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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
- RWA / Housing Society / Gated Community
- All 54 organisation guides
Residential Welfare Association (RWA): setup and training guide
On this page
This page is the part of the onboarding kit that is specific to a Residential Welfare Association (RWA). 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 Residential Welfare Association | 4 |
| Rules that depend on what is on your site | 22 |
| Good-practice rules (recommended) | 4 |
| One-time setup items (photos, documents, certificates) | 67 |
| Recurring jobs (daily to yearly) | 69 |
| Things you log when they happen | 18 |
| Licence renewals tracked | 18 |
| Statutory filings | 7 |
Most sites end up with fewer than the maximum, because the setup questions switch off what does not apply.
2. Who you need on the app
Each row is a job in your organisation, not necessarily a separate person. In a small site one person often holds several rows: the manager is usually also the compliance officer. Every person signs in with their own account, so the record shows who did what.
| Role | App access | What they look after | Needed? | Items they own |
|---|---|---|---|---|
| Manager | Manager | Facility Manager / MC Secretary: overall accountability, approvals, compliance filings | Yes | 21 |
| Operations supervisor | Supervisor | Head Sweeper / Zone Supervisor: defaulter review, spot checks, team management | Yes | 50 |
| Housekeeping / floor staff | Worker | Sweeper / Housekeeping: daily logging, defaulter flagging, task execution | Yes | 27 |
| Compliance officer | Manager | Dedicated compliance calendar/cert-expiry owner: required once compliance complexity is set to High; smaller RWAs can have the General Manager own this instead | Only if your site needs it | 78 |
| Kitchen supervisor | Supervisor | Kitchen hygiene, food waste, used cooking oil and FSSAI records. | 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
- Number of DG sets on premises
- Diesel fuel storage capacity (litres)
- Embedded commercial shop units
- 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?
- Borewell on site?
- Central HVAC on site?
- Club kitchen on site?
- STP on site?
- Has on-site Effluent Treatment Plant (ETP)?
- Sells dry recyclables to authorized buyer (recycler/WH/picker)?
- Uses more than 50 litres of frying oil a day (FSSAI UCO threshold)?
- Hands over e-waste to authorised recycler / take-back programme?
- Building height above state fire-NOC threshold (~12-15m / G+4)?
- Has swimming pool / spa?
- Campus has EEE / IT assets generating e-waste?
- Campus has battery-backed UPS / inverters?
- Uses septic tank / storage tank (no onsite STP)?
- Common-area EV charging stations?
- Festive / event waste or noise programmes expected?
- Rainwater harvesting on site?
- Handles STP sludge onsite (drying beds / collection point)?
- Employs 10 or more people (incl. contract/interns)?
- Requires Shops and Establishments registration under state labour law?
- Security guards supplied by an agency?
- Holds an SPCB consent (Water / Air Act) or hazardous-waste authorisation?
- Loudspeakers / public-address system used?
- Holds the project's Environmental Clearance (transferred from the developer)?
- State law requires rainwater harvesting here (derived from state and plot area; not asked)?
- Rooftop / ground-mounted solar plant on site?
- Drinking water comes from a borewell or tanker (not only the municipal supply)?
- Serves alcohol (bar, clubhouse bar, restaurant bar)?
Other details
- Dry waste routing mode
- Compliance Complexity
- Wet waste compliance path
- No-STP wastewater scenario
Documents and licences to gather
Collect what you already have as PDFs or clear phone photos. Anything you do not have yet stays on your list as a gap; it does not block setup.
