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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
- Cold Storage / Logistics / Warehousing
- All 54 organisation guides
Cold Storage / Logistics / Warehousing: setup and training guide
On this page
This page is the part of the onboarding kit that is specific to a Cold Storage / Logistics / Warehousing. 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 Cold Storage | 3 |
| Rules that depend on what is on your site | 16 |
| Good-practice rules (recommended) | 7 |
| One-time setup items (photos, documents, certificates) | 54 |
| Recurring jobs (daily to yearly) | 52 |
| Things you log when they happen | 12 |
| Licence renewals tracked | 17 |
| Statutory filings | 4 |
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 | Warehouse / Facility Manager | Yes | 12 |
| Compliance officer | Manager | SPCB / CPCB / OSH Code (factory) liaison | Yes | 68 |
| Operations supervisor | Supervisor | Warehouse operations, waste weighment | Yes | 42 |
| Housekeeping / floor staff | Worker | Loading/unloading, housekeeping | Yes | 15 |
| HVAC technician | Worker | Cold chain refrigerant maintenance | Yes | 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
- Number of diesel generators on site
- Diesel/fuel storage capacity on site (backup power for cold chain)
- Number of lifts
- Number of escalators / moving walks
- Connected electrical load (kW)
- Age of the building (years)
- Contract workers engaged through contractors
- Number of employees / workers on site
- Plot area (sq m)
- Solar plant capacity (kW)
Yes or no
- Bulk Waste Generator (meets waste-quantity threshold requiring registration)?
- Employs 20+ workers with power (40+ without), contract workers included — a factory under the OSH Code, 2020?
- Electrical/electronic equipment (office IT, scanners, handheld terminals) on premises?
- UPS/inverter batteries or electric forklift batteries on premises?
- Borewell / groundwater extraction on premises?
- On-site sewage treatment plant (STP)?
- Active renovation on site?
- Rainwater harvesting on site?
- Employs 10 or more people (incl. contract/interns)?
- Uses septic tank / storage tank (no onsite STP)?
- Weighs or measures goods sold or bought?
- Security guards supplied by an agency?
- Holds an SPCB consent (Water / Air Act) or hazardous-waste authorisation?
- Uses ammonia as the refrigerant?
- State law requires rainwater harvesting here (derived from state and plot area; not asked)?
- Rooftop / ground-mounted solar plant on site?
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 |
|---|---|
| ☐ Refrigerant inventory register | Always |
| ☐ R-22 phase-out plan | Always |
| ☐ Fire Safety NOC from State Fire Service | Always |
| ☐ CPCB BWG portal registration | Always |
| ☐ Factory license from State Labour Dept | If Factory licence (OSH Code) applies |
| ☐ CGWA NOC or exemption certificate | If Groundwater Extraction (CGWA) applies |
| ☐ STP Consent to Operate from SPCB (each STP) | If Sewage Treatment Plant (STP) Consent 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 |
| ☐ Rainwater harvesting system installation certificate (each rainwater pit) | If Groundwater Extraction (CGWA) / Rainwater harvesting applies |
| ☐ Diesel generator (DG) exhaust stack height compliance certificate (each DG set) | If Diesel Generator (DG) Air & Noise Norms applies |
| ☐ SPCB Consent to Operate (CTO) for diesel generator (DG) | If Diesel Generator (DG) Air & Noise Norms applies |
| ☐ 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 |
| ☐ Municipal trade / health trade licence | Always |
| ☐ 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 |
| ☐ Cold storage licence (Uttar Pradesh) | Always |
| ☐ 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 |
| ☐ Workers' canteen (100 or more workers, including contract labour) | 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).
