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
- Research Institute / Think Tank
- All 54 organisation guides
Research Institute / R&D Centre: setup and training guide
On this page
This page is the part of the onboarding kit that is specific to a Research Institute / R&D Centre. 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 Research Institute | 6 |
| Rules that depend on what is on your site | 17 |
| Good-practice rules (recommended) | 6 |
| One-time setup items (photos, documents, certificates) | 76 |
| Recurring jobs (daily to yearly) | 72 |
| Things you log when they happen | 21 |
| Licence renewals tracked | 22 |
| Statutory filings | 8 |
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 | Institute Director / Campus Administrator | Yes | 40 |
| Compliance officer | Manager | SPCB / CPCB regulatory liaison | Yes | 60 |
| Lab safety coordinator | Supervisor | Chemical lab safety and HWM storage | Only if your site needs it | 3 |
| Bio-medical waste coordinator | Supervisor | Bio-medical waste coordinator | Only if your site needs it | 11 |
| Operations supervisor | Supervisor | Campus facilities / maintenance supervisor | Yes | 52 |
| Kitchen supervisor | Supervisor | Canteen / cafeteria supervisor | Only if your site needs it | 3 |
| Housekeeping / floor staff | Worker | Housekeeping / waste collection staff | Yes | 26 |
| Lab / technical staff | Worker | Lab waste handling / HWM manifests | Only if your site needs it | 3 |
| Nurse / ward in-charge | Supervisor | Bio-medical lab / sample handling lead | Only if your site needs it | 1 |
App access decides what a person sees. Manager: the web portal and the phone app, with setup, approvals, reports and filings. Supervisor: the phone app, with their team's jobs and approvals. Worker: the phone app, with their own jobs only.
3. Before setup: have these ready
Questions the setup will ask about your site
Setup takes about 30 to 45 minutes if you have these answers to hand. "Not sure" is fine for anything you can find out later; you can change answers afterwards.
Numbers
- Diesel generator count on campus
- Diesel/fuel storage capacity on site
- 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?
- Animal house on site?
- Bio medical lab on site?
- Biotech gmo research on site?
- Borewell on site?
- Canteen on site?
- Chem eng lab on site?
- Lab ETP required on site?
- Mercury equipment on site?
- Has dedicated research laboratories?
- Canteen/cafeteria run by an outsourced catering vendor (vs. run by the institute itself)?
- Rainwater harvesting on site?
- Employs 10 or more people (incl. contract/interns)?
- Uses septic tank / storage tank (no onsite STP)?
- Local body requires a trade licence?
- Security guards supplied by an agency?
- Holds an SPCB consent (Water / Air Act) or hazardous-waste authorisation?
- Holds an Environmental Clearance (EIA 2006)?
- On-site sewage treatment plant?
- State law requires rainwater harvesting here (derived from state and plot area; not asked)?
- Rooftop / ground-mounted solar plant on site?
- Commercial piped natural gas (PNG) connection?
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 |
|---|---|
| ☐ Assessment: does institute hold a registered CPCB e-waste producer/recycler role? | Always |
| ☐ SPCB HWM authorization | Always |
| ☐ DG exhaust stack height compliance certificate (each DG set) | Always |
| ☐ CPCSEA animal facility / IAEC registration | If CPCSEA Guidelines (animal house/research) applies |
| ☐ IBSC registration | If GMO / Recombinant DNA Safety Guidelines applies |
| ☐ IBSC project-level biosafety clearance | If GMO / Recombinant DNA Safety Guidelines applies |
| ☐ CPCB BWG registration | Always |
| ☐ FSSAI license | If FSSAI Act 2006 applies |
| ☐ Electrical and electronic equipment (EEE) asset register | Always |
| ☐ CPCB-registered e-waste recycler authorization copy | Always |
| ☐ Compliant carry-bag procurement record | Always |
| ☐ BMW SPCB/PCC authorization certificate | If BMW Rules 2016 (bio/medical labs) applies |
| ☐ CBWTF contract + SPCB auth (if sharps/BMW generated) | If BMW Rules 2016 (bio/medical labs) applies |
| ☐ BMW Coordinator appointment letter + training certificate | If BMW Rules 2016 (bio/medical labs) applies |
| ☐ Mercury thermometer/sphygmomanometer phase-out plan | If Minamata Convention / Mercury Phase-Out applies |
| ☐ CPCB-authorized mercury recycler authorization copy | If Minamata Convention / Mercury Phase-Out applies |