| Document | Needed |
|---|---|
| ☐ CPCB BWG portal registration | Always |
| ☐ EBWGR certificates (dry, sanitary and special-care waste; wet waste if not processed on site) | Always |
| ☐ Compliant carry-bag procurement record | Always |
| ☐ Central Ground Water Authority (CGWA) NOC or exemption certificate | If Groundwater Extraction (CGWA) applies |
| ☐ Rainwater harvesting system installation certificate (each rainwater pit) | If Groundwater Extraction (CGWA) / Rainwater harvesting applies |
| ☐ Diesel generator (DG) exhaust stack height compliance certificate (each DG set) | If Diesel Generator (DG) Air & Noise Norms applies |
| ☐ SPCB Consent to Operate (CTO) for diesel generator (DG) | If Diesel Generator (DG) Air & Noise Norms applies |
| ☐ HVAC refrigerant inventory register | If Ozone-Depleting Substances (ODS) applies |
| ☐ HVAC technician training/certification copy | If Ozone-Depleting Substances (ODS) applies |
| ☐ R-22 phase-out plan document | If Ozone-Depleting Substances (ODS) applies |
| ☐ Common area EEE (electrical/electronic equipment) asset register | Always |
| ☐ Copy of recycler's CPCB e-waste authorisation | Always |
| ☐ Battery asset register (UPS/inverter/solar systems) | Always |
| ☐ CPCB-authorised battery recycler authorisation copy | Always |
| ☐ C&D Waste Management Plan | If Construction & Demolition (C&D) Waste applies |
| ☐ ULB approval/intimation for large C&D projects | If Construction & Demolition (C&D) Waste applies |
| ☐ STP Consent to Operate from SPCB (each STP) | If Sewage Treatment Plant (STP) Consent applies |
| ☐ PESO petroleum storage licence | If Diesel Storage Licence (PESO) applies |
| ☐ FSSAI food business licence (Registration/State/Central) | If Food Safety (FSSAI) applies |
| ☐ Fire Safety NOC from State Fire Service | If Fire Safety (NOC & Systems) applies |
| ☐ EVSE electrical commissioning certificate (BIS/CEA/DISCOM) | If EV Charging Safety applies |
| ☐ Shops & Establishments Act registration | If Shops & Establishments Registration applies |
| ☐ POSH Internal Complaints Committee constitution (incl. external member) | If POSH Internal Complaints Committee applies |
| ☐ ETP SPCB Consent to Operate (each ETP) | If Effluent Treatment Plant (ETP) applies |
| ☐ Lift licence / registration (each lift) | If Lifts & escalators applies |
| ☐ Lift maintenance contract (AMC) | If Lifts & escalators applies |
| ☐ Lift third-party insurance | If Lifts & escalators applies |
| ☐ Electrical installation inspection / self-certification | Always |
| ☐ Electrical Safety Officer appointment | Always |
| ☐ Fire-safe wiring and supply isolation certificate | Always |
| ☐ Occupancy / completion certificate | Always |
| ☐ Structural stability certificate | Always |
| ☐ Contractor labour licences (50 or more contract workers) | Always |
| ☐ Security agency licence (PSARA) | Always |
| ☐ Privacy notice for residents / visitors / customers / staff | Always |
| ☐ Personal data breach response plan | Always |
| ☐ SPCB HWM authorization | If Hazardous Waste (HWM Rules 2016) applies |
| ☐ 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 |
| ☐ PESO storage licence for the LPG cylinder bank (above 100 kg) | If Fire Safety (NOC & Systems) applies |
| ☐ Crèche facility for employees' children (50 or more employees) | Always |
| ☐ Pest-control operator's licence (Insecticides Rules 1971) | If Food Safety (FSSAI) applies |
| ☐ State Excise bar / liquor licence | If Excise Bar Licence 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 |
|---|---|---|
| ☐ CPCB BWG portal registration | Certificate | Always |
| ☐ EBWGR certificates (dry, sanitary and special-care waste; wet waste if not processed on site) | Certificate | Always |
| ☐ Central Ground Water Authority (CGWA) NOC or exemption certificate | Certificate | If Groundwater Extraction (CGWA) applies |
| ☐ Diesel generator (DG) exhaust stack height compliance certificate (each DG set) | Document | If Diesel Generator (DG) Air & Noise Norms applies |
| ☐ SPCB Consent to Operate (CTO) for diesel generator (DG) | Certificate | If Diesel Generator (DG) Air & Noise Norms applies |
| ☐ R-22 phase-out plan document | Document | If Ozone-Depleting Substances (ODS) applies |
| ☐ Copy of recycler's CPCB e-waste authorisation | Certificate | Always |
| ☐ CPCB-authorised battery recycler authorisation copy | Certificate | Always |
| ☐ ULB approval/intimation for large C&D projects | Document | If Construction & Demolition (C&D) Waste applies |
| ☐ STP Consent to Operate from SPCB (each STP) | Certificate | If Sewage Treatment Plant (STP) Consent applies |
