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
- Hotel / Resort / Serviced Apartments
- All 54 organisation guides
Hotel / Hospitality: setup and training guide
On this page
This page is the part of the onboarding kit that is specific to a Hotel / Hospitality. 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 Hotel | 9 |
| Rules that depend on what is on your site | 17 |
| Good-practice rules (recommended) | 8 |
| One-time setup items (photos, documents, certificates) | 73 |
| Recurring jobs (daily to yearly) | 75 |
| Things you log when they happen | 21 |
| Licence renewals tracked | 23 |
| 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 | Runs the account: setup, team, approvals, reports and filings. | Yes | 45 |
| Compliance officer | Manager | Owns licences, renewals, documents and statutory filings. | Only if your site needs it | 61 |
| Operations supervisor | Supervisor | Runs the daily team, checks and approves their jobs. | Yes | 55 |
| Kitchen supervisor | Supervisor | Kitchen hygiene, food waste, used cooking oil and FSSAI records. | Only if your site needs it | 7 |
| Banquet / events coordinator | Supervisor | Event-day waste, decoration and catering records. | Only if your site needs it | 1 |
| Housekeeping / floor staff | Worker | Does the daily rounds, bins, weighing and logs on the phone. | Yes | 24 |
| HVAC technician | Worker | AC and refrigerant service logs. | Only if your site needs it | 6 |
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
- Fuel Storage Litres
- Diesel generator count on premises
- 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
- Active renovation on site?
- Banquet hall on site?
- Borewell on site?
- Central HVAC on site?
- Has Bar / Liquor Service?
- Dry cleaning on site?
- Food service on site?
- 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?
- F&B outlet(s) leased/run by a third-party operator (vs. run by the hotel itself)?
- Has in-house laundry?
- Rainwater harvesting on site?
- Employs 10 or more people (incl. contract/interns)?
- Uses septic tank / storage tank (no onsite STP)?
- Has on-site Effluent Treatment Plant (ETP)?
- LPG cylinder bank or bulk LPG on site?
- Steam boiler on premises?
- Security guards supplied by an agency?
- Holds an SPCB consent (Water / Air Act) or hazardous-waste authorisation?
- Holds an Environmental Clearance (EIA 2006)?
- State law requires rainwater harvesting here (derived from state and plot area; not asked)?
- Swimming pool on the premises?
- 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)?
- Cooling tower / central chiller plant on site?
Other details
- Compliance Complexity
- 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 |
| ☐ EBWGR certificates (dry, sanitary and special-care waste; wet waste if not processed on site) | Always |
| ☐ FSSAI food business license | Always |
| ☐ Compliant carry-bag procurement record | Always |
| ☐ CPCB PIBO EPR registration (own-brand products) | Always |
| ☐ Refrigerant inventory register | Always |
| ☐ HVAC technician training/cert copy | Always |
| ☐ R-22 phase-out plan | Always |
| ☐ DG stack height cert (each DG set) | Always |
| ☐ Boiler SPCB CTO (if boiler present) | Always |
| ☐ SPCB HWM authorization | If Hazardous Waste (HWM Rules 2016) applies |
| ☐ PESO petroleum storage license | If Petroleum Act 1934 + PESO Rules applies |
| ☐ PESO storage licence for the LPG cylinder bank (above 100 kg) | Always |
| ☐ Fire Safety NOC from State Fire Service | Always |
| ☐ 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 |
| ☐ Electrical and electronic equipment (EEE) asset register | Always |
| ☐ CPCB-registered e-waste recycler authorization copy | Always |
| ☐ Battery asset register (UPS/inverter/solar systems) | Always |
| ☐ CPCB-authorized battery recycler authorization copy | Always |
| ☐ 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 |
| ☐ STP Consent to Operate from SPCB (each STP) | Always |
| ☐ SPCB Consent to Operate for DG (state-conditional) | Always |
| ☐ PIBO role assessment (own-brand packaging — drives CPCB PWM EPR registration obligation) | Always |
| ☐ Shops & Establishments Act registration | Always |
| ☐ POSH Internal Complaints Committee constitution (incl. external member) | If POSH Internal Complaints Committee applies |
| ☐ ETP SPCB Consent to Operate (each ETP) | If Effluent Treatment Plant (ETP) applies |
| ☐ State Excise bar / liquor licence | If Excise Bar Licence applies |
