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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
- Mall / Shopping Centre / Mixed-Use Commercial
- All 54 organisation guides
Shopping Mall / Retail Complex: setup and training guide
On this page
This page is the part of the onboarding kit that is specific to a Shopping Mall / Retail Complex. 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 Shopping Mall | 6 |
| Rules that depend on what is on your site | 18 |
| Good-practice rules (recommended) | 7 |
| One-time setup items (photos, documents, certificates) | 69 |
| Recurring jobs (daily to yearly) | 70 |
| Things you log when they happen | 21 |
| Licence renewals tracked | 20 |
| 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, CPCB portal, annual returns | Yes | 43 |
| Compliance officer | Manager | Tenant compliance governance | Yes | 61 |
| Operations supervisor | Supervisor | MEP systems, DG logs, ODS, STP | Yes | 53 |
| Kitchen supervisor | Supervisor | Kitchen hygiene, food waste, used cooking oil and FSSAI records. | Only if your site needs it | 6 |
| Tenant compliance liaison | Supervisor | Tenant agreements, FSSAI audit, PIBO status, plastic-bag audit | Only if your site needs it | – |
| Housekeeping / floor staff | Worker | Daily waste log, bin maintenance, SWM handover | Yes | 20 |
| Banquet / events coordinator | Supervisor | Manages event-related compliance tasks for banquets and functions | Only if your site needs it | 1 |
| HVAC technician | Worker | Maintains HVAC systems and ODS refrigerant compliance | Only if your site needs it | 3 |
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
- Retail Tenant Count
- 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
- Active tenant fitout on site?
- Has Embedded Clinical Units (mall takes central BMW responsibility)?
- Has tenants with own-brand packaged goods, EPR centrally filed by mall?
- Borewell on site?
- Has Dry Cleaning Or hazardous waste Tenant?
- Food court on site?
- Ups batteries on site?
- Mall Operates Eee?
- Tracks Litter Score?
- Multi tenant oversight on site?
- Event space on site?
- Is Ewaste Producer?
- 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?
- hasCorporateEvents?
- Rainwater harvesting on site?
- Central HVAC on site?
- STP on site?
- Is Bwg?
- Employs 10 or more people (incl. contract/interns)?
- Uses septic tank / storage tank (no onsite STP)?
- Security guards supplied by an agency?
- Holds an SPCB consent (Water / Air Act) or hazardous-waste authorisation?
- Holds an Environmental Clearance (EIA 2006)?
- Mall operator runs its own kitchen / food outlet?
- Swimming pool on the premises?
- 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)?
- Cooling tower / central chiller 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 |
|---|---|
| ☐ Fire Safety NOC from State Fire Service | Always |
| ☐ BMW SPCB/PCC authorization certificate | If Bio-Medical Waste Management Rules 2016 (amended) applies |
| ☐ CBWTF written contract + SPCB authorization copy | If Bio-Medical Waste Management Rules 2016 (amended) applies |
| ☐ Tenant waste management agreement (segregation responsibilities) | Always |
| ☐ Tenant HWM compliance agreement (dry-cleaning / HWM-generating tenants) | Always |
| ☐ CPCB BWG registration | Always |
| ☐ EBWGR certificates (dry, sanitary and special-care waste; wet waste if not processed on site) | Always |
| ☐ Refrigerant inventory register | If ODS Rules 2000 applies |
| ☐ HVAC technician training/cert copy | If ODS Rules 2000 applies |
| ☐ R-22 phase-out plan | If ODS Rules 2000 applies |
| ☐ DG stack height cert (each DG set) | If Air Act 1981 applies |
| ☐ STP Consent to Operate from SPCB (each STP) | Always |
| ☐ FSSAI food business license | 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 | If E-Waste Rules 2022 applies |
| ☐ CPCB-registered e-waste recycler authorization copy | If E-Waste Rules 2022 applies |
| ☐ Battery asset register (UPS/inverter/solar systems) | If Battery Waste Rules 2022 applies |
| ☐ CPCB-authorized battery recycler authorization copy | If Battery Waste Rules 2022 applies |
| ☐ PESO petroleum storage license | If Petroleum Act + PESO applies |
| ☐ SPCB HWM authorization | 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 |
| ☐ SPCB Consent to Operate for DG (state-conditional) | If Air Act 1981 applies |
| ☐ Shops & Establishments Act registration | Always |
| ☐ POSH Internal Complaints Committee constitution (incl. external member) | If POSH Internal Complaints Committee applies |
| ☐ 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 |
