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
- NGO / Civil Society Organisation
- All 54 organisation guides
NGO / Civil Society Organisation: setup and training guide
On this page
This page is the part of the onboarding kit that is specific to a NGO / Civil Society Organisation. 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 NGO | 2 |
| Rules that depend on what is on your site | 8 |
| Good-practice rules (recommended) | 0 |
| One-time setup items (photos, documents, certificates) | 18 |
| Recurring jobs (daily to yearly) | 19 |
| Things you log when they happen | 4 |
| Licence renewals tracked | 3 |
| Statutory filings | 2 |
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 | Site/Facility Manager | Yes | 7 |
| Compliance officer | Manager | Regulatory liaison | Yes | 14 |
| Operations supervisor | Supervisor | Facility operations, waste weighment | Yes | 15 |
| Housekeeping / floor staff | Worker | Housekeeping / waste handling | Yes | 10 |
App access decides what a person sees. Manager: the web portal and the phone app, with setup, approvals, reports and filings. Supervisor: the phone app, with their team's jobs and approvals. Worker: the phone app, with their own jobs only.
3. Before setup: have these ready
Questions the setup will ask about your site
Setup takes about 30 to 45 minutes if you have these answers to hand. "Not sure" is fine for anything you can find out later; you can change answers afterwards.
Numbers
- Number of diesel generators on site
- Diesel/fuel storage capacity on site
Yes or no
- Bulk Waste Generator (meets waste-quantity threshold requiring registration)?
- Borewell / groundwater extraction on premises?
- Electrical/electronic equipment on premises?
- UPS/inverter batteries on premises?
- Active renovation on site?
- Rainwater harvesting on site?
- Employs 10 or more people (incl. contract/interns)?
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 |
| ☐ CGWA NOC or exemption certificate | If Groundwater (CGWA) applies |
| ☐ PESO petroleum storage license | If Diesel storage (PESO) applies |
| ☐ C&D Waste Management Plan | If C&D Waste applies |
| ☐ ULB approval/intimation for large C&D projects | If C&D Waste applies |
| ☐ Rainwater harvesting system installation certificate (each rainwater pit) | If Groundwater (CGWA) applies |
| ☐ Diesel generator (DG) exhaust stack height compliance certificate (each DG set) | If DG set (Air Act) applies |
| ☐ SPCB Consent to Operate (CTO) for diesel generator (DG) | If DG set (Air Act) 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 |
4. Setup evidence: your first-weeks checklist
Setup evidence is the one-time proof of what is on your site: a photo of each bin, the STP nameplate, a copy of each licence. After setup each item appears as a job under Setup Evidence. Photo items for equipment start with a scan of that item's QR sticker, so stick the stickers on first (see Setup evidence and QR stickers).
Manager
| Item | Evidence | Needed |
|---|---|---|
| ☐ Bin overview photo (position, label & lid) — per bin (each bin) | Photo | Always |
| ☐ Secondary containment (bunding) photo | Photo | If Diesel storage (PESO) applies |
| ☐ C&D Waste Management Plan | Document | If C&D Waste applies |
| ☐ Rainwater harvesting system installation certificate (each rainwater pit) | Document | If Groundwater (CGWA) applies |
| ☐ Composting unit full overview (each compost unit) | Photo | Always |
| ☐ Diesel generator (DG) set — full installation overview (each DG set) | Photo | If DG set (Air Act) applies |
Compliance officer
| Item | Evidence | Needed |
|---|---|---|
| ☐ CPCB BWG registration | Certificate | Always |
| ☐ CGWA NOC or exemption certificate | Certificate | If Groundwater (CGWA) applies |
| ☐ PESO petroleum storage license | Certificate | If Diesel storage (PESO) applies |
| ☐ ULB approval/intimation for large C&D projects | Document | If C&D Waste applies |
| ☐ Diesel generator (DG) exhaust stack height compliance certificate (each DG set) | Document | If DG set (Air Act) applies |
| ☐ SPCB Consent to Operate (CTO) for diesel generator (DG) | Certificate | If DG set (Air Act) 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 |
Operations supervisor