| ☐ PESO petroleum storage licence | Certificate | If Diesel Storage Licence (PESO) applies |
| ☐ FSSAI food business licence (Registration/State/Central) | Certificate | If Food Safety (FSSAI) applies |
| ☐ Fire Safety NOC from State Fire Service | Certificate | If Fire Safety (NOC & Systems) applies |
| ☐ EVSE electrical commissioning certificate (BIS/CEA/DISCOM) | Certificate | If EV Charging Safety applies |
| ☐ Shops & Establishments Act registration | Certificate | If Shops & Establishments Registration applies |
| ☐ POSH Internal Complaints Committee constitution (incl. external member) | Document | If POSH Internal Complaints Committee applies |
| ☐ ETP SPCB Consent to Operate (each ETP) | Certificate | If Effluent Treatment Plant (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 |
| ☐ Occupancy / completion certificate | Certificate | Always |
| ☐ Structural stability certificate | Certificate | Always |
| ☐ Contractor labour licences (50 or more contract workers) | Certificate | Always |
| ☐ Security agency licence (PSARA) | Certificate | Always |
| ☐ Privacy notice for residents / visitors / customers / staff | Document | Always |
| ☐ Named contact for personal-data grievances | Declaration | Always |
| ☐ Personal data breach response plan | Document | Always |
| ☐ SPCB HWM authorization | Certificate | If Hazardous Waste (HWM Rules 2016) applies |
| ☐ 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 |
| ☐ PESO storage licence for the LPG cylinder bank (above 100 kg) | Certificate | If Fire Safety (NOC & Systems) applies |
| ☐ Crèche facility for employees' children (50 or more employees) | Document | Always |
| ☐ Pest-control operator's licence (Insecticides Rules 1971) | Certificate | If Food Safety (FSSAI) applies |
| ☐ State Excise bar / liquor licence | Certificate | If Excise Bar Licence applies |
Housekeeping / floor staff
| Item | Evidence | Needed |
|---|---|---|
| ☐ Bin overview photo (position, label & lid) — per bin (each bin) | Photo | Always |
Manager
| Item | Evidence | Needed |
|---|---|---|
| ☐ Multilingual segregation signage photo | Photo | Always |
| ☐ Compliant carry-bag procurement record | Document | Always |
| ☐ Rainwater harvesting system installation certificate (each rainwater pit) | Document | If Groundwater Extraction (CGWA) / Rainwater harvesting applies |
| ☐ Diesel generator (DG) acoustic enclosure — installation photo (each DG set) | Photo | If Diesel Generator (DG) Air & Noise Norms / Noise Pollution Rules applies |
| ☐ HVAC refrigerant inventory register | Document | If Ozone-Depleting Substances (ODS) applies |
| ☐ HVAC technician training/certification copy | Document | If Ozone-Depleting Substances (ODS) applies |
| ☐ Common area EEE (electrical/electronic equipment) asset register | Document | Always |
| ☐ Battery asset register (UPS/inverter/solar systems) | Document | Always |
| ☐ C&D Waste Management Plan | Document | If Construction & Demolition (C&D) Waste applies |
| ☐ Secondary containment (bunding) photo | Photo | If Diesel Storage Licence (PESO) applies |
| ☐ Main entrance with society name signage | Photo | Always |
| ☐ Waste collection area / bin room overview | Photo | Always |
| ☐ Composting unit full overview (each compost unit) | Photo | Always |
| ☐ STP full installation overview (each STP) | Photo | If Sewage Treatment Plant (STP) Consent applies |
| ☐ Consent-to-Operate document displayed near STP (each STP) | Photo | If Sewage Treatment Plant (STP) Consent applies |
| ☐ Diesel generator (DG) set — full installation overview (each DG set) | Photo | If Diesel Generator (DG) Air & Noise Norms 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 |
| ☐ STP capacity nameplate or equipment label (each STP) | Photo | If Sewage Treatment Plant (STP) Consent applies |
| ☐ STP inlet connection from building drainage (each STP) | Photo | If Sewage Treatment Plant (STP) Consent applies |
| ☐ STP outlet pipe destination connection (each STP) | Photo | If Sewage Treatment Plant (STP) Consent applies |
| ☐ STP sludge disposal / drying area (each STP) | Photo | If Sewage Treatment Plant (STP) Consent applies |
| ☐ Diesel generator (DG) capacity nameplate (each DG set) | Photo | If Diesel Generator (DG) Air & Noise Norms applies |
| ☐ Electrical danger notices and shock-treatment chart | Photo | Always |
5. Your recurring jobs
These are created automatically once setup is done and come back on their own schedule. Each shows on the phone of the person it is assigned to. The "Usually done by" column is the default; the manager can reassign any job (see Manager guide).
