Admin User Guide
Everything you need to manage fire door inspections, reports, clients, and your organisation from the portal.
Overview
The Fire Door Checker portal gives your organisation a complete system to manage fire door inspections across all your sites and clients. As an Org Admin you have full access to create and manage reports, assign inspectors, upload floorplans, track remedials, and export compliance documentation.
Logging In
Navigate to portal.firedoorchecker.com in your browser.
Enter your email address and password. Your administrator will have provided these when setting up your account.
You will be taken to your organisation's main dashboard.
Dashboard
The dashboard gives you an at-a-glance summary of your organisation's inspection activity.
| Widget | What it shows |
|---|---|
| Total Reports | Number of inspection reports across all sites |
| Doors Inspected | Total number of door inspections recorded |
| Pass / Fail / Advisory | Overall compliance breakdown across all reports |
| Upcoming Inspections | Reports due for re-inspection in the next 30/60/90 days |
| Open Remedials | Remediation jobs that are not yet marked complete |
Reports
A Report represents a complete fire door inspection for a specific site and time period. Each report contains one door inspection record per fire door surveyed.
Creating a New Report
Click Inspections in the left sidebar to open the reports list.
Click the + New Report button in the top right corner.
Enter the Report Name, select a Site, assign an Inspector, set the Inspection Date, and choose a Template if applicable. Optionally set an inspection interval for recurring reminders.
Click Create Report. You will be taken directly to the new report page where you can begin adding doors.
Report Details Page
| Tab | Contents |
|---|---|
| Details | Report summary, client info, compliance stats, and export options |
| Doors | List of all door inspections with pass/fail status |
| Floorplans | Interactive floor plan with pinned door locations |
Adding Doors
Doors are added to a report from the mobile app by inspectors in the field. From the portal you can view, edit, and manage door records.
Editing a Door Inspection
You will see a list of all doors with their Door ID, status, and any faults.
View all inspection fields, photos, fault records, and inspection history.
Click the Edit button to update any field — door type, location, rating, faults, and more.
Importing Doors from CSV
On the report Doors tab, click Import Doors → Download Template to get the correct column format.
Populate the spreadsheet with Door IDs, locations, and any pre-existing data.
Drag and drop or browse to select the file. Duplicate Door IDs are flagged before import.
Floorplans
Upload building floor plans and visually pin each fire door to its exact location.
Navigate to your report and click the Floorplans tab.
Select a PNG, JPG, or PDF file of the floor plan and give it a name (e.g. "Ground Floor").
Click anywhere on the floor plan image to drop a pin. A dialog will ask you to select which door to associate with that pin. Colour-coded pins show pass/fail status at a glance.
Use the Pin Size control (Small / Medium / Large) to make pins visible at the right scale for your floor plan.
Upcoming Inspections
Shows all reports with an inspection interval set that are due for re-inspection within a selected time window.
This opens the upcoming inspections list.
Filter by 30 days, 60 days, 90 days, or 6 months to see what's coming up.
Click any upcoming report to open its details and create a new inspection.
Managing Remedials
Remedials are repair or remediation jobs linked to specific door faults.
Go to a report, click a door, and review its recorded faults.
Fill in the description of the work required, assign a user, and set a due date.
Optionally attach a photo showing the fault before remediation.
Mark as In Progress, then Completed once done. Attach an after photo at completion.
| Status | Meaning |
|---|---|
| Pending | Fault identified, no action taken yet |
| In Progress | Work has been started |
| Completed | Work is complete — after photo should be attached |
| On Hold | Work is paused (awaiting parts, access, etc.) |
Sites
Sites are the physical buildings or locations where fire door inspections take place. Every report must be linked to a site.
Click Sites to open the sites list.
Enter the site name, address, and any other relevant details.
If the site belongs to a specific client, select them from the dropdown.
Clients
Clients are organisations or individuals you carry out inspections for. Each client can be given their own login to the Client Portal.
Click Clients to see all your clients.
Enter the client's company name, contact name, email address, and phone number.
Once saved, click Send Portal Invite to email the client their login details for portal.firedoorchecker.com/client.
