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
- Government Office / Government Campus
- All 54 organisation guides
Government Building / Office (BWG): setup and training guide
On this page
This page is the part of the onboarding kit that is specific to a Government Building / Office (BWG). 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 Government Building | 6 |
| Rules that depend on what is on your site | 17 |
| Good-practice rules (recommended) | 5 |
| One-time setup items (photos, documents, certificates) | 64 |
| Recurring jobs (daily to yearly) | 61 |
| Things you log when they happen | 19 |
| Licence renewals tracked | 18 |
| Statutory filings | 7 |
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 | Overall compliance accountability | Yes | 56 |
| Compliance officer | Manager | CPCB portals, SBM reporting, annual returns | Yes | 39 |
| Operations supervisor | Supervisor | Day-to-day ops, DG log, ODS service | Yes | 47 |
| Kitchen supervisor | Supervisor | Kitchen hygiene, food waste, used cooking oil and FSSAI records. | Only if your site needs it | 4 |
| Housekeeping / floor staff | Worker | Daily waste log, segregation, e-waste checks | Yes | 22 |
| Banquet / events coordinator | Supervisor | Conference hall / event SUP and noise compliance | Only if your site needs it | 1 |
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
- DG Count
- Fuel Storage Litres
- 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)
- LPG stored on site (kg, all cylinders together)
- Number of employees / workers on site
Yes or no
- Corporate events on site?
- Active renovation on site?
- Borewell on site?
- Canteen on site?
- Central HVAC on site?
- STP on site?
- Is Bwg?
- Uses more than 50 litres of frying oil a day (FSSAI UCO threshold)?
- Hands over e-waste to authorised recycler / take-back programme?
- Sells/routes dry recyclables to authorised vendor / recycler?
- Canteen/cafeteria run by an outsourced catering vendor (vs. run by the government office itself)?
- Rainwater harvesting on site?
- Employs 10 or more people (incl. contract/interns)?
- Uses septic tank / storage tank (no onsite STP)?
- Requires Shops and Establishments registration under state labour law?
- 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?
- EV charging points in the parking?
- Commercial piped natural gas (PNG) connection?
- Drinking water comes from a borewell or tanker (not only the municipal supply)?
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 |
|---|---|
| ☐ CPCB BWG registration | Always |
| ☐ Electrical and electronic equipment (EEE) asset register | Always |
| ☐ IT asset disposal policy and vendor empanelment document | Always |
| ☐ CPCB-registered e-waste recycler authorization copy | Always |
| ☐ Battery asset register (UPS/inverter/solar systems) | Always |
| ☐ FSSAI license | If FSSAI Act 2006 (canteen) applies |
| ☐ CGWA NOC or exemption certificate | If CGWA Groundwater Rules applies |
| ☐ Rainwater harvesting system installation certificate (each rainwater pit) | If CGWA Groundwater Rules / Rainwater harvesting applies |
| ☐ HVAC refrigerant inventory register | If ODS Rules 2000 applies |
| ☐ R-22 phase-out plan document | If ODS Rules 2000 applies |
| ☐ STP Consent to Operate from SPCB (each STP) | If Water Act 1974 / STP applies |
| ☐ PESO petroleum storage license | If Petroleum Act + PESO applies |
| ☐ C&D Waste Management Plan | If C&D Waste Management Rules 2025 applies |
| ☐ ULB approval/intimation for large C&D projects | If C&D Waste Management Rules 2025 applies |
| ☐ CPCB-authorized battery recycler authorization copy | Always |
| ☐ DG exhaust stack height compliance certificate (each DG set) | If Air Act 1981 applies |
| ☐ SPCB Consent to Operate for DG (state-conditional) | If Air Act 1981 applies |
| ☐ HVAC technician training/certification copy | If ODS Rules 2000 applies |
| ☐ Fire Safety NOC from State Fire Service | Always |
| ☐ Shops & Establishments Act registration | If Shops & Establishments Registration applies |
| ☐ 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 |
| ☐ 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 |
| ☐ EVSE electrical commissioning certificate (BIS/CEA/DISCOM) | If EV Charging Safety applies |
| ☐ PESO storage licence for the LPG cylinder bank (above 100 kg) | Always |
