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
- School / Primary / Secondary School
- All 54 organisation guides
School (K-12): setup and training guide
On this page
This page is the part of the onboarding kit that is specific to a School (K-12). 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 School | 5 |
| Rules that depend on what is on your site | 22 |
| Good-practice rules (recommended) | 6 |
| One-time setup items (photos, documents, certificates) | 66 |
| Recurring jobs (daily to yearly) | 67 |
| Things you log when they happen | 19 |
| Licence renewals tracked | 21 |
| Statutory filings | 6 |
Most sites end up with fewer than the maximum, because the setup questions switch off what does not apply.
2. Who you need on the app
Each row is a job in your organisation, not necessarily a separate person. In a small site one person often holds several rows: the manager is usually also the compliance officer. Every person signs in with their own account, so the record shows who did what.
| Role | App access | What they look after | Needed? | Items they own |
|---|---|---|---|---|
| Manager | Manager | Runs the account: setup, team, approvals, reports and filings. | Yes | 43 |
| Compliance officer | Manager | Owns licences, renewals, documents and statutory filings. | Only if your site needs it | 61 |
| Operations supervisor | Supervisor | Runs the daily team, checks and approves their jobs. | Yes | 49 |
| Kitchen supervisor | Supervisor | Kitchen hygiene, food waste, used cooking oil and FSSAI records. | Only if your site needs it | 4 |
| Housekeeping / floor staff | Worker | Does the daily rounds, bins, weighing and logs on the phone. | Yes | 22 |
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
- DG Count
- Diesel fuel storage capacity (litres)
- Number of lifts
- Number of escalators / moving walks
- Connected electrical load (kW)
- Age of the building (years)
- Contract workers engaged through contractors
- Plot area (sq m)
- Solar plant capacity (kW)
- LPG stored on site (kg, all cylinders together)
- Number of employees / workers on site
Yes or no
- Active renovation on site?
- Borewell on site?
- Canteen on site?
- Computer lab on site?
- Science lab on site?
- Ups inverter on site?
- Is Bwg?
- Sick Room Uses Sharps B M W?
- Is Govt School Mdm?
- Uses more than 50 litres of frying oil a day (FSSAI UCO threshold)?
- Hands over e-waste to authorised recycler / take-back programme?
- Sells/routes dry recyclables to authorised vendor / recycler?
- Canteen operated by an outsourced third-party vendor (vs. run in-house)?
- Central HVAC on site?
- STP on site?
- Rainwater harvesting on site?
- Employs 10 or more people (incl. contract/interns)?
- Uses septic tank / storage tank (no onsite STP)?
- Loudspeakers / PA system used?
- Local body requires a trade licence?
- Security guards supplied by an agency?
- Holds an SPCB consent (Water / Air Act) or hazardous-waste authorisation?
- State law requires rainwater harvesting here (derived from state and plot area; not asked)?
- Swimming pool on the premises?
- Rooftop / ground-mounted solar plant on site?
- Commercial piped natural gas (PNG) connection?
- Drinking water comes from a borewell or tanker (not only the municipal supply)?
Other details
- Affiliation Board
- No-STP wastewater scenario
Documents and licences to gather
Collect what you already have as PDFs or clear phone photos. Anything you do not have yet stays on your list as a gap; it does not block setup.