| ☐ State Tourism Department registration / classification certificate | 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 |
| ☐ Municipal trade / health trade licence | 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 |
| ☐ EIA Environment Clearance conditions document | If Environmental Clearance (EIA) applies |
| ☐ Permission to operate the swimming pool (Tamil Nadu, Form VI) | If Swimming pool 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 |
| ☐ 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) | 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 |
|---|---|---|
| ☐ CPCB BWG registration | Certificate | Always |
| ☐ EBWGR certificates (dry, sanitary and special-care waste; wet waste if not processed on site) | Certificate | Always |
| ☐ FSSAI food business license | Certificate | Always |
| ☐ CPCB PIBO EPR registration (own-brand products) | Certificate | Always |
| ☐ R-22 phase-out plan | Document | Always |
| ☐ DG stack height cert (each DG set) | Document | Always |
| ☐ SPCB HWM authorization | Certificate | If Hazardous Waste (HWM Rules 2016) applies |
| ☐ PESO petroleum storage license | Certificate | If Petroleum Act 1934 + PESO Rules applies |
| ☐ PESO storage licence for the LPG cylinder bank (above 100 kg) | Certificate | Always |
| ☐ Fire Safety NOC from State Fire Service | Certificate | Always |
| ☐ CGWA NOC or exemption certificate | Certificate | If CGWA Groundwater Rules applies |
| ☐ CPCB-registered e-waste recycler authorization copy | Certificate | Always |
| ☐ CPCB-authorized battery recycler authorization copy | Certificate | Always |
| ☐ ULB approval/intimation for large C&D projects | Document | If C&D Waste Management Rules 2025 applies |
| ☐ STP Consent to Operate from SPCB (each STP) | Certificate | Always |
| ☐ SPCB Consent to Operate for DG (state-conditional) | Certificate | Always |
| ☐ PIBO role assessment (own-brand packaging — drives CPCB PWM EPR registration obligation) | Document | Always |
| ☐ Shops & Establishments Act registration | Certificate | Always |
| ☐ POSH Internal Complaints Committee constitution (incl. external member) | Document | If POSH Internal Complaints Committee applies |
| ☐ ETP SPCB Consent to Operate (each ETP) | Certificate | If Effluent Treatment Plant (ETP) applies |
| ☐ State Excise bar / liquor licence | Certificate | If Excise Bar Licence applies |
| ☐ State Tourism Department registration / classification certificate | Certificate | Always |
| ☐ EIA Environment Clearance conditions document | Document | If Environmental Clearance (EIA) applies |
| ☐ Permission to operate the swimming pool (Tamil Nadu, Form VI) | Certificate | If Swimming pool 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 |
| ☐ 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 | Always |
Manager
| Item | Evidence | Needed |
|---|---|---|
| ☐ Bin overview photo (position, label & lid) — per bin (each bin) | Photo | Always |
| ☐ Multilingual segregation signage | Photo | Always |
| ☐ Compliant carry-bag procurement record | Document | Always |
| ☐ Refrigerant inventory register | Document | Always |
| ☐ HVAC technician training/cert copy | Document | Always |
| ☐ DG acoustic enclosure photo (each DG set) | Photo | Always |
| ☐ Secondary containment photo | Photo | If Petroleum Act 1934 + PESO Rules applies |
| ☐ Rainwater harvesting system installation certificate (each rainwater pit) | Document | If CGWA Groundwater Rules / Rainwater harvesting applies |
| ☐ Electrical and electronic equipment (EEE) asset register | Document | Always |
| ☐ Battery asset register (UPS/inverter/solar systems) | Document | Always |
| ☐ C&D Waste Management Plan | Document | If C&D Waste Management Rules 2025 applies |
| ☐ STP full installation overview (each STP) | Photo | Always |
| ☐ Consent-to-Operate document displayed near STP (each STP) | Photo | Always |
| ☐ Composting unit full overview (each compost unit) | Photo | Always |
| ☐ Diesel generator (DG) set — full installation overview (each DG set) | Photo | 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 |
| ☐ Boiler registration and certificate to use | Certificate | If Steam boilers applies |
| ☐ Municipal trade / health trade licence | Certificate | 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 |
HVAC technician
| Item | Evidence | Needed |
|---|---|---|
| ☐ Boiler SPCB CTO (if boiler present) | Certificate | Always |
| ☐ Laundry effluent pH-neutralization/equalization pretreatment before STP | Photo | 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 | Always |