| ☐ Piped natural gas (PNG) installation third-party safety certificate | Always |
| ☐ Crèche facility for employees' children (50 or more employees) | Always |
| ☐ Pest-control operator's licence (Insecticides Rules 1971) | If FSSAI Act 2006 (canteen) applies |
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 |
|---|---|---|
| ☐ SBM / Swachh Bharat display board at building entry (ODF+, waste segregation messaging) | Photo | Always |
| ☐ Open Defecation Free (ODF+) compliance declaration | Declaration | Always |
| ☐ CPCB BWG registration | Certificate | Always |
| ☐ IT asset disposal policy and vendor empanelment document | Document | Always |
| ☐ CPCB-registered e-waste recycler authorization copy | Certificate | Always |
| ☐ FSSAI license | Certificate | If FSSAI Act 2006 (canteen) applies |
| ☐ CGWA NOC or exemption certificate | Certificate | If CGWA Groundwater Rules applies |
| ☐ R-22 phase-out plan document | Document | If ODS Rules 2000 applies |
| ☐ STP Consent to Operate from SPCB (each STP) | Certificate | If Water Act 1974 / STP applies |
| ☐ PESO petroleum storage license | Certificate | If Petroleum Act + PESO applies |
| ☐ ULB approval/intimation for large C&D projects | Document | If C&D Waste Management Rules 2025 applies |
| ☐ CPCB-authorized battery recycler authorization copy | Certificate | Always |
| ☐ DG exhaust stack height compliance certificate (each DG set) | Document | If Air Act 1981 applies |
| ☐ SPCB Consent to Operate for DG (state-conditional) | Certificate | If Air Act 1981 applies |
| ☐ Fire Safety NOC from State Fire Service | Certificate | Always |
| ☐ Shops & Establishments Act registration | Certificate | If Shops & Establishments Registration applies |
| ☐ 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 |
|---|---|---|
| ☐ Bin overview photo (position, label & lid) — per bin (each bin) | Photo | Always |
| ☐ Electrical and electronic equipment (EEE) asset register | Document | Always |
| ☐ Battery asset register (UPS/inverter/solar systems) | Document | Always |
| ☐ DG acoustic enclosure installation photo (each DG set) | Photo | Always |
| ☐ Rainwater harvesting system installation certificate (each rainwater pit) | Document | If CGWA Groundwater Rules / Rainwater harvesting applies |
| ☐ HVAC refrigerant inventory register | Document | If ODS Rules 2000 applies |
| ☐ C&D Waste Management Plan | Document | If C&D Waste Management Rules 2025 applies |
| ☐ HVAC technician training/certification copy | Document | If ODS Rules 2000 applies |
| ☐ Secondary containment (bunding) photo | Photo | If Petroleum Act + PESO applies |
| ☐ Multilingual segregation signage photo | Photo | Always |
| ☐ STP full installation overview (each STP) | Photo | If Water Act 1974 / STP applies |
| ☐ Consent-to-Operate document displayed near STP (each STP) | Photo | If Water Act 1974 / STP applies |
| ☐ Composting unit full overview (each compost unit) | Photo | Always |
| ☐ Diesel generator (DG) set — full installation overview (each DG set) | Photo | If Air Act 1981 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 |
| ☐ 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 |
| ☐ EVSE electrical commissioning certificate (BIS/CEA/DISCOM) | Certificate | If EV Charging Safety applies |
| ☐ PESO storage licence for the LPG cylinder bank (above 100 kg) | Certificate | Always |
| ☐ Piped natural gas (PNG) installation third-party safety certificate | Certificate | Always |
| ☐ Crèche facility for employees' children (50 or more employees) | Document | Always |
| ☐ Pest-control operator's licence (Insecticides Rules 1971) | Certificate | If FSSAI Act 2006 (canteen) applies |
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 Water Act 1974 / STP applies |
| ☐ STP inlet connection from building drainage (each STP) | Photo | If Water Act 1974 / STP applies |
| ☐ STP outlet pipe destination connection (each STP) | Photo | If Water Act 1974 / STP applies |
| ☐ STP sludge disposal / drying area (each STP) | Photo | If Water Act 1974 / STP 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 Air Act 1981 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 weighment log | Housekeeping / floor staff | Readings | Always |
| Food and garden waste composting / processing log | Housekeeping / floor staff | Readings | Always |