Manager
| Item | Evidence | Needed |
|---|---|---|
| ☐ Refrigerant inventory register | Document | Always |
| ☐ Bin overview photo (position, label & lid) — per bin (each bin) | Photo | 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 |
| ☐ Rainwater harvesting system installation certificate (each rainwater pit) | Document | If Groundwater Extraction (CGWA) / Rainwater harvesting applies |
| ☐ Diesel generator (DG) exhaust stack height compliance certificate (each DG set) | Document | If Diesel Generator (DG) Air & Noise Norms applies |
| ☐ STP full installation overview (each STP) | Photo | If Sewage Treatment Plant (STP) Consent applies |
| ☐ Consent-to-Operate document displayed near STP (each STP) | Photo | If Sewage Treatment Plant (STP) Consent applies |
| ☐ Composting unit full overview (each compost unit) | Photo | Always |
| ☐ Diesel generator (DG) set — full installation overview (each DG set) | Photo | If Diesel Generator (DG) Air & Noise Norms applies |
Compliance officer
| Item | Evidence | Needed |
|---|---|---|
| ☐ R-22 phase-out plan | Document | Always |
| ☐ Fire Safety NOC from State Fire Service | Certificate | Always |
| ☐ CPCB BWG portal registration | Certificate | Always |
| ☐ Factory license from State Labour Dept | Certificate | If Factory licence (OSH Code) applies |
| ☐ CGWA NOC or exemption certificate | Certificate | If Groundwater Extraction (CGWA) applies |
| ☐ STP Consent to Operate from SPCB (each STP) | Certificate | If Sewage Treatment Plant (STP) Consent 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 |
| ☐ SPCB Consent to Operate (CTO) for diesel generator (DG) | Certificate | If Diesel Generator (DG) Air & Noise Norms applies |
| ☐ 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 |
| ☐ 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 |
| ☐ Municipal trade / health trade licence | Certificate | Always |
| ☐ 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 |
| ☐ Cold storage licence (Uttar Pradesh) | Certificate | Always |
| ☐ 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 |
| ☐ Workers' canteen (100 or more workers, including contract labour) | Document | Always |
Operations supervisor
| Item | Evidence | Needed |
|---|---|---|
| ☐ Four-stream segregation signage and bin infrastructure photo | Photo | Always |
| ☐ STP capacity nameplate or equipment label (each STP) | Photo | If Sewage Treatment Plant (STP) Consent applies |
| ☐ STP inlet connection from building drainage (each STP) | Photo | If Sewage Treatment Plant (STP) Consent applies |
| ☐ STP outlet pipe destination connection (each STP) | Photo | If Sewage Treatment Plant (STP) Consent applies |
| ☐ STP sludge disposal / drying area (each STP) | Photo | If Sewage Treatment Plant (STP) Consent applies |
| ☐ 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 Diesel Generator (DG) Air & Noise Norms applies |
| ☐ 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 |
|---|---|---|---|
| Daily waste log by stream (weigh on collection days) | Housekeeping / floor staff | Readings | Always |
| Daily organic waste processing log (Option A) | 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 Groundwater Extraction (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 Groundwater Extraction (CGWA) applies |
Every month
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Fire system maintenance (extinguishers, hydrants, sprinklers) | Operations 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 |
| Monthly PPE provision and distribution check | Compliance officer | Photo | If Factory licence (OSH Code) applies |
| Monthly machine guarding and LOTO check | Compliance officer | Checklist | If Factory licence (OSH Code) applies |
| Borewell groundwater level and abstraction log (each borewell) | Housekeeping / floor staff | Document | If Groundwater Extraction (CGWA) applies |
| Monthly STP performance log (each STP) | Housekeeping / floor staff | Readings | If Sewage Treatment Plant (STP) Consent applies |
| Monthly STP effluent quality test (each STP) | Operations supervisor | Document | If Sewage Treatment Plant (STP) Consent applies |
| Treated effluent reuse log (gardening/flushing) (each STP) | Housekeeping / floor staff | Readings | If Sewage Treatment Plant (STP) Consent applies |
| STP sludge disposal log (each STP) | Housekeeping / floor staff | Document | If Sewage Treatment Plant (STP) Consent applies |
| No effluent to groundwater declaration | Operations supervisor | Declaration | If Sewage Treatment Plant (STP) Consent applies |
| 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 Groundwater Extraction (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) | Operations supervisor | Checklist | If Lifts & escalators applies |
| Monthly first-aid box check | Operations supervisor | Checklist | Always |