| ☐ Dental amalgam separator installation certificate | If Minamata Convention / Mercury Phase-Out applies |
| ☐ Battery asset register (UPS/inverter/solar systems) | Always |
| ☐ CPCB-authorized battery recycler authorization copy | Always |
| ☐ Fire Safety NOC from State Fire Service | 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 |
| ☐ 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 |
| ☐ ETP/STP SPCB Consent to Operate (each ETP) | If Water Act 1974 / ETP applies |
| ☐ PESO petroleum storage license | If Diesel Storage Licence (PESO) applies |
| ☐ SPCB Consent to Operate (CTO) for diesel generator (DG) | Always |
| ☐ Shops & Establishments Act registration | Always |
| ☐ POSH Internal Complaints Committee constitution (incl. external member) | If POSH Internal Complaints Committee applies |
| ☐ STP Consent to Operate from SPCB (each STP) | If Water Act 1974 / ETP applies |
| ☐ EBWGR certificates (dry, sanitary and special-care waste; wet waste if not processed on site) | Always |
| ☐ Lift licence / registration (each lift) | If Lifts & escalators applies |
| ☐ Lift maintenance contract (AMC) | If Lifts & escalators applies |
| ☐ Lift third-party insurance | If Lifts & escalators applies |
| ☐ Electrical installation inspection / self-certification | Always |
| ☐ Electrical Safety Officer appointment | Always |
| ☐ Fire-safe wiring and supply isolation certificate | Always |
| ☐ Municipal trade / health trade licence | If Trade licence applies |
| ☐ Occupancy / completion certificate | Always |
| ☐ Structural stability certificate | Always |
| ☐ Contractor labour licences (50 or more contract workers) | Always |
| ☐ Security agency licence (PSARA) | Always |
| ☐ Privacy notice for residents / visitors / customers / staff | Always |
| ☐ Personal data breach response plan | Always |
| ☐ EIA Environment Clearance conditions document | If Environmental Clearance (EIA) 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 |
| ☐ PESO storage licence for the LPG cylinder bank (above 100 kg) | Always |
| ☐ Piped natural gas (PNG) installation third-party safety certificate | Always |
| ☐ Crèche facility for employees' children (50 or more employees) | Always |
| ☐ Pest-control operator's licence (Insecticides Rules 1971) | If FSSAI Act 2006 applies |
4. Setup evidence: your first-weeks checklist
Setup evidence is the one-time proof of what is on your site: a photo of each bin, the STP nameplate, a copy of each licence. After setup each item appears as a job under Setup Evidence. Photo items for equipment start with a scan of that item's QR sticker, so stick the stickers on first (see Setup evidence and QR stickers).
Compliance officer
| Item | Evidence | Needed |
|---|---|---|
| ☐ Assessment: does institute hold a registered CPCB e-waste producer/recycler role? | Document | Always |
| ☐ SPCB HWM authorization | Certificate | Always |
| ☐ Dedicated HWM storage area photo (bunded, ventilated, labelled) | Photo | Always |
| ☐ DG exhaust stack height compliance certificate (each DG set) | Document | Always |
| ☐ CPCSEA animal facility / IAEC registration | Certificate | If CPCSEA Guidelines (animal house/research) applies |
| ☐ IBSC registration | Certificate | If GMO / Recombinant DNA Safety Guidelines applies |
| ☐ IBSC project-level biosafety clearance | Document | If GMO / Recombinant DNA Safety Guidelines applies |
| ☐ CPCB BWG registration | Certificate | Always |
| ☐ FSSAI license | Certificate | If FSSAI Act 2006 applies |
| ☐ CPCB-registered e-waste recycler authorization copy | Certificate | Always |
| ☐ BMW SPCB/PCC authorization certificate | Certificate | If BMW Rules 2016 (bio/medical labs) applies |
| ☐ Mercury thermometer/sphygmomanometer phase-out plan | Document | If Minamata Convention / Mercury Phase-Out applies |
| ☐ CPCB-authorized battery recycler authorization copy | Certificate | Always |
| ☐ Fire Safety NOC from State Fire Service | Certificate | Always |
| ☐ ULB approval/intimation for large C&D projects | Document | If C&D Waste Management Rules 2025 applies |
| ☐ CGWA NOC or exemption certificate | Certificate | If CGWA Groundwater Rules applies |
| ☐ ETP/STP SPCB Consent to Operate (each ETP) | Certificate | If Water Act 1974 / ETP applies |
| ☐ PESO petroleum storage license | Certificate | If Diesel Storage Licence (PESO) applies |
| ☐ SPCB Consent to Operate (CTO) for diesel generator (DG) | Certificate | Always |
| ☐ Shops & Establishments Act registration | Certificate | Always |