| PM POSHAN / MDM daily quality inspection and tasting record | Kitchen supervisor | Checklist | If FSSAI Act 2006 (canteen) applies |
| Daily C&D waste volume log by category | Housekeeping / floor staff | Readings | If C&D Waste Management Rules 2025 applies |
| Daily borewell pump run log (each borewell) | Housekeeping / floor staff | Readings | If CGWA Groundwater Rules applies |
Every week
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| On-site C&D waste segregation zone photo (4-category) | Housekeeping / floor staff | Photo | If C&D Waste Management Rules 2025 applies |
| No unauthorized C&D dumping declaration | Operations supervisor | Declaration | If C&D Waste Management Rules 2025 applies |
| Weekly dry recyclable sale / handover to authorized buyer | Compliance officer | Readings | If Dry Recyclable Sale to Authorized Buyer applies |
| Weekly groundwater abstraction log (per borewell) (each borewell) | Housekeeping / floor staff | Readings | If CGWA Groundwater Rules applies |
Every month
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Monthly no-open-burning declaration | Operations supervisor | Declaration | Always |
| Dry waste dispatch to authorized recycler | Housekeeping / floor staff | Document | Always |
| Monthly check — no e-waste in general waste bins | Housekeeping / floor staff | Checklist | Always |
| Monthly single-use plastic ban audit | Operations supervisor | Checklist | Always |
| Dry plastic waste to authorized recycler | Operations supervisor | Document | Always |
| Monthly Schedule 4 hygiene inspection | Kitchen supervisor | Checklist | If FSSAI Act 2006 (canteen) applies |
| Pest control treatment record | Kitchen supervisor | Document | If FSSAI Act 2006 (canteen) applies |
| UCO handover to FSSAI-registered aggregator | Housekeeping / floor staff | Document | If FSSAI Act 2006 (canteen) / UCO (Used Cooking Oil) Handover to Authorised RUCO Aggregator applies |
| Monthly groundwater level monitoring (each borewell) | Housekeeping / floor staff | Readings | If CGWA Groundwater Rules applies |
| Monthly STP performance log (each STP) | Housekeeping / floor staff | Readings | If Water Act 1974 / STP applies |
| Monthly STP effluent quality test (each STP) | Operations supervisor | Document | If Water Act 1974 / STP applies |
| Treated effluent reuse log (gardening/flushing) (each STP) | Housekeeping / floor staff | Readings | If Water Act 1974 / STP applies |
| Monthly check — no batteries in general waste | Housekeeping / floor staff | Checklist | Always |
| No effluent to groundwater declaration | Operations supervisor | Declaration | If CGWA Groundwater Rules / Water Act 1974 / STP applies |
| STP sludge disposal log (each STP) | Housekeeping / floor staff | Document | If Water Act 1974 / STP applies |
| Fire system maintenance (extinguishers, hydrants, sprinklers) | Operations supervisor | Document | 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 Groundwater Rules / Rainwater harvesting applies |
| Septic tank / cesspool desludging log (each septic tank) | Housekeeping / floor staff | Document | If Water Act 1974 / STP 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 |
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 |
| Periodic e-waste handover log to authorised recycler | Housekeeping / floor staff | Document | If Periodic E-Waste Handover Log to Authorised Recycler 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 |
| Quarterly EV charging bay electrical safety inspection | Operations supervisor | Checklist | If EV Charging Safety applies |
| Quarterly LPG/CNG gas installation safety check | Operations supervisor | Document | Always |
Every six months
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Half-yearly drinking water quality test (IS 10500) | Compliance officer | Document | Always |
| 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 |
Every year
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Annual procurement audit: only plastic-compliant supplies purchased (bag thickness, no EPS/PS) | Operations supervisor | Document | Always |
| Annual check that government IT procurement follows GFR/NICSI e-waste channel requirement | Compliance officer | Document | Always |