| ☐ STP inlet connection from building drainage (each STP) | Photo | Always |
| ☐ STP outlet pipe destination connection (each STP) | Photo | Always |
| ☐ STP sludge disposal / drying area (each STP) | 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 | Always |
| ☐ 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 food/kitchen waste log by stream | Housekeeping / floor staff | Readings | Always |
| Daily organic waste processing log (Option A) | Housekeeping / floor staff | Readings | Always |
| Daily floral/puja waste composting log | Housekeeping / floor staff | Readings | Always |
| Cold chain temperature log | Kitchen supervisor | Readings | Always |
| 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 |
| Daily garden/leaf waste composting or disposal log | Housekeeping / floor staff | Readings | Always |
| Daily pool water pH and free chlorine log | Operations supervisor | Readings | If Swimming pool 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 |
|---|---|---|---|
| Dry waste dispatch to authorized recycler | Housekeeping / floor staff | Document | Always |
| Monthly no-open-burning declaration | Operations supervisor | Declaration | Always |
| Monthly Schedule 4 hygiene inspection | Kitchen supervisor | Checklist | Always |
| Pest control treatment record | Kitchen supervisor | Document | Always |
| UCO handover to FSSAI-registered aggregator | Kitchen supervisor | Document | Always |
| Kitchen grease trap monthly cleaning (each grease trap) | Kitchen supervisor | Document | Always |
| Monthly SUP ban audit (rooms + restaurant) | Operations supervisor | Checklist | Always |
| Monthly plastic waste to recycler | Operations supervisor | Document | Always |
| Kitchen chimney filter cleaning | Kitchen supervisor | Document | Always |
| Pool chemical waste disposal log | Compliance officer | Document | If Hazardous Waste (HWM Rules 2016) / Swimming pool applies |
| HWM storage inspection (≤90 days, no mixing) | Operations supervisor | Photo | If Hazardous Waste (HWM Rules 2016) applies |
| Fire system maintenance (extinguishers, hydrants, sprinklers) | Operations supervisor | Document | Always |
| Monthly groundwater level monitoring (each borewell) | Housekeeping / floor staff | Readings | If CGWA Groundwater Rules applies |
| No effluent to groundwater declaration | Operations supervisor | Declaration | Always |
| Monthly check — no e-waste in general waste bins | Housekeeping / floor staff | Checklist | Always |
| Monthly check — no batteries in general waste | Housekeeping / floor staff | Checklist | Always |
| Monthly STP performance log (each STP) | Housekeeping / floor staff | Readings | Always |
| Monthly STP effluent quality test (each STP) | Operations supervisor | Document | Always |
| Treated effluent reuse log (gardening/flushing) (each STP) | Housekeeping / floor staff | Readings | Always |
| STP sludge disposal log (each STP) | Housekeeping / floor staff | 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 | Always |
| Monthly ETP performance log (each ETP) | Housekeeping / floor staff | Readings | If Effluent Treatment Plant (ETP) applies |
| Monthly ETP effluent quality test (each ETP) | Operations supervisor | Document | If Effluent Treatment Plant (ETP) applies |
| ETP sludge disposal log/receipt (each ETP) | Housekeeping / floor staff | Document | If Effluent Treatment Plant (ETP) applies |
| Used engine oil handover to a registered collection agent / recycler | Operations supervisor | Readings | If Hazardous Waste (HWM Rules 2016) applies |
| Monthly lift maintenance visit (each lift) | Operations supervisor | Checklist | If Lifts & escalators applies |
| Monthly first-aid box check | Operations supervisor | Checklist | Always |
| Monthly pool lifeguard and safety equipment check | Operations supervisor | Checklist | If Swimming pool applies |
| Cooling tower blowdown water quality and disposal log | Operations supervisor | Document | Always |
Every quarter
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Quarterly room amenity plastic audit | Operations supervisor | Photo | Always |
| 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 |
|---|---|---|---|
| 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 |
| 6-monthly EC compliance report (if EC granted) | Compliance officer | Document | If Environmental Clearance (EIA) applies |
| Half-yearly drinking water quality test (IS 10500) | Operations supervisor | Document | Always |
