Browse all help
Guides
Guides for each role
Running it day to day
When something goes wrong
How do I…?
Signing in and the app7
Doing jobs13
- The camera won't open
- How do I do a job and send it for check?
- What makes a good evidence photo?
- A job came back red. How do I fix it?
- It asks for location. What if I'm indoors?
- I have no jobs today. Is that right?
- How do I report a broken bin or a leak?
- It says some fields are still missing
- How do I see the jobs for one bin or machine?
- Why must I scan a sticker before the photo?
- The sticker won't scan or is damaged
- It says the item hasn't been linked yet
- It says Wrong sticker. What do I do?
Checking jobs and running the team10
- How do I add a one-off job?
- How do I check a job: pass it or send it back?
- How do I do a job myself?
- How do I mark a holiday so jobs are not counted as missed?
- A worker registered a new item. How do I approve it?
- How do I give a job to someone else?
- How do I move a job to another day?
- Where do I see what was missed yesterday?
- How do I send a job back so the worker understands?
- How is my team doing today?
Setting up and managing17
- How do I add a worker or supervisor?
- How do I approve today's jobs?
- We added a DG set or a borewell. How do I update our setup?
- How do I turn on a recommended rule?
- How do I prepare and record an annual return?
- How do I move from the free plan to the licensed plan?
- How do I give someone their sign-in code?
- How do I stick and link QR stickers?
- How do I make the monthly report?
- What does Path to green show?
- How do I replace a lost or damaged sticker?
- How do I get the report emailed every month?
- What is setup evidence and how do I finish it?
- How do I share documents with an inspector?
- Someone left. What do I do?
- How do I upload a licence and get renewal reminders?
- How do I check my waste vendor's licence?
Collection, intake and gate7
By type of organisation
- Catering / Cloud Kitchen / Dark Kitchen
- All 54 organisation guides
Catering / Cloud Kitchen / Dark Kitchen: setup and training guide
On this page
This page is the part of the onboarding kit that is specific to a Catering / Cloud Kitchen / Dark Kitchen. It lists what the app will set up for you, who in your team normally does each piece, and what you need to have ready. How to use the app is in the shared guides, which are the same for every organisation:
- Start here: what happens in your first 14 days
- How EarthReheal works: rules, jobs, evidence, approvals and reports in one page
- Role guides: Manager · Supervisor · Worker
The lists below come from the same rule set the app uses, so they match what you will see. What actually applies to your site depends on your answers during setup: a rule marked "depends on your site" is only switched on if you have, for example, a borewell or a kitchen.
1. At a glance
| What | How many (maximum) |
|---|---|
| Rules that apply to every Catering | 3 |
| Rules that depend on what is on your site | 18 |
| Good-practice rules (recommended) | 6 |
| One-time setup items (photos, documents, certificates) | 59 |
| Recurring jobs (daily to yearly) | 49 |
| Things you log when they happen | 14 |
| Licence renewals tracked | 17 |
| Statutory filings | 5 |
Most sites end up with fewer than the maximum, because the setup questions switch off what does not apply.
2. Who you need on the app
Each row is a job in your organisation, not necessarily a separate person. In a small site one person often holds several rows: the manager is usually also the compliance officer. Every person signs in with their own account, so the record shows who did what.
| Role | App access | What they look after | Needed? | Items they own |
|---|---|---|---|---|
| Manager | Manager | Catering Owner/Kitchen Head | Yes | 53 |
| Kitchen supervisor | Supervisor | FSSAI / food safety | Yes | 22 |
| Housekeeping / floor staff | Worker | Kitchen Staff / Delivery Packing | Yes | 12 |
| Compliance officer | Manager | FSSAI / CPCB liaison | Yes | 30 |
| Operations supervisor | Supervisor | Delivery packaging / PWM | Yes | 25 |
| Lab / technical staff | Worker | Grease trap / effluent sampling | Only if your site needs it | 2 |
App access decides what a person sees. Manager: the web portal and the phone app, with setup, approvals, reports and filings. Supervisor: the phone app, with their team's jobs and approvals. Worker: the phone app, with their own jobs only.
3. Before setup: have these ready
Questions the setup will ask about your site
Setup takes about 30 to 45 minutes if you have these answers to hand. "Not sure" is fine for anything you can find out later; you can change answers afterwards.
