seat quantities are tracked as separate line items on the same subscription and can be changed independently. Reducing seats below your current active headcount — surveyors or office users — is refused outright; remove the person first, then reduce the seat count. ## Common problems - “You can’t reduce seats below N” when I try to lower the count. That many people in that category are currently active — remove or deactivate someone first, then reduce seats. - I changed seats but the number on screen hasn’t moved. The change is confirmed by Stripe’s webhook, not the update action itself — refresh in a moment if it doesn’t update immediately. - Checkout says billing isn’t live yet. Online billing isn’t switched on in this environment — contact support and seats will be provisioned manually; everything else keeps working as normal. Related - [Your plan and what it includes](https://housingsurvey.pro/help/billing/your-plan-and-what-it-includes/) - [Invoices, VAT and the billing portal](https://housingsurvey.pro/help/billing/invoices-vat-and-billing-portal/) - [Seats: what is billed and what is free](https://housingsurvey.pro/help/people-permissions/seats-what-is-billed-and-what-is-free/) [← Your plan and what it includes](https://housingsurvey.pro/help/billing/your-plan-and-what-it-includes/) [Invoices, VAT and the billing portal →](https://housingsurvey.pro/help/billing/invoices-vat-and-billing-portal/) [← Back to billing and plans](https://housingsurvey.pro/help/billing/) --- ## Cancelling | HousingSurvey Pro help Source: https://housingsurvey.pro/help/billing/cancelling/ [Help](https://housingsurvey.pro/help/) / [Billing and plans](https://housingsurvey.pro/help/billing/) / Cancelling # Cancelling Who can do this Permission: billing ≥ 2 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Cancelling a subscription drops your organisation back to the Solo plan — it does not delete your organisation or touch any evidence you’ve captured. ## What it is Ending a card-based subscription is done inside the Stripe billing portal, reachable from the Billing page, not a standalone in-app button — that portal offers cancellation alongside payment-method and invoice history. The moment Stripe confirms the cancellation, your organisation’s licensed seats drop to one surveyor seat, any office-seat add-on is removed, and billing status returns to Solo’s own free-of-charge standing. Every sealed record, property, contractor and piece of evidence you had is kept exactly as it was. ## Before you start Cancelling needs Edit-level access to Billing. If your organisation is billed by invoice under an agreed arrangement rather than a self-serve card subscription, contact support to end it — that isn’t a Stripe subscription with its own self-serve cancel button. ## How to do it - Open Settings → Billing . - Select Invoices & payment to open the Stripe billing portal. - Choose to cancel your subscription from within that portal, following its own confirmation steps. - Once confirmed, your plan and seats update automatically — no further action is needed in the portal itself. ## How it integrates Because seats and plan are always mirrored from your live subscription by Stripe’s webhook, cancelling there is the single action that actually changes anything — there’s no separate in-app “downgrade” step to remember. Dropping to Solo may put you over that plan’s smaller office-user or viewer bundle if your organisation has grown since first subscribing; existing members aren’t removed automatically, but inviting a new one past the bundle is blocked until you’re back within it or you resubscribe. ## Common problems - I cancelled but a colleague is still listed as an office user over the Solo bundle. Cancelling never removes existing members — deactivate someone from Members & seats if you need to get back under the new bundle’s cap. - I want to cancel but I’m billed by invoice, not by card. Contact support — an invoice-billed agreement isn’t a self-serve Stripe subscription, so there’s no billing-portal cancel button for it. - I cancelled by mistake. Resubscribe from the Billing page at any time — your evidence, properties and contractors were never affected either way. Related - [Your plan and what it includes](https://housingsurvey.pro/help/billing/your-plan-and-what-it-includes/) - [Changing seats and plan](https://housingsurvey.pro/help/billing/changing-seats-and-plan/) - [Deleting the organisation](https://housingsurvey.pro/help/data-protection/deleting-the-organisation/) [← Paying by invoice instead of card](https://housingsurvey.pro/help/billing/paying-by-invoice-instead-of-card/) [← Back to billing and plans](https://housingsurvey.pro/help/billing/) --- ## Awaab's Law and statutory timescales | HousingSurvey Pro help Source: https://housingsurvey.pro/help/awaabs-law/ [Help](https://housingsurvey.pro/help/) / Awaab's Law and statutory timescales # Awaab's Law and statutory timescales How the statutory clock works, and what it covers today. - [How the statutory clock worksHow deadlines are computed server-side, in working days, from the reported date — and how they re-anchor once the investigation actually concludes.](https://housingsurvey.pro/help/awaabs-law/how-the-statutory-clock-works/) - [Phase 1 todayWhat's actually in force now: damp and mould, plus every emergency hazard of any type — the 24-hour, 10-day, +3-day and +5-day tracks explained.](https://housingsurvey.pro/help/awaabs-law/phase-1-today/) - [Phase 2: capturing before it commencesNine hazard types are fully capturable today even though Phase 2 has not commenced — what that means in practice, and what changes once it does.](https://housingsurvey.pro/help/awaabs-law/phase-2-capturing-before-it-commences/) - [Deadline alerts and escalationThe sweeps that watch every statutory deadline, who gets told when one is approaching or breached, and what lands in the audit log.](https://housingsurvey.pro/help/awaabs-law/deadline-alerts-and-escalation/) - [Jobs with no statutory clock, and internal targetsWhich jobs carry no Awaab's Law deadline at all, why, and how a non-statutory internal target can still be recorded against one.](https://housingsurvey.pro/help/awaabs-law/jobs-with-no-statutory-clock/) [← All help categories](https://housingsurvey.pro/help/) --- ## Phase 2: capturing before it commences | HousingSurvey Pro help Source: https://housingsurvey.pro/help/awaabs-law/phase-2-capturing-before-it-commences/ [Help](https://housingsurvey.pro/help/) / [Awaab's Law and statutory timescales](https://housingsurvey.pro/help/awaabs-law/) / Phase 2: capturing before it commences # Phase 2: capturing before it commences Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Nine hazard types — excess cold, excess heat, the three falls profiles, structural collapse, fire and explosions, electrical hazards, and domestic hygiene — are fully capturable on the platform today. Their statutory clock is not yet running. ## What it is Awaab’s Law Phase 2 commences 30 November 2026 . As of today it is not yet in force : GOV.UK published its guidance for Phase 2 on 13 July 2026, and the amendment regulations that bring it into force — the Hazards in Social Housing (Prescribed Requirements) (England) Regulations — were laid before Parliament that same day. Laid before Parliament is not the same as made law. The platform will not treat Phase 2 as commenced, for any hazard, until the regulations are confirmed made against the actual published instrument — a deliberate, one-line human decision, never inferred from the calendar date alone. Every Phase 2 hazard is built to full capture depth now, on purpose: so your organisation can raise real jobs, capture real evidence and build a baseline ahead of the duty biting, rather than starting from nothing on day one. ## How to do it - Raise and run a survey for any of the nine Phase 2 hazards exactly as you would for damp & mould — the wizard, the AI assistance and the report are all fully built for each. - Where a Phase 2 case is judged an emergency on Hazard Triage , it is already in scope today under Phase 1 — every emergency hazard is, regardless of its own phase. A non-emergency Phase 2 case instead shows a plain note that its statutory clock is pending, rather than a live deadline. - Keep triaging and evidencing these cases as normal — nothing about how you capture a Phase 2 hazard changes once Phase 2 actually commences; only whether a live deadline is stamped onto it does. ## How it integrates The same registry entry that activates a Phase 2 hazard’s wizard sections and report template also carries its descriptive statutory-phase metadata — but the work order’s actual statutory block is stamped only once the platform’s own commencement gate confirms the phase has both arrived and been confirmed against a made instrument. Until then, every display surface — the New survey form, the report, the job drawer — shows the same honest “pending Phase 2 commencement” explanation rather than a fabricated date or silence. The moment Phase 2 is confirmed, every case already captured for one of these nine hazards has its full evidence trail in place — nothing needs to be recaptured retroactively. ## Common problems - A Phase 2 hazard shows no due date even though it feels urgent. If it’s genuinely an emergency, record that on Hazard Triage — an emergency case is in scope today regardless of Phase 2. If it isn’t, the absence of a date is correct: the statutory clock genuinely hasn’t started for a non-emergency Phase 2 case yet. - I’ve heard Phase 2 “starts” on 30 November 2026 and want to know why nothing changed that day. The clock only activates once the regulations are confirmed made against the published instrument, not automatically on the calendar date — if that hasn’t happened yet, the honest pending explanation continues to show. - Should I wait to start using these hazard types? No — capturing now is the point. Waiting only means starting your evidence baseline later than you needed to. Related - [Phase 1 today](https://housingsurvey.pro/help/awaabs-law/phase-1-today/) - [How the statutory clock works](https://housingsurvey.pro/help/awaabs-law/how-the-statutory-clock-works/) - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) [← Phase 1 today](https://housingsurvey.pro/help/awaabs-law/phase-1-today/) [Deadline alerts and escalation →](https://housingsurvey.pro/help/awaabs-law/deadline-alerts-and-escalation/) [← Back to awaab's law and statutory timescales](https://housingsurvey.pro/help/awaabs-law/) --- ## Phase 1 today | HousingSurvey Pro help Source: https://housingsurvey.pro/help/awaabs-law/phase-1-today/ [Help](https://housingsurvey.pro/help/) / [Awaab's Law and statutory timescales](https://housingsurvey.pro/help/awaabs-law/) / Phase 1 today # Phase 1 today Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Awaab’s Law Phase 1 has been in force since 27 October 2025 . It covers damp & mould, and — separately — any hazard at all, of any type, once a case is judged an emergency. ## What it is Phase 1’s scope is two-layered: damp & mould is in scope on its own regardless of severity, and every emergency hazard, whatever its type, is in scope too — an emergency-severity electrical, fire or structural case is already covered today, even though those hazard types’ own Phase 2 has not commenced. The timescales that apply: - 24 hours — an emergency hazard must be investigated, and made safe, within 24 hours of the landlord becoming aware of it. - 10 working days — a significant (non-emergency) hazard must be investigated within 10 working days. - 3 working days — a written summary of the investigation’s findings must be provided within 3 working days of the investigation concluding. - 5 working days — the safety works that address the hazard must be complete within 5 working days of the investigation concluding (24 hours for an emergency case). - 12-week long-stop — supplementary preventative works should begin within 5 working days of investigation ending or, if that’s genuinely impracticable, steps must be taken as soon as possible and always within 12 weeks. ## How to do it - Whether a case is significant or emergency is always your own judgement, recorded on Hazard Triage — the platform never computes, suggests or defaults this determination from any checklist or reading. - Where a case is judged an emergency, complete Emergency Actions — the 24-hour make-safe record: what was made safe, when, by whom, your own judgement of the residual risk, and any temporary measure used. GOV.UK’s guidance explicitly permits a temporary measure to satisfy the 24-hour make-safe requirement while permanent works proceed — this 24-hour make-safe duty itself has applied since 27 October 2025, not from any later date. - Record each statutory stage as it genuinely happens — see How the statutory clock works for exactly how the dates are computed and re-anchored. ## How it integrates The reasonable-landlord test frames every triage judgement the same way: would a notional reasonable landlord make this hazard safe within 24 hours (emergency) or within 15 working days (significant)? That 15 working days is the cumulative 10 (investigate) plus 5 (make safe) window the clock already implements as two separate stages — it is a triage heuristic for judging severity, never a fourth, standalone deadline. The triage record and the emergency-actions record both feed the evidence bundle’s timeline and the report’s hazard-triage and emergency-actions sections — the same evidence trail whichever hazard type the case involves. ## Common problems - A Phase 2 hazard (say, electrical) has a live 24-hour clock. Correct if the case is genuinely emergency-severity — Phase 1 already covers every emergency hazard, regardless of that hazard’s own Phase 2 status. - I’m not sure whether to call this significant or emergency. Use the reasonable-landlord test and the hazard-specific indicators on Hazard Triage — the record exists to evidence the basis for your judgement, not to make it for you. - The written summary deadline looks tight. It’s anchored to when the investigation actually concluded, not to the original 10-day projection — see How the statutory clock works . Related - [How the statutory clock works](https://housingsurvey.pro/help/awaabs-law/how-the-statutory-clock-works/) - [Phase 2: capturing before it commences](https://housingsurvey.pro/help/awaabs-law/phase-2-capturing-before-it-commences/) - [Damp and mould](https://housingsurvey.pro/help/hazard-types/damp-and-mould/) - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) [← How the statutory clock works](https://housingsurvey.pro/help/awaabs-law/how-the-statutory-clock-works/) [Phase 2: capturing before it commences →](https://housingsurvey.pro/help/awaabs-law/phase-2-capturing-before-it-commences/) [← Back to awaab's law and statutory timescales](https://housingsurvey.pro/help/awaabs-law/) --- ## Jobs with no statutory clock, and internal targets Source: https://housingsurvey.pro/help/awaabs-law/jobs-with-no-statutory-clock/ [Help](https://housingsurvey.pro/help/) / [Awaab's Law and statutory timescales](https://housingsurvey.pro/help/awaabs-law/) / Jobs with no statutory clock, and internal targets # Jobs with no statutory clock, and internal targets Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Not every job carries a statutory deadline. Some hazard types have no live Awaab’s Law clock at all, and a routine job with no hazard identity never carries one either — this article covers which, why, and what a non-statutory internal target can still record instead. ## What it is A job carries no statutory clock in four situations: - A routine job with no hazard identity — created as a general repair, not against any HHSRS hazard type. These never have, and never will, carry an Awaab’s Law deadline. - A Phase 2 hazard, non-emergency, before Phase 2 commences. Excess cold, excess heat, the three falls profiles, structural collapse, fire and explosions, electrical hazards, and domestic hygiene are fully capturable today, but carry no live deadline until Phase 2 is confirmed — see Phase 2: capturing before it commences . An emergency-severity case of any of these is the one exception, already in scope under Phase 1. - Indoor air quality and radon. Neither has a confirmed Awaab’s Law phase today, so neither carries a live clock for a non-emergency case, on the same “no clock before confirmation” basis as the Phase 2 hazards above. - Asbestos, permanently. Asbestos is governed by the Control of Asbestos Regulations 2012, regulation 4 — an entirely separate, already-commenced duty that Awaab’s Law was never designed to cover. It never carries an Awaab’s Law clock, and an emergency-severity asbestos case does not change that; its duty comes from CAR 2012, not this framework. Separately from all of this, the platform can hold your organisation’s own internal target day-counts — how many days you aim to acknowledge, investigate and remedy a job in, as your own operational goal rather than a legal deadline. These can be set as a single organisation-wide default, or overridden for a specific hazard type where your own process genuinely differs (asbestos surveyed within a week and remedied within a month, say, versus a different timeframe for another hazard). ## How to do it - On a job with no statutory clock, check whether your organisation has recorded an internal target for it — the job’s own drawer shows the outstanding internal-target date where one has been set, clearly labelled Internal Target rather than a statutory badge. - On the Dashboard’s compliance board, a routine job with an internal target configured appears as its own Internal Target row alongside the statutory rows, so it isn’t lost among cases that do carry a legal deadline. - Internal targets for your organisation are set by a platform administrator — speak to yours if you believe one should be configured, or changed, for your organisation or for a specific hazard type. ## How it integrates An internal target is deliberately never treated as, or badged as, statutory — it carries no legal weight, is never server-stamped as met or breached, and is never audited as a compliance breach. It also never suppresses or replaces a genuine statutory deadline: where a real Awaab’s Law clock applies to a job, that clock is what’s shown and tracked, and an internal target is simply not computed for it at all. Internal targets exist specifically to give jobs that would otherwise carry no date at all — a routine repair, or a hazard like asbestos with a real but non-Awaab’s-Law duty behind it — something to be measured against. ## Common problems - A job has no date and I want one. Check whether it’s eligible for an internal target (a routine job, or a hazard type your organisation has configured one for) and ask your administrator to set or adjust it. - I see “Internal Target” instead of a statutory badge on a job I expected to be statutory. That’s the honest signal that this particular job genuinely carries no live Awaab’s Law clock — see the four cases above for why. - An internal target date has passed. Nothing is auto-escalated or audited as a breach for it — it’s a planning aid for your own team, not a compliance record. Related - [How the statutory clock works](https://housingsurvey.pro/help/awaabs-law/how-the-statutory-clock-works/) - [Phase 2: capturing before it commences](https://housingsurvey.pro/help/awaabs-law/phase-2-capturing-before-it-commences/) - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) - [Asbestos](https://housingsurvey.pro/help/hazard-types/asbestos/) [← Deadline alerts and escalation](https://housingsurvey.pro/help/awaabs-law/deadline-alerts-and-escalation/) [← Back to awaab's law and statutory timescales](https://housingsurvey.pro/help/awaabs-law/) --- ## How the statutory clock works | HousingSurvey Pro help Source: https://housingsurvey.pro/help/awaabs-law/how-the-statutory-clock-works/ [Help](https://housingsurvey.pro/help/) / [Awaab's Law and statutory timescales](https://housingsurvey.pro/help/awaabs-law/) / How the statutory clock works # How the statutory clock works Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Every statutory job gets its deadlines computed once, server-side, the moment it’s created — never on a device, and never from a date a client supplies. ## What it is When a work order is created, the platform stamps a statutory block onto it if the hazard and severity put it in scope: an investigate-by deadline, a written-summary deadline, and a safety-works deadline, each computed in working days (weekends and English bank holidays excluded) from the date the case was reported — never from when someone happens to open the record. An emergency-severity case instead gets a flat 24-hour clock for all three. These first three dates are a projection made at the moment the case is raised. Once the investigation actually concludes — recorded via the investigatedAt stamp — the written-summary and safety-works deadlines are recomputed against that real conclusion date, additively, as a sibling effective block. The original projection is never overwritten; every reader of the clock prefers the effective dates once they exist, and falls back to the projection until they do. ## How to do it - A case’s statutory clock starts automatically the moment a survey is raised under a hazard and severity that puts it in scope — there’s nothing to switch on. A works order raised to remediate it tracks that source survey’s own clock rather than carrying a fresh one of its own. - As work progresses, record each stage as it genuinely happens: investigatedAt when the investigation concludes, summaryProvidedAt once the written summary is sent, and worksBegunAt once safety works begin. Each stage can only be stamped once — statutory stamps are write-once, exactly like the underlying regulation intends: a contemporaneous record of when you actually acted, not a date you can revise afterwards. - An on-site presence check-in can auto-stamp worksBegunAt the moment an operative checks in at the property, if the investigation is already concluded — no manual stamp is needed in that case. - Watch the job’s own statutory strip or drawer for the live countdown against whichever deadline is currently outstanding. ## How it integrates The statutory clock feeds the Dashboard ’s compliance board, the job drawer’s own countdown, the deadline-alert sweeps (see Deadline alerts and escalation ), the evidence bundle’s timeline, and any webhook configured for work_order.stage_recorded and work_order.deadline_breached / work_order.deadline_approaching . General (routine, non-hazard) jobs and works-kind orders never carry a statutory block at all — a works order tracks its source survey’s clock, not a fresh one of its own. See Phase 1 today for the exact investigate/summary/works timescales this arithmetic implements, and Jobs with no statutory clock, and internal targets for which hazards carry none at all. ## Common problems - A stage stamp is wrong and I need to fix it. It can’t be edited or re-stamped once set — statutory stamps are write-once by design, so the record always shows exactly when the stage was genuinely marked done. - The written-summary and safety-works dates changed after I logged the investigation outcome. Expected — they re-anchor to the investigation’s actual conclusion the moment you record it, replacing the original projection with the real, effective deadline. - A job I’d expect to carry a clock doesn’t show one. Check whether its hazard type and severity actually put it in scope — see Jobs with no statutory clock, and internal targets . Related - [Phase 1 today](https://housingsurvey.pro/help/awaabs-law/phase-1-today/) - [Deadline alerts and escalation](https://housingsurvey.pro/help/awaabs-law/deadline-alerts-and-escalation/) - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) [Phase 1 today →](https://housingsurvey.pro/help/awaabs-law/phase-1-today/) [← Back to awaab's law and statutory timescales](https://housingsurvey.pro/help/awaabs-law/) --- ## Deadline alerts and escalation | HousingSurvey Pro help Source: https://housingsurvey.pro/help/awaabs-law/deadline-alerts-and-escalation/ [Help](https://housingsurvey.pro/help/) / [Awaab's Law and statutory timescales](https://housingsurvey.pro/help/awaabs-law/) / Deadline alerts and escalation # Deadline alerts and escalation Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Two automated sweeps watch every open statutory deadline, so a landlord finds out a deadline is approaching or breached whether or not anyone is actively watching the case. ## What it is A general sweep runs every 6 hours across every open work order with a statutory clock. A second sweep, scoped only to emergency-severity cases, runs every 30 minutes — so a 24-hour clock is caught within half an hour rather than waiting up to 6. Both sweeps use the same logic: a stage is approaching once its deadline is within 2 working days, and breached once it has passed. Each alert fires exactly once per stage per state — a case already flagged as approaching won’t be flagged again until it’s actually breached. ## How to do it - There’s nothing to switch on for the sweeps themselves — every statutory case is watched automatically from the moment it’s raised. - Watch your organisation’s alert feed and the job drawer for approaching and breached notices as they arrive. - Set your own email preferences for statutory alerts in your notification settings — breach and approaching emails to the case owner are each independently toggled. - Where a safety-works deadline is approaching or breached with no remediation works order raised yet against the source survey, a separate “Works Not Scheduled” alert fires to owners, org admins, managers and coordinators — treat this as a prompt to raise the works order immediately, not just to chase the original case. ## How it integrates Every alert writes to the organisation’s own notification feed, and reaches the assigned surveyor and case owner by push notification, plus owners, org admins, managers and coordinators org-wide. Where the case owner has opted in, the same alert is emailed to them. Every alert is also recorded as an audit-log entry and fires a work_order.deadline_approaching or work_order.deadline_breached webhook event, carrying the hazard type, so a connected case-management system hears about it too — not only a human watching the portal. The alert itself becomes part of the evidence trail: it’s the record that the landlord was warned, in time, whichever way the case then went. ## Common problems - I got an alert for a deadline that’s already been met. Alerts fire on the state at sweep time; if a stage was stamped done moments before the sweep ran, you may see one final alert for the state that had already been reached — the underlying record itself is correct. - A deadline is close but I haven’t had an email. Check your organisation’s notification preferences for statutory approaching/breached emails — in-app and push alerts fire regardless, but email is opt-in per state. - The “Works Not Scheduled” alert keeps firing even though I raised a works order. Confirm the works order wasn’t cancelled — a cancelled works order doesn’t count as remediation raised, so the safety-works deadline is correctly still flagged as unaddressed. Related - [How the statutory clock works](https://housingsurvey.pro/help/awaabs-law/how-the-statutory-clock-works/) - [The case lifecycle end to end](https://housingsurvey.pro/help/works-orders/case-lifecycle-end-to-end/) - [Webhooks](https://housingsurvey.pro/help/integrations/webhooks/) [← Phase 2: capturing before it commences](https://housingsurvey.pro/help/awaabs-law/phase-2-capturing-before-it-commences/) [Jobs with no statutory clock, and internal targets →](https://housingsurvey.pro/help/awaabs-law/jobs-with-no-statutory-clock/) [← Back to awaab's law and statutory