| Used engine oil handover to a registered collection agent / recycler | Operations supervisor | Readings | If Hazardous Waste (HWM Rules 2016) applies |
| Monthly ammonia leak detector function test | Operations supervisor | Checklist | If Ammonia refrigeration safety applies |
| Monthly ammonia PPE and breathing apparatus check | Operations supervisor | Checklist | If Ammonia refrigeration safety applies |
Every quarter
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Quarterly fire escape signage and emergency lighting check | Operations supervisor | Photo | Always |
| Fire drill and staff evacuation training record | Operations supervisor | Document | Always |
| Quarterly statutory welfare facilities check (washing, first aid, rest room, canteen) | Compliance officer | Checklist | If Factory licence (OSH Code) applies |
| Quarterly lift test by a registered person (each lift) | Operations supervisor | Document | If Lifts & escalators applies |
| Lift rescue device, alarm and intercom check (each lift) | Operations supervisor | Checklist | If Lifts & escalators applies |
Every six months
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| 6-monthly certified fire system inspection (IS 2190) | Compliance officer | Document | Always |
| Six-monthly lift test by an authorised person (each lift) | Operations supervisor | Document | If Lifts & escalators applies |
| Lift rescue mock drill | Operations supervisor | Document | If Lifts & escalators applies |
| Half-yearly ammonia leak emergency drill | Operations supervisor | Document | If Ammonia refrigeration safety applies |
Every year
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Annual refrigerant top-up review and leak audit | HVAC technician | Document | Always |
| Annual worker health checkup (hazardous stream workers) | Compliance officer | Document | If Factory licence (OSH Code) applies |
| Annual DG stack emission test (SPM/SO₂/NOₓ) (each DG set) | Operations supervisor | Document | If Diesel Generator (DG) Air & Noise Norms applies |
| Annual noise level test at property boundary | Operations supervisor | Document | If Noise Pollution Rules applies |
| 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 fire system service / hydro-test (IS 2190) | Compliance officer | Document | Always |
| 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 | Operations supervisor | Document | If Lifts & escalators applies |
| Annual earth resistance test | Operations supervisor | Document | Always |
| Electrical Safety Officer annual inspection and test report | Operations supervisor | Document | Always |
| Annual review and erasure of personal data no longer needed | Operations supervisor | Checklist | Always |
| Annual pressure vessel test certificate (ammonia receiver) | Compliance officer | Document | If Ammonia refrigeration safety applies |
| Annual crèche facility review | Compliance officer | 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 |
|---|---|---|---|
| HVAC/chiller service log per event | Each time it happens | HVAC technician | Always |
| Refrigerant recovery cert at decommission | Each time it happens | Manager | Always |
| Accident / injury log entry | Each time it happens | Housekeeping / floor staff | If Factory licence (OSH Code) applies |
| E-waste handover receipt from registered producer/refurbisher/recycler | Each time it happens | Operations supervisor | If E-Waste Management applies |
| Spent battery handover receipt / take-back confirmation | Each time it happens | Operations supervisor | If Battery Waste Management applies |
| DG run log entry (per operation) (each DG set) | Each time it happens | Housekeeping / floor staff | If Diesel Generator (DG) Air & Noise Norms applies |
| C&D waste dispatch to authorized processor receipt | Each time it happens | Operations supervisor | If Construction & Demolition (C&D) Waste 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 | Operations supervisor | If Lifts & escalators applies |
| Electrical accident intimation | Each time it happens | Operations supervisor | Always |
| Personal data breach intimation | Each time it happens | Compliance officer | Always |
| End-of-life solar panels handed only to a registered recycler or the producer | Each time it happens | Compliance officer | If E-Waste Management 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 |
|---|---|---|
| STP CTO renewal task | Compliance officer | If Sewage Treatment Plant (STP) Consent applies |
| CGWA NOC renewal task | Compliance officer | If Groundwater Extraction (CGWA) applies |
| PESO licence renewal task | Compliance officer | If Diesel Storage Licence (PESO) applies |
| Fire NOC renewal task | Compliance officer | Always |
| SPCB DG set CTO renewal task | Compliance officer | If Diesel Generator (DG) Air & Noise Norms applies |
| Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates) | Compliance officer | Always |