| ☐ POSH Internal Complaints Committee constitution (incl. external member) | Document | If POSH Internal Complaints Committee applies |
| ☐ STP Consent to Operate from SPCB (each STP) | Certificate | If Water Act 1974 / ETP applies |
| ☐ EBWGR certificates (dry, sanitary and special-care waste; wet waste if not processed on site) | Certificate | Always |
| ☐ EIA Environment Clearance conditions document | Document | If Environmental Clearance (EIA) 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 |
| ☐ PESO storage licence for the LPG cylinder bank (above 100 kg) | Certificate | Always |
| ☐ Piped natural gas (PNG) installation third-party safety certificate | Certificate | Always |
| ☐ Crèche facility for employees' children (50 or more employees) | Document | Always |
| ☐ Pest-control operator's licence (Insecticides Rules 1971) | Certificate | If FSSAI Act 2006 applies |
Lab safety coordinator
| Item | Evidence | Needed |
|---|---|---|
| ☐ Lab waste segregation guide displayed in each lab | Photo | Always |
Manager
| Item | Evidence | Needed |
|---|---|---|
| ☐ DG acoustic enclosure installation photo (each DG set) | Photo | Always |
| ☐ Bin overview photo (position, label & lid) — per bin (each bin) | Photo | Always |
| ☐ Age-appropriate multilingual segregation signage | Photo | Always |
| ☐ Electrical and electronic equipment (EEE) asset register | Document | Always |
| ☐ Compliant carry-bag procurement record | 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 |
| ☐ Rainwater harvesting system installation certificate (each rainwater pit) | Document | If CGWA Groundwater Rules / Rainwater harvesting applies |
| ☐ Secondary containment (bunding) photo | Photo | If Diesel Storage Licence (PESO) applies |
| ☐ Composting unit full overview (each compost unit) | Photo | Always |
| ☐ Diesel generator (DG) set — full installation overview (each DG set) | Photo | Always |
| ☐ STP full installation overview (each STP) | Photo | If Water Act 1974 / ETP applies |
| ☐ Consent-to-Operate document displayed near STP (each STP) | Photo | If Water Act 1974 / ETP 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 | If Trade licence applies |
| ☐ Occupancy / completion certificate | Certificate | Always |
| ☐ Structural stability certificate | Certificate | Always |
| ☐ Contractor labour licences (50 or more contract workers) | Certificate | Always |
| ☐ Security agency licence (PSARA) | Certificate | Always |
| ☐ Privacy notice for residents / visitors / customers / staff | Document | Always |
| ☐ Named contact for personal-data grievances | Declaration | Always |
| ☐ Personal data breach response plan | Document | Always |
Housekeeping / floor staff
| Item | Evidence | Needed |
|---|---|---|
| ☐ BMW color-coded bin setup photo (each ward) | Photo | If BMW Rules 2016 (bio/medical labs) applies |
| ☐ Mercury spill response kit availability photo | Photo | If Minamata Convention / Mercury Phase-Out applies |
Bio-medical waste coordinator
| Item | Evidence | Needed |
|---|---|---|
| ☐ CBWTF contract + SPCB auth (if sharps/BMW generated) | Document | If BMW Rules 2016 (bio/medical labs) applies |
| ☐ BMW Coordinator appointment letter + training certificate | Document | If BMW Rules 2016 (bio/medical labs) applies |
| ☐ Dedicated BMW storage area photo (labeled, refrigerated if required) | Photo | If BMW Rules 2016 (bio/medical labs) applies |
| ☐ CPCB-authorized mercury recycler authorization copy | Certificate | If Minamata Convention / Mercury Phase-Out applies |
| ☐ Dental amalgam separator installation certificate | Certificate | If Minamata Convention / Mercury Phase-Out applies |
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 | Always |
| ☐ STP capacity nameplate or equipment label (each STP) | Photo | If Water Act 1974 / ETP applies |
| ☐ STP inlet connection from building drainage (each STP) | Photo | If Water Act 1974 / ETP applies |
| ☐ STP outlet pipe destination connection (each STP) | Photo | If Water Act 1974 / ETP applies |
| ☐ STP sludge disposal / drying area (each STP) | Photo | If Water Act 1974 / ETP 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 |
|---|---|---|---|
| Animal house biological waste log | Housekeeping / floor staff | Readings | If BMW Rules 2016 (bio/medical labs) / CPCSEA Guidelines (animal house/research) applies |
| Lab autoclave (steam sterilizer) operation log | Housekeeping / floor staff | Readings | If BMW Rules 2016 (bio/medical labs) / CPCSEA Guidelines (animal house/research) applies |