timescales](https://housingsurvey.pro/help/awaabs-law/) --- ## AI | HousingSurvey Pro help Source: https://housingsurvey.pro/help/ai/ [Help](https://housingsurvey.pro/help/) / AI # AI What AI does here, and its boundaries. - [How AI is used, and its boundariesAdvisory only, drafts only, refused on finalized records, and running on your own provider key — the shape of every AI feature here.](https://housingsurvey.pro/help/ai/how-ai-is-used-and-its-boundaries/) - [Connecting your AI providerAdding your own AI provider key to switch on drafting and photo-analysis features, and what happens with no key configured.](https://housingsurvey.pro/help/ai/connecting-your-ai-provider/) - [AI Polish and Smart BuildThe difference between the two: Smart Build's presets need no AI at all; AI Polish only tidies wording and adds nothing new.](https://housingsurvey.pro/help/ai/ai-polish-and-smart-build/) - [AI photo analysis and executive summariesWhere each is offered, the fixed result vocabulary every hazard type uses, and what neither feature ever claims to determine.](https://housingsurvey.pro/help/ai/ai-photo-analysis-and-executive-summaries/) - [Customising AI promptsChoosing a bundled preset or writing your own instruction per feature, and what a bad prompt can and cannot do.](https://housingsurvey.pro/help/ai/customising-ai-prompts/) [← All help categories](https://housingsurvey.pro/help/) --- ## How AI is used, and its boundaries | HousingSurvey Pro help Source: https://housingsurvey.pro/help/ai/how-ai-is-used-and-its-boundaries/ [Help](https://housingsurvey.pro/help/) / [AI](https://housingsurvey.pro/help/ai/) / How AI is used, and its boundaries # How AI is used, and its boundaries Every AI feature in HousingSurvey Pro shares the same shape: it drafts, it never decides, and it has no access to anything once a record is sealed. ## What it is AI here means one thing consistently: a suggestion for a human to review, edit or discard — never a determination the platform makes on your behalf. It runs on your organisation’s own AI provider account and key, not a shared platform key, so you control the provider, the cost and the data-processing terms. Three features use it: AI Polish (rewriting a field note into clearer prose without changing what it says), photo analysis (an on-site suggestion about what a photo shows), and executive summary drafting (turning recorded findings into a starting-point paragraph). None of it is required — every feature it touches works fully without an AI provider connected; AI only adds an optional shortcut on top. ## How it integrates AI is drafts-only, by hard rule: once a survey is finalized (sealed), every AI feature against it is refused outright — there is no “AI-assisted correction” of sealed evidence, ever. Nothing an AI feature produces enters the sealed record automatically; a surveyor or manager has to actively accept a suggestion into a field before finalising, and the finished record makes no distinction between AI-assisted and manually-written text once it’s sealed — the platform doesn’t keep a “written by AI” flag, because by the time it’s sealed, a human has already made every word their own. The significant-versus-emergency judgement on hazard triage, and every statutory determination the platform records, is always the surveyor’s and the landlord’s — AI is never consulted for it and never asked to produce one. See AI Polish and Smart Build and AI photo analysis and executive summaries for what each feature actually does, and Connecting your AI provider for how the key itself gets configured. ## Common problems - An AI button isn’t offered on a finalized record. That’s expected — AI is refused entirely on finalized records; open the equivalent draft or revision instead. - I want to know whether a specific sentence in a report came from AI. There’s no retained flag for this — once accepted into a field and sealed, AI-assisted text and manually-typed text are indistinguishable, by design, because a human reviewed and accepted it either way. - No AI buttons appear anywhere. Your organisation hasn’t connected a provider yet — see Connecting your AI provider . Every feature AI touches still works without one; you just don’t get the AI shortcut. Related - [Connecting your AI provider](https://housingsurvey.pro/help/ai/connecting-your-ai-provider/) - [AI Polish and Smart Build](https://housingsurvey.pro/help/ai/ai-polish-and-smart-build/) - [AI photo analysis and executive summaries](https://housingsurvey.pro/help/ai/ai-photo-analysis-and-executive-summaries/) - [What "sealed" and "tamper-evident" mean](https://housingsurvey.pro/help/evidence-reports/what-sealed-and-tamper-evident-mean/) [Connecting your AI provider →](https://housingsurvey.pro/help/ai/connecting-your-ai-provider/) [← Back to ai](https://housingsurvey.pro/help/ai/) --- ## Customising AI prompts | HousingSurvey Pro help Source: https://housingsurvey.pro/help/ai/customising-ai-prompts/ [Help](https://housingsurvey.pro/help/) / [AI](https://housingsurvey.pro/help/ai/) / Customising AI prompts # Customising AI prompts Who can do this Permission: settings ≥ 2 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) AI prompts are advanced and optional — the bundled default preset needs no configuration — but an organisation that wants different wording can pick a different preset or write its own instruction, one feature at a time. ## What it is Three features can be customised independently: AI image analysis , executive summary , and AI polish . For each, you can either select a ready-made preset (a complete, tested set of instructions for all three features together) or write a custom instruction for one specific feature that supersedes the preset just for that feature. Your survey data is always inserted server-side into fixed tokens the instruction text references (for example {{ROOM_NAME}} , {{FINDINGS}} , {{TEXT}} ) — you edit only the surrounding instruction, never the mechanism that inserts real data into it. Leaving a box blank keeps that feature on the selected preset. ## Before you start Customising prompts needs organisation-admin access to Settings, one level lower than the bar for connecting or changing the AI provider connection itself. ## How to do it - Open Settings → AI and scroll to AI prompts (advanced — optional) . - Choose a preset from the options shown — each is summarised in a card so you can see what it’s for before selecting it. - For any of the three features, type a custom instruction in its box to override the preset for that feature alone; leave it blank to keep using the preset. - Click Reset to preset on any feature to discard a custom instruction and revert to the selected preset. - Click Save AI prompts — this applies to your organisation only, on drafts, advisory only, exactly like every other AI feature. ## How it integrates A custom instruction cannot widen what a feature is allowed to produce: the result vocabulary a hazard’s photo-analysis feature can return stays fixed by that hazard’s own registered result-value list regardless of what the prompt’s instruction text says, and every AI call still runs through the same drafts-only, sealed-record-refusing path described in How AI is used, and its boundaries . What a custom prompt can change is tone, structure, and the emphasis of the instruction itself — for example, asking for shorter paragraphs, or a different register of language. The platform validates a saved prompt bundle before accepting it, rejecting anything missing a required token placeholder or missing a hazard’s own registered preset, so a malformed custom prompt fails at save time rather than silently breaking generation later. ## Common problems - I wrote a custom prompt and results didn’t change as expected. Confirm you edited the box for the right feature — image analysis, executive summary and AI polish are customised independently of each other. - Save fails with a validation error. The bundle is checked for the token placeholders each feature substitutes into and for coverage of every registered hazard preset — a prompt missing one is rejected before it can silently break generation. - I want to go back to the default. Click Reset to preset on each customised feature, or reselect the default preset itself. Related - [Connecting your AI provider](https://housingsurvey.pro/help/ai/connecting-your-ai-provider/) - [How AI is used, and its boundaries](https://housingsurvey.pro/help/ai/how-ai-is-used-and-its-boundaries/) - [AI photo analysis and executive summaries](https://housingsurvey.pro/help/ai/ai-photo-analysis-and-executive-summaries/) [← AI photo analysis and executive summaries](https://housingsurvey.pro/help/ai/ai-photo-analysis-and-executive-summaries/) [← Back to ai](https://housingsurvey.pro/help/ai/) --- ## Connecting your AI provider | HousingSurvey Pro help Source: https://housingsurvey.pro/help/ai/connecting-your-ai-provider/ [Help](https://housingsurvey.pro/help/) / [AI](https://housingsurvey.pro/help/ai/) / Connecting your AI provider # Connecting your AI provider Who can do this Permission: settings ≥ 1 Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) AI features in HousingSurvey Pro run on your own AI provider account and key — there is no shared platform key, so you stay in control of the provider, the cost, and the data-processing terms. ## What it is With no key configured, AI features are simply off: the platform fails closed rather than falling back to a shared key, because there isn’t one. Once a key is added, AI-assisted drafting and photo description light up across the app and portal — always as an advisory suggestion a person reviews, never as something that writes to evidence on its own. ## Before you start Connecting a provider requires organisation-admin access to Settings. ## How to do it - Open Settings → AI . - Choose your provider and paste your own API key. - Select a model — vision-capable models are needed for photo-analysis features. - Click Test connection to confirm the key and model resolve correctly before saving. - Save. AI-assisted features become available across the app and portal. ## How it integrates - AI Polish tidies a surveyor’s dictated or typed notes into clearer report wording, preserving the facts recorded and adding nothing new. - Photo analysis describes what’s visible in a defect photo to assist the surveyor, and can suggest repair codes from your own Schedule of Rates catalogue where one is loaded — the model never sees or invents rates. - Executive summaries and statutory letter drafts give a starting point the author reviews and edits before sending. - AI never computes a compliance assessment — HHSRS, condensation and indoor-air banding are calculated by deterministic engines, not a model — and it is refused entirely on a record that has already been finalised. ## Common problems - AI features have disappeared or never appeared. No key is configured, or the key has been revoked or rotated — check Settings → AI and re-test the connection. - Test connection fails. This returns your provider’s own error, shortened for display — check the key is current and that billing or quota is enabled on the provider account. - Photo analysis isn’t available for a hazard type. Not every hazard has an AI preset configured — this is deliberate for some hazards rather than a fault. Related - [The Settings hub](https://housingsurvey.pro/help/settings/settings-hub/) - [Running a survey, hazard by hazard](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) [← How AI is used, and its boundaries](https://housingsurvey.pro/help/ai/how-ai-is-used-and-its-boundaries/) [AI Polish and Smart Build →](https://housingsurvey.pro/help/ai/ai-polish-and-smart-build/) [← Back to ai](https://housingsurvey.pro/help/ai/) --- ## AI Polish and Smart Build | HousingSurvey Pro help Source: https://housingsurvey.pro/help/ai/ai-polish-and-smart-build/ [Help](https://housingsurvey.pro/help/) / [AI](https://housingsurvey.pro/help/ai/) / AI Polish and Smart Build # AI Polish and Smart Build Contents - [What it is](#what-it-is) - [Before you start](#before-you-start) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) Smart Build and AI Polish are easy to confuse because they sit next to each other in several places, but they do genuinely different jobs — one needs no AI at all, the other only ever tidies what’s already there. ## What it is Smart Build is a chip-based preset builder: tick the categories and options that apply to a hazard type, and it assembles plain-English wording from a fixed, curated set of phrases — no AI provider is called, and no AI provider is needed. It exists in the portal (building a scope of survey) and in the capture app (building narrative sections like remedial recommendations, from the same chip-picking pattern). AI Polish is different: it takes text a surveyor or manager already wrote — free text, or the output of Smart Build — and rewrites it into clearer, more professional prose, deliberately instructed to preserve every fact and add nothing new. It’s an optional button next to a text field, never a replacement for writing the field yourself. ## Before you start Smart Build needs no AI provider connection and works identically with or without one. AI Polish only appears once your organisation has connected a provider — see Connecting your AI provider . ## How to do it - Use Build from presets (Smart Build) wherever it’s offered next to a text field, to assemble a starting point from tick-box options rather than writing from a blank box. - Edit the generated text directly — nothing from Smart Build is locked once it lands in the field. - Where an AI polish button is offered next to a text field, use it to tidy wording you’ve already written or generated, then review the result before it’s used anywhere. - Never treat a polish result as a fresh draft to accept unread — its whole design goal is “no new facts”, so if it reads like it added information, something unexpected happened and the original text should be checked. ## How it integrates Because Smart Build’s option sets are hazard-specific — damp & mould’s long-standing chip set is different from every other hazard type’s own purpose/standards/limitations chips — the same builder produces different, methodology-appropriate wording depending on the job’s hazard type; see Scope of survey and Smart Build for the portal-side version in full. AI Polish calls your organisation’s own connected provider through the same drafts-only, sealed-record-refusing path every other AI feature uses — see How AI is used, and its boundaries . Text produced by either tool becomes an ordinary field on the survey once accepted; nothing distinguishes it afterwards from text typed by hand. ## Common problems - Smart Build’s chip options look wrong for this job. Confirm the hazard type is set correctly — the option set is chosen by hazard type, not shared across all of them. - AI Polish isn’t offered. It only appears once your organisation has connected an AI provider; Smart Build works regardless. - AI Polish changed what a sentence actually says. That shouldn’t happen — its instruction is to preserve facts and add nothing. Revert to the original text and report it if you see this. Related - [Connecting your AI provider](https://housingsurvey.pro/help/ai/connecting-your-ai-provider/) - [Scope of survey and Smart Build](https://housingsurvey.pro/help/surveys/scope-of-survey-and-smart-build/) - [How AI is used, and its boundaries](https://housingsurvey.pro/help/ai/how-ai-is-used-and-its-boundaries/) - [Remedial recommendations and scope of works](https://housingsurvey.pro/help/capture-app/remedial-recommendations-and-scope-of-works/) [← Connecting your AI provider](https://housingsurvey.pro/help/ai/connecting-your-ai-provider/) [AI photo analysis and executive summaries →](https://housingsurvey.pro/help/ai/ai-photo-analysis-and-executive-summaries/) [← Back to ai](https://housingsurvey.pro/help/ai/) --- ## AI photo analysis and executive summaries Source: https://housingsurvey.pro/help/ai/ai-photo-analysis-and-executive-summaries/ [Help](https://housingsurvey.pro/help/) / [AI](https://housingsurvey.pro/help/ai/) / AI photo analysis and executive summaries # AI photo analysis and executive summaries Contents - [What it is](#what-it-is) - [How to do it](#how-to-do-it) - [How it integrates](#how-it-integrates) - [Common problems](#common-problems) On-site photo analysis and executive-summary drafting are offered for every one of the 13 hazard types, each grounded in that hazard’s own methodology rather than a one-size-fits-all prompt. ## What it is Each hazard type has its own AI preset, and each preset carries a fixed, closed list of result values its photo-analysis feature can choose from — never free-text speculation, and never a value outside that list. Every enum restates only what’s visually present in the frame — an alarm, a detector, a crack, a socket, a reading having been photographed — and none of them names a material, a code, a measurement or a determination. Asbestos’s own result values describe only the visible condition of an already-identified or presumed material (damage, visibility), never an identification; radon’s describe only the detector’s visible condition and placement, never a reading or a concentration; indoor air quality’s describe only what instrument or feature is visible, never a verdict on air quality itself. Executive-summary drafting works the same way across every hazard type: it’s grounded in the specific readings and findings already recorded for that hazard, and it drafts a starting-point paragraph for a human to edit, never a paragraph that invents a fact not already on file. ## How to do it - On a room or finding photo, use the on-site Analyze (or equivalent) button where your organisation has connected an AI provider — this returns a suggested value from that hazard’s own fixed list, for you to accept, adjust or dismiss. - Use the executive summary draft option from a survey’s own findings once enough has been recorded — it reads only what’s already on file. - Review every suggestion against what you can actually see or measure before accepting it — nothing is written into the sealed record until you do. - If a suggestion looks wrong for the hazard type, check the job’s hazard type is set correctly first — the wrong hazard type means the wrong result vocabulary is in play. ## How it integrates Photo analysis is only offered on a hazard type once that hazard declares its own result-value list — every one of the 13 shipped hazard types now does, including excess cold, which only gained its own preset and result contract very recently. The result vocabulary a preset returns is byte-identical to the enum embedded in that preset’s own prompt, so what the feature can say and what it’s instructed to say are kept in lockstep by construction, not by convention. Neither feature ever performs a statutory determination, identifies a material, reports a measurement or assigns a code — see How AI is used, and its boundaries for the drafts-only rule this all sits inside, and Customising AI prompts if your organisation wants to adjust the instruction text itself (the result vocabulary stays fixed either way). ## Common problems - A hazard type I expected to have no AI support now does. AI photo analysis was extended to every shipped hazard type, including ones that previously shipped without it — check the on-site button rather than assuming a hazard type has none. - The suggested result doesn’t match what I can see. Treat it as a starting point, not a finding — adjust or dismiss it; nothing is saved until you accept a value. - No analysis button appears at all. Your organisation hasn’t connected an AI provider — see Connecting your AI provider . The rest of the wizard works identically without one. Related - [How AI is used, and its boundaries](https://housingsurvey.pro/help/ai/how-ai-is-used-and-its-boundaries/) - [The 13 hazard types: overview](https://housingsurvey.pro/help/hazard-types/the-13-hazard-types-overview/) - [Connecting your AI provider](https://housingsurvey.pro/help/ai/connecting-your-ai-provider/) - [Customising AI prompts](https://housingsurvey.pro/help/ai/customising-ai-prompts/) [← AI Polish and Smart Build](https://housingsurvey.pro/help/ai/ai-polish-and-smart-build/) [Customising AI prompts →](https://housingsurvey.pro/help/ai/customising-ai-prompts/) [← Back to ai](https://housingsurvey.pro/help/ai/) --- ## Damp & Mould Compliance Software by Country | HousingSurvey Pro Source: https://housingsurvey.pro/global/ # Damp & mould compliance software, by country. Housing duties, inspection standards and enforcement routes differ between countries — and often between states, provinces, landlord types and tenures. A common operational need is to preserve what was reported, what was observed and what action followed without importing another market's legal deadline. Choose your market: - [EnglandAwaab's Law (Social Housing Regulation Act 2023)](https://housingsurvey.pro/global/damp-and-mould-compliance-software-england/) - [WalesWHQS 2023 / Renting Homes (Wales) Act](https://housingsurvey.pro/global/damp-and-mould-compliance-software-wales/) - [ScotlandSHQS / Awaab's Law (Housing (Scotland) Act 2025)](https://housingsurvey.pro/global/damp-and-mould-compliance-software-scotland/) - [Northern IrelandFitness Standard / Decent Homes NI](https://housingsurvey.pro/global/damp-and-mould-compliance-software-northern-ireland/) - [IrelandHousing (Standards for Rented Houses) Regulations](https://housingsurvey.pro/global/damp-and-mould-compliance-software-ireland/) - [AustraliaCommunity housing / NRSCH](https://housingsurvey.pro/global/damp-and-mould-compliance-software-australia/) - [New ZealandHealthy Homes Standards](https://housingsurvey.pro/global/damp-and-mould-compliance-software-new-zealand/) - [CanadaSocial housing providers](https://housingsurvey.pro/global/damp-and-mould-compliance-software-canada/) - [United StatesPublic housing authorities / HUD NSPIRE](https://housingsurvey.pro/global/damp-and-mould-compliance-software-usa/) Each market page links to a first-party regulatory or public-health source and states its jurisdiction limits. Source review: 31 July 2026. This page is general information, not legal advice. Compliance regimes differ by jurisdiction and change over time — always confirm the current requirements that apply to your organisation. Choose the product that fits ## Working independently, rather than managing housing stock? HousingSurvey Pro is for housing associations, councils and their contractor networks. For one-property-at-a-time professional reports, choose the specialist app that matches your work. [DampApp ProFor independent damp and timber specialists producing professional moisture, condition and remedial reports.Explore DampApp Pro →](https://dampapp.pro)[PropertySurvey ProFor independent property, condition and dilapidations surveyors creating client-ready reports.Explore PropertySurvey Pro →](https://propertysurvey.pro) --- ## Damp & Mould Compliance Software in Wales Source: https://housingsurvey.pro/global/damp-and-mould-compliance-software-wales/ [Home](https://housingsurvey.pro/) / [Global](https://housingsurvey.pro/global/) / Wales # Damp & mould compliance software in Wales. In Wales, the Welsh Housing Quality Standard 2023 and the Renting Homes (Wales) Act frame a social landlord's duty to keep homes free of serious hazards — which turns on being able to evidence the condition of each home over time. ## The applicable regime Welsh Housing Quality Standard 2023 and the Renting Homes (Wales) Act 2016. ## Primary sources and jurisdiction scope WHQS 2023 is guidance for existing social homes in Wales and includes a specific 'free from damp' expectation. The applicable contractual, fitness and hazard duties depend on the landlord and occupation contract; an app record is evidence, not a WHQS pass or legal determination. - [Welsh Housing Quality Standard 2023](https://www.gov.wales/welsh-housing-quality-standard-2023-0) — Welsh Government Source review: 31 July 2026. Check the linked authority and your own legal or compliance team before relying on a deadline or standard. ## Three local evidence priorities - ### 1.Record more than a Category 1 threshold WHQS explains that the absence of a Category 1 damp hazard is not itself a pass. Capture the location, extent and duration of dampness, persistent condensation and mould indicators, together with the condition of finishes and fabric. - ### 2.Preserve professional judgement The Welsh standard stresses design, repair and condition rather than a single meter result. Store readings as supporting observations, state access limits and keep causal conclusions subject to competent review. - ### 3.Connect the home record to the response Link resident reports, inspection evidence, interim safety actions, repairs and follow-up visits to one property timeline so the landlord can review both condition and response under its Welsh obligations. ## Does the record address 'free from damp', not only a score? For a Welsh social home, record the dampness itself, its persistence and building context alongside any hazard assessment. A numerical HHSRS result alone does not answer the broader WHQS expectation described by the Welsh Government. ## What HousingSurvey Pro provides Contemporaneous, geo-stamped evidence per property, portable into your existing housing systems. - Contemporaneous — captured on site, at the time, geo-stamped to the property. - Tamper-evident — hash-chained per property so any later change is detectable. - Portable — flows into your existing housing systems by API, webhook or EDI. [Start free — no card, no call](https://portal.housingsurvey.pro)[Try the live demo](https://demo.housingsurvey.pro) ## Frequently asked questions ### What compliance regime applies to damp and mould in Wales? Welsh Housing Quality Standard 2023 and the Renting Homes (Wales) Act 2016. WHQS 2023 is guidance for existing social homes in Wales and includes a specific 'free from damp' expectation. The applicable contractual, fitness and hazard duties depend on the landlord and occupation contract; an app record is evidence, not a WHQS pass or legal determination. ### Does HousingSurvey Pro work for providers in Wales? HousingSurvey Pro can capture geo-stamped, tamper-evident damp and mould evidence and integrate with existing housing systems by API, webhook or EDI. Contemporaneous, geo-stamped evidence per property, portable into your existing housing systems. Your organisation remains responsible for configuring and verifying the local legal workflow. Choose the product that fits ## Working independently, rather than managing housing stock? HousingSurvey Pro is for housing associations, councils and their contractor networks. For one-property-at-a-time professional reports, choose the specialist app that matches your work. [DampApp ProFor independent damp and timber specialists producing professional moisture, condition and remedial reports.Explore DampApp Pro →](https://dampapp.pro)[PropertySurvey ProFor independent property, condition and dilapidations surveyors creating client-ready reports.Explore PropertySurvey Pro →](https://propertysurvey.pro) This page is general information, not legal advice. Compliance regimes and standards differ by jurisdiction and change over time — always confirm the current requirements that apply to your organisation. --- ## Damp & Mould Compliance Software in United States Source: https://housingsurvey.pro/global/damp-and-mould-compliance-software-usa/ [Home](https://housingsurvey.pro/) / [Global](https://housingsurvey.pro/global/) / United States # Damp & mould compliance software in United States. In the United States, HUD's NSPIRE standards include Mold-Like Substance, Water Leak and Ventilation items for covered HUD housing. Programme implementation and corrective requirements must be checked