Users & Inspectors
| Role | Access level |
|---|---|
| Org Admin | Full access to all features, settings, and user management |
| Inspector | Can conduct inspections via the mobile app; limited portal access |
Click Organisation in the sidebar, then Inspectors.
Enter their name, email, and select their role.
The new user receives a link to set their password and access the portal or mobile app.
Templates
Templates define the inspection form used when an inspector surveys a door.
Click Templates to see existing templates.
Give it a name and start adding fields using the template builder.
Each field can have a label, type (text, select, checkbox, photo), and pass/fail criteria.
When creating or editing a report, select this template. Inspectors on the mobile app will see only the fields defined here.
Organisation Settings
| Setting | Description |
|---|---|
| Organisation Name | Appears on all generated PDF reports |
| Logo | Your logo appears at the top of every PDF report |
| Disclaimer | Legal text printed at the bottom of PDF reports |
| Standard Door Fields | Default inspection fields shown on all door records |
| Notification Settings | Configure email and push notification preferences |
PDF Export
Go to Inspections and click the report.
On the report Details tab, click Download PDF. The PDF is generated in the browser.
The PDF includes your logo, all door inspections, fault photos, compliance summary, and floorplan images.
CSV & Data Export
Click Export from the Reports section of the sidebar.
Filter by report, site, date range, and status to narrow the data set.
Downloads a spreadsheet with all door inspection records matching your filter.
Door Statuses
| Status | Meaning | Action Required |
|---|---|---|
| Pass | Door meets all fire safety requirements | None — document for records |
| Fail | Door has one or more critical faults | Immediate remediation required |
| Advisory | Minor issues noted, not immediately critical | Monitor and schedule maintenance |
| Not Inspected | Door was not accessible during inspection | Schedule follow-up inspection |
Client User Guide
Your guide to accessing your fire door inspection reports, tracking remedials, and viewing upcoming inspections.
Overview
As a client, you have access to a dedicated portal showing all fire door inspection data for your properties. You can view inspection reports, check the status of individual doors, track remediation work, and see upcoming re-inspection dates.
Logging In
Navigate to portal.firedoorchecker.com/client in your browser.
Enter the email address and password sent to you by your inspection provider.
You'll be taken to your client dashboard showing a summary of your inspections.
Your Dashboard
| Widget | What it shows |
|---|---|
| Total Reports | Number of inspection reports completed for your sites |
| Compliance Summary | Overall breakdown of Pass / Fail / Advisory doors |
| Open Remedials | Number of outstanding repair jobs not yet completed |
| Next Inspection Due | The soonest upcoming scheduled re-inspection |
| Recent Activity | Latest reports and updates to your data |
Your Reports
You'll see all inspection reports for your properties, sorted by date.
The report overview shows the site, inspection date, inspector name, and overall compliance summary.
See how many doors passed, failed, or have advisory notes. A progress bar shows the overall compliance percentage.
Click Download PDF to get a formatted copy for your records, insurer, or fire authority.
Door Inspections
Lists all surveyed doors with their ID, location, and pass/fail status. Doors with faults are highlighted.
Shows all inspection fields including door type, fire rating, gap measurements, hardware condition, and any faults recorded.
Inspectors often attach photos of specific issues. Click any photo to view it full size.
If this door has been inspected before, you can see the full history of previous inspections.
Understanding Door Statuses
| Status | What it means | What to do |
|---|---|---|
| Pass | This door is fully compliant | No action needed — retain report for records |
| Fail | This door has critical faults | Contact your inspection provider immediately |
| Advisory | Minor issues noted | Schedule maintenance — monitor at next inspection |
| Not Inspected | Door was inaccessible | Arrange access and contact your inspector to revisit |
Remedials
You'll see a list of all remedial jobs, filterable by status and site.
Each remedial shows its current status, the door it relates to, a description of the work, and the person responsible.
Click any remedial to see the full description, before and after photos, due date, and completion date.
| Status | Meaning |
|---|---|
| Pending | Fault identified, work not yet started |
| In Progress | Repair work has begun |
| Completed | Work is finished — before and after photos available |
| On Hold | Work paused — contact your inspector for details |
Upcoming Inspections
Shows all sites with a scheduled re-inspection date.