Every year
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Food handler annual medical fitness cert | Manager | Document | Always |
| Annual refrigerant top-up review and leak audit | HVAC technician | Document | Always |
| Annual DG stack emission test (each DG set) | Operations supervisor | Document | Always |
| Annual boiler stack emission test | HVAC technician | Document | Always |
| Annual noise level test | Operations supervisor | Document | Always |
| Annual HSD tank integrity inspection | Manager | Document | If Petroleum Act 1934 + PESO Rules applies |
| Fuel storage area fire safety | Operations supervisor | Checklist | If Petroleum Act 1934 + PESO Rules applies |
| Annual pre-monsoon groundwater quality test (each borewell) | Operations supervisor | Document | If CGWA Groundwater Rules applies |
| Outsourced caterer / food vendor FSSAI licence audit | Compliance officer | Document | Always |
| 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 | Always |
| ETP CTO renewal reminder (each ETP) | Compliance officer | Document | If Effluent Treatment Plant (ETP) 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 | 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 |
|---|---|---|---|
| ULB vehicle handover receipt | Each time it happens | Housekeeping / floor staff | Always |
| Per-event banquet SUP-free vendor check | Each time it happens | Banquet / events coordinator | Always |
| HVAC/chiller service log per event | Each time it happens | HVAC technician | Always |
| Refrigerant recovery cert at decommission | Each time it happens | Manager | Always |
| BS-VI ULSD fuel purchase invoice | Each time it happens | Housekeeping / floor staff | Always |
| DG run log (each DG set) | Each time it happens | HVAC technician | Always |
| District Authority noise permission for late-night banquet event | Each time it happens | Operations supervisor | Always |
| HWM Form 10 dispatch manifest (per hazardous dispatch) | Each time it happens | Operations supervisor | If Hazardous Waste (HWM Rules 2016) applies |
| 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 |
| C&D waste dispatch to authorized processor receipt | Each time it happens | Operations supervisor | If C&D Waste Management Rules 2025 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 | Always |
| 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 |
| Boiler accident report | Each time it happens | Operations supervisor | If Steam boilers applies |
| 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 | Compliance officer | 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 | Always |
| FSSAI licence renewal task (pre-expiry) | Compliance officer | Always |
| Boiler CTO renewal task | Compliance officer | Always |
| HWM authorisation renewal task | Compliance officer | If Hazardous Waste (HWM Rules 2016) applies |
| LPG approval renewal task | Compliance officer | Always |
| Fire NOC renewal task | Compliance officer | Always |
| CGWA NOC renewal task | Compliance officer | If CGWA Groundwater Rules applies |
| PESO licence renewal task | Compliance officer | If Petroleum Act 1934 + PESO Rules applies |
| SPCB DG set CTO renewal task | Compliance officer | Always |
| Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates) | Compliance officer | Always |
| Excise bar licence renewal (state-specific cycle, typically annual) | Compliance officer | If Excise Bar Licence applies |
| Tourism Department registration renewal (state-specific cycle) | 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 |
| Municipal trade / health trade licence — 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 |
| Piped natural gas (PNG) installation third-party safety certificate — renewal | Compliance officer | Always |
| Pest-control operator's licence (Insecticides Rules 1971) — 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 | swm.cpcb.gov.in | SWM Rules 2026 | Always |
| HWM Form 4 Annual Return | 30 June every year | State SPCB portal | Hazardous Waste (HWM Rules 2016) | If the rule applies |
| 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 + CPCB DG Norms | 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 Act 2006 | Always |
| Environmental Statement (Form V) | 30 September every year | State SPCB portal | Environmental Statement (Form V) | 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 | |
| FSSAI Act 2006 | |
| Plastic Waste Management Rules, 2016 (as amended) | |
| ODS Rules 2000 | |