against HUD's current notices. ## The applicable regime HUD National Standards for the Physical Inspection of Real Estate (NSPIRE) for the covered programme and inspectable area. ## Primary sources and jurisdiction scope NSPIRE applies across specified HUD programmes, but compliance dates, scoring and corrective requirements can differ. HousingSurvey Pro is not a HUD inspection tool and does not issue an NSPIRE score or finding. - [NSPIRE Standards](https://www.hud.gov/reac/nspire-standards) — U.S. Department of Housing and Urban Development - [NSPIRE official notices](https://www.hud.gov/reac/nspire-notices) — U.S. Department of Housing and Urban Development Source review: 31 July 2026. Check the linked authority and your own legal or compliance team before relying on a deadline or standard. ## Three local evidence priorities - ### 1.Identify programme and inspectable area Record whether the instruction concerns Public Housing, Multifamily, HCV or another covered programme, and whether the observation sits in the Unit, Inside or Outside area. Do not assume one implementation date. - ### 2.Map observations without declaring a HUD finding Capture visible mold-like substance, elevated moisture, water leaks and ventilation context where relevant. Preserve measurements, photographs and limitations while leaving the deficiency and correction decision to the applicable NSPIRE process. - ### 3.Connect correction evidence to the original condition Link the initial observation, work order, resident communications and reinspection. This creates a reviewable record for the provider without representing the app as HUD or an authorised HUD inspector. ## Which HUD programme, inspectable area and notice apply? For a United States provider, preserve those three inputs beside the observation. They help a qualified reviewer map evidence to the applicable NSPIRE process without turning a preparation record into a purported HUD deficiency or score. ## What HousingSurvey Pro provides Structured condition evidence relevant to NSPIRE preparation, geo-stamped and tamper-evident across a housing provider's stock. - Contemporaneous — captured on site, at the time, geo-stamped to the property. - Tamper-evident — hash-chained per property so any later change is detectable. - Portable — flows into your existing housing systems by API, webhook or EDI. [Start free — no card, no call](https://portal.housingsurvey.pro)[Try the live demo](https://demo.housingsurvey.pro) ## Frequently asked questions ### What compliance regime applies to damp and mould in United States? HUD National Standards for the Physical Inspection of Real Estate (NSPIRE) for the covered programme and inspectable area. NSPIRE applies across specified HUD programmes, but compliance dates, scoring and corrective requirements can differ. HousingSurvey Pro is not a HUD inspection tool and does not issue an NSPIRE score or finding. ### Does HousingSurvey Pro work for providers in United States? HousingSurvey Pro can capture geo-stamped, tamper-evident damp and mould evidence and integrate with existing housing systems by API, webhook or EDI. Structured condition evidence relevant to NSPIRE preparation, geo-stamped and tamper-evident across a housing provider's stock. Your organisation remains responsible for configuring and verifying the local legal workflow. Choose the product that fits ## Working independently, rather than managing housing stock? HousingSurvey Pro is for housing associations, councils and their contractor networks. For one-property-at-a-time professional reports, choose the specialist app that matches your work. [DampApp ProFor independent damp and timber specialists producing professional moisture, condition and remedial reports.Explore DampApp Pro →](https://dampapp.pro)[PropertySurvey ProFor independent property, condition and dilapidations surveyors creating client-ready reports.Explore PropertySurvey Pro →](https://propertysurvey.pro) This page is general information, not legal advice. Compliance regimes and standards differ by jurisdiction and change over time — always confirm the current requirements that apply to your organisation. --- ## Damp & Mould Compliance Software in Scotland Source: https://housingsurvey.pro/global/damp-and-mould-compliance-software-scotland/ [Home](https://housingsurvey.pro/) / [Global](https://housingsurvey.pro/global/) / Scotland # Damp & mould compliance software in Scotland. In Scotland, the Scottish Housing Quality Standard and powers in the Housing (Scotland) Act 2025 provide the local context for responding to damp and mould. The detailed Scottish Awaab's Law requirements must be checked as implementation develops. ## The applicable regime Scottish Housing Quality Standard and the Housing (Scotland) Act 2025 framework for Awaab's Law. ## Primary sources and jurisdiction scope Scotland's framework is distinct from the English regulations. Do not apply England's 10/3/5-working-day sequence automatically: confirm the Scottish regulations, commencement position, landlord type and current government guidance for the case. - [Awaab's Law: government response](https://www.gov.scot/publications/awaabs-law-government-response/) — Scottish Government Source review: 31 July 2026. Check the linked authority and your own legal or compliance team before relying on a deadline or standard. ## Three local evidence priorities - ### 1.Label the governing Scottish requirement Record whether the instruction concerns SHQS, repair duties, a local policy or a commenced Awaab's Law requirement. Keep the source and version beside the case instead of reusing an English deadline label. - ### 2.Capture a defensible condition baseline Preserve resident reports, affected rooms, visible extent, environmental readings, property context and inspection limits. A repeat visit can then show whether conditions changed after interim or permanent works. - ### 3.Keep workflows configurable as rules develop Use case stages, responsible people and internal target dates that can be updated centrally. A configurable record is safer than hard-coding an unconfirmed statutory period into historic cases. ## Which Scottish requirement governed this case on that date? The useful audit question is not whether an English timer was met. It is which commenced Scottish duty, quality standard, tenancy obligation or landlord policy applied, and whether the evidence shows the response against that requirement. ## What HousingSurvey Pro provides A configurable case timeline and tamper-evident field evidence for Scottish landlords and their contractors, without importing England-only deadlines. - Contemporaneous — captured on site, at the time, geo-stamped to the property. - Tamper-evident — hash-chained per property so any later change is detectable. - Portable — flows into your existing housing systems by API, webhook or EDI. [Start free — no card, no call](https://portal.housingsurvey.pro)[Try the live demo](https://demo.housingsurvey.pro) ## Frequently asked questions ### What compliance regime applies to damp and mould in Scotland? Scottish Housing Quality Standard and the Housing (Scotland) Act 2025 framework for Awaab's Law. Scotland's framework is distinct from the English regulations. Do not apply England's 10/3/5-working-day sequence automatically: confirm the Scottish regulations, commencement position, landlord type and current government guidance for the case. ### Does HousingSurvey Pro work for providers in Scotland? HousingSurvey Pro can capture geo-stamped, tamper-evident damp and mould evidence and integrate with existing housing systems by API, webhook or EDI. A configurable case timeline and tamper-evident field evidence for Scottish landlords and their contractors, without importing England-only deadlines. Your organisation remains responsible for configuring and verifying the local legal workflow. Choose the product that fits ## Working independently, rather than managing housing stock? HousingSurvey Pro is for housing associations, councils and their contractor networks. For one-property-at-a-time professional reports, choose the specialist app that matches your work. [DampApp ProFor independent damp and timber specialists producing professional moisture, condition and remedial reports.Explore DampApp Pro →](https://dampapp.pro)[PropertySurvey ProFor independent property, condition and dilapidations surveyors creating client-ready reports.Explore PropertySurvey Pro →](https://propertysurvey.pro) This page is general information, not legal advice. Compliance regimes and standards differ by jurisdiction and change over time — always confirm the current requirements that apply to your organisation. --- ## Damp & Mould Compliance Software in Northern Ireland Source: https://housingsurvey.pro/global/damp-and-mould-compliance-software-northern-ireland/ [Home](https://housingsurvey.pro/) / [Global](https://housingsurvey.pro/global/) / Northern Ireland # Damp & mould compliance software in Northern Ireland. In Northern Ireland, the statutory Fitness Standard and Decent Homes-style expectations require social landlords to identify and remedy serious hazards — and to show they did so. ## The applicable regime The Northern Ireland statutory Fitness Standard includes freedom from dampness prejudicial to occupants' health, alongside repair, heating and ventilation considerations. ## Primary sources and jurisdiction scope Northern Ireland has its own housing legislation and repair arrangements. The NI Housing Executive guidance linked here is operational guidance for its homes, not a universal statutory deadline for every landlord or tenure. - [Repairs and maintenance: damp](https://www.nihe.gov.uk/housing-help/repairs-and-maintenance/damp) — Northern Ireland Housing Executive Source review: 31 July 2026. Check the linked authority and your own legal or compliance team before relying on a deadline or standard. ## Three local evidence priorities - ### 1.Identify tenure and responsible landlord Start with the home, landlord, tenancy route and repair responsibility. Northern Ireland Housing Executive stock, housing-association homes and private tenancies should not be collapsed into one workflow or deadline. - ### 2.Record fabric and ventilation together Capture staining, mould-like growth, leaks, gutters, heating and ventilation observations where accessible. This supports a competent assessment of dampness without treating occupant behaviour as the default explanation. - ### 3.Close the evidence loop Link inspection limits, repair orders, resident updates and follow-up condition to the original report. The value is a reviewable property history, not a claim that the software determines fitness. ## Who owned the repair route for this home? A Northern Ireland record should make the landlord, tenure, reporting channel and maintenance responsibility explicit. That context determines which process and escalation path matter; an NIHE operational page is not a universal deadline for every dwelling. ## What HousingSurvey Pro provides Defensible, contemporaneous evidence across your stock, whoever carries out the inspection. - Contemporaneous — captured on site, at the time, geo-stamped to the property. - Tamper-evident — hash-chained per property so any later change is detectable. - Portable — flows into your existing housing systems by API, webhook or EDI. [Start free — no card, no call](https://portal.housingsurvey.pro)[Try the live demo](https://demo.housingsurvey.pro) ## Frequently asked questions ### What compliance regime applies to damp and mould in Northern Ireland? The Northern Ireland statutory Fitness Standard includes freedom from dampness prejudicial to occupants' health, alongside repair, heating and ventilation considerations. Northern Ireland has its own housing legislation and repair arrangements. The NI Housing Executive guidance linked here is operational guidance for its homes, not a universal statutory deadline for every landlord or tenure. ### Does HousingSurvey Pro work for providers in Northern Ireland? HousingSurvey Pro can capture geo-stamped, tamper-evident damp and mould evidence and integrate with existing housing systems by API, webhook or EDI. Defensible, contemporaneous evidence across your stock, whoever carries out the inspection. Your organisation remains responsible for configuring and verifying the local legal workflow. Choose the product that fits ## Working independently, rather than managing housing stock? HousingSurvey Pro is for housing associations, councils and their contractor networks. For one-property-at-a-time professional reports, choose the specialist app that matches your work. [DampApp ProFor independent damp and timber specialists producing professional moisture, condition and remedial reports.Explore DampApp Pro →](https://dampapp.pro)[PropertySurvey ProFor independent property, condition and dilapidations surveyors creating client-ready reports.Explore PropertySurvey Pro →](https://propertysurvey.pro) This page is general information, not legal advice. Compliance regimes and standards differ by jurisdiction and change over time — always confirm the current requirements that apply to your organisation. --- ## Damp & Mould Compliance Software in New Zealand Source: https://housingsurvey.pro/global/damp-and-mould-compliance-software-new-zealand/ [Home](https://housingsurvey.pro/) / [Global](https://housingsurvey.pro/global/) / New Zealand # Damp & mould compliance software in New Zealand. In New Zealand, the Healthy Homes Standards set specific requirements for moisture ingress, drainage and ventilation in rental homes — all of which need to be evidenced. ## The applicable regime Healthy Homes Standards (moisture ingress, drainage, ventilation). ## Primary sources and jurisdiction scope The Healthy Homes Standards apply to rental properties unless an exemption applies and cover five separate areas. A damp survey can document condition and relevant features, but compliance may require prescribed measurements, calculations, records and a check of exemptions. - [Healthy Homes Standards: what tenants need to know](https://www.tenancy.govt.nz/healthy-homes/healthy-homes-standards-what-a-tenant-needs-to-know/) — New Zealand Tenancy Services Source review: 31 July 2026. Check the linked authority and your own legal or compliance team before relying on a deadline or standard. ## Three local evidence priorities - ### 1.Inspect the moisture route Record guttering, downpipes, drainage, visible ground-water or storm-water effects and any enclosed subfloor that can be safely accessed. Note whether a ground moisture barrier is present without assuming it meets the prescribed standard. - ### 2.Document ventilation as installed and operating Capture openable windows and doors, kitchen and bathroom extractor provision, operating condition and access restrictions. A photograph or airflow observation does not replace any required compliance measurement. - ### 3.Retain the standard, exemption and follow-up trail Link the tenancy context, any claimed exemption, inspection evidence and resulting work. This lets the landlord demonstrate what was checked while keeping the compliance decision with the appropriate person. ## Which prescribed Healthy Homes element still needs formal verification? A New Zealand site record can show installed features and observed condition, but should flag where a prescribed measurement, calculation, tenancy document or exemption check remains necessary before anyone reaches a compliance conclusion. ## What HousingSurvey Pro provides Structured, dated moisture and ventilation evidence per property, ready for compliance review. - Contemporaneous — captured on site, at the time, geo-stamped to the property. - Tamper-evident — hash-chained per property so any later change is detectable. - Portable — flows into your existing housing systems by API, webhook or EDI. [Start free — no card, no call](https://portal.housingsurvey.pro)[Try the live demo](https://demo.housingsurvey.pro) ## Frequently asked questions ### What compliance regime applies to damp and mould in New Zealand? Healthy Homes Standards (moisture ingress, drainage, ventilation). The Healthy Homes Standards apply to rental properties unless an exemption applies and cover five separate areas. A damp survey can document condition and relevant features, but compliance may require prescribed measurements, calculations, records and a check of exemptions. ### Does HousingSurvey Pro work for providers in New Zealand? HousingSurvey Pro can capture geo-stamped, tamper-evident damp and mould evidence and integrate with existing housing systems by API, webhook or EDI. Structured, dated moisture and ventilation evidence per property, ready for compliance review. Your organisation remains responsible for configuring and verifying the local legal workflow. Choose the product that fits ## Working independently, rather than managing housing stock? HousingSurvey Pro is for housing associations, councils and their contractor networks. For one-property-at-a-time professional reports, choose the specialist app that matches your work. [DampApp ProFor independent damp and timber specialists producing professional moisture, condition and remedial reports.Explore DampApp Pro →](https://dampapp.pro)[PropertySurvey ProFor independent property, condition and dilapidations surveyors creating client-ready reports.Explore PropertySurvey Pro →](https://propertysurvey.pro) This page is general information, not legal advice. Compliance regimes and standards differ by jurisdiction and change over time — always confirm the current requirements that apply to your organisation. --- ## Damp & Mould Compliance Software in Ireland Source: https://housingsurvey.pro/global/damp-and-mould-compliance-software-ireland/ [Home](https://housingsurvey.pro/) / [Global](https://housingsurvey.pro/global/) / Ireland # Damp & mould compliance software in Ireland. In Ireland, the Housing (Standards for Rented Houses) Regulations set minimum standards including freedom from damp and mould — enforced by local authority inspection, where a dated evidence trail matters. ## The applicable regime Housing (Standards for Rented Houses) Regulations 2019 and local-authority inspection and enforcement. ## Primary sources and jurisdiction scope Ireland's minimum rental standards cover structural repair, ventilation and other physical requirements. Local authorities enforce them, and alternative requirements apply to some local-authority, approved-housing-body and long-term lease arrangements. The record supports review; it does not certify compliance. - [Minimum standards in rented accommodation](https://www.gov.ie/en/department-of-housing-local-government-and-heritage/publications/minimum-standards-in-rented-accommodation/) — Government of Ireland Source review: 31 July 2026. Check the linked authority and your own legal or compliance team before relying on a deadline or standard. ## Three local evidence priorities - ### 1.Confirm the rental and enforcement context Record whether the home is local-authority, approved-housing-body or another rental arrangement, the relevant local authority and the scope of the visit before selecting a checklist. - ### 2.Tie moisture evidence to repair and ventilation Capture internal and external condition where accessible, ventilation provision, heating, leaks, staining and readings. Separate observed facts from any conclusion about the regulations or the cause of dampness. - ### 3.Prepare a reviewable inspection trail Keep the resident report, dated visit, limitations, improvement actions and follow-up evidence together. This makes the record usable during local-authority inspection without presenting it as the authority's decision. ## Can the local authority follow condition, action and reinspection? For an Irish rental, preserve enough property, tenancy and visit context for the relevant local authority to understand the observed condition, the landlord's response and the later result without presenting the app record as an enforcement decision. ## What HousingSurvey Pro provides Geo-stamped, tamper-evident records that stand up to local-authority inspection. - Contemporaneous — captured on site, at the time, geo-stamped to the property. - Tamper-evident — hash-chained per property so any later change is detectable. - Portable — flows into your existing housing systems by API, webhook or EDI. [Start free — no card, no call](https://portal.housingsurvey.pro)[Try the live demo](https://demo.housingsurvey.pro) ## Frequently asked questions ### What compliance regime applies to damp and mould in Ireland? Housing (Standards for Rented Houses) Regulations 2019 and local-authority inspection and enforcement. Ireland's minimum rental standards cover structural repair, ventilation and other physical requirements. Local authorities enforce them, and alternative requirements apply to some local-authority, approved-housing-body and long-term lease arrangements. The record supports review; it does not certify compliance. ### Does HousingSurvey Pro work for providers in Ireland? HousingSurvey Pro can capture geo-stamped, tamper-evident damp and mould evidence and integrate with existing housing systems by API, webhook or EDI. Geo-stamped, tamper-evident records that stand up to local-authority inspection. Your organisation remains responsible for configuring and verifying the local legal workflow. Choose the product that fits ## Working independently, rather than managing housing stock? HousingSurvey Pro is for housing associations, councils and their contractor networks. For one-property-at-a-time professional reports, choose the specialist app that matches your work. [DampApp ProFor independent damp and timber specialists producing professional moisture, condition and remedial reports.Explore DampApp Pro →](https://dampapp.pro)[PropertySurvey ProFor independent property, condition and dilapidations surveyors creating client-ready reports.Explore PropertySurvey Pro →](https://propertysurvey.pro) This page is general information, not legal advice. Compliance regimes and standards differ by jurisdiction and change over time — always confirm the current requirements that apply to your organisation. --- ## Damp & Mould Compliance Software in England Source: https://housingsurvey.pro/global/damp-and-mould-compliance-software-england/ [Home](https://housingsurvey.pro/) / [Global](https://housingsurvey.pro/global/) / England # Damp & mould compliance software in England. In England, Awaab's Law sets fixed statutory timescales for social landlords to investigate and address damp and mould hazards. A contemporaneous, tamper-evident record can help demonstrate what the landlord knew and did at each stage. ## The applicable regime Awaab's Law Phase 1 has applied to significant damp and mould hazards and all emergency hazards in English social housing since 27 October 2025. ## Primary sources and jurisdiction scope The current Phase 1 landlord guidance remains in effect until 29 November 2026. Phase 2 begins on 30 November 2026 for additional prescribed hazards. This page addresses social housing in England; it does not apply England's statutory clock to private rentals or another nation. - [Awaab's Law in the social rented sector](https://www.gov.uk/government/collections/awaabs-law-in-the-social-rented-sector) — GOV.UK / MHCLG Source review: 31 July 2026. Check the linked authority and your own legal or compliance team before relying on a deadline or standard. ## Three local evidence priorities - ### 1.Preserve the awareness point Record when and how the landlord first became aware, the affected home and resident contact details, and any information suggesting an emergency. Later timestamps cannot repair a missing start point. - ### 2.Keep triage, investigation and limitations separate Link the work order to the dated field record, readings, photographs, rooms inspected and access restrictions. The surveyor's observations and professional judgement should remain distinguishable from an automated deadline calculation. - ### 3.Evidence every resident-facing stage Retain the written summary, delivery evidence, safety work, supplementary works and updates against the same case. The official guidance specifically recommends accurate records of engagement, investigations and communications. ## Can we reconstruct the statutory response from awareness onwards? An English case file should let a reviewer follow the original awareness point, triage, investigation, written summary, relevant safety work, supplementary preventative work and tenant updates without inferring missing dates from later notes. ## What HousingSurvey Pro provides Stock-wide statutory clocks, hash-chained evidence and case-management integration for associations and councils. - Contemporaneous — captured on site, at the time, geo-stamped to the property. - Tamper-evident — hash-chained per property so any later change is detectable. - Portable — flows into your existing housing systems by API, webhook or EDI. [Start free — no card, no call](https://portal.housingsurvey.pro)[Try the live demo](https://demo.housingsurvey.pro) ## Frequently asked questions ### What compliance regime applies to damp and mould in England? Awaab's Law Phase 1 has applied to significant damp and mould hazards and all emergency hazards in English social housing since 27 October 2025. The current Phase 1 landlord guidance remains in effect until 29 November 2026. Phase 2 begins on 30 November 2026 for additional prescribed hazards. This page addresses social housing in England; it does not apply England's statutory clock to private rentals or another nation. ### Does HousingSurvey Pro work for providers in England? HousingSurvey Pro can capture geo-stamped, tamper-evident damp and mould evidence and integrate with existing housing systems by API, webhook or EDI. Stock-wide statutory clocks, hash-chained evidence and case-management integration for associations and councils. Your organisation remains responsible for configuring and verifying the local legal workflow. Choose the product that fits ## Working independently, rather than managing housing stock? HousingSurvey Pro is for housing associations, councils and their contractor networks. For one-property-at-a-time professional reports, choose the specialist app that matches your work. [DampApp ProFor independent damp and timber specialists producing professional moisture, condition and remedial reports.Explore DampApp Pro →](https://dampapp.pro)[PropertySurvey ProFor independent property, condition and dilapidations surveyors creating client-ready reports.Explore PropertySurvey Pro →](https://propertysurvey.pro) This page is general information, not legal advice. Compliance regimes and standards differ by jurisdiction and change over time — always confirm the current requirements that apply to your organisation. --- ## Damp & Mould Compliance Software in Canada Source: https://housingsurvey.pro/global/damp-and-mould-compliance-software-canada/ [Home](https://housingsurvey.pro/) / [Global](https://housingsurvey.pro/global/) / Canada # Damp & mould compliance software in Canada. Canada has no single nationwide social-housing maintenance rule. Providers work under provincial, territorial, municipal and programme requirements, while Health Canada provides national health guidance on indoor moisture and mould. ## The applicable regime Provincial and territorial maintenance rules, supported by Health Canada's moisture and mould guidance. ## Primary sources and jurisdiction scope Always identify the province or territory and any municipal property standard. Health Canada guidance is not a tenancy code; the Ontario maintenance regulation linked here is an example and must not be applied across Canada. - [Guide to addressing moisture and mould indoors](https://www.canada.ca/en/health-canada/services/publications/healthy-living/addressing-moisture-mould-your-home.html) — Health