| ☐ 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 |
| ☐ 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) | 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 |
|---|---|---|
| ☐ Fire Safety NOC from State Fire Service | Certificate | Always |
| ☐ BMW SPCB/PCC authorization certificate | Certificate | If Bio-Medical Waste Management Rules 2016 (amended) applies |
| ☐ CBWTF written contract + SPCB authorization copy | Document | If Bio-Medical Waste Management Rules 2016 (amended) applies |
| ☐ Dedicated BMW storage area photo (labeled, refrigerated if required) | Photo | If Bio-Medical Waste Management Rules 2016 (amended) applies |
| ☐ Tenant waste management agreement (segregation responsibilities) | Document | Always |
| ☐ Tenant HWM compliance agreement (dry-cleaning / HWM-generating tenants) | Document | Always |
| ☐ CPCB BWG registration | Certificate | Always |
| ☐ EBWGR certificates (dry, sanitary and special-care waste; wet waste if not processed on site) | Certificate | Always |
| ☐ R-22 phase-out plan | Document | If ODS Rules 2000 applies |
| ☐ DG stack height cert (each DG set) | Document | If Air Act 1981 applies |
| ☐ STP Consent to Operate from SPCB (each STP) | Certificate | Always |
| ☐ FSSAI food business license | Certificate | Always |
| ☐ CGWA NOC or exemption certificate | Certificate | If CGWA Groundwater Rules applies |
| ☐ CPCB-registered e-waste recycler authorization copy | Certificate | If E-Waste Rules 2022 applies |
| ☐ CPCB-authorized battery recycler authorization copy | Certificate | If Battery Waste Rules 2022 applies |
| ☐ PESO petroleum storage license | Certificate | If Petroleum Act + PESO applies |
| ☐ SPCB HWM authorization | Certificate | Always |
| ☐ ULB approval/intimation for large C&D projects | Document | If C&D Waste Management Rules 2025 applies |
| ☐ SPCB Consent to Operate for DG (state-conditional) | Certificate | If Air Act 1981 applies |
| ☐ Shops & Establishments Act registration | Certificate | Always |
| ☐ POSH Internal Complaints Committee constitution (incl. external member) | Document | If POSH Internal Complaints Committee applies |
| ☐ 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 |
| ☐ 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 | Always |
Manager
| Item | Evidence | Needed |
|---|---|---|
| ☐ Bin overview photo (position, label & lid) — per bin (each bin) | Photo | Always |
| ☐ Multilingual segregation signage | Photo | Always |
| ☐ Refrigerant inventory register | Document | If ODS Rules 2000 applies |
| ☐ HVAC technician training/cert copy | Document | If ODS Rules 2000 applies |
| ☐ DG acoustic enclosure photo (each DG set) | Photo | Always |
| ☐ Rainwater harvesting system installation certificate (each rainwater pit) | Document | If CGWA Groundwater Rules / Rainwater harvesting applies |
| ☐ Electrical and electronic equipment (EEE) asset register | Document | If E-Waste Rules 2022 applies |
| ☐ Battery asset register (UPS/inverter/solar systems) | Document | If Battery Waste Rules 2022 applies |
| ☐ Secondary containment photo | Photo | If Petroleum Act + PESO applies |
| ☐ 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 | 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 |
| ☐ 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 |
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 | 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 |
|---|---|---|---|
| BMW 48-hour on-site storage compliance check | Compliance officer | Checklist | If Bio-Medical Waste Management Rules 2016 (amended) applies |
| Daily organic waste processing log (Option A) | 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 waste log by stream (weigh on collection days) | Housekeeping / floor staff | Readings | Always |
| Daily borewell pump run log (each borewell) | Housekeeping / floor staff | Readings | If CGWA Groundwater Rules applies |
| 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 segregation spot check (each floor) | Operations supervisor | Photo | Always |
| 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 |
|---|---|---|---|
| Fire system maintenance (extinguishers, hydrants, sprinklers) | Operations supervisor | Document | Always |
| Monthly BMW never in general waste check | Compliance officer | Checklist | If Bio-Medical Waste Management Rules 2016 (amended) applies |
| Monthly tenant carry-bag compliance audit across all retail units | Operations supervisor | Checklist | Always |
| Monthly no-open-burning declaration | Operations supervisor | Declaration | Always |