| Daily campus waste log by SWM stream | Housekeeping / floor staff | Readings | Always |
| Canteen food + garden waste composting log | Housekeeping / floor staff | Readings | Always |
| Daily garden/leaf waste composting or disposal log | Housekeeping / floor staff | Readings | Always |
| BMW daily generation log by enabled category | Nurse / ward in-charge | Readings | If BMW Rules 2016 (bio/medical labs) applies |
| BMW 48-hour on-site storage compliance check | Bio-medical waste coordinator | Checklist | If BMW Rules 2016 (bio/medical labs) applies |
| Liquid BMW / lab waste disinfection log | Lab / technical staff | Readings | If BMW Rules 2016 (bio/medical labs) / Water Act 1974 / ETP applies |
| Daily C&D waste volume log by category | Housekeeping / floor staff | Readings | If C&D Waste Management Rules 2025 applies |
| Daily borewell pump run log (each borewell) | Housekeeping / floor staff | Readings | If CGWA Groundwater Rules applies |
Every week
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| On-site C&D waste segregation zone photo (4-category) | Housekeeping / floor staff | Photo | If C&D Waste Management Rules 2025 applies |
| No unauthorized C&D dumping declaration | Operations supervisor | Declaration | If C&D Waste Management Rules 2025 applies |
| Weekly groundwater abstraction log (per borewell) (each borewell) | Housekeeping / floor staff | Readings | If CGWA Groundwater Rules applies |
Every month
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Cooling tower blowdown water quality and disposal log | Housekeeping / floor staff | Document | If Water Act 1974 / ETP applies |
| Spent lab acid/alkali neutralization and disposal log | Operations supervisor | Document | Always |
| HWM storage inspection (≤90 days, no mixing) | Lab / technical staff | Photo | Always |
| Monthly no-open-burning declaration | Operations supervisor | Declaration | Always |
| Dry waste dispatch to authorized recycler | Housekeeping / floor staff | Document | Always |
| Monthly Schedule 4 hygiene inspection | Kitchen supervisor | Checklist | If FSSAI Act 2006 applies |
| Pest control treatment record | Kitchen supervisor | Document | If FSSAI Act 2006 applies |
| UCO handover to FSSAI-registered aggregator | Housekeeping / floor staff | Document | If FSSAI Act 2006 applies |
| Monthly check — no e-waste in general waste bins | Housekeeping / floor staff | Checklist | Always |
| Monthly SUP ban audit (canteen + tuck shop) | Operations supervisor | Checklist | Always |
| Dry plastic waste to authorized recycler | Operations supervisor | Document | Always |
| Monthly BMW never in general waste check | Bio-medical waste coordinator | Checklist | If BMW Rules 2016 (bio/medical labs) applies |
| Monthly no-mercury-to-drain declaration | Bio-medical waste coordinator | Declaration | If Minamata Convention / Mercury Phase-Out applies |
| Monthly check — no batteries in general waste | Housekeeping / floor staff | Checklist | Always |
| 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 | If CGWA Groundwater Rules / Water Act 1974 / ETP applies |
| Monthly ETP performance log (each ETP) | Housekeeping / floor staff | Readings | If Water Act 1974 / ETP applies |
| Monthly ETP effluent quality test (each STP) | Operations supervisor | Document | If Water Act 1974 / ETP applies |
| ETP sludge disposal log/receipt (each ETP) | Operations supervisor | Document | If Water Act 1974 / ETP 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 CGWA Groundwater Rules / Rainwater harvesting applies |
| Septic tank / cesspool desludging log (each septic tank) | Housekeeping / floor staff | Document | If Sewage Treatment Plant (STP) Consent applies |
| Monthly lift maintenance visit (each lift) | Operations supervisor | Checklist | If Lifts & escalators applies |
| Monthly first-aid box check | Operations supervisor | Checklist | Always |
| Used engine oil handover to a registered collection agent / recycler | Operations supervisor | Readings | Always |
| Monthly STP performance log (each STP) | Operations supervisor | Readings | If Sewage Treatment Plant (STP) Consent applies |
| Treated effluent reuse log (gardening/flushing) (each STP) | Operations supervisor | Readings | If Sewage Treatment Plant (STP) Consent applies |
| STP sludge disposal log (each STP) | Operations supervisor | Document | If Sewage Treatment Plant (STP) Consent applies |
Every quarter