Numbers
- Diesel generator count on site
- Diesel/fuel storage capacity on site
- Number of lifts
- Number of escalators / moving walks
- Connected electrical load (kW)
- Age of the building (years)
- Contract workers engaged through contractors
- Plot area (sq m)
- Solar plant capacity (kW)
- Number of employees / workers on site
Yes or no
- Borewell on site?
- Eee on site?
- Ups on site?
- Is Bwg?
- Requires Grease Trap Consent?
- Active renovation on site?
- Has On-Site Refrigeration?
- Rainwater harvesting on site?
- Employs 10 or more people (incl. contract/interns)?
- Uses septic tank / storage tank (no onsite STP)?
- Steam boiler on premises?
- Weighs or measures goods sold or bought?
- Security guards supplied by an agency?
- Holds an SPCB consent (Water / Air Act) or hazardous-waste authorisation?
- State law requires rainwater harvesting here (derived from state and plot area; not asked)?
- Rooftop / ground-mounted solar plant on site?
- Uses more than 50 litres of frying oil a day (FSSAI UCO threshold)?
Other details
- No-STP wastewater scenario
Documents and licences to gather
Collect what you already have as PDFs or clear phone photos. Anything you do not have yet stays on your list as a gap; it does not block setup.
| Document | Needed |
|---|---|
| ☐ FSMS/HACCP plan document (food safety management system) | Always |
| ☐ Fire NOC / local fire-safety approval for kitchen | Always |
| ☐ Local trade license / Shops & Establishment registration | Always |
| ☐ Packaging EPR role check (own-brand cloud kitchen or aggregator-controlled packaging) | Always |
| ☐ FSSAI food business license (Registration/State/Central) | Always |
| ☐ ETP/STP SPCB Consent to Operate (each ETP) | If WATER ACT ETP applies |
| ☐ PESO petroleum storage license | If Diesel Storage Licence (PESO) applies |
| ☐ C&D Waste Management Plan | If Construction & Demolition (C&D) Waste applies |
| ☐ ULB approval/intimation for large C&D projects | If Construction & Demolition (C&D) Waste applies |
| ☐ HVAC refrigerant inventory register | If Ozone-Depleting Substances (ODS) applies |
| ☐ HVAC technician training/certification copy | If Ozone-Depleting Substances (ODS) applies |
| ☐ R-22 phase-out plan document | If Ozone-Depleting Substances (ODS) applies |
| ☐ CGWA NOC or exemption certificate | If CGWA applies |
| ☐ Rainwater harvesting system installation certificate (each rainwater pit) | If CGWA / Rainwater harvesting applies |
| ☐ CPCB BWG portal registration | Always |
| ☐ Diesel generator (DG) exhaust stack height compliance certificate (each DG set) | If AIR ACT DG applies |
| ☐ SPCB Consent to Operate (CTO) for diesel generator (DG) | If AIR ACT DG applies |
| ☐ PIBO role assessment (own-brand packaging — drives CPCB PWM EPR registration obligation) | Always |
| ☐ CPCB PIBO EPR registration (own-brand products) | Always |
| ☐ Shops & Establishments Act registration | Always |
| ☐ POSH Internal Complaints Committee constitution (incl. external member) | If POSH Internal Complaints Committee applies |
| ☐ EBWGR certificates (dry, sanitary and special-care waste; wet waste if not processed on site) | Always |
| ☐ Lift licence / registration (each lift) | If Lifts & escalators applies |
| ☐ Lift maintenance contract (AMC) | If Lifts & escalators applies |
| ☐ Lift third-party insurance | If Lifts & escalators applies |
| ☐ Electrical installation inspection / self-certification | Always |
| ☐ Electrical Safety Officer appointment | Always |
| ☐ Fire-safe wiring and supply isolation certificate | Always |
| ☐ Boiler registration and certificate to use | If Steam boilers applies |
| ☐ Weighing instrument verification (Legal Metrology) | If Weights & measures applies |
| ☐ Occupancy / completion certificate | Always |
| ☐ Structural stability certificate | Always |
| ☐ Contractor labour licences (50 or more contract workers) | Always |
| ☐ Security agency licence (PSARA) | Always |
| ☐ Privacy notice for residents / visitors / customers / staff | Always |
| ☐ Personal data breach response plan | Always |
| ☐ SPCB HWM authorization | If Hazardous Waste (HWM Rules 2016) applies |
| ☐ Electrical Inspector approval of the rooftop solar plant | Always |
| ☐ Self-certification of the rooftop solar plant | Always |
| ☐ Net-metering / grid connection agreement with the discom | Always |
| ☐ Crèche facility for employees' children (50 or more employees) | Always |
| ☐ Pest-control operator's licence (Insecticides Rules 1971) | Always |
4. Setup evidence: your first-weeks checklist
Setup evidence is the one-time proof of what is on your site: a photo of each bin, the STP nameplate, a copy of each licence. After setup each item appears as a job under Setup Evidence. Photo items for equipment start with a scan of that item's QR sticker, so stick the stickers on first (see Setup evidence and QR stickers).