Canada - [Ontario Regulation 517/06: Maintenance Standards](https://www.ontario.ca/laws/regulation/060517) — Ontario e-Laws Source review: 31 July 2026. Check the linked authority and your own legal or compliance team before relying on a deadline or standard. ## Three local evidence priorities - ### 1.Attach the correct jurisdiction Record province or territory, municipality, housing programme and the property standard supplied for the instruction. A Canadian national label alone is not enough to select a legal checklist. - ### 2.Prioritise visible moisture and its source Health Canada recommends identifying and controlling moisture rather than routine mould-air testing. Capture leaks, condensation, flooding history, ventilation, visible growth and the extent and location of affected materials. - ### 3.Protect vulnerable-resident and follow-up context Keep resident concerns, access, interim advice, repair orders and later verification linked to the property. Health conclusions remain for healthcare professionals and legal compliance remains jurisdiction-specific. ## Which province, municipality and programme set the requirement? For a Canadian property, make that jurisdiction chain explicit before applying a checklist. Health Canada's moisture guidance can inform good evidence capture, but it does not replace the tenancy and maintenance rules that govern the dwelling. ## What HousingSurvey Pro provides Contemporaneous, tamper-evident inspection evidence across a provider's portfolio. - Contemporaneous — captured on site, at the time, geo-stamped to the property. - Tamper-evident — hash-chained per property so any later change is detectable. - Portable — flows into your existing housing systems by API, webhook or EDI. [Start free — no card, no call](https://portal.housingsurvey.pro)[Try the live demo](https://demo.housingsurvey.pro) ## Frequently asked questions ### What compliance regime applies to damp and mould in Canada? Provincial and territorial maintenance rules, supported by Health Canada's moisture and mould guidance. Always identify the province or territory and any municipal property standard. Health Canada guidance is not a tenancy code; the Ontario maintenance regulation linked here is an example and must not be applied across Canada. ### Does HousingSurvey Pro work for providers in Canada? HousingSurvey Pro can capture geo-stamped, tamper-evident damp and mould evidence and integrate with existing housing systems by API, webhook or EDI. Contemporaneous, tamper-evident inspection evidence across a provider's portfolio. Your organisation remains responsible for configuring and verifying the local legal workflow. Choose the product that fits ## Working independently, rather than managing housing stock? HousingSurvey Pro is for housing associations, councils and their contractor networks. For one-property-at-a-time professional reports, choose the specialist app that matches your work. [DampApp ProFor independent damp and timber specialists producing professional moisture, condition and remedial reports.Explore DampApp Pro →](https://dampapp.pro)[PropertySurvey ProFor independent property, condition and dilapidations surveyors creating client-ready reports.Explore PropertySurvey Pro →](https://propertysurvey.pro) This page is general information, not legal advice. Compliance regimes and standards differ by jurisdiction and change over time — always confirm the current requirements that apply to your organisation. --- ## Damp & Mould Compliance Software in Australia Source: https://housingsurvey.pro/global/damp-and-mould-compliance-software-australia/ [Home](https://housingsurvey.pro/) / [Global](https://housingsurvey.pro/global/) / Australia # Damp & mould compliance software in Australia. In participating Australian jurisdictions, community housing providers under the National Regulatory System for Community Housing maintain property and asset data as part of their regulatory evidence. Damp and mould duties also depend on state or territory housing and tenancy rules. ## The applicable regime National Regulatory System for Community Housing asset-management evidence, together with the applicable state or territory requirements. ## Primary sources and jurisdiction scope NRSCH coverage and property-condition requirements vary by participating jurisdiction and provider. Its property-data guidance does not create one national damp deadline. Confirm the relevant registrar, tenancy law, funded-program conditions and adopted property standard. - [Recording and maintaining property data](https://nrsch.gov.au/providers/guidance-and-policy/recording-and-maintaining-property-data-guidance.html) — National Regulatory System for Community Housing Source review: 31 July 2026. Check the linked authority and your own legal or compliance team before relying on a deadline or standard. ## Three local evidence priorities - ### 1.Resolve asset and maintenance responsibility Identify the property, program, ownership or management arrangement and who holds responsive, cyclical or structural maintenance responsibility. This prevents a defect record being detached from the provider's asset data. - ### 2.Capture climate and building context Record the affected room and elevation, current weather, ventilation or cooling context, visible water paths and inspection limits. Australia's climates and building types make a single generic damp assumption unreliable. - ### 3.Feed evidence into asset management Link site observations to work orders, repeat failures and planned-maintenance decisions. A portfolio timeline can support regulator and board review while local professionals determine the applicable property standard. ## Does the defect connect to the provider's asset responsibility? For Australian community housing, the inspection becomes more useful when it identifies the participating jurisdiction, programme and maintenance liability, then links recurring moisture evidence to responsive work and longer-term asset planning. ## What HousingSurvey Pro provides Portfolio-wide condition evidence for community housing providers and their maintenance contractors. - Contemporaneous — captured on site, at the time, geo-stamped to the property. - Tamper-evident — hash-chained per property so any later change is detectable. - Portable — flows into your existing housing systems by API, webhook or EDI. [Start free — no card, no call](https://portal.housingsurvey.pro)[Try the live demo](https://demo.housingsurvey.pro) ## Frequently asked questions ### What compliance regime applies to damp and mould in Australia? National Regulatory System for Community Housing asset-management evidence, together with the applicable state or territory requirements. NRSCH coverage and property-condition requirements vary by participating jurisdiction and provider. Its property-data guidance does not create one national damp deadline. Confirm the relevant registrar, tenancy law, funded-program conditions and adopted property standard. ### Does HousingSurvey Pro work for providers in Australia? HousingSurvey Pro can capture geo-stamped, tamper-evident damp and mould evidence and integrate with existing housing systems by API, webhook or EDI. Portfolio-wide condition evidence for community housing providers and their maintenance contractors. Your organisation remains responsible for configuring and verifying the local legal workflow. Choose the product that fits ## Working independently, rather than managing housing stock? HousingSurvey Pro is for housing associations, councils and their contractor networks. For one-property-at-a-time professional reports, choose the specialist app that matches your work. [DampApp ProFor independent damp and timber specialists producing professional moisture, condition and remedial reports.Explore DampApp Pro →](https://dampapp.pro)[PropertySurvey ProFor independent property, condition and dilapidations surveyors creating client-ready reports.Explore PropertySurvey Pro →](https://propertysurvey.pro) This page is general information, not legal advice. Compliance regimes and standards differ by jurisdiction and change over time — always confirm the current requirements that apply to your organisation. --- ## Features — Hash-Chained Damp & Mould Evidence | HousingSurvey Pro Source: https://housingsurvey.pro/features/ # The record is the product. HousingSurvey Pro's deliverable is the record, not a report. Branded PDF renderings — survey evidence reports, works-completed packs, resident letters — are generated on demand from the sealed, hash-chained record whenever you need one; the record itself is what flows into your housing management system (HMS) or case-management system by API, webhook, EDI or SFTP. A PDF is a rendering of that evidence, never a replacement for it. ## Tamper-evident contemporaneous records Server-authoritative finalize The completion timestamp is set by our servers, never a device clock — no backdating, accidental or otherwise. Lock-on-Complete No product role can edit or delete a finalized record. Corrections create superseding versions, preserving the original in the normal application workflow; the deeper cloud-owner trust boundary is documented in our security handbook. Hash-chained per property Every finalized record embeds the SHA-256 fingerprint of the previous record for the same UPRN, building a verifiable evidence timeline per home. A nightly verifier recomputes every chain and records its results. Append-only audit log Every create, edit, finalize, export and API read is logged in a hash-chained, client-unwritable audit trail. ## Built for the field Offline-first capture Basements, voids, tower-block cores — the app works with no signal and syncs when connectivity returns. Geo-stamped A GPS fix (with accuracy radius) is captured on site and sealed inside the hashed record. Photo provenance Every photo is fingerprinted (SHA-256) at the moment of capture; the fingerprint travels inside the record and names the stored file. Survey science built in Dew point derived live from temperature and RH; condensation-risk warnings at capture time — the same engine trusted by DampApp Pro surveyors. Built as a hazard framework Damp & mould is the flagship hazard. HousingSurvey Pro captures 13 hazard types in total today, sharing one evidence engine and, where relevant, HHSRS scoring — asbestos, indoor air quality, radon, and every hazard category Awaab's Law Phase 2 will add from 30 November 2026 (excess cold, excess heat, falls, structural collapse, fire and explosions, electrical hazards, and domestic and personal hygiene). See the Phase 2 hazards page for what each one captures. [See the Awaab's Law Phase 2 hazards page →](https://housingsurvey.pro/awaabs-law/phase-2/) ## Built for organisations Landlords and contractors Contractor organisations work under scoped grants. Their surveyors capture against your stock; the evidence chain belongs to you. Work orders Cases flow from your CMS (or the portal) to a surveyor's inbox with the Awaab's Law clock attached, and evidence flows back automatically on completion. Entra ID single sign-on OIDC or SAML per organisation — joiners and leavers follow your own identity provider. UK data residency Everything lives in the London cloud region — enforced in code, not policy. Signed evidence bundles One click exports a ZIP: the record, its canonical form, the chain proof (verified at export), original photos named by fingerprint, and a manifest of every file's hash. Built for ombudsman and legal use. SFTP delivery & import Send EDI drops, reports, letters, invoices and your tenancy register — and pull property/UPRN, SOR and tenancy data back in — over SFTP to a server you control. Per-server keys, fail-closed host-key pinning. Resident letters, every case stage Generate a branded PDF letter at survey-scheduled, works-scheduled, works-completed, case-closed and other case moments — always freely editable, with an optional AI-drafted starting point where it's genuinely useful. Email, print or view; the "From" sign-off defaults to whoever's sending it. On-brand PDF theming Your logo and brand colour are on every generated PDF by default; Team plan and above additionally unlocks a dedicated theme colour, font choice and cover layout. Works-completed packs group after-photos by room and show the completion visit's own GPS fix and timestamp. Tenancy register Who lives where, alongside your property stock: tenant contacts and occupancy status, CSV import/export, and (Platform plan) delivery over the same SFTP connection as everything else. Scope of works & costs Surveyors build the works schedule on site from your own priced rate catalogue — item, quantity, a note, never typing a price; whether they can see prices at all is a management-only setting, off by default. Sealed alongside the surveyor's and resident's sign-off, and versioned like every other correction. [Start free — no card, no call](https://portal.housingsurvey.pro)[See integrations](https://housingsurvey.pro/integrations/) ## Questions a buyer actually asks ### Does HousingSurvey Pro generate PDF reports? Yes — branded, org-themable PDF renderings (survey evidence reports, works-completed packs, resident letters at every case stage) are generated on demand from the sealed record. The hash-chained record itself remains the authoritative deliverable, flowing into your case-management system by API, webhook, EDI or SFTP; a PDF is a rendering of that evidence, never a replacement for it. ### Does the app work without signal in the field? Yes. Capture is offline-first: basements, voids and tower-block cores with no signal still let a surveyor complete a full record, which syncs automatically the moment connectivity returns. ### Can contractors use the same system as the landlord? Yes. Contractor organisations work under scoped grants issued by the landlord: their surveyors capture evidence against the landlord's properties, and the finalized records belong to the landlord's own evidence chain, not a separate contractor silo. ### What identity provider does HousingSurvey Pro support? Microsoft Entra ID via OIDC or SAML, configured per organisation, with SCIM for automatic joiner/leaver provisioning — your directory stays the source of truth for who has access. Choose the product that fits ## Working independently, rather than managing housing stock? HousingSurvey Pro is for housing associations, councils and their contractor networks. For one-property-at-a-time professional reports, choose the specialist app that matches your work. [DampApp ProFor independent damp and timber specialists producing professional moisture, condition and remedial reports.Explore DampApp Pro →](https://dampapp.pro)[PropertySurvey ProFor independent property, condition and dilapidations surveyors creating client-ready reports.Explore PropertySurvey Pro →](https://propertysurvey.pro) --- ## Frequently Asked Questions | HousingSurvey Pro Source: https://housingsurvey.pro/faq/ # Frequently asked questions Every question we answer across the site, in one place — the product, features, pricing, security, Awaab's Law compliance and agent/API access. Each section links to the page where the answer lives in context. [The product](#product)[Features & the field app](#features)[Pricing, seats & billing](#pricing)[Security & data](#security)[Awaab's Law — the basics](#awaabs-law)[Awaab's Law — the statutory timeline](#timeline)[Awaab's Law — deadlines for damp & mould](#deadlines)[Awaab's Law — for housing associations](#housing-associations)[Awaab's Law — for repairs contractors](#contractors)[The cost of getting evidence wrong](#cost)[Awaab's Law — the written summary](#written-summary)[HHSRS damp & mould hazard scoring](#hhsrs)[Awaab's Law — Phase 2 hazards](#phase-2)[AI agents, MCP & API access](#agents)[Compared to AwaabSafe](#vs-awaabsafe)[Compared to PocketSurvey](#vs-pocketsurvey)[Compared to paper & spreadsheets](#vs-paper) ## The product [Homepage →](https://housingsurvey.pro/) What makes HousingSurvey Pro records defensible under Awaab's Law? + Every finalized record is locked server-side with an authoritative timestamp, hash-chained to the previous record for the same property (UPRN), geo-stamped, and covered by an append-only audit log. No app or API path can alter or delete finalized evidence, and any out-of-band change — even at the infrastructure level — breaks the cryptographic chain and is detectable by our verifier. Not even we can edit history undetectably. Does it integrate with our housing management system (HMS) or case-management system? + Yes. HousingSurvey Pro is CMS/HMS-agnostic: a HACT-aligned REST API, signed webhooks, SFTP flat-file EDI, scheduled CSV exports and a Microsoft Power Automate connector mean it connects to NEC, Civica, MRI, Aareon and virtually any other system your IT team runs. Can our contractors use it too? + Yes. Contractor organisations work under scoped grants from the landlord: their surveyors capture evidence against your properties, and the finalized records belong to your evidence chain. How is it priced? + Per surveyor, per month, billed to the organisation — no per-report fees and no app-store purchases. See the pricing page for tiers. ## Features & the field app [Features →](https://housingsurvey.pro/features/) Does HousingSurvey Pro generate PDF reports? + Yes — branded, org-themable PDF renderings (survey evidence reports, works-completed packs, resident letters at every case stage) are generated on demand from the sealed record. The hash-chained record itself remains the authoritative deliverable, flowing into your case-management system by API, webhook, EDI or SFTP; a PDF is a rendering of that evidence, never a replacement for it. Does the app work without signal in the field? + Yes. Capture is offline-first: basements, voids and tower-block cores with no signal still let a surveyor complete a full record, which syncs automatically the moment connectivity returns. Can contractors use the same system as the landlord? + Yes. Contractor organisations work under scoped grants issued by the landlord: their surveyors capture evidence against the landlord's properties, and the finalized records belong to the landlord's own evidence chain, not a separate contractor silo. What identity provider does HousingSurvey Pro support? + Microsoft Entra ID via OIDC or SAML, configured per organisation, with SCIM for automatic joiner/leaver provisioning — your directory stays the source of truth for who has access. ## Pricing, seats & billing [Pricing →](https://housingsurvey.pro/pricing/) Do I need to talk to sales? + No. Create your organisation free in the portal, invite users, connect your systems and upgrade with a card — entirely self-serve on Team and Platform. Enterprise and invoice billing involve a short conversation because terms are negotiated; contact us any time you want one. What counts as a surveyor seat? + Only active surveyors — people capturing evidence in the field app — consume surveyor seats. What is an office user? + Owner, org-admin, manager, coordinator and finance roles are office users — the people running compliance, work orders and billing rather than capturing evidence. Each tier includes a bundle free (Solo 2, Team 5, Platform 15, Enterprise unlimited); extra office users above the bundle are £6/user/month on Team and Platform. Is the viewer role free? + Yes — always, on every paid tier, unlimited. Viewers get read-only access to evidence and dashboards with no create/edit/export rights, so spreading visibility to stakeholders costs nothing. Solo is capped at 3 viewers. Is annual billing cheaper? + Yes — annual is 10× the monthly price, so two months free, whether paid by card or invoice. Can we pay by invoice instead of card? + Yes. Team and Platform can move to annual invoice billing (PO number, BACS/bank transfer, agreed payment terms) — contact us and we'll set it up; card self-serve remains available throughout. Enterprise is invoiced by default with negotiated terms. What happens if we cancel? + You drop to the free Solo plan automatically. Every record, photo and audit trail stays intact and exportable — evidence is never held hostage. Is the mobile app really free? + Yes. The iOS and Android apps are free to install with no in-app purchases; access is granted by your organisation and billed per surveyor seat on the web. Do I need a paid plan to use SFTP? + Yes — SFTP is a Platform-tier feature, alongside the REST API, webhooks and EDI exports it's typically paired with. That covers connecting your own SFTP server, sending reports/letters/invoices to it, pulling in property/UPRN, SOR or tenancy data, and automatic nightly EDI-to-SFTP delivery. Can we put our own branding on generated PDFs? + Every plan, including free Solo, puts your logo and brand colour on survey reports, works-completed packs and resident letters. Team and above additionally unlock full PDF theming — a dedicated theme colour, choice of font and cover layout — across all three document types. ## Security & data [Security →](https://housingsurvey.pro/security/) Can HousingSurvey Pro data leave the UK? + No. Firestore, Storage, Cloud Functions and Authentication are all pinned to the Google Cloud London region (europe-west2) in the codebase itself, not by policy — there is no configuration path that stores or processes tenant data outside the UK. Can a finalized (sealed) record be edited or deleted? + Not through any client or API path, by any role, including our own staff accounts — enforced by database security rules and covered by an automated test suite. Every sealed record is also hash-chained to the one before it for its property: any change made after sealing, by any means including direct database access, breaks the chain and is detected by our nightly verifier. Not even we can edit history undetectably. Corrections create superseding records; originals survive. How is evidence tampering detected? + Each finalized record embeds the SHA-256 hash of its canonical content, chained to the previous record for the same UPRN (property reference). A nightly verifier recomputes every chain end to end and records its clean runs, so the absence of tampering is provable, not merely assumed. Is HousingSurvey Pro Cyber Essentials or ISO 27001 certified? + The platform is designed against Cyber Essentials and ISO/IEC 27001 controls from the first commit; formal certification is on the roadmap and not yet held. We do not claim certification we don't have — contact us for our current security design notes and DPA. How are API keys and webhook secrets protected? + API keys, SCIM tokens and webhook signing secrets are shown once at creation and stored only as SHA-256 hashes thereafter — we cannot retrieve them either. Webhook payloads are HMAC-signed so receivers can verify authenticity. ## Awaab's Law — the basics [Awaab's Law overview →](https://housingsurvey.pro/awaabs-law/) What does Awaab's Law require of social landlords? + In England's social rented sector, Phase 1 has applied since 27 October 2025 to all potential emergency hazards and potential significant damp and mould hazards. It sets investigation, written-summary, safety-work and follow-on-work requirements. Phase 2 starts on 30 November 2026 and extends the significant-hazard requirements to additional prescribed hazards. Scotland has a separate legal and implementation framework, so England's deadlines must not be applied there automatically. Why do contemporaneous records matter under Awaab's Law? + Accurate records can help a landlord demonstrate when it became aware, when it investigated, what it found, what it communicated and what work followed. Contemporaneous field evidence is easier to verify than a reconstruction made later, although the weight given to any record depends on the facts and the body reviewing it. How does HousingSurvey Pro prove a record hasn't been altered? + Finalized records are locked server-side with a server-set timestamp, cryptographically chained to the previous record for the same property, and covered by an append-only audit log. A verification sweep recomputes every chain nightly. Exported evidence bundles include the chain proof. ## Awaab's Law — the statutory timeline [Statutory timeline →](https://housingsurvey.pro/awaabs-law/timeline/) When did Awaab's Law come into force? + Phase 1 came into force for social housing in England on 27 October 2025, covering all potential emergency hazards and potential significant damp and mould hazards. Phase 2 starts on 30 November 2026 and extends the significant-hazard requirements to a wider prescribed group. Phase 3 will cover the remaining HHSRS hazards except overcrowding; check current regulations for its commencement date. Extension to England's private rented sector is planned under the Renters' Rights Act 2025, but the government's roadmap puts it in a later phase with implementation timescales subject to consultation. Are the timescales counted in calendar days or working days? + For a potential significant hazard, investigation is due within 10 working days of awareness. The written summary is normally due within 3 working days after the investigation concludes; relevant safety work and steps to begin supplementary preventative work are due within 5 working days after it concludes. Emergency investigation and safety work must both be completed within 24 hours. Confirm the current rules for the hazard and tenure. What are the stages of the Awaab's Law timeline? + For a potential significant hazard: (1) investigate within 10 working days of awareness; (2) normally send the written findings within 3 working days after the investigation concludes; (3) complete relevant safety work and begin or arrange supplementary preventative work within 5 working days after it concludes. Potential emergency hazards must be investigated and, if confirmed, made safe within 24 hours. Each stage needs a dated record. ## Awaab's Law — deadlines for damp & mould [Deadline calculator →](https://housingsurvey.pro/awaabs-law/deadline-calculator/) What are the Awaab's Law timescales for damp and mould? + Since 27 October 2025, social landlords in England must investigate a potential significant damp and mould hazard within 10 working days of awareness. They must normally send a written summary within 3 working days after the investigation concludes and, if a significant hazard is found, complete relevant safety work and begin or arrange supplementary preventative work within 5 working days after it concludes. Potential emergency hazards must be investigated and, if confirmed, made safe within 24 hours. What counts as an emergency hazard under Awaab's Law? + An emergency hazard is one that presents an imminent and significant risk of harm — for example a serious leak, electrical danger, gas safety issue or risk of collapse. These must be investigated and made safe as soon as reasonably practicable and within 24 hours. Does Awaab's Law apply to private landlords? + The current 27 October 2025 rules apply to social housing in England, not private rentals. The Renters' Rights Act 2025 provides for Awaab's Law to be extended to England's private rented sector, but the government's implementation roadmap places that extension in Phase 3 and says the timescales are subject to consultation. Do not apply the social-housing calculator to a private tenancy unless the relevant PRS rules are in force and match it. ## Awaab's Law — for housing associations [For housing associations →](https://housingsurvey.pro/awaabs-law/for-housing-associations/) What does Awaab's Law require a housing association to do? + For social housing in England, Phase 1 requires potential significant damp and mould hazards to be investigated within 10 working days, a written summary within 3 working days after the investigation concludes, and relevant safety work within 5 working days after it concludes. Potential emergency hazards must be