| Annual DG stack emission test (SPM/SO₂/NOₓ) (each DG set) | Operations supervisor | Document | If Air Act 1981 applies |
| Annual noise level test at property boundary | Operations supervisor | Document | Always |
| Kitchen staff annual health certificate | Manager | Document | If FSSAI Act 2006 (canteen) applies |
| Annual HSD tank integrity inspection | Manager | Document | If Petroleum Act + PESO applies |
| Annual pre-monsoon groundwater quality test (each borewell) | Operations supervisor | Document | If CGWA Groundwater Rules applies |
| Fuel storage area fire safety check | Operations supervisor | Checklist | If Petroleum Act + PESO applies |
| Outsourced caterer / food vendor FSSAI licence audit | Compliance officer | Document | If FSSAI Act 2006 (canteen) applies |
| Annual fire system service / hydro-test (IS 2190) | Compliance officer | Document | Always |
| Annual refrigerant top-up review and leak audit | Compliance officer | Document | If ODS Rules 2000 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 Water Act 1974 / STP 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 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 |
|---|---|---|---|
| Data destruction certificate for retired IT assets | Each time it happens | Compliance officer | Always |
| E-waste handover receipt from registered producer/refurbisher/recycler | Each time it happens | Operations supervisor | Always |
| Certificate of destruction / processing certificate (where provided) | Each time it happens | Operations supervisor | Always |
| Spent battery handover receipt / take-back confirmation | Each time it happens | Operations supervisor | Always |
| EPR take-back confirmation from vendor at battery replacement | Each time it happens | Operations supervisor | Always |
| Per-event banquet SUP-free vendor check | Each time it happens | Banquet / events coordinator | Always |
| DG run log entry (per operation) (each DG set) | Each time it happens | Housekeeping / floor staff | If Air Act 1981 applies |
| HVAC service log entry (per service event) | Each time it happens | Housekeeping / floor staff | If ODS Rules 2000 applies |
| C&D waste dispatch to authorized processor receipt | Each time it happens | Operations supervisor | If C&D Waste Management Rules 2025 applies |
| BS-VI ULSD fuel purchase invoice | Each time it happens | Housekeeping / floor staff | If Air Act 1981 applies |
| Common area event PA/loudspeaker compliance declaration | Each time it happens | Operations supervisor | Always |
| Refrigerant recovery certificate at decommissioning | Each time it happens | Manager | If ODS Rules 2000 applies |
| Adhoc e-waste handover to authorised recycler (single event) | Each time it happens | Housekeeping / floor staff | If Periodic E-Waste Handover Log to Authorised Recycler applies |
| Faecal sludge transport manifest / FSTP receipt (each septic tank) | Each time it happens | Operations supervisor | If Water Act 1974 / STP 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 |
| Workplace accident / dangerous occurrence notice | Each time it happens | Operations 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 | Always |
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 Water Act 1974 / STP applies |
| FSSAI licence renewal task (pre-expiry) | Compliance officer | If FSSAI Act 2006 (canteen) applies |
| CGWA NOC renewal task | Compliance officer | If CGWA Groundwater Rules applies |
| SPCB DG set CTO renewal task | Compliance officer | If Air Act 1981 applies |
| Fire NOC renewal task | Compliance officer | Always |
| PESO licence renewal task | Compliance officer | If Petroleum Act + PESO applies |
| Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates) | Compliance officer | If Shops & Establishments Registration applies |
| 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 |
| 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 |
| LPG approval renewal task | Manager | Always |
| Piped natural gas (PNG) installation third-party safety certificate — renewal | Manager | Always |
| Pest-control operator's licence (Insecticides Rules 1971) — renewal | Manager | If FSSAI Act 2006 (canteen) applies |
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 Rules 2026 | Always |
| Swachh Survekshan Submission | 30 June every year | – | Swachh Bharat Mission (Garbage-Free City) | Always |