Every day
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Daily waste log by stream (weigh on collection days) | Housekeeping / floor staff | Readings | Always |
| Daily organic waste processing log (Option A) (each compost unit) | Housekeeping / floor staff | Readings | Always |
| Daily C&D waste volume log by category | Housekeeping / floor staff | Readings | If Construction & Demolition (C&D) Waste applies |
| Daily borewell pump run log (each borewell) | Housekeeping / floor staff | Readings | If Groundwater Extraction (CGWA) applies |
| Daily garden/leaf waste composting or disposal log | Housekeeping / floor staff | Readings | Always |
| Daily pool water pH and free chlorine log | Operations supervisor | Readings | If Swimming pool applies |
Every week
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Weekly segregation spot check (each floor) | Operations supervisor | Photo | Always |
| On-site C&D waste segregation zone photo (4-category) | Housekeeping / floor staff | Photo | If Construction & Demolition (C&D) Waste applies |
| No unauthorised C&D dumping declaration | Operations supervisor | Declaration | If Construction & Demolition (C&D) Waste applies |
| Weekly dry recyclable sale / handover to authorised buyer | Compliance officer | Readings | Always |
| Weekly groundwater withdrawal (abstraction) log — per borewell (each borewell) | Housekeeping / floor staff | Readings | If Groundwater Extraction (CGWA) applies |
Every month
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Monthly no-open-burning declaration | Operations supervisor | Declaration | Always |
| STP sludge disposal log (each STP) | Housekeeping / floor staff | Document | Always |
| Single-use plastic (SUP) ban compliance check — common areas & events | Operations supervisor | Checklist | Always |
| Plastic waste segregation log (dry stream + multi-layered plastic tracking) | Housekeeping / floor staff | Readings | Always |
| Plastic waste dispatch to CPCB-authorised recycler | Operations supervisor | Document | Always |
| Used cooking oil (UCO) handover to FSSAI-registered aggregator | Housekeeping / floor staff | Document | If Used Cooking Oil (UCO) Handover / Food Safety (FSSAI) applies |
| Monthly groundwater level monitoring (each borewell) | Housekeeping / floor staff | Readings | If Groundwater Extraction (CGWA) applies |
| No effluent to groundwater declaration | Operations supervisor | Declaration | If Groundwater Extraction (CGWA) / Sewage Treatment Plant (STP) Consent applies |
| Monthly check — no e-waste in general waste bins | Housekeeping / floor staff | Checklist | Always |
| Monthly check — no batteries in general waste | Housekeeping / floor staff | Checklist | Always |
| Monthly STP performance log (each STP) | Housekeeping / floor staff | Readings | If Sewage Treatment Plant (STP) Consent applies |
| Monthly STP effluent quality test (each STP) | Operations supervisor | Document | If Sewage Treatment Plant (STP) Consent applies |
| Treated effluent reuse log (gardening/flushing) (each STP) | Housekeeping / floor staff | Readings | If Sewage Treatment Plant (STP) Consent applies |
| FSSAI Schedule 4 monthly hygiene inspection | Kitchen supervisor | Checklist | If Food Safety (FSSAI) applies |
| Professional pest control treatment record | Kitchen supervisor | Document | If Food Safety (FSSAI) applies |
| Fire system maintenance (extinguishers, hydrants, sprinklers) | Operations supervisor | Document | If Fire Safety (NOC & Systems) 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 |
| Septic tank / cesspool desludging log (each septic tank) | Housekeeping / floor staff | Document | If Sewage Treatment Plant (STP) Consent applies |
| Monthly rainwater harvesting structure maintenance log (each rainwater pit) | Operations supervisor | Document | If Groundwater Extraction (CGWA) / Rainwater harvesting applies |
| Monthly ETP performance log (each ETP) | Housekeeping / floor staff | Readings | If Effluent Treatment Plant (ETP) applies |
| Monthly ETP effluent quality test (each ETP) | Operations supervisor | Document | If Effluent Treatment Plant (ETP) applies |
| ETP sludge disposal log/receipt (each ETP) | Housekeeping / floor staff | Document | If Effluent Treatment Plant (ETP) applies |
| Monthly lift maintenance visit (each lift) | Operations supervisor | Checklist | If Lifts & escalators applies |
| Monthly first-aid box check | Operations supervisor | Checklist | Always |
| Used engine oil handover to a registered collection agent / recycler | Operations supervisor | Readings | If Hazardous Waste (HWM Rules 2016) applies |
| Monthly pool lifeguard and safety equipment check | Operations supervisor | Checklist | If Swimming pool applies |
Every quarter
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| E-waste handover log — periodic (quarterly) | Housekeeping / floor staff | Document | Always |
| Quarterly fire escape signage and emergency lighting check | Operations supervisor | Photo | If Fire Safety (NOC & Systems) applies |
| Fire drill and staff evacuation training record | Operations supervisor | Document | If Fire Safety (NOC & Systems) applies |
| Swimming pool chemical waste disposal log | Compliance officer | Document | If Swimming pool applies |
| Quarterly EV charging bay electrical safety inspection | Manager | Checklist | If EV Charging Safety applies |
| Commercial shop FSSAI licence audit (each shop unit) | Compliance officer | Document | If Commercial Shop FSSAI 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 LPG/CNG gas installation safety check | Operations supervisor | Document | If Fire Safety (NOC & Systems) applies |
Every six months
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| 6-monthly certified fire system inspection (IS 2190) | Compliance officer | Document | If Fire Safety (NOC & Systems) applies |
| 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 |
|---|---|---|---|
| Green/recycled-content procurement record | Manager | Declaration | Always |
| Annual pre-monsoon groundwater quality test (each borewell) | Operations supervisor | Document | If Groundwater Extraction (CGWA) applies |
| Annual DG stack emission test (SPM/SO₂/NOₓ) (each DG set) | Operations supervisor | Document | If Diesel Generator (DG) Air & Noise Norms applies |
| Annual noise level test at property boundary | Operations supervisor | Document | If Noise Pollution Rules 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 |
| Food handling staff annual medical fitness certificates | Manager | Document | If Food Safety (FSSAI) applies |
| Annual fire system service / hydro-test (IS 2190) | Compliance officer | Document | If Fire Safety (NOC & Systems) applies |
| Annual refrigerant top-up review and leak audit | Compliance officer | Document | If Ozone-Depleting Substances (ODS) applies |
| POSH annual report to District Officer | Compliance officer | Document | If POSH Internal Complaints Committee applies |
| 2-year STP installation plan / approval (no on-site STP) | Compliance officer | Document | If Sewage Treatment Plant (STP) Consent applies |
| ETP CTO renewal reminder (each ETP) | Compliance officer | Document | If Effluent Treatment Plant (ETP) applies |
| Annual lift safety certificate / inspection report | Operations supervisor | Document | If Lifts & escalators applies |
| Annual earth resistance test | Operations supervisor | Document | Always |
| Electrical Safety Officer annual inspection and test report | Operations supervisor | Document | Always |
| Annual review and erasure of personal data no longer needed | Operations supervisor | Checklist | Always |
| Annual crèche facility review | Compliance officer | Checklist | Always |
6. Things you log when they happen
These have no fixed date. Log them in the app on the day they happen, so the record is made at the time and not rebuilt later.