| Document | Needed |
|---|---|
| ☐ CPCB BWG registration | Always |
| ☐ FSSAI license | If FSSAI Act 2006 applies |
| ☐ Compliant carry-bag procurement record | Always |
| ☐ CBWTF contract + SPCB auth (if sharps/BMW generated) | If BMW Rules 2016 (sick room) applies |
| ☐ Science lab chemical inventory register | If Lab Chemical Safety / HWM Rules applies |
| ☐ DG exhaust stack height compliance certificate (each DG set) | If Air Act 1981 (DG set) applies |
| ☐ SPCB Consent to Operate for DG (state-conditional) | If Air Act 1981 (DG set) 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 |
| ☐ Electrical and electronic equipment (EEE) asset register | If E-Waste Management Rules 2022 applies |
| ☐ 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 |
| ☐ Fire Safety NOC from State Fire Service | Always |
| ☐ HVAC refrigerant inventory register | If ODS Rules 2000 applies |
| ☐ HVAC technician training/certification copy | If ODS Rules 2000 applies |
| ☐ R-22 phase-out plan document | If ODS Rules 2000 applies |
| ☐ STP Consent to Operate from SPCB (each STP) | If Water Act 1974 / STP Rules applies |
| ☐ PESO petroleum storage license | If Petroleum Act 1934 + PESO Rules applies |
| ☐ SPCB HWM authorization | If Hazardous Waste Management Rules 2016 applies |
| ☐ Shops & Establishments Act registration | Always |
| ☐ POSH Internal Complaints Committee constitution (incl. external member) | If POSH Internal Complaints Committee applies |
| ☐ POCSO child protection policy adoption (incl. nodal officer designation) | Always |
| ☐ State school recognition certificate | Always |
| ☐ Board affiliation certificate (CBSE/ICSE/State Board) | Always |
| ☐ 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 |
| ☐ 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) | 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 |
|---|---|---|
| ☐ CPCB BWG registration | Certificate | Always |
| ☐ FSSAI license | Certificate | If FSSAI Act 2006 applies |
| ☐ CBWTF contract + SPCB auth (if sharps/BMW generated) | Document | If BMW Rules 2016 (sick room) applies |
| ☐ Science lab chemical inventory register | Document | If Lab Chemical Safety / HWM Rules applies |
| ☐ DG exhaust stack height compliance certificate (each DG set) | Document | If Air Act 1981 (DG set) applies |
| ☐ SPCB Consent to Operate for DG (state-conditional) | Certificate | If Air Act 1981 (DG set) applies |
| ☐ CGWA NOC or exemption certificate | Certificate | If CGWA Groundwater Rules applies |
| ☐ ULB approval/intimation for large C&D projects | Document | If C&D Waste Management Rules 2025 applies |
| ☐ Fire Safety NOC from State Fire Service | Certificate | Always |
| ☐ R-22 phase-out plan document | Document | If ODS Rules 2000 applies |
| ☐ STP Consent to Operate from SPCB (each STP) | Certificate | If Water Act 1974 / STP Rules applies |
| ☐ PESO petroleum storage license | Certificate | If Petroleum Act 1934 + PESO Rules applies |
| ☐ SPCB HWM authorization | Certificate | If Hazardous Waste Management Rules 2016 applies |
| ☐ Shops & Establishments Act registration | Certificate | Always |
| ☐ POSH Internal Complaints Committee constitution (incl. external member) | Document | If POSH Internal Complaints Committee applies |
| ☐ POCSO child protection policy adoption (incl. nodal officer designation) | Document | Always |
| ☐ State school recognition certificate | Certificate | Always |
| ☐ Board affiliation certificate (CBSE/ICSE/State Board) | Certificate | Always |
| ☐ EBWGR certificates (dry, sanitary and special-care waste; wet waste if not processed on site) | Certificate | Always |
| ☐ 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 | 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 |
Manager
| Item | Evidence | Needed |
|---|---|---|
| ☐ Bin overview photo (position, label & lid) — per bin (each bin) | Photo | Always |
| ☐ Age-appropriate multilingual segregation signage | Photo | Always |
| ☐ Compliant carry-bag procurement record | Document | Always |
| ☐ BMW assessment declaration — sick room / first-aid | Declaration | If BMW Rules 2016 (sick room) applies |
| ☐ DG acoustic enclosure installation photo (each DG set) | Photo | If Air Act 1981 (DG set) / Noise Pollution Rules 2000 applies |
| ☐ Rainwater harvesting system installation certificate (each rainwater pit) | Document | If CGWA Groundwater Rules / Rainwater harvesting applies |
| ☐ Electrical and electronic equipment (EEE) asset register | Document | If E-Waste Management Rules 2022 applies |
| ☐ C&D Waste Management Plan | Document | If C&D Waste Management Rules 2025 applies |