| Air Act 1981 + CPCB DG Norms | |
| Noise Pollution Rules 2000 | |
| Water Act 1974 / STP Rules | |
| E-Waste Management Rules 2022 | |
| Battery Waste Management Rules 2022 |
Depends on what is on your site
| Rule | What it asks of you |
|---|---|
| Effluent Treatment Plant (ETP) | If this facility operates its own Effluent Treatment Plant for process or greywater effluent, it needs SPCB Consent to Operate, regular effluent-quality capture, and proper sludge disposal — separate from any domestic-sewage STP. |
| CGWA Groundwater Rules | |
| 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. |
| Petroleum Act 1934 + PESO Rules | |
| 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 | |
| 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. |
| Excise Bar Licence | Any hotel serving alcohol — through a bar, restaurant, banquet, or in-room dining — needs a state excise licence separate from its FSSAI food licence; serving liquor without one is a criminal, not just administrative, 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. |
| 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. |
| 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. |
| Environmental Clearance (EIA) | Projects near sensitive ecosystems or within 10km of a protected area need prior Environmental Clearance before construction begins. |
| 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. |
| Swimming pool | A pool is where a lapse turns into a drowning or an infection. Daily water tests and a lifeguard and equipment check are the records that show it was run safely; in Tamil Nadu they are law. |
| 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 / IS 13716 | |
| 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. |
| Tourism Department Registration | Most states require any paid-lodging establishment to register with the state tourism department before advertising or operating as a hotel; the registration also underpins any star-classification the property may claim. |
| 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
- Food handler annual medical fitness cert
- Annual HSD tank integrity inspection (only if Petroleum Act 1934 + PESO Rules applies)
- Environmental Statement (Form V) to the SPCB (30 September) (only if Environmental Statement (Form V) applies)
Each time it happens
- Refrigerant recovery cert at decommission
- Personal data breach intimation
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)
- Municipal trade / health trade licence — renewal
- Structural stability certificate — renewal
- Contractor labour licences (50 or more contract workers) — renewal
- Security agency licence (PSARA) — renewal
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
- Pool chemical waste disposal log (only if Hazardous Waste (HWM Rules 2016) / Swimming pool applies)
- CGWA abstraction and compliance data submission (only if CGWA Groundwater Rules applies)
Every six months
- 6-monthly certified fire system inspection (IS 2190)
- 6-monthly EC compliance report (if EC granted) (only if Environmental Clearance (EIA) applies)
Every year
- SWM annual return filing
- HWM Form 4 annual return (June 30) (only if Hazardous Waste (HWM Rules 2016) applies)
- Stack emission test report submission to SPCB
- Outsourced caterer / food vendor FSSAI licence audit
- Annual CPCB PWM EPR return
- 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)
- ETP CTO renewal reminder (each ETP) (only if Effluent Treatment Plant (ETP) applies)
- Annual crèche facility review
Each time it happens
- End-of-life solar panels handed only to a registered recycler or the producer
Before the licence expires
- FSSAI licence renewal task (pre-expiry)
- HWM authorisation renewal task (only if Hazardous Waste (HWM Rules 2016) applies)
- LPG approval renewal task
- Fire NOC renewal task
- CGWA NOC renewal task (only if CGWA Groundwater Rules applies)
- PESO licence renewal task (only if Petroleum Act 1934 + PESO Rules applies)
- Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates)
- Excise bar licence renewal (state-specific cycle, typically annual) (only if Excise Bar Licence applies)
- Tourism Department registration renewal (state-specific cycle)
- Piped natural gas (PNG) installation third-party safety certificate — renewal
- Pest-control operator's licence (Insecticides Rules 1971) — renewal
Before the licence expires
- STP CTO renewal task (each STP)
- Boiler CTO renewal task
- SPCB DG set CTO renewal task
How to do these in the app: Manager guide.