| Lift licence / registration — renewal | Compliance officer | If Lifts & escalators applies |
| Lift maintenance contract (AMC) — renewal | Compliance officer | If Lifts & escalators applies |
| Lift third-party insurance — renewal | Compliance officer | If Lifts & escalators applies |
| Electrical installation inspection / self-certification — renewal | Compliance officer | Always |
| Municipal trade / health trade licence — renewal | Compliance officer | Always |
| Weighing instrument verification (Legal Metrology) — renewal | Compliance officer | If Weights & measures applies |
| Structural stability certificate — renewal | Compliance officer | Always |
| Contractor labour licences (50 or more contract workers) — renewal | Compliance officer | Always |
| Security agency licence (PSARA) — renewal | Compliance officer | Always |
| HWM authorisation renewal task | Compliance officer | If Hazardous Waste (HWM Rules 2016) applies |
| Cold storage licence (Uttar Pradesh) — renewal | Compliance officer | 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 | – | Solid Waste Management (SWM) 2026 | Always |
| CGWA Groundwater Abstraction & Compliance Data Submission | 10th of every month | CGWA Bhu-Neer portal (cgwa-bhuneer.mowr.gov.in) | Groundwater Extraction (CGWA) | If the rule applies |
| 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 |
|---|---|
| Ozone-Depleting Substances (ODS) | Restricts servicing or topping up older AC/refrigeration equipment that relies on CFC/HCFC refrigerants. |
| Plastic Waste Management | Covers segregating plastic waste, the single-use-plastic ban, and handing dry plastic over to authorised recyclers — applies regardless of org size. |
| Solid Waste Management (SWM) 2026 | Requires segregating waste into 4 streams (wet/dry/sanitary/special-care), registering as a Bulk Waste Generator, and either composting wet waste on-site or obtaining an EBWGR certificate from the local body. |
Depends on what is on your site
| Rule | What it asks of you |
|---|---|
| Factory licence (OSH Code) | If this facility employs 20 or more workers using power (or 40+ without power), it is a factory under the OSH Code 2020 (which replaced the Factories Act 1948 from 21 November 2025) and needs DISH registration, an annual factory licence, and welfare facilities (washing, first aid, rest room, canteen) for workers. |
| E-Waste Management | E-waste (UPS batteries, old electronics, lighting) must go only to a registered recycler — no separate CPCB registration is needed as a bulk consumer. |
| Battery Waste Management | UPS/inverter batteries and other battery waste must be segregated and handed to an authorised collector, not thrown out with general waste. |
| Diesel Generator (DG) Air & Noise Norms | Running a diesel generator for power backup needs SPCB consent, an acoustic enclosure, and periodic stack-emission testing. |
| Noise Pollution Rules | Limits DG-set and loudspeaker noise, including a 10pm-6am night restriction — enforced by the District Magistrate/Police, not SPCB. |
| Groundwater Extraction (CGWA) | If groundwater is drawn from a borewell/tube well, CGWA requires monthly groundwater-level monitoring reported through their portal. |
| Sewage Treatment Plant (STP) Consent | Operating an on-site STP needs SPCB Consent to Operate plus monthly performance and sludge-disposal logs. |
| 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. |
| 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. |
| 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. |
| 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. |
| Ammonia refrigeration safety | Ammonia leaks at cold stores have injured and killed workers. A working leak detector, a rehearsed emergency drill, breathing apparatus that is ready to use and a tested pressure vessel are what an inspector or insurer looks for after a leak. |
| 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. |
Recommended good practice
| Rule | What it asks of you |
|---|---|
| Fire Safety (NOC & Systems) | Buildings above a certain height/occupancy (threshold varies by state) need a Fire Safety NOC, working fire-fighting systems (extinguishers, hydrants, sprinklers), and regular fire drills — facility management is directly responsible for this, not just the builder. |
| 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. |
| Trade licence | Hotels, restaurants, hospitals, shops and most commercial premises need a trade licence from the local body, and it is often a prerequisite for other licences and utility connections. |
| 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 year
- Annual HSD tank integrity inspection (only if Diesel Storage Licence (PESO) applies)
Each time it happens
- Refrigerant recovery cert at decommission
How to do these in the app: Manager guide.