investigated and, where identified, made safe as soon as reasonably practicable and within 24 hours. Phase 2 starts on 30 November 2026 and adds further prescribed hazards; Phase 3 will cover the remaining HHSRS hazards except overcrowding. Why isn't our case-management system enough on its own? + Your CMS can remain the system of record. A separate field-evidence layer is useful where the CMS does not preserve original photo metadata, inspection context, record locking or a verifiable change history. HousingSurvey Pro captures that field record and can pass it into your CMS, so reviewers can distinguish what was observed on site from what was entered or updated later. Can our repairs contractors capture evidence against our stock? + Yes. Contractor organisations work under scoped grants from the landlord: their operatives capture evidence against your properties (by UPRN), and every finalized record belongs to your evidence chain, not theirs. You see the whole stock in one portal regardless of who did the inspection. How does it prove a record hasn't been altered? + Finalized records are locked server-side with an authoritative timestamp, hash-chained to the previous record for the same property, and covered by an append-only audit log. A verification sweep recomputes every chain nightly, and exported evidence bundles carry the chain proof — so neither a contractor, nor a member of staff, nor even we can alter history undetectably. ## Awaab's Law — for repairs contractors [For contractors →](https://housingsurvey.pro/awaabs-law/for-contractors/) We're a repairs contractor, not the landlord — does Awaab's Law affect us? + The statutory duty sits with the landlord, but in practice the evidence is created by whoever attends the property — and that's usually you. If your inspection records aren't contemporaneous and defensible, the association can't demonstrate compliance, which puts your contract and your reputation at risk. Increasingly, associations require their contractors to capture evidence to a defined standard. How does a contractor work inside a landlord's evidence chain? + Your organisation is granted scoped access to the landlord's properties. Your operatives capture geo-stamped, tamper-evident records against those properties by UPRN, and each finalized record becomes part of the landlord's chain — visible to them in their portal in real time. You demonstrate the work was done, on time, to standard, without emailing photos around. Do we need a separate subscription per landlord we work for? + No. Your surveyors capture against whichever landlord has granted your organisation access; the evidence lands in the relevant landlord's chain automatically. It's the same field app and the same workflow whether you're on one association's stock or several. What does this give us that the landlord's portal doesn't? + A contractor-side record that you attended, when, and what you found and did — provably unaltered — so that if a case is scrutinised later, your position is defensible independently of the landlord's system. It's the difference between 'we say we fixed it' and 'here is the contemporaneous, tamper-evident proof'. ## The cost of getting evidence wrong [Cost of getting it wrong →](https://housingsurvey.pro/awaabs-law/roi/) What does it actually cost to get Awaab's Law evidence wrong? + The costs stack up in layers: Housing Ombudsman findings and compensation orders; disrepair claims and legal fees where records can't be produced; re-inspection and repeat visits when the original evidence is incomplete; regulatory scrutiny from the Regulator of Social Housing; and the reputational cost of a case that could have been defended with a contemporaneous record. None of these require the association to have done the wrong thing — only to be unable to prove it did the right thing. How is HousingSurvey Pro priced? + Per surveyor, per month, billed to the organisation — no per-report fees and no app-store purchases. PO numbers, BACS/bank transfer and payment terms are a normal part of how we work with housing associations and councils. See the pricing page for tiers. Where do the savings come from? + Mainly from avoided repeat visits and re-inspections, faster case handling because evidence is complete first time, reduced disrepair exposure because records are defensible, and staff time saved by not retyping field notes into the CMS. We don't publish a fabricated ROI figure — the honest calculation depends on your stock size, claim history and current process, and the pricing/case-handling inputs are all transparent. ## Awaab's Law — the written summary [Written summary requirements →](https://housingsurvey.pro/awaabs-law/written-summary/) How long do we have to issue the written summary? + Within 3 working days of the investigation ending — day 13 overall for a significant damp and mould hazard, counting from the 10 working days allowed to investigate. The clock runs on working days, so weekends and bank holidays don't count. Do we still have to issue a written summary if we find no hazard? + Yes. Awaab's Law guidance is explicit that the tenant must receive a written summary even when the investigation finds no significant hazard — it must explain why no further action is being taken, not just confirm that action is happening. Does the written summary have to be a formal letter? + GOV.UK guidance does not mandate a specific format, but it must be written, given to the tenant (not just logged internally), and dated so the 3-working-day clock is evidenced. Most landlords issue it as a letter or portal message referencing the case. ## HHSRS damp & mould hazard scoring [HHSRS damp & mould scoring →](https://housingsurvey.pro/awaabs-law/hhsrs-damp-and-mould/) What HHSRS category is damp and mould? + Damp and mould growth is its own hazard profile under HHSRS. A hazard scores Category 1 (mandatory local-authority enforcement) at 1,000 points or above; below that it's Category 2 (moderate or low risk, discretionary enforcement). The score comes from the likelihood of harm over the next 12 months combined with the severity of the harm outcome, assessed against the most vulnerable plausible occupant age group, not just the actual tenant. Is a Category 1 HHSRS damp and mould hazard the same as an Awaab's Law emergency? + Not automatically. Awaab's Law's 24-hour emergency track is for hazards presenting an imminent and significant risk of harm — a smaller, more urgent set than every Category 1 finding. A Category 1 damp and mould hazard that isn't imminent typically follows the standard 10/3/5-working-day track, not the 24-hour one. Who decides the HHSRS score — the software or the surveyor? + The surveyor. HHSRS scoring is a professional judgement against a published methodology (likelihood and harm-outcome bands); software can structure the assessment and apply the published formula consistently, but the on-site judgement calls remain the surveyor's. ## Awaab's Law — Phase 2 hazards [Phase 2 hazards explained →](https://housingsurvey.pro/awaabs-law/phase-2/) What is Awaab's Law Phase 2? + Phase 2 extends Awaab's Law's investigation, written-summary and make-safe duties beyond damp and mould to seven further prescribed hazard categories: excess cold, excess heat, falls, structural collapse, fire and explosions, electrical hazards, and domestic and personal hygiene and food safety. It is delivered by the Hazards in Social Housing (Prescribed Requirements) (England) Regulations. Is Awaab's Law Phase 2 already in force? + No. Phase 2 commences 30 November 2026. The amendment regulations were laid before Parliament on 13 July 2026 and are subject to parliamentary approval — they have not yet been made. Phase 1 has applied since 27 October 2025 and already covers damp and mould plus every emergency hazard of any HHSRS profile, so an urgent non-damp hazard reported today is not currently outside Awaab's Law. What are the Awaab's Law Phase 2 timescales? + The same statutory clock that already applies to damp and mould under Phase 1 extends to the new hazard categories: investigate a potential significant hazard within 10 working days of awareness, normally issue a written summary within 3 working days of the investigation concluding, complete relevant safety work and begin supplementary preventative work within 5 working days of it concluding (with a 12-week long-stop for the physical start of supplementary works), and investigate and make safe any emergency hazard within 24 hours. How do you tell if a Phase 2 hazard is an emergency or a significant hazard? + GOV.UK's Phase 2 triage guidance frames it as a 'reasonable landlord' test: would a notional reasonable landlord judge that this hazard needs making safe within 24 hours (emergency), or does it fit within 15 working days (significant)? That 15-working-day figure is the cumulative 10 days to investigate plus 5 days to make safe — a triage heuristic for judging urgency, not a separate fourth statutory deadline. Does Phase 2 depend on the 2026 HHSRS reform? + Yes. SI 2026/571 reduced HHSRS from 29 to 21 hazard profiles and replaced the A-J bands with High/Medium/Low, in force since 23 June 2026. Phase 2's prescribed hazards are drawn from that reformed 21-profile system — falls, for example, is scored as three separate profiles (falls on the level, which includes falls associated with baths; falling on stairs; and falling between levels). Can we capture evidence for Phase 2 hazards before the law commences? + Yes. HousingSurvey Pro's field app already has capture built for every Phase 2 hazard category today, end to end, so surveys can start now and the evidence trail is already contemporaneous and hash-chained by the time the statutory clock switches on. The platform will not show a Phase 2 statutory deadline on a non-emergency case until the regulations are actually confirmed in force. ## AI agents, MCP & API access [For AI agents →](https://housingsurvey.pro/agents/) How does an agent authenticate to the HousingSurvey Pro MCP server? + With an organisation API key as a bearer token (Authorization: Bearer hsp_live_…), minted by an org-admin in the management portal under Integrations → API keys and scoped to exactly what the integration needs. The MCP tools enforce the same scopes as REST API v1, and every call is written to the organisation's append-only audit log. Full detail: https://housingsurvey.pro/auth.md What can the MCP server do? + Read work orders and their statutory-clock timestamps, list finalized evidence, verify a record's tamper-evident hash, and raise or assign work orders — all scoped. It is a read-and-safely-act server, not a bulk-export firehose. Where are the machine-readable descriptors? + MCP server card at /.well-known/mcp/server-card.json (also mirrored at /.well-known/mcp.json), Agent Skills index at /.well-known/agent-skills/index.json, OAuth Protected Resource metadata at /.well-known/oauth-protected-resource, API Catalog at /.well-known/api-catalog, and the OpenAPI 3.0 spec at https://api.housingsurvey.pro/openapi.yaml. Can an agent buy or upgrade a plan directly? + No. Neither REST API v1 nor the MCP server has a billing route or tool — access is read-and-safely-act against an already-provisioned organisation only. Buying, upgrading and seat changes are Stripe-hosted checkout actions a human completes in the management portal. Full detail, including why agentic-commerce discovery protocols like x402, MPP, UCP, ACP and AP2 aren't published on this domain, is at https://housingsurvey.pro/payments.md. ## Compared to AwaabSafe [vs AwaabSafe →](https://housingsurvey.pro/vs/awaabsafe/) Is AwaabSafe the same kind of product as HousingSurvey Pro? + Not quite. AwaabSafe is a deadline-tracking and tenant-reporting layer — a QR code for tenants to report a hazard, and automated statutory-deadline calculation and alerts. HousingSurvey Pro is a field evidence-capture app plus management portal: surveyors record geo-stamped, tamper-evident, hash-chained evidence on site, which flows into your case-management system by API, webhook, EDI or SFTP. The two products solve adjacent but different problems. Does AwaabSafe publish its pricing? + Not on its public site as of this review — pricing isn't listed, so we can't compare it here. HousingSurvey Pro's pricing is public: free to start, then £29-£99 per surveyor per month depending on tier. Check AwaabSafe directly for current pricing. ## Compared to PocketSurvey [vs PocketSurvey →](https://housingsurvey.pro/vs/pocketsurvey/) How much does PocketSurvey cost compared to HousingSurvey Pro? + PocketSurvey's own pricing page lists its Damp & Mould software at £125 + VAT per user per month (after a discounted £25 + VAT first month), with volume discounts for multiple users. HousingSurvey Pro starts free and its paid tiers run £29-£99 per surveyor per month. Always check each vendor's current pricing page before deciding — published prices change. Is PocketSurvey built specifically for housing associations? + No — PocketSurvey is a general building-surveying platform (an app designer and template editor) used across several inspection sectors, with a damp & mould module aimed partly at Awaab's Law reporting. HousingSurvey Pro is built specifically for housing associations, councils and their repairs contractors, with CMS integration (API, webhooks, EDI, SFTP) as a core feature rather than an add-on. ## Compared to paper & spreadsheets [vs paper & spreadsheets →](https://housingsurvey.pro/vs/paper-and-spreadsheets/) Can we just keep using paper forms and a spreadsheet for damp and mould evidence? + You can, and many landlords still do today — but a spreadsheet or a scanned form has no tamper-evidence: any editable file can be changed after the fact with no trace, which is precisely what the Housing Ombudsman and disrepair claims scrutinise. A purpose-built evidence system doesn't replace your surveyor's judgement, but it timestamps and locks the record the moment it's finalised. What's the real risk of sticking with spreadsheets under Awaab's Law? + Not the deadlines themselves — a well-run team can hit those with a spreadsheet. The risk is proving it later: a disrepair claim or Ombudsman complaint often arrives months after the event, and a record that anyone could have edited in the meantime is weaker evidence than one that was locked and hash-chained on the day. Didn't find your question? [Contact us](https://housingsurvey.pro/contact/) or search the [help centre](https://housingsurvey.pro/help/). Awaab's Law answers on this page are general information, not legal advice. Statutory timescales are being phased in by hazard type — always confirm current requirements with your compliance team. --- ## Developers — API, Webhooks, EDI, SCIM | HousingSurvey Pro Source: https://housingsurvey.pro/developers/ # Developers Everything technical lives here — your compliance and housing teams never need it, your integration team never needs anything else. Keys, webhooks and EDI are configured self-serve in the [management portal](https://portal.housingsurvey.pro) (Integrations, org-admin role, Platform plan and above). [Interactive API reference (Swagger)](https://housingsurvey.pro/api/docs/)[OpenAPI 3.0 spec](https://housingsurvey.pro/api/openapi.yaml) ## REST API v1 Base URL https://api.housingsurvey.pro/v1 · auth Authorization: Bearer hsp_live_… (scoped, revocable, hash-stored). Every read is written to your append-only audit log — integration access is itself evidence. GET /surveys HACT-aligned evidence list. Filters status , updatedSince ; cursor pagination. GET /surveys/:id One record + its chain block ( recordHash , prevRecordHash , chainSeq , finalizedAt ). GET /properties UPRN-keyed stock register with last-survey rollups. POST /work-orders Push a case to the field. Link the property by uprn (preferred), propertyId , or free-text address — unknown UPRNs 404 rather than creating unlinked orders. Statutory Awaab's Law deadlines stamp server-side. GET / POST /contractors Sync your supply chain: rich contractor records with insurance/accreditation expiry; POST returns an invite code that binds the contractor's organisation when redeemed. « create a work order against a registered property » curl -X POST -H "Authorization: Bearer $KEY" -H "Content-Type: application/json" \ -d '{"uprn":"100012345678","externalRef":"CASE-48211","hazardSeverity":"significant", "description":"Tenant reports black mould in child's bedroom"}' \ https://api.housingsurvey.pro/v1/work-orders ## Webhooks — verify the signature survey.finalized and statutory-deadline events POST to your endpoint, HMAC-SHA256 signed. Compute the HMAC of the raw body with your signing secret and compare to x-hsp-signature . Failed deliveries retry for an hour. // Node.js const crypto = require('crypto'); function verify(rawBody, header, secret) { const expected = crypto.createHmac('sha256', secret).update(rawBody).digest('hex'); return crypto.timingSafeEqual(Buffer.from(expected), Buffer.from(header)); } ## EDI flat-file (CSV) For CMSs that ingest files rather than webhooks: nightly drops (02:00 UK) or on-demand exports. UTF-8, CRLF line endings, RFC 4180 quoting, one row per room reading. [Download a sample file →](https://housingsurvey.pro/samples/edi-output-example.csv) Column (in order) Meaning record_id Evidence record id uprn_or_property_id UPRN when resolved, else internal property id property_address Denormalised address inspection_date ISO 8601, device-recorded finalized_at ISO 8601, server-set at sealing inspector_ref Surveyor identifier performing_org Org that captured (landlord or contractor) work_order_ref Our work-order id external_ref YOUR CMS case/job id, echoed back room Room the reading belongs to damp_type e.g. Condensation, Rising, Penetrating rh_pct Relative humidity % temp_c Air temperature °C surface_temp_c Surface temperature °C wme_pct Wood moisture equivalent % dew_point_c Dew point °C observations Surveyor notes (quoted CSV) photo_hashes Semicolon-separated SHA-256 capture hashes record_hash The sealed record hash — verify against the API chain block chain_seq Position in that property’s evidence chain ## Import formats (sample files) Every import in the portal documents its layout inline and validates row-by-row against it. Prepare your data before you ever sign in: - [properties-example.csv](https://housingsurvey.pro/samples/properties-example.csv) — uprn, addressLine1/2, postcode, localAuthority, tenureType, archetype (UPRN keys the evidence chain; rows without one import flagged for review) - [team-invites-example.csv](https://housingsurvey.pro/samples/team-invites-example.csv) — email, name, role ( surveyor / manager / org-admin , mixed freely per row) - [contractors-example.csv](https://housingsurvey.pro/samples/contractors-example.csv) — full supply-chain records incl. trades, regions, insurance and expiry dates All parsers are BOM/CRLF/quoting tolerant and match columns by header name in any order; required fields are strict, with per-row errors that cite the documented layout. ## SCIM 2.0 provisioning Enterprise plan: point Entra ID (or Okta) provisioning at your per-org SCIM endpoint (minted in the portal with a bearer token shown once). Joiners arrive as surveyors with seats enforced; deactivations disable access instantly — evidence is never deleted. ## Calendar feeds (iCal) Per-surveyor read-only iCal URLs: scheduled visits with one-hour alarms plus statutory deadlines as all-day events. Subscribe in Outlook/Google/Apple Calendar from the portal's app-linking step. ## Power Automate The [OpenAPI definition](https://housingsurvey.pro/api/openapi.yaml) imports directly as a custom connector — wire finalized evidence into Dynamics, SharePoint or Teams without code. Non-technical documentation lives in the [help centre](https://housingsurvey.pro/help/). Stuck? [Contact us](https://housingsurvey.pro/contact/) (support@prosurvey.app) — you'll never have to talk to us, but you can. --- ## Book a Demo | HousingSurvey Pro Source: https://housingsurvey.pro/demo/ # See it end to end Thirty minutes: a live capture in the field app, the record locking and chaining, the evidence landing in a CMS via webhook, and the portal your compliance team would live in. Bring your IT lead — we like hard questions. Don't want to wait for a call? [Try the live self-serve demo now](https://demo.housingsurvey.pro) — no sign-up, a synthetic organisation spun up instantly in your browser. If you'd rather be shown where to look, the [20-minute walkthrough](https://housingsurvey.pro/demo/walkthrough/)takes you from raising a case to sealing, exporting and webhooking the record. What's this about? Sales & demos General enquiry Procurement / invoicing Support (existing customer) Leave this field empty Request demo --- ## Live Demo Walkthrough — A 20-Minute End-to-End Tour Source: https://housingsurvey.pro/demo/walkthrough/ [Demo](https://housingsurvey.pro/demo/) / Walkthrough # The live demo: a 20-minute end-to-end tour. The demo runs on the same code and the same Firestore as the production system, against a synthetic organisation. Nothing you do in it touches real tenant data, and nothing you do in it is thrown away mid-tour — the record you seal at step 5 is the same kind of record a surveyor seals on a real visit. [Open the live demo](https://demo.housingsurvey.pro)[Book a guided walkthrough instead](https://housingsurvey.pro/demo/) A fully-functional damp & mould evidence capture system, live and free on the public internet — no sign-in card, no 30-day trial timer, no feature unlock. Every visitor gets a private sandbox: your own organisation, your own properties, your own sealed records. Work is yours until you refresh; refresh deletes it cleanly (the system’s demo model, not a limit). This page walks you through one complete cycle: enter the demo, explore the dashboard, raise and assign work orders, capture evidence in the field, finalise the record, verify the chain, and export it. ## What you’ll see (and what you won’t) Full E2E demo in the browser: - Dashboard with Awaab’s Law real-time clock and case-note evidence - Work order creation, assignment and tracking - Field app in your browser (full capture: GPS, photos, readings, AI-assisted narrative drafts) - Record finalization and sealing - Sealed-record verification and export (JSON/CSV) - Webhook test-fire to your own endpoint Deliberately absent (and that’s OK): - Offline persistence (the demo is browser-only, no device storage) - Native camera access (file picker instead — same evidence, different device path) - Speech-to-text (type instead) - Stripe integration or billing (demo orgs can’t upgrade) - Real email sends (the echo webhook shows what would have been sent) The field app’s browser build, the core evidence engine, and every data path are production-identical. The only difference is reach — offline and device APIs — not depth. ## Step 1: Enter the demo (2 minutes) - Go to [https://demo.housingsurvey.pro](https://demo.housingsurvey.pro) , our demo environment. - You’ll see the landing page. Look for the “Try the live demo” CTA (usually in the hero or a prominent call-to-action section). - Click it. The system will: Create a private demo organisation for you - Sign you in anonymously (no email needed) - Mint a surveyor account with temporary credentials - Show you a demo banner with those credentials Save those credentials. You’ll use them in Step 4 to sign into the field app. ## Step 2: Tour the Dashboard (5 minutes) You’re in the portal now — the housing association’s management view. Top to bottom, the dashboard shows: ### Needs attention A compact amber panel unions three triage signals into one place: statutory deadlines that are overdue (a jump-link to the full list below, rather than duplicating rows), work orders nobody’s assigned yet, and visits that were scheduled but never marked complete. Collapses to a single “All clear” line the moment there’s nothing to chase. Click any row to jump straight into that work order’s drawer. ### Stat tiles Evidence records / Finalized (locked) / Drafts in field / Damp-mould hazards / Overdue / Due soon — each one a live count, each one clickable through to the filtered Evidence or Work orders list behind it. ### Compliance & deadlines The full statutory board, grouped Overdue / Due soon / an expandable on track / an expandable resolved — each work order’s own row shows the property, the deadline it’s tracking (investigate / written summary / begin works) and how many days over or until due. This is the core of Awaab’s Law compliance — not a report, not an export, just your live case backlog tracked against fixed timescales, every deadline computed server-side. ### What you can do - Click a work order (from the Needs attention panel or the board below) to open its details, add case notes, and track its lifecycle. - Open Jobs from the sidebar to create a new one, or to filter the full list by status, bucket, or the Overdue quick-filter chip. ## Step 3: Raise two work orders (4 minutes) Create one Awaab’s Law case and one general job to show the system’s range. Only Property address and Description are required (marked with a plain * ) — everything else defaults sensibly, and two sections collapse behind optional disclosures you can leave closed for this walkthrough. ### Raise an Awaab’s Law damp & mould case - Open Jobs from the sidebar and click + New survey . - Fill in: Property address : pick one from the list (the demo has pre-seeded properties), or type a new one. - Description : “Visible damp in bedroom — tenant report” - Job type : leave on the default, “Awaab’s Law — damp & mould” — its hint tells you the statutory clock this stamps (investigate within 10 working days). - Click Create survey . The case is now live with an immediate Awaab’s Law statutory deadline. ### Raise a general job - Click + New survey again. - Fill in a different property and description, then switch Job type to “General / routine” — its hint confirms this carries no statutory clock, just a due date you set yourself. - Click Create survey . (Optional, while you’re here: open “Add report details (optional)” to see the case-detail fields for the report — tenant contact, report title/type, reference number, scope of survey — or “Assign now (optional)” to schedule a visit or send straight to a contractor. Both stay closed by default; the minimal path is genuinely just address + description + Create survey. A third action, “+ New works order (no survey)” , exists for work with no source survey — not needed for this walkthrough.) Back on the dashboard, both jobs now appear in the Jobs list. The Awaab’s Law case also carries a real countdown on the Compliance & deadlines board (its statutory clock is always on); the general job only joins that board too if your organisation has opted into its own internal target dates (Settings) — the demo org doesn’t by default, so it’s tracked on the Jobs list alone. This is the real difference between statutory and routine damp work in UK social housing. ## Step 4: Open the Field App & Capture Evidence (6 minutes) Now you’ll sign into the surveyor app and capture evidence against one of the work orders. ### Option A: In your browser (fastest for this demo) - In the portal, click the “Try the field app” or demo banner link (or navigate to [https://app-demo.housingsurvey.pro](https://app-demo.housingsurvey.pro) ). - Sign in with the credentials shown in the demo banner: surveyor@[your-demo-org].demo.local and the shown password. - You’re in the app. Tap My survey jobs or the work order list. ### Option B: On your device (real app) If you want to test the real iOS/Android experience: - Install the HousingSurvey Pro app from the App Store (iOS) or Play Store (Android) — it’s free. - Sign in with those same demo credentials. - The same work orders appear; full offline capture is supported. ### Capture a survey (both browser and app paths): - Tap a work order to open it. - The