Operations supervisor (Supervisor access)
Every day
- Daily pool water pH and free chlorine log (only if Swimming pool applies)
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 SUP ban audit (rooms + restaurant)
- Monthly plastic waste to recycler
- HWM storage inspection (≤90 days, no mixing) (only if Hazardous Waste (HWM Rules 2016) applies)
- Fire system maintenance (extinguishers, hydrants, sprinklers)
- No effluent to groundwater declaration
- Monthly STP effluent quality test (each STP)
- Monthly rainwater harvesting structure maintenance log (each rainwater pit) (only if CGWA Groundwater Rules / Rainwater harvesting applies)
- Monthly ETP effluent quality test (each ETP) (only if Effluent Treatment Plant (ETP) applies)
- Used engine oil handover to a registered collection agent / recycler (only if Hazardous Waste (HWM Rules 2016) applies)
- Monthly lift maintenance visit (each lift) (only if Lifts & escalators applies)
- Monthly first-aid box check
- Monthly pool lifeguard and safety equipment check (only if Swimming pool applies)
- Cooling tower blowdown water quality and disposal log
Every quarter
- Quarterly room amenity plastic audit
- 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)
- Half-yearly drinking water quality test (IS 10500)
Every year
- Annual DG stack emission test (each DG set)
- Annual noise level test
- Fuel storage area fire safety (only if Petroleum Act 1934 + PESO Rules applies)
- Annual pre-monsoon groundwater quality test (each borewell) (only if CGWA Groundwater Rules 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
- District Authority noise permission for late-night banquet event
- HWM Form 10 dispatch manifest (per hazardous dispatch) (only if Hazardous Waste (HWM Rules 2016) applies)
- 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)
- Faecal sludge transport manifest / FSTP receipt (each septic tank)
- 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.
Kitchen supervisor (Supervisor access)
Every day
- Cold chain temperature log
Every month
- Monthly Schedule 4 hygiene inspection
- Pest control treatment record
- UCO handover to FSSAI-registered aggregator
- Kitchen grease trap monthly cleaning (each grease trap)
- Kitchen chimney filter cleaning
Every year
- FSSAI annual fee payment + Food Safety Compliance Report (FSCR) filing
How to do these in the app: Supervisor 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.
Housekeeping / floor staff (Worker access)
Every day
- Daily food/kitchen waste log by stream
- Daily organic waste processing log (Option A)
- Daily floral/puja waste composting 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)
- Daily garden/leaf waste composting or disposal log
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 groundwater level monitoring (each borewell) (only if CGWA Groundwater Rules applies)
- Monthly check — no e-waste in general waste bins
- Monthly check — no batteries in general waste
- Monthly STP performance log (each STP)
- Treated effluent reuse log (gardening/flushing) (each STP)
- STP sludge disposal log (each STP)
- Sanitary waste stream handover log (SWM 2026)
- Special-care waste stream handover log (SWM 2026)
- Septic tank / cesspool desludging log (each septic tank)
- Monthly ETP performance log (each ETP) (only if Effluent Treatment Plant (ETP) applies)
- ETP sludge disposal log/receipt (each ETP) (only if Effluent Treatment Plant (ETP) 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
- ULB vehicle handover receipt
- BS-VI ULSD fuel purchase invoice
- 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.
HVAC technician (Worker access)
Every year
- Annual refrigerant top-up review and leak audit
- Annual boiler stack emission test
Each time it happens
- HVAC/chiller service log per event
- DG run log (each DG set)
How to do these in the app: Worker guide.