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Compliance reports
This page covers the paperwork that follows a job: the service report or certificate the customer gets, and the report some councils require.
Report types
| Type | What it is |
|---|---|
| Service report | A report card for the visit: site, visit, each check with its answer, faults found and signatures |
| Commissioning certificate | For new installs: the commissioning checks, a certifying statement and signatures from the technician and owner |
| QLD Form 11 | The Queensland council form |
Reports are numbered. A service report is RPT-0001 and up, and a commissioning certificate is CERT-0001 and up. The prefixes can be changed under Admin > Documents.
A report is created on its own when a technician completes a field form. You can also make one from a job sheet with "Create report" when a finished form has none. The service report and certificate carry your branding. How they look is set under Admin > Documents; see document templates.
Statuses
| Status | Meaning |
|---|---|
| Draft | Created from the form, not yet built |
| Generated | The PDF has been built |
| Issued | Final. Issued reports can't be edited |
| Submitted | Sent to the council and accepted, or recorded by hand |
A report can also be Superseded when a newer one replaces it. Rejected isn't a report status. It's how the Compliance page marks an issued report whose council submission failed or was refused.
When the customer gets it
Admin > Documents has a "Send to the customer" setting that decides when the report is issued and emailed:
| Setting | The report goes out |
|---|---|
| When the office approves the job | After you choose Approve completion. This is the default |
| When the technician finishes | As soon as the field form is completed |
| Only when sent by hand | Never on its own |
It goes to the people your message rules name, such as the customer and the site contact, and respects each contact's report flag. A delivery log records what was sent, to whom, and what failed.
To send an issued report again, open it on the Compliance page and use "Send". It goes to the rule recipients, or to an email address you type.
The Compliance page
The page shows four figures: Due this week (ready to submit), Overdue (past the council deadline), Rejected (need correcting) and Submitted this month.
Tabs split the list into All, Draft, Ready to submit, Submitted and Rejected. Search takes a report number, site or council.
Click a report number to open its sheet. The main button at the foot is always the next step:
| Report is | Button |
|---|---|
| Draft | Generate report |
| Generated | Issue report |
| Issued, not yet sent | Submit to council |
| Issued, rejected | Retry submission |
Owner summary
The sheet has a "Summary for the owner", a few plain sentences about the visit. "Draft from checklist" writes one from the form answers when AI is switched on. Read and edit it, then "Save summary". It appears on the report. See AI.
Council reporting
Each council can want something different. Under Admin > Councils you set one profile per council: how it wants reports (Email, Portal, SFTP, API, Manual upload or None), the deadline in business days, whether the owner needs a copy, and the report template.
What "Submit to council" does depends on that method:
| Method | Result |
|---|---|
| Email, SFTP, API | The submission is queued and sent by the system. It retries failures and, where the council issues receipts, checks for them |
| Portal, Manual upload | The report is marked "Waiting for upload". You upload it on the council's site, then record the receipt |
| None | Nothing is sent. The report is recorded as not needing council reporting |
For a portal or manual upload, open the report, type the council's number into "Receipt or reference", and choose "Record receipt". The report is then Submitted.
To send several at once, tick the reports on the Compliance page and choose "Submit N to council".
The sheet's Council submission block shows the status, the method, when it was accepted, the receipt and anything the council said when it refused.
Rangefront Waste ships with rule templates for Queensland, New South Wales, Victoria, South Australia, Western Australia, Tasmania, the Northern Territory and the ACT. They're starting points. Check each against the council you work with.