Compliance officer
| Item | Evidence | Needed |
|---|---|---|
| ☐ FSMS/HACCP plan document (food safety management system) | Document | Always |
| ☐ Local trade license / Shops & Establishment registration | Certificate | Always |
| ☐ Packaging EPR role check (own-brand cloud kitchen or aggregator-controlled packaging) | Document | Always |
| ☐ FSSAI food business license (Registration/State/Central) | Certificate | Always |
| ☐ ETP/STP SPCB Consent to Operate (each ETP) | Certificate | If WATER ACT ETP applies |
| ☐ PESO petroleum storage license | Certificate | If Diesel Storage Licence (PESO) applies |
| ☐ ULB approval/intimation for large C&D projects | Document | If Construction & Demolition (C&D) Waste applies |
| ☐ R-22 phase-out plan document | Document | If Ozone-Depleting Substances (ODS) applies |
| ☐ CGWA NOC or exemption certificate | Certificate | If CGWA applies |
| ☐ CPCB BWG portal registration | Certificate | Always |
| ☐ Diesel generator (DG) exhaust stack height compliance certificate (each DG set) | Document | If AIR ACT DG applies |
| ☐ SPCB Consent to Operate (CTO) for diesel generator (DG) | Certificate | If AIR ACT DG applies |
| ☐ PIBO role assessment (own-brand packaging — drives CPCB PWM EPR registration obligation) | Document | Always |
| ☐ CPCB PIBO EPR registration (own-brand products) | Certificate | Always |
| ☐ Shops & Establishments Act registration | Certificate | Always |
| ☐ POSH Internal Complaints Committee constitution (incl. external member) | Document | If POSH Internal Complaints Committee applies |
| ☐ EBWGR certificates (dry, sanitary and special-care waste; wet waste if not processed on site) | Certificate | Always |
Manager
| Item | Evidence | Needed |
|---|---|---|
| ☐ Fire NOC / local fire-safety approval for kitchen | Certificate | Always |
| ☐ Secondary containment (bunding) photo | Photo | If Diesel Storage Licence (PESO) applies |
| ☐ C&D Waste Management Plan | Document | If Construction & Demolition (C&D) Waste applies |
| ☐ HVAC refrigerant inventory register | Document | If Ozone-Depleting Substances (ODS) applies |
| ☐ HVAC technician training/certification copy | Document | If Ozone-Depleting Substances (ODS) applies |
| ☐ Rainwater harvesting system installation certificate (each rainwater pit) | Document | If CGWA / Rainwater harvesting applies |
| ☐ Bin overview photo (position, label & lid) — per bin (each bin) | Photo | Always |
| ☐ Composting unit full overview (each compost unit) | Photo | Always |
| ☐ Diesel generator (DG) set — full installation overview (each DG set) | Photo | If AIR ACT DG applies |
| ☐ STP full installation overview (each STP) | Photo | If WATER ACT ETP applies |
| ☐ Consent-to-Operate document displayed near STP (each STP) | Photo | If WATER ACT ETP applies |
| ☐ Lift / escalator nameplate photo (each lift) | Photo | If Lifts & escalators applies |
| ☐ Lift licence / registration (each lift) | Certificate | If Lifts & escalators applies |
| ☐ Lift maintenance contract (AMC) | Certificate | If Lifts & escalators applies |
| ☐ Lift third-party insurance | Certificate | If Lifts & escalators applies |
| ☐ Electrical installation inspection / self-certification | Certificate | Always |
| ☐ Electrical Safety Officer appointment | Document | Always |
| ☐ Fire-safe wiring and supply isolation certificate | Document | Always |
| ☐ Boiler registration and certificate to use | Certificate | If Steam boilers applies |
| ☐ Weighing instrument verification (Legal Metrology) | Certificate | If Weights & measures applies |
| ☐ Occupancy / completion certificate | Certificate | Always |
| ☐ Structural stability certificate | Certificate | Always |
| ☐ Contractor labour licences (50 or more contract workers) | Certificate | Always |
| ☐ Security agency licence (PSARA) | Certificate | Always |
| ☐ Privacy notice for residents / visitors / customers / staff | Document | Always |
| ☐ Named contact for personal-data grievances | Declaration | Always |
| ☐ Personal data breach response plan | Document | Always |
| ☐ SPCB HWM authorization | Certificate | If Hazardous Waste (HWM Rules 2016) applies |
| ☐ Electrical Inspector approval of the rooftop solar plant | Document | Always |
| ☐ Self-certification of the rooftop solar plant | Document | Always |
| ☐ Net-metering / grid connection agreement with the discom | Document | Always |
| ☐ Crèche facility for employees' children (50 or more employees) | Document | Always |