| STP sludge disposal log (each STP) | Housekeeping / floor staff | Document | 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 |
| No effluent to groundwater 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 groundwater level monitoring (each borewell) | Housekeeping / floor staff | Readings | If CGWA Groundwater Rules applies |
| Monthly check — no e-waste in general waste bins | Housekeeping / floor staff | Checklist | If E-Waste Rules 2022 applies |
| Monthly check — no batteries in general waste | Housekeeping / floor staff | Checklist | If Battery Waste Rules 2022 applies |
| Pool chemical waste disposal log | Compliance officer | Document | Always |
| HWM storage inspection (≤90 days, no mixing) | Operations supervisor | Photo | Always |
| Sanitary waste stream handover log (SWM 2026) | Housekeeping / floor staff | Document | Always |
| Special-care waste stream handover log (SWM 2026) | Housekeeping / floor staff | Document | Always |
| Monthly rainwater harvesting structure maintenance log (each rainwater pit) | Operations supervisor | Document | If CGWA Groundwater Rules / Rainwater harvesting applies |
| Septic tank / cesspool desludging log (each septic tank) | Housekeeping / floor staff | Document | Always |
| 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 | 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 per-zone fire compliance audit (including tenant fit-out compliance) | Operations supervisor | Checklist | 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 |
|---|---|---|---|
| Annual audit that all food court tenants hold valid FSSAI license | Compliance officer | Document | Always |
| Annual check on tenants with own-brand packaged goods (PIBO EPR status) | Compliance officer | Document | Always |
| Annual DG stack emission test (each DG set) | Operations supervisor | Document | If Air Act 1981 applies |
| Annual noise level test | Operations supervisor | Document | Always |
| Food handler annual medical fitness cert | Manager | Document | Always |
| Annual pre-monsoon groundwater quality test (each borewell) | Operations supervisor | Document | If CGWA Groundwater Rules applies |
| Annual HSD tank integrity inspection | Manager | Document | If Petroleum Act + PESO applies |
| Fuel storage area fire safety | Operations supervisor | Checklist | If Petroleum Act + PESO applies |
| Annual refrigerant top-up review and leak audit | HVAC technician | Document | If ODS Rules 2000 applies |
| Green/recycled-content procurement record | Manager | Declaration | 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 |
| 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 |
|---|---|---|---|
| CBWTF collection receipt (quantity per category) | Each time it happens | Operations supervisor | If Bio-Medical Waste Management Rules 2016 (amended) applies |
| Spent DG oil / oily waste disposal log | Each time it happens | Housekeeping / floor staff | Always |
| ULB vehicle handover receipt | Each time it happens | Housekeeping / floor staff | Always |
| HVAC/chiller service log per event | Each time it happens | HVAC technician | If ODS Rules 2000 applies |
| Refrigerant recovery cert at decommission | Each time it happens | Manager | If ODS Rules 2000 applies |
| BS-VI ULSD fuel purchase invoice | Each time it happens | Housekeeping / floor staff | If Air Act 1981 applies |
| DG run log (each DG set) | Each time it happens | HVAC technician | If Air Act 1981 applies |
| District Authority noise / loudspeaker permission for atrium and mall events | Each time it happens | Banquet / events coordinator | Always |
| E-waste handover receipt from registered producer/refurbisher/recycler | Each time it happens | Operations supervisor | If E-Waste Rules 2022 applies |
| Certificate of destruction / processing certificate (where provided) | Each time it happens | Operations supervisor | If E-Waste Rules 2022 applies |
| Spent battery handover receipt / take-back confirmation | Each time it happens | Operations supervisor | If Battery Waste Rules 2022 applies |
| EPR take-back confirmation from vendor at battery replacement | Each time it happens | Operations supervisor | If Battery Waste Rules 2022 applies |
| HWM Form 10 dispatch manifest (per hazardous dispatch) | 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 |
| 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 | If E-Waste Rules 2022 applies |
7. Licence renewals
Enter the expiry date of each licence when you upload it. The app then creates the renewal job ahead of the expiry, so nobody has to remember the date.