| Item | Evidence | Needed |
|---|---|---|
| ☐ Four-stream segregation signage and bin infrastructure photo | Photo | Always |
| ☐ Composting unit capacity label (each compost unit) | Photo | Always |
| ☐ Compost output storage area (each compost unit) | Photo | Always |
| ☐ Diesel generator (DG) capacity nameplate (each DG set) | Photo | If DG set (Air Act) applies |
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 |
| Daily C&D waste volume log by category | Housekeeping / floor staff | Readings | If C&D Waste applies |
| Daily borewell pump run log (each borewell) | Housekeeping / floor staff | Readings | If Groundwater (CGWA) applies |
Every week
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| On-site C&D waste segregation zone photo (4-category) | Housekeeping / floor staff | Photo | If C&D Waste applies |
| No unauthorized C&D dumping declaration | Operations supervisor | Declaration | If C&D Waste applies |
| Weekly groundwater abstraction log (per borewell) (each borewell) | Housekeeping / floor staff | Readings | If Groundwater (CGWA) applies |
Every month
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Monthly single-use plastic ban audit | Operations supervisor | Checklist | Always |
| Dry plastic waste to authorized recycler | Operations supervisor | Document | Always |
| Monthly no-open-burning declaration | Operations supervisor | Declaration | Always |
| Monthly groundwater level monitoring (each borewell) | Housekeeping / floor staff | Readings | If Groundwater (CGWA) applies |
| Sanitary waste stream handover log (SWM 2026) | Housekeeping / floor staff | Document | Always |
| Special-care waste stream handover log (SWM 2026) | Housekeeping / floor staff | Document | Always |
| Monthly rainwater harvesting structure maintenance log (each rainwater pit) | Operations supervisor | Document | If Groundwater (CGWA) applies |
Every year
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Annual DG stack emission test (SPM/SO₂/NOₓ) (each DG set) | Operations supervisor | Document | If DG set (Air Act) applies |
| Annual noise level test at property boundary | Operations supervisor | Document | If Noise Rules 2000 applies |
| Annual HSD tank integrity inspection | Manager | Document | If Diesel storage (PESO) applies |
| Fuel storage area fire safety check | Operations supervisor | Checklist | If Diesel storage (PESO) applies |
| POSH annual report to District Officer | Compliance officer | Document | If POSH Internal Complaints Committee applies |
6. Things you log when they happen
These have no fixed date. Log them in the app on the day they happen, so the record is made at the time and not rebuilt later.
| What | When | Usually logged by | Needed |
|---|---|---|---|
| E-waste handover receipt from registered producer/refurbisher/recycler | Each time it happens | Operations supervisor | If E-Waste Rules 2022 applies |
| Spent battery handover receipt / take-back confirmation | Each time it happens | Operations supervisor | If Battery Waste 2022 applies |
| DG run log entry (per operation) (each DG set) | Each time it happens | Housekeeping / floor staff | If DG set (Air Act) applies |
| C&D waste dispatch to authorized processor receipt | Each time it happens | Operations supervisor | If C&D Waste 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 |
|---|---|---|
| CGWA NOC renewal task | Compliance officer | If Groundwater (CGWA) applies |
| PESO licence renewal task | Compliance officer | If Diesel storage (PESO) applies |
| SPCB DG set CTO renewal task | Compliance officer | If DG set (Air Act) 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 |
| CGWA Groundwater Abstraction & Compliance Data Submission | 10th of every month | CGWA Bhu-Neer portal (cgwa-bhuneer.mowr.gov.in) | Groundwater (CGWA) | If the rule applies |
9. The rules behind all this
Applies to every site of this type
| Rule | What it asks of you |
|---|---|
| Plastic Waste (PWM) | NGO offices, collection drives, and donation points must segregate plastic, avoid banned SUP items, and hand plastic waste to authorised recyclers — not mix it with wet waste. |