| What | When | Usually logged by | Needed |
|---|---|---|---|
| ULB vehicle handover receipt | Each time it happens | Housekeeping / floor staff | Always |
| BS-VI ULSD fuel purchase invoice | Each time it happens | Housekeeping / floor staff | If Diesel Generator (DG) Air & Noise Norms applies |
| Diesel generator (DG) run log (each DG set) | Each time it happens | Housekeeping / floor staff | If Diesel Generator (DG) Air & Noise Norms applies |
| Written permission for loudspeaker / public-address use (Noise Rules 2000, r.5) | Each time it happens | Operations supervisor | If Noise Pollution Rules applies |
| HVAC service log | Each time it happens | Housekeeping / floor staff | If Ozone-Depleting Substances (ODS) applies |
| Refrigerant recovery certificate at decommissioning | Each time it happens | Manager | If Ozone-Depleting Substances (ODS) applies |
| E-waste handover receipt — per disposal event | Each time it happens | Operations supervisor | Always |
| Certificate of destruction / processing certificate (where provided) | Each time it happens | Operations supervisor | Always |
| Spent battery handover receipt / take-back confirmation | Each time it happens | Operations supervisor | Always |
| Extended Producer Responsibility (EPR) take-back confirmation — at battery replacement | Each time it happens | Operations supervisor | Always |
| C&D waste dispatch to authorised processor receipt | Each time it happens | Operations supervisor | If Construction & Demolition (C&D) Waste applies |
| E-waste handover — one-off/ad hoc disposal | Each time it happens | Housekeeping / floor staff | Always |
| 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 | Compliance officer | Always |
| End-of-life solar panels handed only to a registered recycler or the producer | Each time it happens | Compliance officer | Always |
7. Licence renewals
Enter the expiry date of each licence when you upload it. The app then creates the renewal job ahead of the expiry, so nobody has to remember the date.
| Renewal | Owner | Needed |
|---|---|---|
| STP Consent-to-Operate (CTO) renewal | Compliance officer | If Sewage Treatment Plant (STP) Consent applies |
| CGWA NOC renewal task | Compliance officer | If Groundwater Extraction (CGWA) applies |
| SPCB DG set CTO renewal task | Compliance officer | If Diesel Generator (DG) Air & Noise Norms applies |
| PESO licence renewal task | Compliance officer | If Diesel Storage Licence (PESO) applies |
| FSSAI licence renewal task (pre-expiry) | Compliance officer | If Food Safety (FSSAI) applies |
| Fire NOC renewal task | Compliance officer | If Fire Safety (NOC & Systems) applies |
| Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates) | Compliance officer | If Shops & Establishments Registration applies |
| Lift licence / registration — renewal | Compliance officer | If Lifts & escalators applies |
| Lift maintenance contract (AMC) — renewal | Compliance officer | If Lifts & escalators applies |
| Lift third-party insurance — renewal | Compliance officer | If Lifts & escalators applies |
| Electrical installation inspection / self-certification — renewal | Compliance officer | Always |
| Structural stability certificate — renewal | Compliance officer | Always |
| Contractor labour licences (50 or more contract workers) — renewal | Compliance officer | Always |
| Security agency licence (PSARA) — renewal | Compliance officer | Always |
| HWM authorisation renewal task | Compliance officer | If Hazardous Waste (HWM Rules 2016) applies |
| LPG approval renewal task | Compliance officer | If Fire Safety (NOC & Systems) applies |
| Pest-control operator's licence (Insecticides Rules 1971) — renewal | Compliance officer | If Food Safety (FSSAI) applies |
| Excise bar licence renewal (state-specific cycle, typically annual) | Compliance officer | If Excise Bar Licence 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.cpcb.gov.in | Solid Waste Management (SWM) 2026 | Always |
| STP Annual Compliance Return (state-specific) | 30 June every year | State SPCB portal | Sewage Treatment Plant (STP) Consent | If the rule applies |
| CGWA Groundwater Abstraction & Compliance Data Submission | 10th of every month | CGWA Bhu-Neer portal (cgwa-bhuneer.mowr.gov.in) | Groundwater Extraction (CGWA) | If the rule applies |
| DG Stack Emission Report Submission to SPCB | 30 June every year | State SPCB portal | Diesel Generator (DG) Air & Noise Norms | If the rule applies |