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Quarterly Eco-Club plastic awareness activity | Operations supervisor | Document | Always |
| Quarterly fire escape signage and emergency lighting check | Operations supervisor | Photo | Always |
| Fire drill and staff evacuation training record | Operations supervisor | Document | Always |
| 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 LPG/CNG gas installation safety check | Operations supervisor | Document | Always |
Every six months
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| BMW segregation and handling staff training | Bio-medical waste coordinator | Document | If BMW Rules 2016 (bio/medical labs) applies |
| 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 |
Every year
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Chemistry lab fume hood annual performance inspection | Lab safety coordinator | Document | Always |
| Mechanical workshop LEV / dust control annual inspection | Lab safety coordinator | Checklist | Always |
| Annual DG stack emission test (SPM/SO₂/NOₓ) (each DG set) | Operations supervisor | Document | Always |
| Kitchen staff annual health certificate | Manager | Document | If FSSAI Act 2006 applies |
| Annual mercury-containing device inventory | Compliance officer | Document | If Minamata Convention / Mercury Phase-Out applies |
| Annual noise level test at property boundary | Operations supervisor | Document | If Noise Pollution Rules 2000 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 | If FSSAI Act 2006 applies |
| Annual HSD tank integrity inspection | Manager | Document | If Diesel Storage Licence (PESO) applies |
| Fuel storage area fire safety check | Operations supervisor | Checklist | If Diesel Storage Licence (PESO) applies |
| Annual fire system service / hydro-test (IS 2190) | Compliance officer | Document | Always |
| POSH annual report to District Officer | Compliance officer | Document | If POSH Internal Complaints Committee applies |
| 2-year STP installation plan / approval (no on-site STP) | Compliance officer | Document | If Sewage Treatment Plant (STP) Consent applies |
| Annual lift safety certificate / inspection report | Operations supervisor | Document | If Lifts & escalators applies |
| Annual earth resistance test | Operations supervisor | Document | Always |
| Electrical Safety Officer annual inspection and test report | Operations supervisor | Document | Always |
| Annual review and erasure of personal data no longer needed | Operations supervisor | Checklist | Always |
| Annual 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 |
|---|---|---|---|
| HWM Form 10 dispatch manifest (per hazardous dispatch) | Each time it happens | Lab / technical staff | Always |
| BS-VI ULSD fuel purchase invoice | Each time it happens | Housekeeping / floor staff | Always |
| DG run log entry (per operation) (each DG set) | Each time it happens | Housekeeping / floor staff | Always |
| ULB vehicle handover receipt | Each time it happens | Housekeeping / floor staff | Always |
| Equipment decontamination before e-waste handover (lab / clinical equipment) | Each time it happens | Housekeeping / floor staff | Always |
| E-waste handover receipt from registered producer/refurbisher/recycler | Each time it happens | Operations supervisor | Always |
| Certificate of destruction / processing certificate (where provided) | Each time it happens | Operations supervisor | Always |
| CBWTF collection receipt (quantity per category) | Each time it happens | Operations supervisor | If BMW Rules 2016 (bio/medical labs) applies |
| BMW bag barcode scan at generation and dispatch | Each time it happens | Operations supervisor | If BMW Rules 2016 (bio/medical labs) applies |
| Deep burial cell use log (only if CBWTF > 5 km) | Each time it happens | Housekeeping / floor staff | If BMW Rules 2016 (bio/medical labs) applies |
| Amalgam separator sludge disposal to mercury recycler | Each time it happens | Bio-medical waste coordinator | If Minamata Convention / Mercury Phase-Out applies |
| Extracted teeth with amalgam fillings — mercury recycler receipt | Each time it happens | Bio-medical waste coordinator | If Minamata Convention / Mercury Phase-Out applies |
| 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 |
| Faecal sludge transport manifest / FSTP receipt (each septic tank) | Each time it happens | Operations supervisor | If Sewage Treatment Plant (STP) Consent applies |