system checks your GPS location. In a demo, this is simulated (or your actual browser location); either way, the system records it. - You’ll see the property details (address, type, occupancy, previous surveys if any). - Tap Start survey to open the full wizard. The wizard is broken into sections, roughly in the order a real visit runs: - Survey details (a read-only resident & case brief leading the step, address, GPS fix, and — where extended sections are on — a Property info panel) - Rooms (per-room damp observations and psychrometric readings together, and — where enabled — a Ventilation detail panel and a Defects checklist per room) - Atmospheric (humidity, temperature readings — simulated or from your device) - Damp & observations (severity, visible defects, cause assessment) - Externals (roof, walls, drainage) - Ventilation (fan status, air quality) - Soil & drainage (fetches real ISRIC data if near the property; demo uses fallback data) - Photos (tap to add or pick from device; browser shows file picker) - Narrative sections (auto-generated from findings, reviewed together in one accordion, plus an authored Executive Summary) - Remedial recommendations (a seven-outcome checklist — works required, further investigation, pass-to/refer, monitor/re-inspect, decant, wash-down, or no action required — near the end of the visit, once you’ve actually inspected) - Sign-off (surveyor name and accreditation) Before finalising, if your organisation has the scope-of-works module turned on (on by default), you’ll also see a Scope of works & costs step (pick repair line items from the org’s rate catalogue, or describe the work in plain text — smart-built from what you ticked under Remedial recommendations). If tenant signatures are on too (also on by default), Sign-off hosts the resident’s signature right alongside your own — capture it, or mark it declined/unavailable — try either for the demo, or skip them; both let you proceed regardless. Complete one section (e.g. Damp & observations ): - Enter a severity (e.g. “Moderate active condensation”) - Add observed issues (e.g. “Mold on north wall, no extraction fan”) - Tap the ✨ AI Polish button to let the system refine your notes into professional language. - Photos: add one photo per issue (can skip for the demo — the system works without them) Once you’ve filled a couple of sections, tap Finalise at the bottom. The system will: - Lock your entries (read-only going forward) - Compute the record hash (SHA-256, chained to any prior records for this property) - Server-stamp the completion time - Create an append-only audit log entry Note : If photos are still uploading, you’ll see an amber banner — wait a moment or manually sync, then try finalising again. ## Step 5: Verify the Sealed Record (2 minutes) Back in the portal (refresh if needed), click the same work order. You’ll see: ### Sealed record details The Survey section now shows: - Read-only view of every captured field (rooms, photos, readings, narrative) - The completion timestamp (server-authoritative, sealed at finalize) - The record hash (64-character SHA-256) - Previous record for this property (if any) — shows the prevHash chain link - Audit log link (shows every read/write ever, immutable) ### Verify the hash (optional but powerful) The hash is proof of tamper-evidence: - Scroll to Record details . - Copy the Record hash value. - Download the full survey JSON (see next step — “Export”). - Run the verification tool (outside this demo) — any change to any field will produce a different hash. In practice, your case-management system does this automatically on ingest. For now, the hash itself is the anchor: change one reading, one photo metadata, one word of narrative, and the hash changes. Store it alongside your evidence — if the ombudsman ever asks “could this have been edited?”, the hash is your answer. ## Step 6: Export the Record (1 minute) ### JSON export - In the sealed-record view, click Export → JSON . - The browser downloads the full survey-{id}.json — every field in its sealed form. - Open it in a text editor to see the structure: properties, rooms, readings, photos (as URLs), AI provider context, signature, lifecycle dates, the hash itself. This is the same shape your REST API integration receives when a real survey finalises. Build your ingest parser against this. ### CSV export - Back in the portal, go to Settings → API & webhooks → EDI flat-file (CSV) . - Pick a date range that includes your new survey. - Click Export CSV . - The download is a flat file (one survey per row, key fields only) — the format your CMS ingest might prefer. ## Step 7: Fire the Echo Webhook Test (1 minute) To see what a real webhook delivery looks like: - In the portal, go to Settings → API & webhooks → Webhook . - Scroll to Send test event (there’s a pre-filled demo webhook URL). - Click Send test event . In ~1 second, you’ll see: Green, “Delivered · HTTP 200 · 45ms” — the test fired to the echo webhook service - A collapsed View sample payload section showing the exact JSON and signature headers The payload is marked "sample": true (not a real finalize event) but the signature is real — keyed with your org’s real signing secret using the production HMAC code path. What’s in the payload? - event : "test.ping" (test marker) - survey : the full JSON shape (same as the export above) - property : the linked property record - workOrder : the linked work order - organisation : your org’s own metadata Your CMS webhook receiver would: - Verify the signature (compare x-hsp-signature header to HMAC of the raw body) - Check the "sample": true flag and log/discard it (or route to a test log) - On a real survey.finalized event, ingest the record into your case store ## Step 8: Invite a Colleague (1 minute) Demo orgs are capped at 2 surveyor seats (a paid seat class everywhere, free here too) — managers, coordinators and other office roles are free and uncapped on every real plan. Let’s add one: - Go to Settings → Members & seats . - Click Invite . - Enter an email address (any address — the demo email system sends nothing; you’ll see a preview instead). - Pick a role: “Surveyor” (capture only) or “Manager” (case oversight + work-order assignment). - Click Send invite . In a real org, the invite would email a sign-in link. In the demo, the screen shows a preview of what the invite would look like. That colleague can now: - Access the same work orders (as a surveyor) and see your sealed records - Contribute their own surveys - Build the evidence chain for this property together ## End of tour You’ve walked through: - ✅ Portal entry and anonymous onboarding - ✅ Awaab’s Law statutory deadline tracking - ✅ Work-order creation (Awaab’s Law + general) - ✅ Field capture (browser and device apps) - ✅ Record finalization and server-sealing - ✅ Hash-chained evidence verification - ✅ Export (JSON, CSV) - ✅ Webhook integration (test-fire) - ✅ Team collaboration (invite a seat) This is the complete flow. Every step — from case creation to sealed record to CMS ingest — is production code running on live infrastructure, just in a private sandbox that resets. ## What to try next - Test offline: Install the app on your device, capture a survey, disconnect from the internet, and re-open it — the app keeps working, syncs on reconnect. - Test integrations: Set up a webhook URL on your own server (use [Webhook.cool](https://webhook.cool) or similar if you don’t have one handy), paste it into Settings → API & webhooks , and send a test — see the exact signature and payload shape your system will receive. - Explore the data model: Export JSON and explore the nested shape — this is exactly what the REST API and Power Automate connector expose. - Explore case fields not covered above: open a job’s Notes tab (internal, opt-in evidence pack), its Resident intake panel (office- entered contact/access preferences) and, if your case is Awaab’s Law, the optional Resident triage panel (vulnerability/safeguarding — every question optional). Settings → App configuration also has a Hazard types list — five now: damp & mould (on and locked) plus excess cold , asbestos , indoor air quality and radon (each a per-org toggle, default off). Asbestos, indoor air quality and radon are each their own smaller, purpose-built survey rather than the damp/excess-cold room-by-room wizard — see [Running a survey](https://housingsurvey.pro/help/capture-app/running-a-survey-by-hazard-type/) for what each one captures. - Read the handbook: If you’re a manager setting up the real thing, start with [Getting started](https://housingsurvey.pro/help/getting-started/how-it-fits-together/); if you’re integrating, see [Integrations — API & webhooks](https://housingsurvey.pro/help/integrations/webhooks/). ## Demo limitations (what’s pending) The demo runs on the same code and Firestore as the production system. The only known gaps: - Offline persistence: The browser app can’t cache surveys to IndexedDB the way the native app does on your device. Work offline on a real device; demos are always online. - Photo compression: The demo file picker shows full-res photos. The production app compresses them (1280px, 70% quality) before upload — stored photos are much smaller. - Email send: The system logs what would have been sent (e.g. statutory deadline reminders, invitation emails) but doesn’t actually send anything — no spam, no real addresses harvested. - Stripe billing: Demo orgs can’t upgrade to paid plans or add seats beyond the cap. The real system does this via your card on the Pricing page. - DNS custom domains: The demo runs at https://demo.housingsurvey.pro and https://app-demo.housingsurvey.pro . Everything else works exactly as it would in your own production org. Questions? Start at [Getting started](https://housingsurvey.pro/help/getting-started/how-it-fits-together/), check the full [help index](https://housingsurvey.pro/help/), or [send a demo enquiry](https://housingsurvey.pro/demo/?template=demo-walkthrough#contact-form). Already a customer and looking for how something works rather than a tour? The[help centre](https://housingsurvey.pro/help/) documents every surface of the platform. Anything else, support@prosurvey.app is a real inbox. --- ## Contact | HousingSurvey Pro Source: https://housingsurvey.pro/contact/ # Contact Send us a message and we'll route it to the right inbox — sales and demos, procurement or invoicing questions, integration and security questionnaires, or support if you're already a customer. We reply within 2 business days on every category, faster on support. What's this about? Sales & demos General enquiry Procurement / invoicing Support (existing customer) Leave this field empty Send message LinkedIn: [HousingSurvey Pro](https://www.linkedin.com/company/housingsurvey-pro) Existing customer support inbox: support@prosurvey.app (also reachable via the form above, "Support" category). HousingSurvey Pro is a product of ProSurvey Apps Limited (company no. 17118570), registered in England and Wales — the team behind [DampApp Pro](https://dampapp.pro) and [PropertySurvey Pro](https://propertysurvey.pro). --- ## Awaab's Law Evidence Requirements Explained | HousingSurvey Pro Source: https://housingsurvey.pro/awaabs-law/ # Awaab's Law changed what "we inspected it" has to mean. Awaab Ishak died in 2020 from prolonged exposure to mould in his family's social home. The law that carries his name — introduced through the Social Housing (Regulation) Act 2023 — sets fixed timescales for social landlords in England to investigate and address prescribed hazards. Phase 1 has covered all potential emergency hazards and potential significant damp and mould hazards since 27 October 2025. Scotland has a separate framework; the timings on this page must not be applied outside English social housing. Current position: Phase 1 guidance applies until 11:59pm on 29 November 2026. Phase 2 starts on 30 November 2026 and adds seven further prescribed hazard categories — excess cold, excess heat, falls, structural collapse, fire and explosions, electrical hazards, and domestic and personal hygiene. See the [Phase 2 hazards explained](https://housingsurvey.pro/awaabs-law/phase-2/). Primary sources, reviewed 31 July 2026: [MHCLG Awaab's Law collection](https://www.gov.uk/government/collections/awaabs-law-in-the-social-rented-sector) and [Phase 2 guidance](https://www.gov.uk/government/publications/awaabs-law-phase-2-guidance-for-social-housing-landlords). Free tool Know your statutory deadlines in seconds: enter an awareness date and get the investigate, written-summary, fix and emergency dates for your case. [Open the deadline calculator →](https://housingsurvey.pro/awaabs-law/deadline-calculator/) ## Built on the reformed HHSRS (2026) — the language your governance already speaks From 23 June 2026 the Housing Health and Safety Rating System was overhauled: 21 hazard profiles in four themes, three plain bands (High = Category 1 at a score of 1,000+, Medium, Low), renamed classes of harm and new baseline indicators. HousingSurvey Pro has the full 2026 assessment built into the field app — surveyors pick the hazard profile, record their likelihood and harm-outcome judgements, and the published formula scores and bands the hazard on the spot, sealed into the tamper-evident record. And because Awaab's Law timescales attach to hazards in phases, the app tells the surveyor live whether the hazard they're assessing is inside statutory deadlines today, scheduled for a coming phase, or an emergency on the 24-hour track — with both statutory tracks (working-day and emergency) tracked stage by stage: investigate, written summary, works begin. ## The compliance question is an evidence question Deadlines are only half the requirement. When a tenant complaint reaches the Housing Ombudsman, the questions are: when did you know, when did you inspect, what did you find, what did you do — and can you prove any of that? Notes typed into a CMS weeks later, photos detached from their inspection context and editable spreadsheets can all be harder to verify than a dated field record with a preserved change history. ## What defensible looks like - Contemporaneous — captured on site, at the time, geo-stamped to the property. - Complete — readings, observations and fingerprinted photos in one structured record, per home, over time. - Tamper-evident — locked on completion with a server-set timestamp; cryptographically chained so any alteration, by anyone, is detectable. - Traceable — an append-only audit trail from tenant report (work order) to locked evidence, with the statutory clock attached. - Portable — flows into your case-management system automatically, and exports as a signed evidence bundle when the ombudsman asks. HousingSurvey Pro combines that field record with work orders, case stages, resident communications and integrations; it supports the evidence workflow but does not decide legal compliance. ## Awaab's Law, by audience and by stage Whichever seat you're in, the requirement comes back to defensible evidence. These guides go deeper: - [Awaab's Law software for housing associations](https://housingsurvey.pro/awaabs-law/for-housing-associations/) — stock-wide statutory clocks and HMS/CMS integration. - [Awaab's Law for repairs contractors](https://housingsurvey.pro/awaabs-law/for-contractors/) — capture evidence inside your client's chain. - [Phase 2 hazards explained](https://housingsurvey.pro/awaabs-law/phase-2/) — the seven categories commencing 30 November 2026, and what to capture for each. - [The statutory timeline explained](https://housingsurvey.pro/awaabs-law/timeline/) — investigation, written summary, repair and the 24-hour emergency track. - [The written summary requirement](https://housingsurvey.pro/awaabs-law/written-summary/) — what it must contain, and the 3-working-day deadline. - [HHSRS damp & mould hazard scoring](https://housingsurvey.pro/awaabs-law/hhsrs-damp-and-mould/) — Category 1 vs 2, and what to evidence. - [The deadline calculator](https://housingsurvey.pro/awaabs-law/deadline-calculator/) — enter an awareness date and get the statutory damp and mould deadlines. - [The cost of getting it wrong](https://housingsurvey.pro/awaabs-law/roi/) — Ombudsman findings, disrepair claims and how evidence reduces them. - [How HousingSurvey Pro compares](https://housingsurvey.pro/vs/) — honest, sourced comparisons with AwaabSafe, PocketSurvey and paper & spreadsheets. [Start free — no card, no call](https://portal.housingsurvey.pro)[How the evidence chain works](https://housingsurvey.pro/features/) ## Are you an independent surveyor, not a housing association? HousingSurvey Pro is built for organisations running Awaab's Law compliance across a whole stock — statutory clocks, work orders, a central management portal and case-management integration (NEC, Civica, MRI, Aareon and more). If instead you're a sole practitioner or independent damp & mould surveyor producing reports one property at a time, our sister app DampApp Pro is built for exactly that job. [See DampApp Pro for independent surveyors →](https://dampapp.pro/awaabs-law-guide) This page is general information, not legal advice. Statutory timescales are counted in working days, differ between nations, and are being phased in — always confirm current requirements with your compliance team. --- ## Awaab's Law Written Summary Requirements | HousingSurvey Pro Source: https://housingsurvey.pro/awaabs-law/written-summary/ [Awaab's Law](https://housingsurvey.pro/awaabs-law/) / Written summary requirements # The Awaab's Law written summary, explained. The written summary is the step teams most often treat as a formality — and the one most likely to be checked later, because it's the tenant-facing proof that an investigation actually happened and reached a conclusion. Here's what it needs to contain, when it's due, and what "done" actually looks like as evidence. ## Work out your written-summary deadline for a real case Enter the date you became aware of the hazard and the calculator gives you the investigation, written-summary and make-safe dates together. [Open the Awaab's Law deadline calculator →](https://housingsurvey.pro/awaabs-law/deadline-calculator/) ## When it's due Within 3 working days of the investigation ending — not 3 working days from the original report. For a significant damp and mould hazard investigated within the standard 10 working days, that puts the written summary due by day 13 overall. The clock counts working days only, so weekends and bank holidays don't count against you — but they also don't buy extra time if you miscount them. ## What it must contain - What was investigated. The hazard reported and the inspection carried out in response. - What was found. The actual finding — a significant hazard identified, a lesser issue, or nothing meeting the threshold. Vague language ("assessed, no immediate concerns") is a weak record; specific findings are a strong one. - Why, if no action is being taken. If the investigation didn't identify a significant hazard, the summary must explain why — this is the step landlords most often skip, and the one that most damages credibility if a tenant complains later. - What happens next, if anything. Where a hazard was found, what work follows and roughly when — this hands off cleanly to the repair-window evidence. ## Who has to receive it — and how The tenant. Not a case management system, not an internal note — the person who reported the hazard needs to actually receive the written summary, and you need to be able to prove they did, and when. A letter, a portal message, or an email all work if the delivery and date are recorded against the same property case as the investigation. ## Why this step gets scrutinised The written summary is usually the tenant's first and only written confirmation that anything happened. If a case later reaches the Housing Ombudsman, "we investigated and it was fine" without a dated, specific written summary the tenant can point to is a weak position — even if the investigation itself was done properly. See [the full statutory timeline](https://housingsurvey.pro/awaabs-law/timeline/) for how this step fits with investigation, repair and the 24-hour emergency track. Sources: GOV.UK — [Awaab's Law: guidance for social landlords](https://www.gov.uk/government/publications/awaabs-law-guidance-for-social-landlords) and the [Awaab's Law collection](https://www.gov.uk/government/collections/awaabs-law-in-the-social-rented-sector). Timescales are being introduced in phases by hazard type; confirm the current figures for your case with your compliance team. [Capture and issue the written summary from the same record — start free](https://portal.housingsurvey.pro) ## More on Awaab's Law - [Awaab's Law & the evidence question (overview)](https://housingsurvey.pro/awaabs-law/) - [The full statutory timeline explained](https://housingsurvey.pro/awaabs-law/timeline/) - [HHSRS damp & mould hazard scoring, explained](https://housingsurvey.pro/awaabs-law/hhsrs-damp-and-mould/) - [The Awaab's Law deadline calculator](https://housingsurvey.pro/awaabs-law/deadline-calculator/) ## Frequently asked questions ### How long do we have to issue the written summary? Within 3 working days of the investigation ending — day 13 overall for a significant damp and mould hazard, counting from the 10 working days allowed to investigate. The clock runs on working days, so weekends and bank holidays don't count. ### Do we still have to issue a written summary if we find no hazard? Yes. Awaab's Law guidance is explicit that the tenant must receive a written summary even when the investigation finds no significant hazard — it must explain why no further action is being taken, not just confirm that action is happening. ### Does the written summary have to be a formal letter? GOV.UK guidance does not mandate a specific format, but it must be written, given to the tenant (not just logged internally), and dated so the 3-working-day clock is evidenced. Most landlords issue it as a letter or portal message referencing the case. ## Are you an independent surveyor, not a housing association? HousingSurvey Pro is built for organisations running Awaab's Law compliance across a whole stock — statutory clocks, work orders, a central management portal and case-management integration (NEC, Civica, MRI, Aareon and more). If instead you're a sole practitioner or independent damp & mould surveyor producing reports one property at a time, our sister app DampApp Pro is built for exactly that job. [See DampApp Pro for independent surveyors →](https://dampapp.pro/awaabs-law-guide) This page is general information, not legal advice. Statutory timescales are counted in working days, differ between nations, and are being phased in — always confirm current requirements with your compliance team. --- ## The Awaab's Law Statutory Timeline Explained | HousingSurvey Pro Source: https://housingsurvey.pro/awaabs-law/timeline/ [Awaab's Law](https://housingsurvey.pro/awaabs-law/) / Statutory timeline # The Awaab's Law statutory timeline, explained. Awaab's Law gives statutory force to repair timescales through the implied term in section 10A of the Landlord and Tenant Act 1985, inserted by the Social Housing (Regulation) Act 2023. The timescales came into force for the social rented sector in England on 27 October 2025 , starting with emergency hazards and significant damp and mould hazards. Phase 2 starts on 30 November 2026 and extends the significant-hazard requirements to [seven further prescribed hazard categories](https://housingsurvey.pro/awaabs-law/phase-2/). Phase 3 will cover the remaining HHSRS hazards except overcrowding; confirm its commencement date in current regulations. Here is how the clock runs — and what you need to prove at each stage. ## Work out your deadlines for a real case Enter the date you became aware of a damp and mould hazard and get the statutory investigation, written-summary and make-safe dates — working days computed for you. [Open the Awaab's Law deadline calculator →](https://housingsurvey.pro/awaabs-law/deadline-calculator/) ## Awaab's Law timescales at a glance Stage Current England social-housing deadline Clock starts Potential significant hazard investigation Within 10 working days When the landlord becomes aware Written summary Normally within 3 working days When the investigation concludes Relevant safety work Within 5 working days if a significant hazard is found When the investigation concludes Supplementary preventative work Begin or take steps within 5 working days; physical work no later than 12 weeks where it cannot start in that window When the investigation concludes Potential emergency hazard Investigate and, if confirmed, make safe within 24 hours When the landlord becomes aware ## The two tracks Every potential hazard within the current regulations follows one of two tracks. The standard track covers investigation, written summary and repair, counted in working days. The emergency track requires a significant and imminent risk to be made safe within 24 hours . A single case can move between tracks as severity becomes clear on inspection. ## Stage by stage - 1. Investigate. Investigate a potential significant hazard within 10 working days of awareness. Record both the awareness date and when the investigation concluded. - 2. Written summary. Normally send the tenant the written findings within 3 working days after the investigation concludes. Keep the summary and sent date tied to the property record. - 3. Safety and preventative work. If a significant hazard is identified, complete relevant safety work and begin or take steps to begin supplementary preventative work within 5 working days after the investigation concludes. - 4. Emergency make-safe (parallel). Any emergency hazard must be made safe within 24 hours, regardless of where the standard track has reached. The evidence needed: a time-stamped make-safe record. ## Why each stage needs a contemporaneous record A deadline without a reliable supporting record can be harder to demonstrate during a complaint, audit or legal review. HousingSurvey Pro attaches the statutory clock to the work order and captures a dated, tamper-evident record at every stage — so the timeline isn't just tracked, it's evidenced . See how this works for [housing associations](https://housingsurvey.pro/awaabs-law/for-housing-associations/) and [their contractors](https://housingsurvey.pro/awaabs-law/for-contractors/). Sources reviewed 31 July 2026: GOV.UK — [Awaab's Law in the social rented sector](https://www.gov.uk/government/collections/awaabs-law-in-the-social-rented-sector) and [Phase 2 guidance](https://www.gov.uk/government/publications/awaabs-law-phase-2-guidance-for-social-housing-landlords). These timings are for social housing in England; confirm the current figures for the hazard and tenure. [See the statutory clock in the portal — start free](https://portal.housingsurvey.pro) ## Frequently asked questions ### When did Awaab's Law come into force? Phase 1 came into force for social housing in England on 27 October 2025, covering all potential emergency hazards and potential significant damp and mould hazards. Phase 2 starts on 30 November 2026 and extends the significant-hazard requirements to a wider prescribed group. Phase 3 will cover the remaining HHSRS hazards except overcrowding; check current regulations for its commencement date. Extension to England's private rented sector is planned under the Renters' Rights Act 2025, but the government's roadmap puts it in a later phase with implementation timescales subject to consultation. ### Are the timescales counted in calendar days or working days? For a potential significant hazard, investigation is due within 10 working days of awareness. The written summary is normally due within 3 working days after the investigation concludes; relevant safety work and steps to begin supplementary preventative work