| FSSAI Annual Fee + FSCR Filing | 31 March every year | FoSCoS | Food Safety (FSSAI) | If the rule applies |
| Environmental Statement (Form V) | 30 September every year | State SPCB portal | Environmental Statement (Form V) | If the rule applies |
| HWM Form 4 Annual Return | 30 June every year | State SPCB portal | Hazardous Waste (HWM Rules 2016) | If the rule applies |
9. The rules behind all this
Applies to every site of this type
| Rule | What it asks of you |
|---|---|
| Solid Waste Management (SWM) 2026 | Requires segregating waste into 4 streams (wet/dry/sanitary/special-care), registering as a Bulk Waste Generator, and either composting wet waste on-site or obtaining an EBWGR certificate from the local body. |
| Plastic Waste Management | Covers segregating plastic waste, the single-use-plastic ban, and handing dry plastic over to authorised recyclers — applies regardless of org size. |
| E-Waste Management | E-waste (UPS batteries, old electronics, lighting) must go only to a registered recycler — no separate CPCB registration is needed as a bulk consumer. |
| Battery Waste Management | UPS/inverter batteries and other battery waste must be segregated and handed to an authorised collector, not thrown out with general waste. |
Depends on what is on your site
| Rule | What it asks of you |
|---|---|
| Groundwater Extraction (CGWA) | If groundwater is drawn from a borewell/tube well, CGWA requires monthly groundwater-level monitoring reported through their portal. |
| Diesel Generator (DG) Air & Noise Norms | Running a diesel generator for power backup needs SPCB consent, an acoustic enclosure, and periodic stack-emission testing. |
| Noise Pollution Rules | Limits DG-set and loudspeaker noise, including a 10pm-6am night restriction — enforced by the District Magistrate/Police, not SPCB. |
| Ozone-Depleting Substances (ODS) | Restricts servicing or topping up older AC/refrigeration equipment that relies on CFC/HCFC refrigerants. |
| Construction & Demolition (C&D) Waste | Any renovation or demolition work must segregate C&D waste per the local authority's plan; projects over 20,000 sq.m also need EPR portal registration. |
| Sewage Treatment Plant (STP) Consent | Operating an on-site STP needs SPCB Consent to Operate plus monthly performance and sludge-disposal logs. |
| Effluent Treatment Plant (ETP) | If this facility operates its own Effluent Treatment Plant for process or greywater effluent, it needs SPCB Consent to Operate, regular effluent-quality capture, and proper sludge disposal — separate from any domestic-sewage STP. |
| Diesel Storage Licence (PESO) | Storing more than 2,500L of diesel for DG backup requires a PESO storage licence and periodic tank safety certification. |
| Food Safety (FSSAI) | Running a restaurant, café, or canteen needs an FSSAI licence and requires following hygiene and used-cooking-oil disposal rules. |
| Used Cooking Oil (UCO) Handover | Once a kitchen/canteen uses more than 50L of frying oil a day, used cooking oil must go to an authorised RUCO aggregator instead of being discarded or resold. |
| Fire Safety (NOC & Systems) | Buildings above a certain height/occupancy (threshold varies by state) need a Fire Safety NOC, working fire-fighting systems (extinguishers, hydrants, sprinklers), and regular fire drills — facility management is directly responsible for this, not just the builder. |
| EV Charging Safety | Chargers in shared parking need a commissioning certificate and periodic electrical safety inspection, earthing checks and load management. |
| Commercial Shop FSSAI | RWAs with embedded shops/cafés must verify tenant FSSAI licences and hygiene compliance — the association is often named in ULB complaints. |
| Shops & Establishments Registration | Nearly every commercial or institutional premises operating in India needs Shops & Establishments registration from the state labour department or municipal corporation — this is separate from any sector-specific licence and applies regardless of business type. |
| POSH Internal Complaints Committee | Any workplace with 10 or more employees must proactively constitute an Internal Complaints Committee, including an external member, at every branch or office location — waiting until a complaint arises is itself a violation. |