| Renewal | Owner | Needed |
|---|---|---|
| STP CTO renewal task | Compliance officer | Always |
| FSSAI licence renewal task (pre-expiry) | Compliance officer | Always |
| HWM authorisation 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 + PESO applies |
| SPCB DG set CTO renewal task | Compliance officer | If Air Act 1981 applies |
| Fire NOC renewal task | Compliance officer | Always |
| BMW authorisation renewal task | Compliance officer | If Bio-Medical Waste Management Rules 2016 (amended) applies |
| Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates) | Compliance officer | Always |
| Lift licence / registration — renewal | Manager | If Lifts & escalators applies |
| Lift maintenance contract (AMC) — renewal | Manager | If Lifts & escalators applies |
| Lift third-party insurance — renewal | Manager | If Lifts & escalators applies |
| Electrical installation inspection / self-certification — renewal | Manager | Always |
| 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 |
| LPG approval renewal task | Compliance officer | 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 |
|---|---|---|---|---|
| BMW Form IV Annual Return | 30 June every year | – | Bio-Medical Waste Management Rules 2016 (amended) | If the rule applies |
| SWM Annual Return | 30 June every year | – | SWM Rules 2026 | Always |
| HWM Form 4 Annual Return | 30 June every year | – | HWM Rules 2016 | 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 | 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 | |
| Plastic Waste Management Rules, 2016 (as amended) | |
| FSSAI Act 2006 | |
| Noise Pollution Rules 2000 | |
| Water Act 1974 / STP | |
| HWM Rules 2016 |
Depends on what is on your site
| Rule | What it asks of you |
|---|---|
| ODS Rules 2000 | |
| Air Act 1981 | |
| CGWA Groundwater Rules | |
| E-Waste Rules 2022 | |
| Battery Waste Rules 2022 | |
| 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 | |
| Bio-Medical Waste Management Rules 2016 (amended) | |
| 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. |
| 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 / Mall Occupancy | |
| 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
- Food handler annual medical fitness cert
- Annual HSD tank integrity inspection (only if Petroleum Act + PESO applies)
- Green/recycled-content procurement record
- 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 (only if ODS Rules 2000 applies)
- 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
- 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 day
- BMW 48-hour on-site storage compliance check (only if Bio-Medical Waste Management Rules 2016 (amended) applies)
Every week
- Weekly dry recyclable sale / handover to authorized buyer (only if Dry Recyclable Sale to Authorized Buyer applies)
Every month
- Monthly BMW never in general waste check (only if Bio-Medical Waste Management Rules 2016 (amended) applies)
- CGWA abstraction and compliance data submission (only if CGWA Groundwater Rules applies)
- Pool chemical waste disposal log
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
- BMW Annual Return Form IV (June 30) (only if Bio-Medical Waste Management Rules 2016 (amended) applies)
- Annual audit that all food court tenants hold valid FSSAI license
- Annual check on tenants with own-brand packaged goods (PIBO EPR status)
- SWM annual return filing
- HWM Form 4 annual return (June 30)
- Stack emission test report submission to SPCB (only if Air Act 1981 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)
- Annual crèche facility review
Each time it happens
- End-of-life solar panels handed only to a registered recycler or the producer (only if E-Waste Rules 2022 applies)
Before the licence expires
- FSSAI licence renewal task (pre-expiry)
- HWM authorisation renewal task