| ☐ Pest-control operator's licence (Insecticides Rules 1971) | Certificate | Always |
Operations supervisor
| Item | Evidence | Needed |
|---|---|---|
| ☐ Four-stream segregation signage and bin infrastructure photo | Photo | Always |
| ☐ Composting unit capacity label (each compost unit) | Photo | Always |
| ☐ Compost output storage area (each compost unit) | Photo | Always |
| ☐ Diesel generator (DG) capacity nameplate (each DG set) | Photo | If AIR ACT DG applies |
| ☐ STP capacity nameplate or equipment label (each STP) | Photo | If WATER ACT ETP applies |
| ☐ STP inlet connection from building drainage (each STP) | Photo | If WATER ACT ETP applies |
| ☐ STP outlet pipe destination connection (each STP) | Photo | If WATER ACT ETP applies |
| ☐ STP sludge disposal / drying area (each STP) | Photo | If WATER ACT ETP applies |
Kitchen supervisor
| Item | Evidence | Needed |
|---|---|---|
| ☐ Electrical danger notices and shock-treatment chart | Photo | Always |
5. Your recurring jobs
These are created automatically once setup is done and come back on their own schedule. Each shows on the phone of the person it is assigned to. The "Usually done by" column is the default; the manager can reassign any job (see Manager guide).
Every day
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Cold chain temperature log | Kitchen supervisor | Readings | Always |
| Daily food/kitchen waste log by stream | Housekeeping / floor staff | Readings | Always |
| Daily C&D waste volume log by category | Housekeeping / floor staff | Readings | If Construction & Demolition (C&D) Waste applies |
| Daily borewell pump run log (each borewell) | Housekeeping / floor staff | Readings | If CGWA applies |
Every week
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| On-site C&D waste segregation zone photo (4-category) | Housekeeping / floor staff | Photo | If Construction & Demolition (C&D) Waste applies |
| No unauthorized C&D dumping declaration | Operations supervisor | Declaration | If Construction & Demolition (C&D) Waste applies |
| Weekly groundwater abstraction log (per borewell) (each borewell) | Housekeeping / floor staff | Readings | If CGWA applies |
Every month
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Monthly kitchen exhaust chimney grease filter maintenance log | Kitchen supervisor | Document | Always |
| Monthly single-use plastic ban audit | Operations supervisor | Checklist | Always |
| Plastic waste dispatch to CPCB-authorized recycler | Operations supervisor | Document | Always |
| Monthly no-open-burning declaration | Operations supervisor | Declaration | Always |
| FSSAI Schedule 4 monthly hygiene inspection | Kitchen supervisor | Checklist | Always |
| UCO handover to FSSAI-registered UCO aggregator | Kitchen supervisor | Document | Always |
| Monthly ETP performance log (each ETP) | Housekeeping / floor staff | Readings | If WATER ACT ETP applies |
| Monthly ETP effluent quality test (each STP) | Lab / technical staff | Document | If WATER ACT ETP applies |
| ETP sludge disposal log/receipt (each ETP) | Operations supervisor | Document | If WATER ACT ETP applies |
| No effluent to groundwater declaration | Operations supervisor | Declaration | If WATER ACT ETP applies |
| Pest control treatment record | Kitchen supervisor | Document | Always |
| Kitchen grease trap cleaning (each grease trap) | Lab / technical staff | Document | Always |
| Food ingredient purchase records from licensed suppliers | Kitchen supervisor | Document | Always |
| Monthly delivery packaging SUP ban audit | Operations supervisor | Photo | Always |
| Sanitary waste stream handover log (SWM 2026) | Housekeeping / floor staff | Document | Always |
| Special-care waste stream handover log (SWM 2026) | Housekeeping / floor staff | Document | Always |
| Monthly rainwater harvesting structure maintenance log (each rainwater pit) | Operations supervisor | Document | If CGWA / Rainwater harvesting applies |
| Septic tank / cesspool desludging log (each septic tank) | Housekeeping / floor staff | Document | If Sewage Treatment Plant (STP) Consent applies |
| Monthly lift maintenance visit (each lift) | Kitchen supervisor | Checklist | If Lifts & escalators applies |
| Monthly first-aid box check | Kitchen supervisor | Checklist | Always |
| Used engine oil handover to a registered collection agent / recycler | Operations supervisor | Readings | If Hazardous Waste (HWM Rules 2016) applies |
Every quarter
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Quarterly LPG/CNG gas installation safety check | Manager | Document | Always |