are due within 5 working days after it concludes. Emergency investigation and safety work must both be completed within 24 hours. Confirm the current rules for the hazard and tenure. ### What are the stages of the Awaab's Law timeline? For a potential significant hazard: (1) investigate within 10 working days of awareness; (2) normally send the written findings within 3 working days after the investigation concludes; (3) complete relevant safety work and begin or arrange supplementary preventative work within 5 working days after it concludes. Potential emergency hazards must be investigated and, if confirmed, made safe within 24 hours. Each stage needs a dated record. ## Are you an independent surveyor, not a housing association? HousingSurvey Pro is built for organisations running Awaab's Law compliance across a whole stock — statutory clocks, work orders, a central management portal and case-management integration (NEC, Civica, MRI, Aareon and more). If instead you're a sole practitioner or independent damp & mould surveyor producing reports one property at a time, our sister app DampApp Pro is built for exactly that job. [See DampApp Pro for independent surveyors →](https://dampapp.pro/info/tools/awaabs-law-timeline-calculator) This page is general information, not legal advice. Statutory timescales are counted in working days, differ between nations, and are being phased in — always confirm current requirements with your compliance team. --- ## Cost of Getting Awaab's Law Evidence Wrong | HousingSurvey Pro Source: https://housingsurvey.pro/awaabs-law/roi/ [Awaab's Law](https://housingsurvey.pro/awaabs-law/) / The cost of getting it wrong # The cost of getting Awaab's Law evidence wrong. The compliance conversation usually starts with software cost. The more useful question is the cost of the alternative: what an association pays when a damp and mould case can't be defended with a contemporaneous, tamper-evident record. That number is almost always larger, and it recurs. ## Where the cost actually sits - Ombudsman findings & compensation — maladministration findings and orders where the association couldn't evidence timely, competent action. - Disrepair claims & legal fees — claims that settle or escalate because the record to rebut them doesn't exist or isn't credible. - Repeat visits & re-inspection — sending someone back because the first record was incomplete or unverifiable. - Regulatory scrutiny — consumer-standards attention from the Regulator of Social Housing. - Reputation — a case that becomes a headline when it could have been a closed, well-evidenced file. Every one of these is a cost of not being able to prove good practice — not of bad practice. That's the specific risk contemporaneous evidence removes. ## The honest ROI calculation We won't quote you a made-up multiple. The real return depends on your stock size, your current claim and complaint history, and how much staff time you spend today turning field notes into records. HousingSurvey Pro reduces cost on the inputs you can measure: avoided repeat visits, faster case closure because evidence is complete first time, lower disrepair exposure because records are defensible, and no retyping into the CMS. Pricing is transparent and per-surveyor — see the [pricing page](https://housingsurvey.pro/pricing/) to put real numbers against your own portfolio. [Start free — no card, no call](https://portal.housingsurvey.pro)[Try the live demo](https://demo.housingsurvey.pro) ## More on Awaab's Law - [Awaab's Law & the evidence question (overview)](https://housingsurvey.pro/awaabs-law/) - [Awaab's Law for housing associations](https://housingsurvey.pro/awaabs-law/for-housing-associations/) - [Awaab's Law for repairs contractors](https://housingsurvey.pro/awaabs-law/for-contractors/) - [The Awaab's Law statutory timeline explained](https://housingsurvey.pro/awaabs-law/timeline/) - [The Awaab's Law deadline calculator](https://housingsurvey.pro/awaabs-law/deadline-calculator/) ## Frequently asked questions ### What does it actually cost to get Awaab's Law evidence wrong? The costs stack up in layers: Housing Ombudsman findings and compensation orders; disrepair claims and legal fees where records can't be produced; re-inspection and repeat visits when the original evidence is incomplete; regulatory scrutiny from the Regulator of Social Housing; and the reputational cost of a case that could have been defended with a contemporaneous record. None of these require the association to have done the wrong thing — only to be unable to prove it did the right thing. ### How is HousingSurvey Pro priced? Per surveyor, per month, billed to the organisation — no per-report fees and no app-store purchases. PO numbers, BACS/bank transfer and payment terms are a normal part of how we work with housing associations and councils. See the pricing page for tiers. ### Where do the savings come from? Mainly from avoided repeat visits and re-inspections, faster case handling because evidence is complete first time, reduced disrepair exposure because records are defensible, and staff time saved by not retyping field notes into the CMS. We don't publish a fabricated ROI figure — the honest calculation depends on your stock size, claim history and current process, and the pricing/case-handling inputs are all transparent. ## Are you an independent surveyor, not a housing association? HousingSurvey Pro is built for organisations running Awaab's Law compliance across a whole stock — statutory clocks, work orders, a central management portal and case-management integration (NEC, Civica, MRI, Aareon and more). If instead you're a sole practitioner or independent damp & mould surveyor producing reports one property at a time, our sister app DampApp Pro is built for exactly that job. [See DampApp Pro for independent surveyors →](https://dampapp.pro/awaabs-law-roi) This page is general information, not legal advice, and does not guarantee any particular financial outcome. Always confirm current statutory requirements with your compliance team. --- ## Awaab's Law Phase 2 Hazards Explained | HousingSurvey Pro Source: https://housingsurvey.pro/awaabs-law/phase-2/ [Awaab's Law](https://housingsurvey.pro/awaabs-law/) / Phase 2 hazards # Awaab's Law Phase 2, the hazards it adds, and how to prepare. Phase 2 is the next stage of Awaab's Law: it takes the same investigate / written-summary / make-safe duties that have applied to damp and mould since 27 October 2025 and extends them to seven further prescribed hazard categories. It commences 30 November 2026 — it is not yet in force, and this page is written accordingly, in the future tense, throughout. Current position: Phase 1 guidance applies until 11:59pm on 29 November 2026 and already covers damp & mould plus every emergency hazard of any HHSRS profile. Phase 2 starts on 30 November 2026, delivered by the Hazards in Social Housing (Prescribed Requirements) (England) Regulations, laid before Parliament on 13 July 2026 — subject to parliamentary approval, not yet made. Primary sources, reviewed 6 August 2026: [MHCLG Awaab's Law collection](https://www.gov.uk/government/collections/awaabs-law-in-the-social-rented-sector) and [Phase 2 guidance](https://www.gov.uk/government/publications/awaabs-law-phase-2-guidance-for-social-housing-landlords). ## What hazard categories does Phase 2 add? GOV.UK's Phase 2 guidance names seven hazard categories. Excess cold and excess heat are each a single HHSRS profile; falls spans three profiles; domestic and personal hygiene consolidates food safety and personal hygiene/sanitation/drainage under the reformed 21-profile HHSRS (see below). That's nine HHSRS hazard profiles under seven named categories — excess cold, excess heat, falls (on the level, on stairs, and between levels), structural collapse, fire and explosions, electrical hazards, and domestic and personal hygiene. - [Excess cold](#excess-cold) - [Excess heat](#excess-heat) - [Falls (level, stairs, baths and between levels)](#falls) - [Structural collapse](#structural-collapse) - [Fire and explosions](#fire-explosions) - [Electrical hazards](#electrical) - [Domestic and personal hygiene](#domestic-hygiene) ## The seven categories, and what a field record needs to capture Each category below is already a capturable hazard type in HousingSurvey Pro's field app today — the evidence engine works the same way it does for damp and mould: geo-stamped, HHSRS-scored where relevant, locked and hash-chained on completion. Building the evidence habit now is independent of when the statutory clock for these hazards switches on. ### Excess cold Excess cold is threats to health from a home that cannot be kept adequately warm — inadequate heating, poor insulation and thermal bridging. The field app captures: Heating type and adequacy, insulation, thermal bridging, and an on-site vulnerable-occupant cold-risk note. Already a live, capturable hazard type on the platform today (shipped ahead of this Phase 2 build) — its own Awaab’s Law clock follows the same Phase 2 date below. ### Excess heat Excess heat is threats from excessively high indoor temperatures, and an inability to cool the home or seek relief because of building defects. The field app captures: Window openability and restrictors, shading, purge and background ventilation, orientation and glazing ratio, measured temperatures, mechanical cooling or MVHR, and the occupant’s ability to manage heat. ### Falls (level, stairs, baths and between levels) Falls covers falls on the level (including falls associated with baths), falling on stairs, and falling between levels — three separate HHSRS profiles captured through one consolidated assessment. The field app captures: Stairs, handrails and balustrades; guarding heights, measured; level changes and thresholds; bath grab rails and slip resistance; window restrictors; and drop heights and landing surfaces. ### Structural collapse Structural collapse is the threat of structural failure — the maintenance of a building's structural integrity, and displaced or falling components inside and outside the home. The field app captures: Crack widths against the BRE Digest 251 categories, ceiling condition and sag, balconies, retaining and boundary walls, chimneys, roof elements, and progression since onset. ### Fire and explosions Fire and explosions covers uncontrolled fire, smoke, fumes, heat and explosions from combustion or system failures, including blast effects, flying debris and resulting structural collapse. The field app captures: Alarm grade and coverage, escape routes, compartmentation and fire doors, gas appliances and flues, suspected gas leaks, the hot water cylinder, and other ignition sources. ### Electrical hazards Electrical hazards are unsafe electrical installations and equipment — the risk of shock, burns and injury from defective wiring, deteriorated components or inadequate maintenance. The field app captures: EICR presence and date, C1/C2/C3 observation codes, consumer unit type and RCD protection, exposed live parts, socket and accessory condition, and accessibility to children. ### Domestic and personal hygiene Domestic and personal hygiene covers conditions that prevent cleanliness and hygiene — poor design, layout or construction, pest infestation or inadequate waste disposal — and, under the reformed 21-profile HHSRS, also absorbs food safety and personal hygiene, sanitation and drainage. The field app captures: Sanitary facilities, washing facilities, drainage and soil pipe condition, pest evidence, refuse storage, kitchen and food-preparation surfaces, and hot water for hygiene. ## What are the Awaab's Law Phase 2 timescales? Phase 2 does not introduce a new clock — it applies the existing Awaab's Law timescales to the hazard categories above: Stage Timescale Clock starts Investigate a potential significant hazard Within 10 working days When the landlord becomes aware Written summary Normally within 3 working days When the investigation concludes Make safe / begin relevant safety work Within 5 working days When the investigation concludes Supplementary preventative work (long-stop) Begin or take steps within 5 working days; physical work no later than 12 weeks When the investigation concludes Emergency hazard Investigate and make safe within 24 hours When the landlord becomes aware These figures already apply today to damp and mould and to emergency hazards of any type under Phase 1 — see the [full statutory timeline explained](https://housingsurvey.pro/awaabs-law/timeline/). Phase 2 is the same clock, pointed at a wider set of hazards, from 30 November 2026. ## How do you tell if a Phase 2 hazard is an emergency or a significant hazard? GOV.UK's Phase 2 triage guidance frames the judgement as a "reasonable landlord" test : would a notional reasonable landlord make this hazard safe within 24 hours (emergency), or does it fit within 15 working days (significant)? That 15-working-day figure is simply the 10 days allowed to investigate plus the 5 days allowed to make safe, added together as a triage heuristic — it is not a separate, fourth statutory deadline. The guidance also introduces per-category significant/emergency indicators, prompt questions and occupant-vulnerability factors (age, respiratory or cardiovascular conditions, mobility or sensory impairment, pregnancy, high indoor time) to support that judgement, and confirms that temporary measures can satisfy the "make safe" requirement while longer-term works proceed. The judgement itself remains the landlord's and the assessor's — software can structure the record, not make the call. ## Does Phase 2 depend on the 2026 HHSRS reform? Yes. SI 2026/571 reduced the Housing Health and Safety Rating System from 29 to 21 hazard profiles and replaced the old A–J bands with three plain bands — High (Category 1, score 1,000+), Medium and Low — in force since 23 June 2026. Phase 2's prescribed hazards are drawn from that reformed 21-profile system. Read the deep dive on [HHSRS hazard scoring](https://housingsurvey.pro/awaabs-law/hhsrs-damp-and-mould/) for how the scoring formula itself works. ## What to evidence for a Phase 2 hazard - The awareness date — when the landlord first knew, which may be before any work order exists. - The specific observation for that hazard category — not just "electrical fault" or "structural crack", but the measured detail the category above lists. - The significant/emergency judgement and the reasoning behind it, including any vulnerability factors considered. - Dated, geo-stamped photos tied to the same property record as the finding. - Whether a temporary measure was used to make safe, and what longer-term works followed. ## How HousingSurvey Pro helps you prepare Every hazard category above is already a live, capturable hazard type in the field app — the same evidence engine as damp and mould: geo-stamped, hash-chained on completion, and flowing into your case-management system by API, webhook, EDI or SFTP. Each hazard type's capture form can also be configured per organisation, so a housing association isn't asked for condensation analysis on an electrical inspection. And because the statutory clock is hazard-aware, a Phase 2 hazard case shows an honest "not yet in force" note today rather than a fabricated deadline — the moment the regulations are actually confirmed made, the clock switches on without anyone touching a work order. Sources: GOV.UK — [Awaab's Law in the social rented sector](https://www.gov.uk/government/collections/awaabs-law-in-the-social-rented-sector), [Phase 2 guidance](https://www.gov.uk/government/publications/awaabs-law-phase-2-guidance-for-social-housing-landlords) and [landlord and agent guide to HHSRS](https://www.gov.uk/government/publications/housing-health-and-safety-rating-system-hhsrs-landlord-and-agent-guide/landlord-and-agent-guide-to-the-housing-health-and-safety-rating-system-hhsrs). This page is general information, not legal advice, and will be revisited once the amendment regulations are made. [Start capturing Phase 2 evidence now — start free](https://portal.housingsurvey.pro)[Try the live demo](https://demo.housingsurvey.pro) ## More on Awaab's Law - [Awaab's Law & the evidence question (overview)](https://housingsurvey.pro/awaabs-law/) - [The full statutory timeline explained](https://housingsurvey.pro/awaabs-law/timeline/) - [HHSRS damp & mould hazard scoring](https://housingsurvey.pro/awaabs-law/hhsrs-damp-and-mould/) - [Awaab's Law software for housing associations](https://housingsurvey.pro/awaabs-law/for-housing-associations/) - [Awaab's Law for repairs contractors](https://housingsurvey.pro/awaabs-law/for-contractors/) - [The Awaab's Law deadline calculator](https://housingsurvey.pro/awaabs-law/deadline-calculator/) - [How the evidence chain works across every hazard type](https://housingsurvey.pro/features/) ## Frequently asked questions ### What is Awaab's Law Phase 2? Phase 2 extends Awaab's Law's investigation, written-summary and make-safe duties beyond damp and mould to seven further prescribed hazard categories: excess cold, excess heat, falls, structural collapse, fire and explosions, electrical hazards, and domestic and personal hygiene and food safety. It is delivered by the Hazards in Social Housing (Prescribed Requirements) (England) Regulations. ### Is Awaab's Law Phase 2 already in force? No. Phase 2 commences 30 November 2026. The amendment regulations were laid before Parliament on 13 July 2026 and are subject to parliamentary approval — they have not yet been made. Phase 1 has applied since 27 October 2025 and already covers damp and mould plus every emergency hazard of any HHSRS profile, so an urgent non-damp hazard reported today is not currently outside Awaab's Law. ### What are the Awaab's Law Phase 2 timescales? The same statutory clock that already applies to damp and mould under Phase 1 extends to the new hazard categories: investigate a potential significant hazard within 10 working days of awareness, normally issue a written summary within 3 working days of the investigation concluding, complete relevant safety work and begin supplementary preventative work within 5 working days of it concluding (with a 12-week long-stop for the physical start of supplementary works), and investigate and make safe any emergency hazard within 24 hours. ### How do you tell if a Phase 2 hazard is an emergency or a significant hazard? GOV.UK's Phase 2 triage guidance frames it as a 'reasonable landlord' test: would a notional reasonable landlord judge that this hazard needs making safe within 24 hours (emergency), or does it fit within 15 working days (significant)? That 15-working-day figure is the cumulative 10 days to investigate plus 5 days to make safe — a triage heuristic for judging urgency, not a separate fourth statutory deadline. ### Does Phase 2 depend on the 2026 HHSRS reform? Yes. SI 2026/571 reduced HHSRS from 29 to 21 hazard profiles and replaced the A-J bands with High/Medium/Low, in force since 23 June 2026. Phase 2's prescribed hazards are drawn from that reformed 21-profile system — falls, for example, is scored as three separate profiles (falls on the level, which includes falls associated with baths; falling on stairs; and falling between levels). ### Can we capture evidence for Phase 2 hazards before the law commences? Yes. HousingSurvey Pro's field app already has capture built for every Phase 2 hazard category today, end to end, so surveys can start now and the evidence trail is already contemporaneous and hash-chained by the time the statutory clock switches on. The platform will not show a Phase 2 statutory deadline on a non-emergency case until the regulations are actually confirmed in force. ## Are you an independent surveyor, not a housing association? HousingSurvey Pro is built for organisations running Awaab's Law compliance across a whole stock — statutory clocks, work orders, a central management portal and case-management integration (NEC, Civica, MRI, Aareon and more). If instead you're a sole practitioner or independent damp & mould surveyor producing reports one property at a time, our sister app DampApp Pro is built for exactly that job. [See DampApp Pro for independent surveyors →](https://dampapp.pro/awaabs-law-guide) This page is general information, not legal advice. Phase 2 has not commenced: the amendment regulations were laid before Parliament on 13 July 2026 and remain subject to parliamentary approval. Always confirm current requirements with your compliance team. --- ## HHSRS Damp & Mould Hazard Scoring Explained | HousingSurvey Pro Source: https://housingsurvey.pro/awaabs-law/hhsrs-damp-and-mould/ [Awaab's Law](https://housingsurvey.pro/awaabs-law/) / HHSRS damp & mould hazard scoring # HHSRS damp & mould hazard scoring, explained. Awaab's Law sets the deadlines; HHSRS (the Housing Health and Safety Rating System) is the methodology that decides how serious a damp or mould finding actually is. Understanding the scoring matters because it's what separates a Category 1 hazard — the ones with the hardest legal consequences — from a lower-risk finding that still needs recording and fixing, just without the same enforcement teeth. ## Category 1 vs Category 2 Every HHSRS hazard gets a numerical score. Category 1 is a score of 1,000 or above — local councils have a mandatory duty to take enforcement action once a Category 1 hazard is identified in social housing. Category 2 is anything scoring below 1,000, split into moderate and low risk bands, where enforcement is discretionary rather than mandatory. Damp and mould growth is assessed as its own hazard profile within this system. ## How the score is actually calculated The hazard score combines two judgements, each made by the assessor on-site: - Likelihood of harm — the probability of a harmful outcome occurring in the next 12 months, assessed against the most vulnerable age group a home of that type could plausibly house, not necessarily the actual current occupant. - Severity of harm outcome — HHSRS classifies outcomes into four bands: Moderate, Serious, Severe and Extreme. GOV.UK guidance specifies harm must be "more serious than a minor scratch or bruise" to register at all. Those two figures feed a published formula to produce the final score. It's a structured, published methodology — but the judgement calls (what's actually observed, how likely it is to recur, how severe the plausible outcome is) remain the assessor's, not a mechanical output software can generate on its own. ## The 2026 reform, in one paragraph From 23 June 2026, HHSRS itself was overhauled: 21 hazard profiles grouped into four themes, three plain bands (High = Category 1 at 1,000+, Medium, Low) replacing some of the older terminology, and new baseline indicators — for damp and mould specifically, a stated baseline is "no room has observable damp or mould growth or deterioration of internal finishes exceeding 5% of the wall or ceiling surface." HousingSurvey Pro's field app has the full 2026 assessment built in, so surveyors work against the current methodology rather than a superseded one. ## Category 1 damp and mould vs the 24-hour emergency track These are related but not identical. A Category 1 HHSRS score means mandatory enforcement applies — it doesn't automatically mean the hazard is an Awaab's Law emergency . The 24-hour track is reserved for hazards presenting an imminent and significant risk of harm; a Category 1 finding that isn't imminent typically still follows the standard 10-working-day investigate / 3-day written-summary / 5-day make-safe track. Getting this distinction right on site is exactly the kind of judgement call that needs to be recorded, not just made. ## What to actually evidence - The specific observation — extent of mould/damp, affected surface percentage, room and location, not just "damp present". - The likelihood and harm-outcome judgement behind the score, in enough detail that someone reviewing the case later (a manager, an Ombudsman investigator, a solicitor) can see the reasoning, not just the number. - Dated, geo-stamped photos tied to the same property record as the score. - Which track the case is on (standard or emergency) and why. That record then flows straight into your housing management system (HMS) or case-management system — see [how integrations work](https://housingsurvey.pro/integrations/) — instead of being retyped from a paper checklist. Sources: GOV.UK — [Landlord and agent guide to HHSRS](https://www.gov.uk/government/publications/housing-health-and-safety-rating-system-hhsrs-landlord-and-agent-guide/landlord-and-agent-guide-to-the-housing-health-and-safety-rating-system-hhsrs) and [Awaab's Law: guidance for social landlords](https://www.gov.uk/government/publications/awaabs-law-guidance-for-social-landlords). HHSRS assessment is a professional discipline in its own right — this page is an orientation, not assessor training, and the 2026 reform is recent enough that assessor-level operating guidance should be your primary reference for edge cases. [Capture HHSRS-scored evidence in the field — start free](https://portal.housingsurvey.pro) ## More on Awaab's Law - [Awaab's Law & the evidence question (overview)](https://housingsurvey.pro/awaabs-law/) - [The full statutory timeline explained](https://housingsurvey.pro/awaabs-law/timeline/) - [The written summary requirement](https://housingsurvey.pro/awaabs-law/written-summary/) - [The Awaab's Law deadline calculator](https://housingsurvey.pro/awaabs-law/deadline-calculator/) ## Frequently asked questions ### What HHSRS category is damp and mould? Damp and mould growth is its own hazard profile under HHSRS. A hazard scores Category 1 (mandatory local-authority enforcement) at 1,000 points or above; below that it's Category 2 (moderate or low risk, discretionary enforcement). The score comes from the likelihood of harm over the next 12 months combined with the severity of the harm outcome, assessed against the most vulnerable plausible occupant age group, not just the actual tenant. ### Is a Category 1 HHSRS damp and mould hazard the same as an Awaab's Law emergency? Not automatically. Awaab's Law's 24-hour emergency track is for hazards presenting an imminent and significant risk of harm — a smaller, more urgent set than every Category 1 finding. A Category 1 damp and mould hazard that isn't imminent typically follows the standard 10/3/5-working-day track, not the 24-hour one. ### Who decides the HHSRS score — the software or the surveyor? The surveyor. HHSRS scoring is a professional judgement against a published methodology (likelihood and harm-outcome bands); software can structure the assessment and apply the published formula consistently, but the on-site judgement calls remain the surveyor's. ## Are you an independent surveyor, not a housing association? HousingSurvey Pro is built for organisations running Awaab's Law compliance across a whole stock — statutory clocks, work orders, a central management portal and case-management integration (NEC, Civica, MRI, Aareon and more). If instead you're a sole practitioner or independent damp & mould surveyor producing reports one property at a time, our sister app DampApp Pro is built for exactly that job. [See DampApp Pro for independent surveyors →](https://dampapp.pro/awaabs-law-guide) This page is general information, not legal advice, and is not a substitute for qualified HHSRS assessor training. Always confirm current methodology and requirements with your compliance team. --- ## Awaab's Law Software for Housing Associations | HousingSurvey Pro Source: https://housingsurvey.pro/awaabs-law/for-housing-associations/ [Awaab's Law](https://housingsurvey.pro/awaabs-law/) / For housing associations # Awaab's Law compliance software for housing associations. Awaab's Law made the timing and record of a landlord's response more important. When a damp and mould case reaches the Housing Ombudsman, the association is asked