- CGWA NOC renewal task (only if CGWA Groundwater Rules applies)
- PESO licence renewal task (only if Petroleum Act + PESO applies)
- Fire NOC renewal task
- BMW authorisation renewal task (only if Bio-Medical Waste Management Rules 2016 (amended) applies)
- Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates)
- LPG approval renewal task
- 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)
- 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 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)
- Weekly segregation spot check (each floor)
Every month
- Fire system maintenance (extinguishers, hydrants, sprinklers)
- Monthly tenant carry-bag compliance audit across all retail units
- Monthly no-open-burning declaration
- Monthly STP effluent quality test (each STP)
- No effluent to groundwater declaration
- HWM storage inspection (≤90 days, no mixing)
- 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
- Monthly pool lifeguard and safety equipment check (only if Swimming pool applies)
- Cooling tower blowdown water quality and disposal log
Every quarter
- Quarterly per-zone fire compliance audit (including tenant fit-out compliance)
- 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) (only if Air Act 1981 applies)
- Annual noise level test
- Annual pre-monsoon groundwater quality test (each borewell) (only if CGWA Groundwater Rules applies)
- Fuel storage area fire safety (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
- CBWTF collection receipt (quantity per category) (only if Bio-Medical Waste Management Rules 2016 (amended) applies)
- E-waste handover receipt from registered producer/refurbisher/recycler (only if E-Waste Rules 2022 applies)
- Certificate of destruction / processing certificate (where provided) (only if E-Waste Rules 2022 applies)
- Spent battery handover receipt / take-back confirmation (only if Battery Waste Rules 2022 applies)
- EPR take-back confirmation from vendor at battery replacement (only if Battery Waste Rules 2022 applies)
- HWM Form 10 dispatch manifest (per hazardous dispatch)
- 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
- 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)
Every year
- FSSAI annual fee payment + Food Safety Compliance Report (FSCR) filing
How to do these in the app: Supervisor guide.
Housekeeping / floor staff (Worker access)
Every day
- Daily organic waste processing log (Option A)
- Daily C&D waste volume log by category (only if C&D Waste Management Rules 2025 applies)
- Daily waste log by stream (weigh on collection days)
- 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
- STP sludge disposal log (each STP)
- Monthly STP performance log (each STP)
- Treated effluent reuse log (gardening/flushing) (each STP)
- Monthly groundwater level monitoring (each borewell) (only if CGWA Groundwater Rules applies)
- Monthly check — no e-waste in general waste bins (only if E-Waste Rules 2022 applies)
- Monthly check — no batteries in general waste (only if Battery Waste Rules 2022 applies)
- Sanitary waste stream handover log (SWM 2026)
- Special-care waste stream handover log (SWM 2026)
- Septic tank / cesspool desludging log (each septic tank)
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
- Spent DG oil / oily waste disposal log
- ULB vehicle handover receipt
- 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
- District Authority noise / loudspeaker permission for atrium and mall events
How to do these in the app: Supervisor guide.
HVAC technician (Worker access)
Every year
- Annual refrigerant top-up review and leak audit (only if ODS Rules 2000 applies)
Each time it happens
- HVAC/chiller service log per event (only if ODS Rules 2000 applies)
- DG run log (each DG set) (only if Air Act 1981 applies)
How to do these in the app: Worker guide.