| CGWA Groundwater Abstraction & Compliance Data Submission | 10th of every month | CGWA Bhu-Neer portal (cgwa-bhuneer.mowr.gov.in) | CGWA Groundwater Rules | If the rule applies |
| DG Stack Emission Report Submission to SPCB | 30 June every year | State SPCB portal | Air Act 1981 | If the rule applies |
| FSSAI Annual Fee + FSCR Filing | 31 March every year | FoSCoS | FSSAI Act 2006 (canteen) | 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 |
|---|---|
| SWM Rules 2026 | |
| E-Waste Management Rules 2022 | |
| Battery Waste Management Rules 2022 | |
| Plastic Waste Management Rules, 2016 (as amended) | |
| Noise Pollution Rules 2000 | |
| Swachh Bharat Mission (Garbage-Free City) | As a government premises, this facility must display SBM compliance boards, file ODF (Open Defecation Free) declarations, and support Swachh Survekshan reporting — part of the Garbage-Free City star-rating protocol for source segregation and scientific waste processing. |
Depends on what is on your site
| Rule | What it asks of you |
|---|---|
| Air Act 1981 | |
| FSSAI Act 2006 (canteen) | |
| CGWA Groundwater Rules | |
| ODS Rules 2000 | |
| Water Act 1974 / STP | |
| Petroleum Act + PESO | |
| C&D Waste Management Rules 2025 | |
| Dry Recyclable Sale to Authorized Buyer | |
| UCO (Used Cooking Oil) Handover to Authorised RUCO Aggregator | |
| Periodic E-Waste Handover Log to Authorised Recycler | |
| 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. |
| 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. |
| 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. |
| EV Charging Safety | Chargers in shared parking need a commissioning certificate and periodic electrical safety inspection, earthing checks and load management. |
Recommended good practice
| Rule | What it asks of you |
|---|---|
| Fire Safety / NBC / State Fire NOC | |
| 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 year
- Kitchen staff annual health certificate (only if FSSAI Act 2006 (canteen) applies)
- Annual HSD tank integrity inspection (only if Petroleum Act + 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 ODS Rules 2000 applies)
- Personal data breach intimation
- End-of-life solar panels handed only to a registered recycler or the producer
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
- 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)
- LPG approval renewal task
- Piped natural gas (PNG) installation third-party safety certificate — renewal
- Pest-control operator's licence (Insecticides Rules 1971) — renewal (only if FSSAI Act 2006 (canteen) applies)
How to do these in the app: Manager guide.
Compliance officer (Manager access)
Every week
- Weekly dry recyclable sale / handover to authorized buyer (only if Dry Recyclable Sale to Authorized Buyer applies)
Every month
- CGWA abstraction and compliance data submission (only if CGWA Groundwater Rules applies)
Every six months
- Half-yearly drinking water quality test (IS 10500)
- 6-monthly certified fire system inspection (IS 2190)
Every year
- Annual check that government IT procurement follows GFR/NICSI e-waste channel requirement
- Annual Swachh Survekshan data submission
- SWM Annual Return (if BWG)
- Stack emission test report submission to SPCB (only if Air Act 1981 applies)
- Outsourced caterer / food vendor FSSAI licence audit (only if FSSAI Act 2006 (canteen) applies)
- Annual fire system service / hydro-test (IS 2190)
- Annual refrigerant top-up review and leak audit (only if ODS Rules 2000 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 Water Act 1974 / STP applies)
Each time it happens
- Data destruction certificate for retired IT assets
Before the licence expires
- FSSAI licence renewal task (pre-expiry) (only if FSSAI Act 2006 (canteen) applies)
- CGWA NOC renewal task (only if CGWA Groundwater Rules applies)
- Fire NOC renewal task
- PESO licence renewal task (only if Petroleum Act + PESO applies)
- Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates) (only if Shops & Establishments Registration applies)
Before the licence expires
- STP CTO renewal task (each STP) (only if Water Act 1974 / STP applies)
- SPCB DG set CTO renewal task (only if Air Act 1981 applies)
How to do these in the app: Manager guide.