| ☐ HVAC refrigerant inventory register | Document | If ODS Rules 2000 applies |
| ☐ HVAC technician training/certification copy | Document | If ODS Rules 2000 applies |
| ☐ Secondary containment (bunding) photo | Photo | If Petroleum Act 1934 + PESO Rules applies |
| ☐ STP full installation overview (each STP) | Photo | If Water Act 1974 / STP Rules applies |
| ☐ Consent-to-Operate document displayed near STP (each STP) | Photo | If Water Act 1974 / STP Rules applies |
| ☐ Composting unit full overview (each compost unit) | Photo | Always |
| ☐ Diesel generator (DG) set — full installation overview (each DG set) | Photo | If Air Act 1981 (DG set) 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 |
Operations supervisor
| Item | Evidence | Needed |
|---|---|---|
| ☐ Covered sanitary bins in girls' toilets / sick room | Photo | Always |
| ☐ STP capacity nameplate or equipment label (each STP) | Photo | If Water Act 1974 / STP Rules applies |
| ☐ STP inlet connection from building drainage (each STP) | Photo | If Water Act 1974 / STP Rules applies |
| ☐ STP outlet pipe destination connection (each STP) | Photo | If Water Act 1974 / STP Rules applies |
| ☐ STP sludge disposal / drying area (each STP) | Photo | If Water Act 1974 / STP Rules applies |
| ☐ Composting unit capacity label (each compost unit) | Photo | Always |
| ☐ Compost output storage area (each compost unit) | Photo | Always |
| ☐ Diesel generator (DG) capacity nameplate (each DG set) | Photo | If Air Act 1981 (DG set) 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 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 |
| PM POSHAN / MDM daily quality inspection and tasting record | Kitchen supervisor | Checklist | If FSSAI Act 2006 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 |
| Daily pool water pH and free chlorine log | Operations supervisor | Readings | If Swimming pool applies |
Every week
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| On-site C&D waste segregation zone photo (4-category) | Housekeeping / floor staff | Photo | If C&D Waste Management Rules 2025 applies |
| No unauthorized C&D dumping declaration | Operations supervisor | Declaration | If C&D Waste Management Rules 2025 applies |
| Weekly dry recyclable sale / handover to authorized buyer | Compliance officer | Readings | If Dry Recyclable Sale to Authorized Buyer applies |
| Weekly groundwater abstraction log (per borewell) (each borewell) | Housekeeping / floor staff | Readings | If CGWA Groundwater Rules applies |
Every month
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Dry waste dispatch to authorized recycler | Housekeeping / floor staff | Document | Always |
| Monthly no-open-burning declaration | Operations supervisor | Declaration | Always |
| Monthly Schedule 4 hygiene inspection | Kitchen supervisor | Checklist | 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 / UCO (Used Cooking Oil) Handover to Authorised RUCO Aggregator applies |
| Monthly SUP ban audit (canteen + tuck shop) | Operations supervisor | Checklist | Always |
| Dry plastic waste to authorized recycler | Operations supervisor | Document | Always |
| Monthly lab chemical storage safety check | Operations supervisor | Checklist | If Lab Chemical Safety / HWM Rules applies |
| Monthly sanitary/menstrual waste disposal log | Housekeeping / floor staff | Document | Always |
| Sanitary pad incinerator maintenance and ash log | Housekeeping / floor staff | 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 / STP Rules applies |
| Fire system maintenance (extinguishers, hydrants, sprinklers) | Operations supervisor | Document | Always |
| Monthly STP performance log (each STP) | Housekeeping / floor staff | Readings | If Water Act 1974 / STP Rules applies |
| Monthly STP effluent quality test (each STP) | Operations supervisor | Document | If Water Act 1974 / STP Rules applies |
| Treated effluent reuse log (gardening/flushing) (each STP) | Housekeeping / floor staff | Readings | If Water Act 1974 / STP Rules applies |
| STP sludge disposal log (each STP) | Housekeeping / floor staff | Document | If Water Act 1974 / STP Rules applies |
| HWM storage inspection (≤90 days, no mixing) | Operations supervisor | Photo | If Hazardous Waste Management Rules 2016 applies |
| 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 Water Act 1974 / STP Rules 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 Management 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 |
|---|---|---|---|
| Quarterly Eco-Club plastic awareness activity | Operations supervisor | Document | Always |