| Lifts & escalators | A lift runs on a licence and a maintenance contract that both expire. Where the state has a lift Act you get its statutory tests and filings; everywhere you get monthly maintenance, rescue-device checks and an accident log, because the owner answers for a defect that was known and not fixed. |
| Environmental Statement (Form V) | If your premises runs under an SPCB consent to operate (for an STP, ETP, DG set or boiler) or a hazardous-waste authorisation, you owe the Board a yearly environmental statement — water and raw-material use, pollutants discharged, hazardous and solid waste generated, and measures taken. It is easy to miss because no renewal prompts it. |
| Hazardous Waste (HWM Rules 2016) | Hazardous waste generated on the premises (used lubricating oil from a DG set, spent solvents, lab or cleaning chemicals and their residues or empty containers) requires SPCB authorization, manifested handover to an authorized recycler/TSDF, and an annual return. |
| 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. |
| Excise Bar Licence | Any hotel serving alcohol — through a bar, restaurant, banquet, or in-room dining — needs a state excise licence separate from its FSSAI food licence; serving liquor without one is a criminal, not just administrative, violation. |
Recommended good practice
| Rule | What it asks of you |
|---|---|
| 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 quarter
- Quarterly EV charging bay electrical safety inspection (only if EV Charging Safety applies)
Every year
- Green/recycled-content procurement record
- Annual HSD tank integrity inspection (only if Diesel Storage Licence (PESO) applies)
- Food handling staff annual medical fitness certificates (only if Food Safety (FSSAI) applies)
Each time it happens
- Refrigerant recovery certificate at decommissioning (only if Ozone-Depleting Substances (ODS) 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
- Weekly segregation spot check (each floor)
- No unauthorised C&D dumping declaration (only if Construction & Demolition (C&D) Waste applies)
Every month
- Monthly no-open-burning declaration
- Single-use plastic (SUP) ban compliance check — common areas & events
- Plastic waste dispatch to CPCB-authorised recycler
- No effluent to groundwater declaration (only if Groundwater Extraction (CGWA) / Sewage Treatment Plant (STP) Consent applies)
- Monthly STP effluent quality test (each STP) (only if Sewage Treatment Plant (STP) Consent applies)
- Fire system maintenance (extinguishers, hydrants, sprinklers) (only if Fire Safety (NOC & Systems) applies)
- Monthly rainwater harvesting structure maintenance log (each rainwater pit) (only if Groundwater Extraction (CGWA) / Rainwater harvesting applies)
- Monthly ETP effluent quality test (each ETP) (only if Effluent Treatment Plant (ETP) applies)
- Monthly lift maintenance visit (each lift) (only if Lifts & escalators applies)
- Monthly first-aid box check
- Used engine oil handover to a registered collection agent / recycler (only if Hazardous Waste (HWM Rules 2016) applies)
- Monthly pool lifeguard and safety equipment check (only if Swimming pool applies)
Every quarter
- Quarterly fire escape signage and emergency lighting check (only if Fire Safety (NOC & Systems) applies)
- Fire drill and staff evacuation training record (only if Fire Safety (NOC & Systems) applies)
- 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 (only if Fire Safety (NOC & Systems) applies)
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 pre-monsoon groundwater quality test (each borewell) (only if Groundwater Extraction (CGWA) applies)
- Annual DG stack emission test (SPM/SO₂/NOₓ) (each DG set) (only if Diesel Generator (DG) Air & Noise Norms applies)
- Annual noise level test at property boundary (only if Noise Pollution 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
- Written permission for loudspeaker / public-address use (Noise Rules 2000, r.5) (only if Noise Pollution Rules applies)
- E-waste handover receipt — per disposal event
- Certificate of destruction / processing certificate (where provided)
- Spent battery handover receipt / take-back confirmation
- Extended Producer Responsibility (EPR) take-back confirmation — at battery replacement
- C&D waste dispatch to authorised processor receipt (only if Construction & Demolition (C&D) Waste 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.