Compliance officer (Manager access)
Every month
- Monthly PPE provision and distribution check (only if Factory licence (OSH Code) applies)
- Monthly machine guarding and LOTO check (only if Factory licence (OSH Code) applies)
- Central Ground Water Authority (CGWA) abstraction and compliance data submission (only if Groundwater Extraction (CGWA) applies)
Every quarter
- Quarterly statutory welfare facilities check (washing, first aid, rest room, canteen) (only if Factory licence (OSH Code) applies)
Every six months
- 6-monthly certified fire system inspection (IS 2190)
Every year
- Annual SWM return filing
- Annual worker health checkup (hazardous stream workers) (only if Factory licence (OSH Code) applies)
- Annual fire system service / hydro-test (IS 2190)
- 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)
- 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 pressure vessel test certificate (ammonia receiver) (only if Ammonia refrigeration safety applies)
- Annual crèche facility review
Each time it happens
- Personal data breach intimation
- End-of-life solar panels handed only to a registered recycler or the producer (only if E-Waste Management applies)
Before the licence expires
- CGWA NOC renewal task (only if Groundwater Extraction (CGWA) applies)
- PESO licence renewal task (only if Diesel Storage Licence (PESO) applies)
- Fire NOC renewal task
- Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates)
- 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
- Municipal trade / health trade licence — renewal
- 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)
- Cold storage licence (Uttar Pradesh) — renewal
Before the licence expires
- STP CTO renewal task (each STP) (only if Sewage Treatment Plant (STP) Consent applies)
- SPCB DG set CTO renewal task (only if Diesel Generator (DG) Air & Noise Norms 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
- Fire system maintenance (extinguishers, hydrants, sprinklers)
- Monthly single-use plastic ban audit
- Plastic waste dispatch to CPCB-authorized recycler
- Monthly no-open-burning declaration
- Monthly STP effluent quality test (each STP) (only if Sewage Treatment Plant (STP) Consent applies)
- No effluent to groundwater declaration (only if Sewage Treatment Plant (STP) Consent applies)
- Monthly rainwater harvesting structure maintenance log (each rainwater pit) (only if Groundwater Extraction (CGWA) / Rainwater harvesting applies)
- Monthly lift maintenance visit (each lift) (only if Lifts & escalators applies)
- Monthly first-aid box check
- Used engine oil handover to a registered collection agent / recycler (only if Hazardous Waste (HWM Rules 2016) applies)
- Monthly ammonia leak detector function test (only if Ammonia refrigeration safety applies)
- Monthly ammonia PPE and breathing apparatus check (only if Ammonia refrigeration safety applies)
Every quarter
- Quarterly fire escape signage and emergency lighting check
- Fire drill and staff evacuation training record
- 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)
- Half-yearly ammonia leak emergency drill (only if Ammonia refrigeration safety applies)
Every year
- Annual DG stack emission test (SPM/SO₂/NOₓ) (each DG set) (only if Diesel Generator (DG) Air & Noise Norms applies)
- Annual noise level test at property boundary (only if Noise Pollution Rules applies)
- Fuel storage area fire safety check (only if Diesel Storage Licence (PESO) applies)
- 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
- E-waste handover receipt from registered producer/refurbisher/recycler (only if E-Waste Management applies)
- Spent battery handover receipt / take-back confirmation (only if Battery Waste Management 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)
- Lift accident report to the inspector (only if Lifts & escalators applies)
- Electrical accident intimation
How to do these in the app: Supervisor guide.
Housekeeping / floor staff (Worker access)
Every day
- Daily waste log by stream (weigh on collection days)
- Daily organic waste processing log (Option A)
- 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 Groundwater Extraction (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 Groundwater Extraction (CGWA) applies)
Every month
- Borewell groundwater level and abstraction log (each borewell) (only if Groundwater Extraction (CGWA) applies)
- Monthly STP performance log (each STP) (only if Sewage Treatment Plant (STP) Consent applies)
- Treated effluent reuse log (gardening/flushing) (each STP) (only if Sewage Treatment Plant (STP) Consent applies)
- STP sludge disposal log (each STP) (only if Sewage Treatment Plant (STP) Consent 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
- Accident / injury log entry (only if Factory licence (OSH Code) applies)
- DG run log entry (per operation) (each DG set) (only if Diesel Generator (DG) Air & Noise Norms applies)
How to do these in the app: Worker guide.
HVAC technician (Worker access)
Every year
- Annual refrigerant top-up review and leak audit
Each time it happens
- HVAC/chiller service log per event
How to do these in the app: Worker guide.