| Lab waste minimization SOP check | Compliance officer | Checklist | If Lab Chemical Safety / HWM Rules applies |
| Quarterly fire escape signage and emergency lighting check | Operations supervisor | Photo | Always |
| Fire drill and staff evacuation training record | Operations supervisor | Document | Always |
| Periodic e-waste handover log to authorised recycler | Housekeeping / floor staff | Document | If Periodic E-Waste Handover Log to Authorised Recycler applies |
| Quarterly lift test by a registered person (each lift) | Operations supervisor | Document | If Lifts & escalators applies |
| Lift rescue device, alarm and intercom check (each lift) | Operations supervisor | Checklist | If Lifts & escalators applies |
| Quarterly LPG/CNG gas installation safety check | Operations supervisor | Document | Always |
Every six months
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Half-yearly drinking water quality test (IS 10500) | Compliance officer | Document | Always |
| 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 |
Every year
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Kitchen staff annual health certificate | Manager | Document | If FSSAI Act 2006 applies |
| MHM awareness program / WASH activity record | Compliance officer | Document | Always |
| Annual DG stack emission test (SPM/SO₂/NOₓ) (each DG set) | Operations supervisor | Document | If Air Act 1981 (DG set) 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 Petroleum Act 1934 + PESO Rules applies |
| Fuel storage area fire safety check | Operations supervisor | Checklist | If Petroleum Act 1934 + PESO Rules applies |
| Annual fire system service / hydro-test (IS 2190) | Compliance officer | Document | Always |
| Annual refrigerant top-up review and leak audit | Compliance officer | Document | If ODS Rules 2000 applies |
| POSH annual report to District Officer | Compliance officer | Document | If POSH Internal Complaints Committee applies |
| Staff police-verification/antecedent-check status log | Compliance officer | Document | Always |
| POCSO staff awareness training record | Compliance officer | Document | Always |
| RTE Act 25% EWS/disadvantaged-group admission quota compliance record | Compliance officer | Document | Always |
| 2-year STP installation plan / approval (no on-site STP) | Compliance officer | Document | If Water Act 1974 / STP Rules 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 |
| Expired medicine disposal from sick room | Each time it happens | Compliance officer | If BMW Rules 2016 (sick room) applies |
| Hazardous lab chemical waste disposal to licensed hauler | Each time it happens | Compliance officer | If Lab Chemical Safety / HWM Rules applies |
| BS-VI ULSD fuel purchase invoice | Each time it happens | Housekeeping / floor staff | If Air Act 1981 (DG set) applies |
| DG run log entry (per operation) (each DG set) | Each time it happens | Housekeeping / floor staff | If Air Act 1981 (DG set) applies |
| Common area event PA/loudspeaker compliance declaration | Each time it happens | Operations supervisor | If Noise Pollution Rules 2000 applies |
| E-waste handover receipt from registered producer/refurbisher/recycler | Each time it happens | Operations supervisor | If E-Waste Management Rules 2022 applies |
| Spent battery handover receipt / take-back confirmation | Each time it happens | Operations supervisor | If Battery Waste Management Rules 2022 applies |
| C&D waste dispatch to authorized processor receipt | Each time it happens | Operations supervisor | If C&D Waste Management Rules 2025 applies |
| Adhoc e-waste handover to authorised recycler (single event) | Each time it happens | Housekeeping / floor staff | If Periodic E-Waste Handover Log to Authorised Recycler applies |
| HVAC service log entry (per service event) | Each time it happens | Housekeeping / floor staff | If ODS Rules 2000 applies |
| Refrigerant recovery certificate at decommissioning | Each time it happens | Manager | If ODS Rules 2000 applies |
| HWM Form 10 dispatch manifest (per hazardous dispatch) | Each time it happens | Operations supervisor | If Hazardous Waste Management Rules 2016 applies |
| Faecal sludge transport manifest / FSTP receipt (each septic tank) | Each time it happens | Operations supervisor | If Water Act 1974 / STP Rules 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 | If E-Waste Management Rules 2022 applies |
7. Licence renewals
Enter the expiry date of each licence when you upload it. The app then creates the renewal job ahead of the expiry, so nobody has to remember the date.