| SWM Rules 2026 | If the NGO operates an office, training centre, kitchen, or regular collection point that meets bulk-generator thresholds, four-stream segregation, CPCB portal registration, and annual return apply — same as any other generator. |
Depends on what is on your site
| Rule | What it asks of you |
|---|---|
| Groundwater (CGWA) | Applies if the NGO campus or programme site extracts groundwater through a borewell. Small offices on municipal supply typically skip this. |
| E-Waste Rules 2022 | E-waste collection camps and office IT discards must go only to a registered producer, refurbisher, or recycler — NGOs cannot stockpile or sell to informal scrap without that handover. |
| Battery Waste 2022 | UPS/inverter batteries at the office, and batteries collected in community camps, must be stored separately and given to an authorised collector/recycler. |
| DG set (Air Act) | Applies only if the NGO site runs a diesel generator. Acoustic enclosure and consent conditions follow the same Air Act rules as other facilities. |
| Noise Rules 2000 | Loudspeakers, PA systems, and night-time cleanliness rallies must respect zone ambient limits and the 10pm–6am loudspeaker ban unless a local permission exists. |
| Diesel storage (PESO) | Only if the NGO stores bulk diesel for a DG set above the Petroleum Rules threshold. Most small offices never hit this. |
| C&D Waste | Applies when the NGO renovates its own premises, or runs debris/cleanup programmes that generate construction or demolition waste — it must go to the ULB-authorised channel, not a vacant plot. |
| 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. |
Recommended good practice
None for this organisation type.
This guide explains how the app helps you keep records. It is not legal advice; your regulator's notification is the final word.
10. Job sheets for each person
Print the section for each person and hand it over with their login. It lists only the jobs that are usually theirs; their role guide explains how to do any job in the app.
Manager
Every year
- Annual HSD tank integrity inspection (only if Diesel storage (PESO) applies)
How to do these in the app: Manager guide.
Compliance officer (Manager access)
Every month
- Central Ground Water Authority (CGWA) abstraction and compliance data submission (only if Groundwater (CGWA) applies)
Every year
- SWM Annual Return (if BWG)
- POSH annual report to District Officer (only if POSH Internal Complaints Committee applies)
Before the licence expires
- CGWA NOC renewal task (only if Groundwater (CGWA) applies)
- PESO licence renewal task (only if Diesel storage (PESO) applies)
Before the licence expires
- SPCB DG set CTO renewal task (only if DG set (Air Act) 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 applies)
Every month
- Monthly single-use plastic ban audit
- Dry plastic waste to authorized recycler
- Monthly no-open-burning declaration
- Monthly rainwater harvesting structure maintenance log (each rainwater pit) (only if Groundwater (CGWA) applies)
Every year
- Annual DG stack emission test (SPM/SO₂/NOₓ) (each DG set) (only if DG set (Air Act) applies)
- Annual noise level test at property boundary (only if Noise Rules 2000 applies)
- Fuel storage area fire safety check (only if Diesel storage (PESO) applies)
Each time it happens
- E-waste handover receipt from registered producer/refurbisher/recycler (only if E-Waste Rules 2022 applies)
- Spent battery handover receipt / take-back confirmation (only if Battery Waste 2022 applies)
- C&D waste dispatch to authorized processor receipt (only if C&D Waste 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 applies)
- Daily borewell pump run log (each borewell) (only if Groundwater (CGWA) applies)
Every week
- On-site C&D waste segregation zone photo (4-category) (only if C&D Waste applies)
- Weekly groundwater abstraction log (per borewell) (each borewell) (only if Groundwater (CGWA) applies)
Every month
- Monthly groundwater level monitoring (each borewell) (only if Groundwater (CGWA) applies)
- Sanitary waste stream handover log (SWM 2026)
- Special-care waste stream handover log (SWM 2026)
Each time it happens
- DG run log entry (per operation) (each DG set) (only if DG set (Air Act) applies)
How to do these in the app: Worker guide.