| Lift accident report to the inspector | Each time it happens | Operations supervisor | If Lifts & escalators applies |
| Electrical accident intimation | Each time it happens | Operations supervisor | Always |
| 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 |
|---|---|---|
| FSSAI licence renewal task (pre-expiry) | Compliance officer | If FSSAI Act 2006 applies |
| CGWA NOC renewal task | Compliance officer | If CGWA Groundwater Rules applies |
| Fire NOC renewal task | Compliance officer | Always |
| BMW authorisation renewal task | Compliance officer | If BMW Rules 2016 (bio/medical labs) applies |
| ETP CTO renewal task | Compliance officer | If Water Act 1974 / ETP applies |
| HWM authorisation renewal task | Compliance officer | Always |
| PESO licence renewal task | Compliance officer | If Diesel Storage Licence (PESO) applies |
| SPCB DG set CTO renewal task | Compliance officer | Always |
| CPCSEA/IAEC registration renewal reminder (5-year cycle) | Compliance officer | If CPCSEA Guidelines (animal house/research) applies |
| Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates) | Compliance officer | Always |
| STP Consent-to-Operate (CTO) renewal | Compliance officer | If Water Act 1974 / ETP applies |
| Lift licence / registration — renewal | Manager | If Lifts & escalators applies |
| Lift maintenance contract (AMC) — renewal | Manager | If Lifts & escalators applies |
| Lift third-party insurance — renewal | Manager | If Lifts & escalators applies |
| Electrical installation inspection / self-certification — renewal | Manager | Always |
| Municipal trade / health trade licence — renewal | Manager | If Trade licence applies |
| 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 | If FSSAI Act 2006 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 |
| HWM Form 4 Annual Return | 30 June every year | – | HWM Rules 2016 | Always |
| BMW Form IV Annual Return | 30 June every year | – | BMW Rules 2016 (bio/medical labs) | If the rule applies |
| CPCSEA Annual Report | 30 June every year | – | CPCSEA Guidelines (animal house/research) | If the rule applies |
| RCGM Annual Return | 30 June every year | – | GMO / Recombinant DNA Safety Guidelines | 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 |
| FSSAI Annual Fee + FSCR Filing | 31 March every year | FoSCoS | FSSAI Act 2006 | If the rule applies |
| 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 | |
| HWM Rules 2016 | |
| E-Waste Rules 2022 | |
| Air Act 1981 | |
| Plastic Waste Management Rules, 2016 (as amended) | |
| Battery Waste Rules 2022 |
Depends on what is on your site
| Rule | What it asks of you |
|---|---|
| FSSAI Act 2006 | |
| BMW Rules 2016 (bio/medical labs) | |
| Minamata Convention / Mercury Phase-Out | |
| CGWA Groundwater Rules | |
| Water Act 1974 / ETP | |
| CPCSEA Guidelines (animal house/research) | |
| GMO / Recombinant DNA Safety Guidelines | |
| Noise Pollution Rules 2000 | |
| C&D Waste Management Rules 2025 | |
| Diesel Storage Licence (PESO) | Storing more than 2,500L of diesel for DG backup requires a PESO storage licence and periodic tank safety certification. |
| 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. |
| Sewage Treatment Plant (STP) Consent | Operating an on-site STP needs SPCB Consent to Operate plus monthly performance and sludge-disposal logs. |
| 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. |
| 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. |
| 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. |
Recommended good practice
| Rule | What it asks of you |
|---|---|
| Fire Safety / NBC / Campus Evacuation | |
| 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. |
| Occupancy & structure | The occupancy certificate is the document other licences ask for; in Maharashtra and Gujarat an older building also needs a current structural stability certificate. |
| Site labour duties | These are the labour duties that show up on site — a stocked first-aid box, an accident notice, and proof that the agencies supplying your housekeeping and security staff are licensed. Wages, provident fund and ESI stay with payroll. |
| Personal data protection | Resident, visitor, guest, patient, student and staff records — and CCTV — are personal data. The core duties start on 13 May 2027; these tasks get the notice, breach plan and grievance contact in place before then. |
This guide explains how the app helps you keep records. It is not legal advice; your regulator's notification is the final word.