| Quarterly lift test by a registered person (each lift) | Kitchen supervisor | Document | If Lifts & escalators applies |
| Lift rescue device, alarm and intercom check (each lift) | Kitchen supervisor | Checklist | If Lifts & escalators applies |
Every six months
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Six-monthly lift test by an authorised person (each lift) | Kitchen supervisor | Document | If Lifts & escalators applies |
| Lift rescue mock drill | Kitchen supervisor | Document | If Lifts & escalators applies |
Every year
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Annual delivery platform SUP-free declaration | Compliance officer | Document | Always |
| Annual DG stack emission test (SPM/SO₂/NOₓ) (each DG set) | Operations supervisor | Document | If AIR ACT DG applies |
| Annual noise level test at property boundary | Operations supervisor | Document | If NOISE 2000 applies |
| Food handling staff annual medical fitness certificates | Manager | Document | Always |
| Annual delivery platform (Swiggy/Zomato etc.) SUP-free packaging declaration | Compliance officer | Document | Always |
| Annual HSD tank integrity inspection | Manager | Document | If Diesel Storage Licence (PESO) applies |
| Fuel storage area fire safety check | Operations supervisor | Checklist | If Diesel Storage Licence (PESO) applies |
| Annual refrigerant top-up review and leak audit | Compliance officer | Document | If Ozone-Depleting Substances (ODS) applies |
| POSH annual report to District Officer | Compliance officer | Document | If POSH Internal Complaints Committee applies |
| 2-year STP installation plan / approval (no on-site STP) | Compliance officer | Document | If Sewage Treatment Plant (STP) Consent applies |
| Annual lift safety certificate / inspection report | Kitchen supervisor | Document | If Lifts & escalators applies |
| Annual earth resistance test | Kitchen supervisor | Document | Always |
| Electrical Safety Officer annual inspection and test report | Kitchen supervisor | Document | Always |
| Annual review and erasure of personal data no longer needed | Kitchen supervisor | Checklist | Always |
| Annual boiler stack emission test | Operations supervisor | Document | If Steam boilers applies |
| Annual crèche facility review | Manager | Checklist | Always |
6. Things you log when they happen
These have no fixed date. Log them in the app on the day they happen, so the record is made at the time and not rebuilt later.
| What | When | Usually logged by | Needed |
|---|---|---|---|
| E-waste handover receipt from registered producer/refurbisher/recycler | Each time it happens | Operations supervisor | If EWASTE 2022 applies |
| Spent battery handover receipt / take-back confirmation | Each time it happens | Operations supervisor | If BATTERY 2022 applies |
| DG run log entry (per operation) (each DG set) | Each time it happens | Housekeeping / floor staff | If AIR ACT DG applies |
| ULB vehicle handover receipt | Each time it happens | Housekeeping / floor staff | Always |
| C&D waste dispatch to authorized processor receipt | Each time it happens | Operations supervisor | If Construction & Demolition (C&D) Waste applies |
| HVAC service log entry (per service event) | Each time it happens | Housekeeping / floor staff | If Ozone-Depleting Substances (ODS) applies |
| Refrigerant recovery certificate at decommissioning | Each time it happens | Manager | If Ozone-Depleting Substances (ODS) applies |
| Faecal sludge transport manifest / FSTP receipt (each septic tank) | Each time it happens | Operations supervisor | If Sewage Treatment Plant (STP) Consent applies |
| Lift accident report to the inspector | Each time it happens | Kitchen supervisor | If Lifts & escalators applies |
| Electrical accident intimation | Each time it happens | Kitchen supervisor | Always |
| Boiler accident report | Each time it happens | Kitchen supervisor | If Steam boilers applies |
| Workplace accident / dangerous occurrence notice | Each time it happens | Kitchen supervisor | Always |
| Personal data breach intimation | Each time it happens | Manager | Always |
| End-of-life solar panels handed only to a registered recycler or the producer | Each time it happens | Manager | If EWASTE 2022 applies |
7. Licence renewals
Enter the expiry date of each licence when you upload it. The app then creates the renewal job ahead of the expiry, so nobody has to remember the date.