| Renewal | Owner | Needed |
|---|---|---|
| STP CTO renewal task | Compliance officer | If Water Act 1974 / STP Rules applies |
| FSSAI licence renewal task (pre-expiry) | Compliance officer | If FSSAI Act 2006 applies |
| CGWA NOC renewal task | Compliance officer | If CGWA Groundwater Rules applies |
| SPCB DG set CTO renewal task | Compliance officer | If Air Act 1981 (DG set) applies |
| Fire NOC renewal task | Compliance officer | Always |
| PESO licence renewal task | Compliance officer | If Petroleum Act 1934 + PESO Rules applies |
| HWM authorisation renewal task | Compliance officer | If Hazardous Waste Management Rules 2016 applies |
| Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates) | Compliance officer | Always |
| School recognition renewal task (state-specific cycle) | Compliance officer | Always |
| Board affiliation renewal task | Compliance officer | Always |
| Lift licence / registration — renewal | Manager | If Lifts & escalators applies |
| Lift maintenance contract (AMC) — renewal | Manager | If Lifts & escalators applies |
| Lift third-party insurance — renewal | Manager | If Lifts & escalators applies |
| Electrical installation inspection / self-certification — renewal | Manager | Always |
| Municipal trade / health trade licence — renewal | Manager | 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 |
| CGWA Groundwater Abstraction & Compliance Data Submission | 10th of every month | CGWA Bhu-Neer portal (cgwa-bhuneer.mowr.gov.in) | CGWA Groundwater Rules | If the rule applies |
| DG Stack Emission Report Submission to SPCB | 30 June every year | State SPCB portal | Air Act 1981 (DG set) | If the rule applies |
| HWM Form 4 Annual Return | 30 June every year | State SPCB portal | Hazardous Waste Management Rules 2016 | 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 | |
| Plastic Waste Management Rules, 2016 (as amended) | |
| Menstrual Hygiene Management (MHM) | Schools are expected to provide sanitary napkin disposal/incineration facilities in student toilets under the Swachh Vidyalaya programme; several states have made this mandatory above a minimum student-strength threshold. |
| POCSO Child Protection | Every school employing or engaging staff who interact with minors must maintain a documented child protection policy, verified staff records, and periodic awareness training — this is now a recognized precondition for state recognition and board affiliation renewal, not a discretionary best practice. |
| School Recognition & Affiliation | A school operating without valid state recognition or lapsed board affiliation cannot legally admit students, conduct board examinations, or issue valid transfer/leaving certificates — and RTE quota non-compliance is separately enforceable against the recognition itself. |
Depends on what is on your site
| Rule | What it asks of you |
|---|---|
| FSSAI Act 2006 | |
| BMW Rules 2016 (sick room) | |
| Lab Chemical Safety / HWM Rules | |
| Air Act 1981 (DG set) | |
| Noise Pollution Rules 2000 | |
| CGWA Groundwater Rules | |
| E-Waste Management Rules 2022 | |
| Battery Waste Management Rules 2022 | |
| C&D Waste Management Rules 2025 | |
| Dry Recyclable Sale to Authorized Buyer | |
| UCO (Used Cooking Oil) Handover to Authorised RUCO Aggregator | |
| Periodic E-Waste Handover Log to Authorised Recycler | |
| ODS Rules 2000 | |
| Water Act 1974 / STP Rules | |
| Petroleum Act 1934 + PESO Rules | |
| Hazardous Waste Management Rules 2016 | |
| 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. |
| 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. |
| 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. |
Recommended good practice
| Rule | What it asks of you |
|---|---|
| Fire Safety / NBC / IS 14435 | |
| 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 Petroleum Act 1934 + PESO Rules applies)
- Environmental Statement (Form V) to the SPCB (30 September) (only if Environmental Statement (Form V) applies)
Each time it happens
- Refrigerant recovery certificate at decommissioning (only if ODS Rules 2000 applies)
- Personal data breach intimation
Before the licence expires
- Lift licence / registration — renewal (each lift) (only if Lifts & escalators applies)
- Lift maintenance contract (AMC) — renewal (only if Lifts & escalators applies)
- Lift third-party insurance — renewal (only if Lifts & escalators applies)
- Electrical installation inspection / self-certification — renewal
- Municipal trade / health trade licence — renewal (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 week
- Weekly dry recyclable sale / handover to authorized buyer (only if Dry Recyclable Sale to Authorized Buyer applies)
Every month
- CGWA abstraction and compliance data submission (only if CGWA Groundwater Rules applies)
Every quarter
- Lab waste minimization SOP check (only if Lab Chemical Safety / HWM Rules applies)
Every six months
- Half-yearly drinking water quality test (IS 10500)
- 6-monthly certified fire system inspection (IS 2190)
Every year
- SWM Annual Return (if BWG)
- MHM awareness program / WASH activity record
- Stack emission test report submission to SPCB (only if Air Act 1981 (DG set) applies)
- Outsourced caterer / food vendor FSSAI licence audit (only if FSSAI Act 2006 applies)
- HWM Form 4 annual return (June 30) (only if Hazardous Waste Management Rules 2016 applies)
- Annual fire system service / hydro-test (IS 2190)
- Annual refrigerant top-up review and leak audit (only if ODS Rules 2000 applies)
- POSH annual report to District Officer (only if POSH Internal Complaints Committee applies)
- Staff police-verification/antecedent-check status log
- POCSO staff awareness training record
- RTE Act 25% EWS/disadvantaged-group admission quota compliance record
- 2-year STP installation plan / approval (no on-site STP) (only if Water Act 1974 / STP Rules applies)
- Annual crèche facility review
Each time it happens
- Expired medicine disposal from sick room (only if BMW Rules 2016 (sick room) applies)
- Hazardous lab chemical waste disposal to licensed hauler (only if Lab Chemical Safety / HWM Rules applies)
- End-of-life solar panels handed only to a registered recycler or the producer (only if E-Waste Management Rules 2022 applies)
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
- PESO licence renewal task (only if Petroleum Act 1934 + PESO Rules applies)
- HWM authorisation renewal task (only if Hazardous Waste Management Rules 2016 applies)
- Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates)
- School recognition renewal task (state-specific cycle)
- Board affiliation renewal task
- 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
- STP CTO renewal task (each STP) (only if Water Act 1974 / STP Rules applies)
- SPCB DG set CTO renewal task (only if Air Act 1981 (DG set) applies)
How to do these in the app: Manager guide.