10. Job sheets for each person
Print the section for each person and hand it over with their login. It lists only the jobs that are usually theirs; their role guide explains how to do any job in the app.
Manager
Every year
- Kitchen staff annual health certificate (only if FSSAI Act 2006 applies)
- Annual HSD tank integrity inspection (only if Diesel Storage Licence (PESO) applies)
- Environmental Statement (Form V) to the SPCB (30 September) (only if Environmental Statement (Form V) applies)
Each time it happens
- 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 (only if Trade licence applies)
- 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 month
- 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
- HWM Form 4 annual return (June 30)
- CPCSEA annual animal use and welfare report (only if CPCSEA Guidelines (animal house/research) applies)
- RCGM annual research return (only if GMO / Recombinant DNA Safety Guidelines applies)
- SWM Annual Return (if BWG)
- BMW Annual Return Form IV (June 30) (only if BMW Rules 2016 (bio/medical labs) applies)
- Annual mercury-containing device inventory (only if Minamata Convention / Mercury Phase-Out applies)
- Outsourced caterer / food vendor FSSAI licence audit (only if FSSAI Act 2006 applies)
- Annual fire system service / hydro-test (IS 2190)
- POSH annual report to District Officer (only if POSH Internal Complaints Committee applies)
- 2-year STP installation plan / approval (no on-site STP) (only if Sewage Treatment Plant (STP) Consent applies)
- 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) (only if FSSAI Act 2006 applies)
- CGWA NOC renewal task (only if CGWA Groundwater Rules applies)
- Fire NOC renewal task
- BMW authorisation renewal task (only if BMW Rules 2016 (bio/medical labs) applies)
- HWM authorisation renewal task
- PESO licence renewal task (only if Diesel Storage Licence (PESO) applies)
- CPCSEA/IAEC registration renewal reminder (5-year cycle) (only if CPCSEA Guidelines (animal house/research) 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 (only if FSSAI Act 2006 applies)
Before the licence expires
- ETP CTO renewal task (each ETP) (only if Water Act 1974 / ETP applies)
- SPCB DG set CTO renewal task
- STP Consent-to-Operate (CTO) renewal (each STP) (only if Water Act 1974 / ETP applies)
How to do these in the app: Manager guide.
Lab safety coordinator (Supervisor access)
Every year
- Chemistry lab fume hood annual performance inspection
- Mechanical workshop LEV / dust control annual inspection
How to do these in the app: Supervisor guide.
Bio-medical waste coordinator (Supervisor access)
Every day
- BMW 48-hour on-site storage compliance check (only if BMW Rules 2016 (bio/medical labs) applies)
Every month
- Monthly BMW never in general waste check (only if BMW Rules 2016 (bio/medical labs) applies)
- Monthly no-mercury-to-drain declaration (only if Minamata Convention / Mercury Phase-Out applies)
Every six months
- BMW segregation and handling staff training (only if BMW Rules 2016 (bio/medical labs) applies)
Each time it happens
- Amalgam separator sludge disposal to mercury recycler (only if Minamata Convention / Mercury Phase-Out applies)
- Extracted teeth with amalgam fillings — mercury recycler receipt (only if Minamata Convention / Mercury Phase-Out applies)
How to do these in the app: Supervisor guide.