| Renewal | Owner | Needed |
|---|---|---|
| FSSAI licence renewal task (pre-expiry) | Compliance officer | Always |
| Fire NOC renewal task | Compliance officer | Always |
| ETP CTO renewal task | Compliance officer | If WATER ACT ETP applies |
| PESO licence renewal task | Compliance officer | If Diesel Storage Licence (PESO) applies |
| SPCB DG set CTO renewal task | Compliance officer | If AIR ACT DG applies |
| Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates) | Compliance officer | Always |
| Lift licence / registration — renewal | Manager | If Lifts & escalators applies |
| Lift maintenance contract (AMC) — renewal | Manager | If Lifts & escalators applies |
| Lift third-party insurance — renewal | Manager | If Lifts & escalators applies |
| Electrical installation inspection / self-certification — renewal | Manager | Always |
| Boiler registration and certificate to use — renewal | Manager | If Steam boilers applies |
| Weighing instrument verification (Legal Metrology) — renewal | Manager | If Weights & measures applies |
| Structural stability certificate — renewal | Manager | Always |
| Contractor labour licences (50 or more contract workers) — renewal | Manager | Always |
| Security agency licence (PSARA) — renewal | Manager | Always |
| HWM authorisation renewal task | Manager | If Hazardous Waste (HWM Rules 2016) applies |
| Pest-control operator's licence (Insecticides Rules 1971) — renewal | Manager | Always |
8. Your filing calendar
Filings are statutory returns you submit to a regulator. The app reminds the owner ahead of each due date and collects the figures from the jobs your team has done through the year, so the return is built from real records.
| Filing | Due | Where | Rule | Needed |
|---|---|---|---|---|
| SWM ANNUAL RETURN | 30 June every year | – | SWM 2026 | Always |
| PWM EPR ANNUAL RETURN | 30 June every year | – | Plastic Waste Management Rules, 2016 (as amended) | Always |
| FSSAI Annual Fee + FSCR Filing | 31 March every year | FoSCoS | FSSAI | Always |
| Environmental Statement (Form V) | 30 September every year | State SPCB portal | Environmental Statement (Form V) | If the rule applies |
| HWM Form 4 Annual Return | 30 June every year | State SPCB portal | Hazardous Waste (HWM Rules 2016) | If the rule applies |
9. The rules behind all this
Applies to every site of this type
| Rule | What it asks of you |
|---|---|
| FSSAI | |
| Plastic Waste Management Rules, 2016 (as amended) | |
| SWM 2026 |
Depends on what is on your site
| Rule | What it asks of you |
|---|---|
| AIR ACT DG | |
| NOISE 2000 | |
| CGWA | |
| WATER ACT ETP | |
| EWASTE 2022 | |
| BATTERY 2022 | |
| Diesel Storage Licence (PESO) | Storing more than 2,500L of diesel for DG backup requires a PESO storage licence and periodic tank safety certification. |
| Construction & Demolition (C&D) Waste | Any renovation or demolition work must segregate C&D waste per the local authority's plan; projects over 20,000 sq.m also need EPR portal registration. |
| Ozone-Depleting Substances (ODS) | Restricts servicing or topping up older AC/refrigeration equipment that relies on CFC/HCFC refrigerants. |
| POSH Internal Complaints Committee | Any workplace with 10 or more employees must proactively constitute an Internal Complaints Committee, including an external member, at every branch or office location — waiting until a complaint arises is itself a violation. |
| Sewage Treatment Plant (STP) Consent | Operating an on-site STP needs SPCB Consent to Operate plus monthly performance and sludge-disposal logs. |
| Lifts & escalators | A lift runs on a licence and a maintenance contract that both expire. Where the state has a lift Act you get its statutory tests and filings; everywhere you get monthly maintenance, rescue-device checks and an accident log, because the owner answers for a defect that was known and not fixed. |
| Steam boilers | Steam boilers for laundry, kitchens or sterilisation are pressure vessels that must be inspected every year — an expired certificate means the boiler may not legally be fired. |
| Weights & measures | Any quantity you charge or pay for by weight — including waste weighed at a weighbridge — is only as good as a stamped, in-date instrument. |
| Environmental Statement (Form V) | If your premises runs under an SPCB consent to operate (for an STP, ETP, DG set or boiler) or a hazardous-waste authorisation, you owe the Board a yearly environmental statement — water and raw-material use, pollutants discharged, hazardous and solid waste generated, and measures taken. It is easy to miss because no renewal prompts it. |
| Hazardous Waste (HWM Rules 2016) | Hazardous waste generated on the premises (used lubricating oil from a DG set, spent solvents, lab or cleaning chemicals and their residues or empty containers) requires SPCB authorization, manifested handover to an authorized recycler/TSDF, and an annual return. |