Operations supervisor (Supervisor access)
Every day
- Daily pool water pH and free chlorine log (only if Swimming pool applies)
Every week
- No unauthorized C&D dumping declaration (only if C&D Waste Management Rules 2025 applies)
Every month
- Monthly no-open-burning declaration
- Monthly SUP ban audit (canteen + tuck shop)
- Dry plastic waste to authorized recycler
- Monthly lab chemical storage safety check (only if Lab Chemical Safety / HWM Rules applies)
- No effluent to groundwater declaration (only if CGWA Groundwater Rules / Water Act 1974 / STP Rules applies)
- Fire system maintenance (extinguishers, hydrants, sprinklers)
- Monthly STP effluent quality test (each STP) (only if Water Act 1974 / STP Rules applies)
- HWM storage inspection (≤90 days, no mixing) (only if Hazardous Waste Management Rules 2016 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 (only if Hazardous Waste Management Rules 2016 applies)
- Monthly pool lifeguard and safety equipment check (only if Swimming pool 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) (only if Air Act 1981 (DG set) applies)
- 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 Petroleum Act 1934 + PESO Rules applies)
- Annual lift safety certificate / inspection report (only if Lifts & escalators applies)
- Annual earth resistance test
- Electrical Safety Officer annual inspection and test report
- Annual review and erasure of personal data no longer needed
Each time it happens
- Common area event PA/loudspeaker compliance declaration (only if Noise Pollution Rules 2000 applies)
- E-waste handover receipt from registered producer/refurbisher/recycler (only if E-Waste Management Rules 2022 applies)
- Spent battery handover receipt / take-back confirmation (only if Battery Waste Management Rules 2022 applies)
- C&D waste dispatch to authorized processor receipt (only if C&D Waste Management Rules 2025 applies)
- HWM Form 10 dispatch manifest (per hazardous dispatch) (only if Hazardous Waste Management Rules 2016 applies)
- Faecal sludge transport manifest / FSTP receipt (each septic tank) (only if Water Act 1974 / STP Rules 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 day
- PM POSHAN / MDM daily quality inspection and tasting record (only if FSSAI Act 2006 applies)
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
- 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
- Dry waste dispatch to authorized recycler
- UCO handover to FSSAI-registered aggregator (only if FSSAI Act 2006 / UCO (Used Cooking Oil) Handover to Authorised RUCO Aggregator applies)
- Monthly sanitary/menstrual waste disposal log
- Sanitary pad incinerator maintenance and ash log
- Monthly groundwater level monitoring (each borewell) (only if CGWA Groundwater Rules applies)
- Monthly STP performance log (each STP) (only if Water Act 1974 / STP Rules applies)
- Treated effluent reuse log (gardening/flushing) (each STP) (only if Water Act 1974 / STP Rules applies)
- STP sludge disposal log (each STP) (only if Water Act 1974 / STP Rules applies)
- Septic tank / cesspool desludging log (each septic tank) (only if Water Act 1974 / STP Rules applies)
Every quarter
- Periodic e-waste handover log to authorised recycler (only if Periodic E-Waste Handover Log to Authorised Recycler applies)
Each time it happens
- ULB vehicle handover receipt
- BS-VI ULSD fuel purchase invoice (only if Air Act 1981 (DG set) applies)
- DG run log entry (per operation) (each DG set) (only if Air Act 1981 (DG set) applies)
- Adhoc e-waste handover to authorised recycler (single event) (only if Periodic E-Waste Handover Log to Authorised Recycler applies)
- HVAC service log entry (per service event) (only if ODS Rules 2000 applies)
How to do these in the app: Worker guide.