Operations supervisor (Supervisor access)
Every week
- No unauthorized C&D dumping declaration (only if C&D Waste Management Rules 2025 applies)
Every month
- Spent lab acid/alkali neutralization and disposal log
- Monthly no-open-burning declaration
- Monthly SUP ban audit (canteen + tuck shop)
- Dry plastic waste to authorized recycler
- Fire system maintenance (extinguishers, hydrants, sprinklers)
- No effluent to groundwater declaration (only if CGWA Groundwater Rules / Water Act 1974 / ETP applies)
- Monthly ETP effluent quality test (each STP) (only if Water Act 1974 / ETP applies)
- ETP sludge disposal log/receipt (each ETP) (only if Water Act 1974 / ETP applies)
- 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 STP performance log (each STP) (only if Sewage Treatment Plant (STP) Consent applies)
- Treated effluent reuse log (gardening/flushing) (each STP) (only if Sewage Treatment Plant (STP) Consent applies)
- STP sludge disposal log (each STP) (only if Sewage Treatment Plant (STP) Consent applies)
Every quarter
- Quarterly Eco-Club plastic awareness activity
- 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 LPG/CNG gas installation safety check
Every six months
- Six-monthly lift test by an authorised person (each lift) (only if Lifts & escalators applies)
- Lift rescue mock drill (only if Lifts & escalators applies)
Every year
- Annual DG stack emission test (SPM/SO₂/NOₓ) (each DG set)
- Annual noise level test at property boundary (only if Noise Pollution Rules 2000 applies)
- Annual pre-monsoon groundwater quality test (each borewell) (only if CGWA Groundwater Rules applies)
- Fuel storage area fire safety check (only if Diesel Storage Licence (PESO) applies)
- Annual lift safety certificate / inspection report (only if Lifts & escalators applies)
- Annual earth resistance test
- Electrical Safety Officer annual inspection and test report
- Annual review and erasure of personal data no longer needed
Each time it happens
- E-waste handover receipt from registered producer/refurbisher/recycler
- Certificate of destruction / processing certificate (where provided)
- CBWTF collection receipt (quantity per category) (only if BMW Rules 2016 (bio/medical labs) applies)
- BMW bag barcode scan at generation and dispatch (only if BMW Rules 2016 (bio/medical labs) applies)
- 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) (only if Sewage Treatment Plant (STP) Consent applies)
- Lift accident report to the inspector (only if Lifts & escalators applies)
- Electrical accident intimation
- Workplace accident / dangerous occurrence notice
How to do these in the app: Supervisor guide.
Kitchen supervisor (Supervisor access)
Every month
- Monthly Schedule 4 hygiene inspection (only if FSSAI Act 2006 applies)
- Pest control treatment record (only if FSSAI Act 2006 applies)
Every year
- FSSAI annual fee payment + Food Safety Compliance Report (FSCR) filing (only if FSSAI Act 2006 applies)
How to do these in the app: Supervisor guide.
Housekeeping / floor staff (Worker access)
Every day
- Animal house biological waste log (only if BMW Rules 2016 (bio/medical labs) / CPCSEA Guidelines (animal house/research) applies)
- Lab autoclave (steam sterilizer) operation log (only if BMW Rules 2016 (bio/medical labs) / CPCSEA Guidelines (animal house/research) applies)
- Daily campus waste log by SWM stream
- Canteen food + garden waste composting log
- Daily garden/leaf waste composting or disposal log
- Daily C&D waste volume log by category (only if C&D Waste Management Rules 2025 applies)
- Daily borewell pump run log (each borewell) (only if CGWA Groundwater Rules applies)
Every week
- On-site C&D waste segregation zone photo (4-category) (only if C&D Waste Management Rules 2025 applies)
- Weekly groundwater abstraction log (per borewell) (each borewell) (only if CGWA Groundwater Rules applies)
Every month
- Cooling tower blowdown water quality and disposal log (only if Water Act 1974 / ETP applies)
- Dry waste dispatch to authorized recycler
- UCO handover to FSSAI-registered aggregator (only if FSSAI Act 2006 applies)
- Monthly check — no e-waste in general waste bins
- Monthly check — no batteries in general waste
- Monthly groundwater level monitoring (each borewell) (only if CGWA Groundwater Rules applies)
- Monthly ETP performance log (each ETP) (only if Water Act 1974 / ETP applies)
- Sanitary waste stream handover log (SWM 2026)
- Special-care waste stream handover log (SWM 2026)
- Septic tank / cesspool desludging log (each septic tank) (only if Sewage Treatment Plant (STP) Consent applies)
Each time it happens
- BS-VI ULSD fuel purchase invoice
- DG run log entry (per operation) (each DG set)
- ULB vehicle handover receipt
- Equipment decontamination before e-waste handover (lab / clinical equipment)
- Deep burial cell use log (only if CBWTF > 5 km) (only if BMW Rules 2016 (bio/medical labs) applies)
How to do these in the app: Worker guide.
Lab / technical staff (Worker access)
Every day
- Liquid BMW / lab waste disinfection log (only if BMW Rules 2016 (bio/medical labs) / Water Act 1974 / ETP applies)
Every month
- HWM storage inspection (≤90 days, no mixing)
Each time it happens
- HWM Form 10 dispatch manifest (per hazardous dispatch)
How to do these in the app: Worker guide.
Nurse / ward in-charge (Supervisor access)
Every day
- BMW daily generation log by enabled category (only if BMW Rules 2016 (bio/medical labs) applies)
How to do these in the app: Supervisor guide.