| Rainwater harvesting | Where the state binds existing buildings, a missing or non-working structure is a standing violation and can raise the water bill; elsewhere it is the approval-time condition most often left unmaintained. |
| UCO (Used Cooking Oil) Handover to Authorised RUCO Aggregator |
Recommended good practice
| Rule | What it asks of you |
|---|---|
| FIRE SAFETY | |
| Shops & Establishments Registration | Nearly every commercial or institutional premises operating in India needs Shops & Establishments registration from the state labour department or municipal corporation — this is separate from any sector-specific licence and applies regardless of business type. |
| Electrical safety | Every premises has an electrical installation that needs a current inspection or self-certification. Most fires in buildings start electrically, and a lapsed inspection is the first thing an insurer or investigator asks for. |
| Occupancy & structure | The occupancy certificate is the document other licences ask for; in Maharashtra and Gujarat an older building also needs a current structural stability certificate. |
| Site labour duties | These are the labour duties that show up on site — a stocked first-aid box, an accident notice, and proof that the agencies supplying your housekeeping and security staff are licensed. Wages, provident fund and ESI stay with payroll. |
| Personal data protection | Resident, visitor, guest, patient, student and staff records — and CCTV — are personal data. The core duties start on 13 May 2027; these tasks get the notice, breach plan and grievance contact in place before then. |
This guide explains how the app helps you keep records. It is not legal advice; your regulator's notification is the final word.
10. Job sheets for each person
Print the section for each person and hand it over with their login. It lists only the jobs that are usually theirs; their role guide explains how to do any job in the app.
Manager
Every quarter
- Quarterly LPG/CNG gas installation safety check
Every year
- Food handling staff annual medical fitness certificates
- Annual HSD tank integrity inspection (only if Diesel Storage Licence (PESO) applies)
- Environmental Statement (Form V) to the SPCB (30 September) (only if Environmental Statement (Form V) applies)
- HWM Form 4 annual return (June 30) (only if Hazardous Waste (HWM Rules 2016) applies)
- Annual crèche facility review
Each time it happens
- Refrigerant recovery certificate at decommissioning (only if Ozone-Depleting Substances (ODS) applies)
- Personal data breach intimation
- End-of-life solar panels handed only to a registered recycler or the producer (only if EWASTE 2022 applies)
Before the licence expires
- Lift licence / registration — renewal (each lift) (only if Lifts & escalators applies)
- Lift maintenance contract (AMC) — renewal (only if Lifts & escalators applies)
- Lift third-party insurance — renewal (only if Lifts & escalators applies)
- Electrical installation inspection / self-certification — renewal
- Boiler registration and certificate to use — renewal (only if Steam boilers applies)
- Weighing instrument verification (Legal Metrology) — renewal (only if Weights & measures applies)
- Structural stability certificate — renewal
- Contractor labour licences (50 or more contract workers) — renewal
- Security agency licence (PSARA) — renewal
- HWM authorisation renewal task (only if Hazardous Waste (HWM Rules 2016) applies)
- Pest-control operator's licence (Insecticides Rules 1971) — renewal
How to do these in the app: Manager guide.
Kitchen supervisor (Supervisor access)
Every day
- Cold chain temperature log
Every month
- Monthly kitchen exhaust chimney grease filter maintenance log
- FSSAI Schedule 4 monthly hygiene inspection
- UCO handover to FSSAI-registered UCO aggregator
- Pest control treatment record
- Food ingredient purchase records from licensed suppliers
- Monthly lift maintenance visit (each lift) (only if Lifts & escalators applies)
- Monthly first-aid box check
Every quarter
- Quarterly lift test by a registered person (each lift) (only if Lifts & escalators applies)
- Lift rescue device, alarm and intercom check (each lift) (only if Lifts & escalators applies)
Every six months
- Six-monthly lift test by an authorised person (each lift) (only if Lifts & escalators applies)
- Lift rescue mock drill (only if Lifts & escalators applies)
Every year
- FSSAI annual fee payment + Food Safety Compliance Report (FSCR) filing
- Annual lift safety certificate / inspection report (only if Lifts & escalators applies)
- Annual earth resistance test
- Electrical Safety Officer annual inspection and test report
- Annual review and erasure of personal data no longer needed
Each time it happens
- Lift accident report to the inspector (only if Lifts & escalators applies)
- Electrical accident intimation
- Boiler accident report (only if Steam boilers applies)
- Workplace accident / dangerous occurrence notice
How to do these in the app: Supervisor guide.