Housekeeping / floor staff (Worker access)
Every day
- Daily waste log by stream (weigh on collection days)
- Daily organic waste processing log (Option A) (each compost unit)
- Daily C&D waste volume log by category (only if Construction & Demolition (C&D) Waste applies)
- Daily borewell pump run log (each borewell) (only if Groundwater Extraction (CGWA) applies)
- Daily garden/leaf waste composting or disposal log
Every week
- On-site C&D waste segregation zone photo (4-category) (only if Construction & Demolition (C&D) Waste applies)
- Weekly groundwater withdrawal (abstraction) log — per borewell (each borewell) (only if Groundwater Extraction (CGWA) applies)
Every month
- STP sludge disposal log (each STP)
- Plastic waste segregation log (dry stream + multi-layered plastic tracking)
- Used cooking oil (UCO) handover to FSSAI-registered aggregator (only if Used Cooking Oil (UCO) Handover / Food Safety (FSSAI) applies)
- Monthly groundwater level monitoring (each borewell) (only if Groundwater Extraction (CGWA) applies)
- Monthly check — no e-waste in general waste bins
- Monthly check — no batteries in general waste
- 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)
- 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)
- Monthly ETP performance log (each ETP) (only if Effluent Treatment Plant (ETP) applies)
- ETP sludge disposal log/receipt (each ETP) (only if Effluent Treatment Plant (ETP) applies)
Every quarter
- E-waste handover log — periodic (quarterly)
Each time it happens
- ULB vehicle handover receipt
- BS-VI ULSD fuel purchase invoice (only if Diesel Generator (DG) Air & Noise Norms applies)
- Diesel generator (DG) run log (each DG set) (only if Diesel Generator (DG) Air & Noise Norms applies)
- HVAC service log (only if Ozone-Depleting Substances (ODS) applies)
- E-waste handover — one-off/ad hoc disposal
How to do these in the app: Worker guide.
Compliance officer (Manager access)
Every week
- Weekly dry recyclable sale / handover to authorised buyer
Every month
- Central Ground Water Authority (CGWA) abstraction and compliance data submission (only if Groundwater Extraction (CGWA) applies)
Every quarter
- Swimming pool chemical waste disposal log (only if Swimming pool applies)
- Commercial shop FSSAI licence audit (each shop unit) (only if Commercial Shop FSSAI applies)
Every six months
- 6-monthly certified fire system inspection (IS 2190) (only if Fire Safety (NOC & Systems) applies)
- 6-monthly EC compliance report (if EC granted) (only if Environmental Clearance (EIA) applies)
Every year
- Annual SWM return filing
- Stack emission test report submission to SPCB (only if Diesel Generator (DG) Air & Noise Norms applies)
- Annual fire system service / hydro-test (IS 2190) (only if Fire Safety (NOC & Systems) applies)
- STP annual compliance return filing (only if Sewage Treatment Plant (STP) Consent applies)
- Annual refrigerant top-up review and leak audit (only if Ozone-Depleting Substances (ODS) applies)
- POSH annual report to District Officer (only if POSH Internal Complaints Committee applies)
- 2-year STP installation plan / approval (no on-site STP) (only if Sewage Treatment Plant (STP) Consent applies)
- ETP CTO renewal reminder (each ETP) (only if Effluent Treatment Plant (ETP) applies)
- Environmental Statement (Form V) to the SPCB (30 September) (only if Environmental Statement (Form V) applies)
- HWM Form 4 annual return (June 30) (only if Hazardous Waste (HWM Rules 2016) applies)
- Annual crèche facility review
Each time it happens
- Personal data breach intimation
- End-of-life solar panels handed only to a registered recycler or the producer
Before the licence expires
- CGWA NOC renewal task (only if Groundwater Extraction (CGWA) applies)
- PESO licence renewal task (only if Diesel Storage Licence (PESO) applies)
- FSSAI licence renewal task (pre-expiry) (only if Food Safety (FSSAI) applies)
- Fire NOC renewal task (only if Fire Safety (NOC & Systems) applies)
- Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates) (only if Shops & Establishments Registration applies)
- Lift licence / registration — renewal (each lift) (only if Lifts & escalators applies)
- Lift maintenance contract (AMC) — renewal (only if Lifts & escalators applies)
- Lift third-party insurance — renewal (only if Lifts & escalators applies)
- Electrical installation inspection / self-certification — renewal
- Structural stability certificate — renewal
- Contractor labour licences (50 or more contract workers) — renewal
- Security agency licence (PSARA) — renewal
- HWM authorisation renewal task (only if Hazardous Waste (HWM Rules 2016) applies)
- LPG approval renewal task (only if Fire Safety (NOC & Systems) applies)
- Pest-control operator's licence (Insecticides Rules 1971) — renewal (only if Food Safety (FSSAI) applies)
- Excise bar licence renewal (state-specific cycle, typically annual) (only if Excise Bar Licence applies)
Before the licence expires
- STP Consent-to-Operate (CTO) renewal (each STP) (only if Sewage Treatment Plant (STP) Consent applies)
- SPCB DG set CTO renewal task (only if Diesel Generator (DG) Air & Noise Norms applies)
How to do these in the app: Manager guide.
Kitchen supervisor (Supervisor access)
Every month
- FSSAI Schedule 4 monthly hygiene inspection (only if Food Safety (FSSAI) applies)
- Professional pest control treatment record (only if Food Safety (FSSAI) applies)
Every year
- FSSAI annual fee payment + Food Safety Compliance Report (FSCR) filing (only if Food Safety (FSSAI) applies)
How to do these in the app: Supervisor guide.