Select 30, 60, or 90 days to see what's due soon.
If you need to reschedule an inspection, contact your inspection provider directly.
Your Sites
You'll see all sites linked to your account, with their address and number of inspection reports.
This filters the reports view to show only inspections for that specific site.
Need Help?
Contact your fire door inspection provider who manages your account. They can assist with any questions about your reports, remedials, or inspection schedule.
Mobile App Guide
Complete guide for inspectors using the Fire Door Checker iOS app to conduct inspections offline.
Overview
The iOS mobile app lets inspectors conduct fire door inspections fully offline. All data syncs to the cloud when internet is available. Works on iPhone.
Logging In
Download Fire Door Checker from TestFlight / App Store.
Enter email and password. Your Org Admin creates your account and sends credentials.
Home Screen
Shows summary cards — total reports, pending syncs, upcoming inspections. Sync button (circular arrows) at top right. Navigation bar at bottom: Reports, Sync, Settings.
Reports
Lists all reports synced to the device. Can swipe left on a report to delete it from device (does not delete from server). Tap a report to open it and see all its doors.
Creating a Report
Start creating a new inspection report.
Report Name (required), Site Location, Template (searchable dropdown), Client (searchable dropdown), Site (searchable dropdown).
Use the pill selector: 1 Month / 3 Months / 6 Months / 12 Months.
Add a Building Photo (camera) and Inspector Signature.
Tap Save to finalize report creation.
Inspecting Doors
From inside a report, tap + to add a new door.
Options: Scan NFC tag (if door has an NFC tag attached), Scan QR code, or enter door ID manually.
Once a door is opened in the editor, fill in all template fields: door type (Single/Double/Door & Half), fire rating, location, dimensions, condition of frame, seals, hinges, closer, etc.
Passed / Failed / No Access / Needs Attention / In Progress.
Recording Faults
In the door editor, scroll to the fault selector section.
Tap a fault type to toggle it on.
A photo prompt appears — optionally capture a photo of the fault (this photo automatically becomes the 'Before' photo for any remedial created for this fault).
Multiple faults can be recorded on a single door. Tap a ticked fault again to remove it (confirmation prompt shown).
Photos
Photos can be taken at multiple points: door overview photo, individual fault photos, building photo (on report). Photos taken offline are stored locally and uploaded automatically on next sync. Photos downloaded from the server are cached locally so they are visible when offline. Newest photo wins in sync conflicts.
Remedials
Remedials are repair jobs linked to door faults. Access via the report's Remedials tab or from an individual door.
Each remedial has: description, fault type, status (Pending/In Progress/Completed/On Hold), priority, before photo (auto-populated from fault photo), after photo, sign-off signature.
Update status as work progresses.
Tap Sign Off to capture a digital signature.
Floorplans
View uploaded floorplans from the report's Floorplan tab.
Pinch to zoom, drag to pan. Colour-coded pins show door locations and statuses.
Tap a pin to jump to that door's inspection record. Pins can be added by long-pressing on the floorplan to drop a new pin and select a door.
Syncing Data
Tap the sync button () on the home screen to manually sync. The app automatically syncs when opened if connected. Progress is shown during sync. The sync log (Settings → Diagnostics → View Sync Log) records all sync events. By default sync requires any internet; enable 'WiFi Only Sync' in Settings to prevent syncing over mobile data.
Working Offline
The entire app works offline. All data is stored locally on the device. Photos taken offline are queued for upload. When you come back online and sync, everything uploads automatically. Newest-wins conflict resolution: if the same door was edited on both mobile and web, the most recent change is kept.
Settings
Access via the Settings tab.
| Section | Description |
|---|---|
| User Information | Name, email, and role |
| Organisation | Shows your organisation logo |
| Configuration | Pricing (manage fault prices for cost estimates) |
| Permissions | Camera access settings |
| App Settings | Save Photos to Gallery toggle |
| About | App version details |
| Diagnostics | View or clear the Sync Log |
Pricing
Go to Settings → Pricing. Each template's fault types are listed with a price field and a 'Double' toggle (indicates double-door surcharge). Set a price per fault type. These prices are used to generate cost estimates for remediation work. Tap Save Pricing when done.