when did you know, when did you inspect, what did you find, what did you do — and, crucially, what records support that account? HousingSurvey Pro is built to make contemporaneous field evidence available across your stock, including work completed by contractors. ## The statutory clock, running across every property at once The legal clock runs from the landlord becoming aware of a potential hazard, which may be before a work order is created. HousingSurvey Pro records that awareness point against the case and tracks both statutory tracks — the working-day track and the 24-hour emergency track — stage by stage (investigate → written summary → works begin) for every open hazard in your portfolio, so your compliance team sees what is inside deadline, what is approaching, and what has breached, in one view. See the [statutory timeline explained](https://housingsurvey.pro/awaabs-law/timeline/). ## Evidence prepared for later review - Contemporaneous — captured on site, at the time, geo-stamped to the property by UPRN. - Tamper-evident — locked on completion, hash-chained per property so any later change is detectable. - Stock-wide — one portal across all your properties and all your contractors, not a folder per surveyor. - Portable — flows into your case-management system automatically, and exports as a signed evidence bundle on request. ## Fits the systems your IT team already runs HousingSurvey Pro is CMS-agnostic: a HACT-aligned REST API, signed webhooks, SFTP flat-file EDI, scheduled CSV exports and a Microsoft Power Automate connector provide routes for connecting to systems such as NEC, Civica, MRI and Aareon, subject to the receiving system and your configuration. Read more about [integrations](https://housingsurvey.pro/integrations/) and [security & data residency](https://housingsurvey.pro/security/). England social housing scope. Source review: 31 July 2026. See MHCLG's [current Awaab's Law collection](https://www.gov.uk/government/collections/awaabs-law-in-the-social-rented-sector). The platform supports record keeping and workflow; it does not determine whether a landlord has complied in a particular case. [Start free — no card, no call](https://portal.housingsurvey.pro)[Try the live demo](https://demo.housingsurvey.pro) ## More on Awaab's Law - [Awaab's Law & the evidence question (overview)](https://housingsurvey.pro/awaabs-law/) - [Awaab's Law for repairs contractors](https://housingsurvey.pro/awaabs-law/for-contractors/) - [The Awaab's Law statutory timeline explained](https://housingsurvey.pro/awaabs-law/timeline/) - [The cost of getting Awaab's Law evidence wrong](https://housingsurvey.pro/awaabs-law/roi/) ## Frequently asked questions ### What does Awaab's Law require a housing association to do? For social housing in England, Phase 1 requires potential significant damp and mould hazards to be investigated within 10 working days, a written summary within 3 working days after the investigation concludes, and relevant safety work within 5 working days after it concludes. Potential emergency hazards must be investigated and, where identified, made safe as soon as reasonably practicable and within 24 hours. Phase 2 starts on 30 November 2026 and adds further prescribed hazards; Phase 3 will cover the remaining HHSRS hazards except overcrowding. ### Why isn't our case-management system enough on its own? Your CMS can remain the system of record. A separate field-evidence layer is useful where the CMS does not preserve original photo metadata, inspection context, record locking or a verifiable change history. HousingSurvey Pro captures that field record and can pass it into your CMS, so reviewers can distinguish what was observed on site from what was entered or updated later. ### Can our repairs contractors capture evidence against our stock? Yes. Contractor organisations work under scoped grants from the landlord: their operatives capture evidence against your properties (by UPRN), and every finalized record belongs to your evidence chain, not theirs. You see the whole stock in one portal regardless of who did the inspection. ### How does it prove a record hasn't been altered? Finalized records are locked server-side with an authoritative timestamp, hash-chained to the previous record for the same property, and covered by an append-only audit log. A verification sweep recomputes every chain nightly, and exported evidence bundles carry the chain proof — so neither a contractor, nor a member of staff, nor even we can alter history undetectably. ## Are you an independent surveyor, not a housing association? HousingSurvey Pro is built for organisations running Awaab's Law compliance across a whole stock — statutory clocks, work orders, a central management portal and case-management integration (NEC, Civica, MRI, Aareon and more). If instead you're a sole practitioner or independent damp & mould surveyor producing reports one property at a time, our sister app DampApp Pro is built for exactly that job. [See DampApp Pro for independent surveyors →](https://dampapp.pro/awaabs-law-guide) This page is general information, not legal advice. Statutory timescales are counted in working days, differ between nations, and are being phased in — always confirm current requirements with your compliance team. --- ## Awaab's Law for Repairs Contractors | HousingSurvey Pro Source: https://housingsurvey.pro/awaabs-law/for-contractors/ [Awaab's Law](https://housingsurvey.pro/awaabs-law/) / For contractors # Awaab's Law for repairs contractors. If you deliver damp and mould works for housing associations or councils, Awaab's Law is now part of your contract whether it names you or not. The landlord carries the statutory duty — but the evidence that proves it was met is created at the property, by the person who attends. That's you. HousingSurvey Pro lets you capture that evidence to a defensible standard and drop it straight into your client's compliance chain. ## Work inside your client's evidence chain Your organisation is granted scoped access to a landlord's stock. Your operatives capture geo-stamped, tamper-evident records against those properties by UPRN — and each finalized record becomes part of the landlord's chain, visible to their compliance team in real time. No more emailing photos, no more "can you resend the report", no dispute about when the work was done. ## Protect your contract and your reputation - On time — the statutory clock is visible to you too, so you never unknowingly miss a landlord's deadline. - To standard — structured capture means every job is evidenced the same defensible way. - Provable — a contemporaneous, tamper-evident record that you attended and what you did, independent of the landlord's system. [Start free — no card, no call](https://portal.housingsurvey.pro)[Try the live demo](https://demo.housingsurvey.pro) ## More on Awaab's Law - [Awaab's Law & the evidence question (overview)](https://housingsurvey.pro/awaabs-law/) - [Awaab's Law for housing associations](https://housingsurvey.pro/awaabs-law/for-housing-associations/) - [The Awaab's Law statutory timeline explained](https://housingsurvey.pro/awaabs-law/timeline/) - [The cost of getting Awaab's Law evidence wrong](https://housingsurvey.pro/awaabs-law/roi/) ## Frequently asked questions ### We're a repairs contractor, not the landlord — does Awaab's Law affect us? The statutory duty sits with the landlord, but in practice the evidence is created by whoever attends the property — and that's usually you. If your inspection records aren't contemporaneous and defensible, the association can't demonstrate compliance, which puts your contract and your reputation at risk. Increasingly, associations require their contractors to capture evidence to a defined standard. ### How does a contractor work inside a landlord's evidence chain? Your organisation is granted scoped access to the landlord's properties. Your operatives capture geo-stamped, tamper-evident records against those properties by UPRN, and each finalized record becomes part of the landlord's chain — visible to them in their portal in real time. You demonstrate the work was done, on time, to standard, without emailing photos around. ### Do we need a separate subscription per landlord we work for? No. Your surveyors capture against whichever landlord has granted your organisation access; the evidence lands in the relevant landlord's chain automatically. It's the same field app and the same workflow whether you're on one association's stock or several. ### What does this give us that the landlord's portal doesn't? A contractor-side record that you attended, when, and what you found and did — provably unaltered — so that if a case is scrutinised later, your position is defensible independently of the landlord's system. It's the difference between 'we say we fixed it' and 'here is the contemporaneous, tamper-evident proof'. ## Are you an independent surveyor, not a housing association? HousingSurvey Pro is built for organisations running Awaab's Law compliance across a whole stock — statutory clocks, work orders, a central management portal and case-management integration (NEC, Civica, MRI, Aareon and more). If instead you're a sole practitioner or independent damp & mould surveyor producing reports one property at a time, our sister app DampApp Pro is built for exactly that job. [See DampApp Pro for independent surveyors →](https://dampapp.pro/awaabs-law-guide) This page is general information, not legal advice. Statutory timescales are counted in working days, differ between nations, and are being phased in — always confirm current requirements with the landlord and your own advisers. --- ## Awaab's Law Deadline Calculator | HousingSurvey Pro Source: https://housingsurvey.pro/awaabs-law/deadline-calculator/ [Awaab's Law](https://housingsurvey.pro/awaabs-law/) / Deadline calculator # Awaab's Law deadline calculator For social landlords and their contractors: enter the date you became aware of a damp & mould hazard to see the statutory deadlines that apply in the social rented sector in England from 27 October 2025 — investigation, written summary and make-safe, with the 24-hour emergency track. ## Hazard details Date the landlord became aware This starts the investigation clock. Date the investigation concluded (when known) This starts the written-summary, safety-work and preventative-work clocks. This is a potential emergency hazard Use only where the information indicates a significant and imminent risk of harm; a competent investigation determines the actual classification. Select a date to calculate the statutory deadlines. Dates shown exclude weekends but do not automatically adjust for England & Wales bank holidays. Move a shown date forward for each bank holiday in the window and verify it against current guidance. This tool is for planning only and is not legal advice. ## Scope & sources Awaab's Law gives statutory force to repair timescales via the implied term in section 10A of the Landlord and Tenant Act 1985, inserted by the Social Housing (Regulation) Act 2023. The timescales above came into force for the social rented sector in England on 27 October 2025 , initially covering all potential emergency hazards and potential significant damp & mould hazards. Phase 2 starts on 30 November 2026 and extends the significant-hazard requirements to a wider prescribed group. Phase 3 will cover the remaining HHSRS hazards except overcrowding; check current regulations for its commencement date. The current calculator must not be used for private rentals: the Renters' Rights Act 2025 provides for a future PRS extension, but the government's roadmap says its implementation timescales are subject to consultation. Sources reviewed 31 July 2026: GOV.UK — [Awaab's Law in the social rented sector](https://www.gov.uk/government/collections/awaabs-law-in-the-social-rented-sector), [Phase 2 guidance](https://www.gov.uk/government/publications/awaabs-law-phase-2-guidance-for-social-housing-landlords), and the [Renters' Rights Act implementation roadmap](https://www.gov.uk/government/publications/renters-rights-act-2025-implementation-roadmap/implementing-the-renters-rights-act-2025-our-roadmap-for-reforming-the-private-rented-sector). See also [the statutory timeline explained](https://housingsurvey.pro/awaabs-law/timeline/). ## Knowing the deadline is half the duty. Proving you met it is the other half. HousingSurvey Pro attaches this statutory clock to the work order and captures a dated, geo-stamped, tamper-evident record at every stage — investigation, written summary, make-safe — so the timeline isn't just tracked, it's evidenced. [Start free — no card, no call](https://portal.housingsurvey.pro)[How associations use it](https://housingsurvey.pro/awaabs-law/for-housing-associations/) ## Frequently asked questions ### What are the Awaab's Law timescales for damp and mould? Since 27 October 2025, social landlords in England must investigate a potential significant damp and mould hazard within 10 working days of awareness. They must normally send a written summary within 3 working days after the investigation concludes and, if a significant hazard is found, complete relevant safety work and begin or arrange supplementary preventative work within 5 working days after it concludes. Potential emergency hazards must be investigated and, if confirmed, made safe within 24 hours. ### What counts as an emergency hazard under Awaab's Law? An emergency hazard is one that presents an imminent and significant risk of harm — for example a serious leak, electrical danger, gas safety issue or risk of collapse. These must be investigated and made safe as soon as reasonably practicable and within 24 hours. ### Does Awaab's Law apply to private landlords? The current 27 October 2025 rules apply to social housing in England, not private rentals. The Renters' Rights Act 2025 provides for Awaab's Law to be extended to England's private rented sector, but the government's implementation roadmap places that extension in Phase 3 and says the timescales are subject to consultation. Do not apply the social-housing calculator to a private tenancy unless the relevant PRS rules are in force and match it. ## Are you an independent surveyor, not a housing association? HousingSurvey Pro is built for organisations running Awaab's Law compliance across a whole stock — statutory clocks, work orders, a central management portal and case-management integration (NEC, Civica, MRI, Aareon and more). If instead you're a sole practitioner or independent damp & mould surveyor producing reports one property at a time, our sister app DampApp Pro is built for exactly that job. [See DampApp Pro for independent surveyors →](https://dampapp.pro/info/tools/awaabs-law-timeline-calculator) Working days exclude weekends; England & Wales bank holidays are also excluded under the guidance — add any that fall within the window. This tool is for planning only and is not legal advice. Statutory timescales are being phased in by hazard type — always confirm current requirements with your compliance team. --- ## For AI Agents — MCP Server & API Access | HousingSurvey Pro Source: https://housingsurvey.pro/agents/ # HousingSurvey Pro for AI agents HousingSurvey Pro runs a Model Context Protocol (MCP) server alongside its REST API v1, so AI agents and answer engines can read work orders and evidence, verify a record's tamper-evident hash, and raise or assign work — all under the same organisation-scoped permissions a human integrator gets, and all written to your append-only audit log. MCP endpoint https://api.housingsurvey.pro/mcp JSON-RPC 2.0 · streamable-http · protocol 2025-06-18 REST API v1 base https://api.housingsurvey.pro/v1 Sandbox: api-demo.housingsurvey.pro ## Authentication Bearer authentication with an organisation API key: Authorization: Bearer hsp_live_... An org-admin mints the key in the [management portal](https://portal.housingsurvey.pro) under Integrations → API keys , choosing least-privilege scopes. Keys are shown once, stored only as a hash, and revocable instantly. The full model — and why we publish an honest oauth-protected-resource without a delegated authorization server — is documented in [auth.md](https://housingsurvey.pro/auth.md). ## Available tools Tool Scope What it does list_work_orders work-orders:read List this organisation's work orders. Optional: status, jobType, limit (max 200). read_work_order work-orders:read Read one work order by id, including statutory-clock stage timestamps. raise_work_order work-orders:write Create a work order (property by uprn/propertyId/address, description, dueBy, jobType). assign_work_order work-orders:write Assign an existing work order to a surveyor already in your organisation. list_evidence surveys:read List finalized survey records (evidence) for a work order or the whole organisation. verify_record_hash surveys:read Re-derive a finalized survey's hash server-side and confirm it matches the stored chain — proves the record is untampered. get_contact_and_data_rights none How to contact us and how an organisation exercises data rights. No scope required. ## Machine-readable discovery - [MCP Server Card](https://housingsurvey.pro/.well-known/mcp/server-card.json) (SEP-1649) — also mirrored at [/.well-known/mcp.json](https://housingsurvey.pro/.well-known/mcp.json) - [Agent Skills index](https://housingsurvey.pro/.well-known/agent-skills/index.json) (agentskills.io v0.2.0) - [OAuth Protected Resource metadata](https://housingsurvey.pro/.well-known/oauth-protected-resource) (RFC 9728) - [API Catalog](https://housingsurvey.pro/.well-known/api-catalog) (RFC 9727 linkset) - [OpenAPI 3.0 spec](https://api.housingsurvey.pro/openapi.yaml) · [Swagger UI](https://housingsurvey.pro/api/docs/) - [auth.md](https://housingsurvey.pro/auth.md) — agent authentication & access metadata - [payments.md](https://housingsurvey.pro/payments.md) — payments & agentic commerce for agents - [llms.txt](https://housingsurvey.pro/llms.txt) · [llms-full.txt](https://housingsurvey.pro/llms-full.txt) ## Payments & agentic commerce HousingSurvey Pro is sold by subscription (per-surveyor GBP seats), not as a retail catalogue — there's no shopping cart and no agent-executable purchase endpoint. Checkout is Stripe-hosted and always completed by a human; billing has no REST or MCP route at all. We deliberately don't publish discovery documents for x402, MPP, UCP, ACP or AP2 today, and never will for x402 specifically (no cryptocurrency, stablecoin or walletrail, full stop) — the honest reasoning for each, protocol by protocol, is at [/payments.md](https://housingsurvey.pro/payments.md). ## Also part of the ProSurvey Apps family The sister app [DampApp Pro](https://dampapp.pro/agents) exposes its own agent interface for the independent-surveyor workflow. HousingSurvey Pro is the organisation-scale platform for housing associations, councils and their contractors. ## Frequently asked questions ### How does an agent authenticate to the HousingSurvey Pro MCP server? With an organisation API key as a bearer token (Authorization: Bearer hsp_live_…), minted by an org-admin in the management portal under Integrations → API keys and scoped to exactly what the integration needs. The MCP tools enforce the same scopes as REST API v1, and every call is written to the organisation's append-only audit log. Full detail: https://housingsurvey.pro/auth.md ### What can the MCP server do? Read work orders and their statutory-clock timestamps, list finalized evidence, verify a record's tamper-evident hash, and raise or assign work orders — all scoped. It is a read-and-safely-act server, not a bulk-export firehose. ### Where are the machine-readable descriptors? MCP server card at /.well-known/mcp/server-card.json (also mirrored at /.well-known/mcp.json), Agent Skills index at /.well-known/agent-skills/index.json, OAuth Protected Resource metadata at /.well-known/oauth-protected-resource, API Catalog at /.well-known/api-catalog, and the OpenAPI 3.0 spec at https://api.housingsurvey.pro/openapi.yaml. ### Can an agent buy or upgrade a plan directly? No. Neither REST API v1 nor the MCP server has a billing route or tool — access is read-and-safely-act against an already-provisioned organisation only. Buying, upgrading and seat changes are Stripe-hosted checkout actions a human completes in the management portal. Full detail, including why agentic-commerce discovery protocols like x402, MPP, UCP, ACP and AP2 aren't published on this domain, is at https://housingsurvey.pro/payments.md. [Full developer documentation →](https://housingsurvey.pro/developers/) --- ## About — ProSurvey Apps | HousingSurvey Pro Source: https://housingsurvey.pro/about/ # About HousingSurvey Pro is built by ProSurvey Apps Limited (company no. 17118570), the UK team behind [DampApp Pro](https://dampapp.pro) and [PropertySurvey Pro](https://propertysurvey.pro) — field survey software built for damp, timber and property professionals. HousingSurvey Pro addresses a different job from a standalone survey report: organisation-wide case evidence. It combines field observations, psychrometrics, IAQ and HHSRS workflows with statutory case stages, work orders and integration into the housing provider's existing systems. The storage model follows one idea: any change to a sealed record must be detectable, and the record must flow into whatever system you already run. Everything is self-serve by design — pricing on the page, checkout with a card, SSO and SCIM you configure yourselves — with published [security](https://housingsurvey.pro/security/), [legal](https://housingsurvey.pro/legal/), [integration](https://housingsurvey.pro/developers/) and [pricing](https://housingsurvey.pro/pricing/) detail available before a sales call. ## What we can — and cannot — establish The platform records observations, calculations, communications and case actions. It does not replace the landlord's legal judgement, a competent inspection or the regulator. Generated deadlines and screening outputs must be checked against the current law, tenure, hazard and circumstances. ## Editorial and corrections standard Regulatory pages identify their jurisdiction, link to first-party sources and state a review date. Product claims are checked against the implemented app, portal and technical handbook. We do not invent customer results, certifications or expert credentials. Send a correction using our [website correction form](https://housingsurvey.pro/contact/?template=correction#contact-form). Primary regulatory source: [MHCLG's Awaab's Law collection for English social housing](https://www.gov.uk/government/collections/awaabs-law-in-the-social-rented-sector). Company and editorial review: 31 July 2026. --- ## API overview: authentication, integrity model, webhooks, testing Source: https://housingsurvey.pro/developers/ Evidence integration API for housing case-management systems: pull HACT-aligned, tamper-evident hazard evidence records — damp & mould and every other shipped HHSRS hazard type (see WorkOrderDetail.hazardType) — and push work orders to the field. Integrity model. Finalized records are locked server-side and hash-chained per property (UPRN): recordHash is the SHA-256 of the record's canonical JSON concatenated with the previous record's hash for the same property (prevRecordHash, chainSeq). Any alteration anywhere in the timeline is detectable, and a nightly verifier recomputes every chain. Auditing. Every API call is written to the organisation's append-only, hash-chained audit log — integration access is itself evidence. Webhooks. Configure an endpoint in the portal (Integrations) and receive a survey.finalized POST the moment a record locks, plus survey.withdrawn and the work-order lifecycle events (work_order.stage_recorded, work_order.deadline_approaching, work_order.deadline_breached). Bodies are HMAC-SHA256 signed: x-hsp-signature is the hex HMAC of the raw request body using your signing secret (shown once at setup); x-hsp-event names the event. Failed deliveries are retried for one hour. Payload shapes: WebhookSurveyFinalized and WebhookWorkOrderEvent in the schemas below — both name which of the shipped hazard types the event concerns (hact.statutory.hazardType on the former, hazardType directly on the latter), so you never need a follow-up API call just to find that out. Testing. Every integration is self-serve testable before you rely on it: the portal's "Send test event" button fires a real, x-hsp-signature- signed test.ping event at your configured webhook URL immediately (no queue, no waiting for a real survey), and shows the exact JSON body and headers your endpoint received. A "Quick start" panel next to the API key section gives copy-paste curl examples for this API, and a sample HACT payload viewer shows the full response shape using synthetic data. See the handbook's Integrations — Testing your connection guide for the full walkthrough (webhook, API, EDI, SMTP and AI provider checks). Report versions. A revised report is never edited in place — the original stays sealed and hash-chained, and a new record is created that supersedes it. Every survey carries lineageId (stable across every version — the original record's own id), versionNo (1-based, incrementing) and supersedes (the id of the version it replaces; null on the original). Key stored reports by lineageId and treat the highest versionNo as current. Example survey.finalized body for version 3 of a report: ``json { "event": "survey.finalized", "orgId": "org_4b7e1a", "surveyId": "svy_1e88bb", "recordHash": "3f9e2c1a7b…", "chainSeq": 12, "lineageId": "svy_9f2a01", "versionNo": 3, "supersedes": "svy_c77d40" } ` The nightly EDI CSV export carries the same lineage as version_no and supersedes columns alongside its existing record_hash/chain_seq` columns. Residency. All endpoints and data live in europe-west2 (London). --- ## API endpoints: Evidence Source: https://housingsurvey.pro/developers/ REST API v1 endpoints — Evidence: GET /surveys — List evidence records GET /surveys/{surveyId} — Get one evidence record with chain proof Full interactive reference: https://housingsurvey.pro/api/docs/ · OpenAPI spec: https://housingsurvey.pro/api/openapi.yaml --- ## API endpoints: Properties Source: https://housingsurvey.pro/developers/ REST API v1 endpoints — Properties: GET /properties — List properties POST /properties — Register a new property GET /properties/{propertyId} — Get one property PATCH /properties/{propertyId} — Edit a property DELETE /properties/{propertyId} — Remove a property from the active register (archive) Full interactive reference: https://housingsurvey.pro/api/docs/ · OpenAPI spec: https://housingsurvey.pro/api/openapi.yaml --- ## API endpoints: Tenancies Source: https://housingsurvey.pro/developers/ REST API v1 endpoints — Tenancies: GET /tenancies — List tenancies POST /tenancies — Add a tenancy GET /tenancies/{tenancyId} — Get one tenancy PATCH /tenancies/{tenancyId} — Edit a tenancy DELETE /tenancies/{tenancyId} — Remove a tenancy Full interactive reference: https://housingsurvey.pro/api/docs/ · OpenAPI spec: https://housingsurvey.pro/api/openapi.yaml --- ## API endpoints: Contractors Source: https://housingsurvey.pro/developers/ REST API v1 endpoints — Contractors: GET /contractors — List your contractor directory POST /contractors — Add a contractor to your directory Full interactive reference: https://housingsurvey.pro/api/docs/ · OpenAPI spec: https://housingsurvey.pro/api/openapi.yaml --- ## API endpoints: Work orders Source: https://housingsurvey.pro/developers/ REST API v1 endpoints — Work orders: GET /work-orders — Poll your work orders and their statutory clocks POST /work-orders — Push a damp/mould case to the field GET /work-orders/{workOrderId} — Get one work order with its full statutory clock Full interactive reference: https://housingsurvey.pro/api/docs/ · OpenAPI spec: https://housingsurvey.pro/api/openapi.yaml