Operations supervisor (Supervisor access)
Every week
- No unauthorized C&D dumping declaration (only if C&D Waste Management Rules 2025 applies)
Every month
- Monthly no-open-burning declaration
- Monthly single-use plastic ban audit
- Dry plastic waste to authorized recycler
- Monthly STP effluent quality test (each STP) (only if Water Act 1974 / STP applies)
- No effluent to groundwater declaration (only if CGWA Groundwater Rules / Water Act 1974 / STP applies)
- Fire system maintenance (extinguishers, hydrants, sprinklers)
- Monthly rainwater harvesting structure maintenance log (each rainwater pit) (only if CGWA Groundwater Rules / 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)
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)
- Quarterly EV charging bay electrical safety inspection (only if EV Charging Safety applies)
- Quarterly LPG/CNG gas installation safety check
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
- Annual procurement audit: only plastic-compliant supplies purchased (bag thickness, no EPS/PS)
- Annual DG stack emission test (SPM/SO₂/NOₓ) (each DG set) (only if Air Act 1981 applies)
- Annual noise level test at property boundary
- Annual pre-monsoon groundwater quality test (each borewell) (only if CGWA Groundwater Rules applies)
- Fuel storage area fire safety check (only if Petroleum Act + 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
- Certificate of destruction / processing certificate (where provided)
- Spent battery handover receipt / take-back confirmation
- EPR take-back confirmation from vendor at battery replacement
- C&D waste dispatch to authorized processor receipt (only if C&D Waste Management Rules 2025 applies)
- Common area event PA/loudspeaker compliance declaration
- Faecal sludge transport manifest / FSTP receipt (each septic tank) (only if Water Act 1974 / STP applies)
- Lift accident report to the inspector (only if Lifts & escalators applies)
- Electrical accident intimation
- Workplace accident / dangerous occurrence notice
How to do these in the app: Supervisor guide.
Kitchen supervisor (Supervisor access)
Every day
- PM POSHAN / MDM daily quality inspection and tasting record (only if FSSAI Act 2006 (canteen) applies)
Every month
- Monthly Schedule 4 hygiene inspection (only if FSSAI Act 2006 (canteen) applies)
- Pest control treatment record (only if FSSAI Act 2006 (canteen) applies)
Every year
- FSSAI annual fee payment + Food Safety Compliance Report (FSCR) filing (only if FSSAI Act 2006 (canteen) applies)
How to do these in the app: Supervisor guide.
Housekeeping / floor staff (Worker access)
Every day
- Daily waste weighment log
- Food and garden waste composting / processing log
- Daily C&D waste volume log by category (only if C&D Waste Management Rules 2025 applies)
- Daily borewell pump run log (each borewell) (only if CGWA Groundwater Rules applies)
Every week
- On-site C&D waste segregation zone photo (4-category) (only if C&D Waste Management Rules 2025 applies)
- Weekly groundwater abstraction log (per borewell) (each borewell) (only if CGWA Groundwater Rules applies)
Every month
- Dry waste dispatch to authorized recycler
- Monthly check — no e-waste in general waste bins
- UCO handover to FSSAI-registered aggregator (only if FSSAI Act 2006 (canteen) / UCO (Used Cooking Oil) Handover to Authorised RUCO Aggregator applies)
- Monthly groundwater level monitoring (each borewell) (only if CGWA Groundwater Rules applies)
- Monthly STP performance log (each STP) (only if Water Act 1974 / STP applies)
- Treated effluent reuse log (gardening/flushing) (each STP) (only if Water Act 1974 / STP applies)
- Monthly check — no batteries in general waste
- STP sludge disposal log (each STP) (only if Water Act 1974 / STP 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 Water Act 1974 / STP applies)
Every quarter
- Periodic e-waste handover log to authorised recycler (only if Periodic E-Waste Handover Log to Authorised Recycler applies)
Each time it happens
- DG run log entry (per operation) (each DG set) (only if Air Act 1981 applies)
- HVAC service log entry (per service event) (only if ODS Rules 2000 applies)
- BS-VI ULSD fuel purchase invoice (only if Air Act 1981 applies)
- Adhoc e-waste handover to authorised recycler (single event) (only if Periodic E-Waste Handover Log to Authorised Recycler applies)
How to do these in the app: Worker guide.
Banquet / events coordinator (Supervisor access)
Each time it happens
- Per-event banquet SUP-free vendor check
How to do these in the app: Supervisor guide.