Housekeeping / floor staff (Worker access)
Every day
- Daily food/kitchen waste log by stream
- Daily C&D waste volume log by category (only if Construction & Demolition (C&D) Waste applies)
- Daily borewell pump run log (each borewell) (only if CGWA applies)
Every week
- On-site C&D waste segregation zone photo (4-category) (only if Construction & Demolition (C&D) Waste applies)
- Weekly groundwater abstraction log (per borewell) (each borewell) (only if CGWA applies)
Every month
- Monthly ETP performance log (each ETP) (only if WATER ACT ETP applies)
- Sanitary waste stream handover log (SWM 2026)
- Special-care waste stream handover log (SWM 2026)
- Septic tank / cesspool desludging log (each septic tank) (only if Sewage Treatment Plant (STP) Consent applies)
Each time it happens
- DG run log entry (per operation) (each DG set) (only if AIR ACT DG applies)
- ULB vehicle handover receipt
- HVAC service log entry (per service event) (only if Ozone-Depleting Substances (ODS) applies)
How to do these in the app: Worker guide.
Compliance officer (Manager access)
Every year
- Annual delivery platform SUP-free declaration
- Annual SWM return filing
- Annual delivery platform (Swiggy/Zomato etc.) SUP-free packaging declaration
- Annual CPCB PWM EPR return
- Annual refrigerant top-up review and leak audit (only if Ozone-Depleting Substances (ODS) applies)
- POSH annual report to District Officer (only if POSH Internal Complaints Committee applies)
- 2-year STP installation plan / approval (no on-site STP) (only if Sewage Treatment Plant (STP) Consent applies)
Before the licence expires
- FSSAI licence renewal task (pre-expiry)
- Fire NOC renewal task
- PESO licence renewal task (only if Diesel Storage Licence (PESO) applies)
- Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates)
Before the licence expires
- ETP CTO renewal task (each ETP) (only if WATER ACT ETP applies)
- SPCB DG set CTO renewal task (only if AIR ACT DG applies)
How to do these in the app: Manager guide.
Operations supervisor (Supervisor access)
Every week
- No unauthorized C&D dumping declaration (only if Construction & Demolition (C&D) Waste applies)
Every month
- Monthly single-use plastic ban audit
- Plastic waste dispatch to CPCB-authorized recycler
- Monthly no-open-burning declaration
- ETP sludge disposal log/receipt (each ETP) (only if WATER ACT ETP applies)
- No effluent to groundwater declaration (only if WATER ACT ETP applies)
- Monthly delivery packaging SUP ban audit
- Monthly rainwater harvesting structure maintenance log (each rainwater pit) (only if CGWA / Rainwater harvesting applies)
- Used engine oil handover to a registered collection agent / recycler (only if Hazardous Waste (HWM Rules 2016) applies)
Every year
- Annual DG stack emission test (SPM/SO₂/NOₓ) (each DG set) (only if AIR ACT DG applies)
- Annual noise level test at property boundary (only if NOISE 2000 applies)
- Fuel storage area fire safety check (only if Diesel Storage Licence (PESO) applies)
- Annual boiler stack emission test (only if Steam boilers applies)
Each time it happens
- E-waste handover receipt from registered producer/refurbisher/recycler (only if EWASTE 2022 applies)
- Spent battery handover receipt / take-back confirmation (only if BATTERY 2022 applies)
- C&D waste dispatch to authorized processor receipt (only if Construction & Demolition (C&D) Waste applies)
- Faecal sludge transport manifest / FSTP receipt (each septic tank) (only if Sewage Treatment Plant (STP) Consent applies)
How to do these in the app: Supervisor guide.
Lab / technical staff (Worker access)
Every month
- Monthly ETP effluent quality test (each STP) (only if WATER ACT ETP applies)
- Kitchen grease trap cleaning (each grease trap)
How to do these in the app: Worker guide.