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
- Railway Station / Bus Depot / Airport / Port
- All 54 organisation guides
Transport Hub (Railway Station / Airport / Bus Terminus / Seaport / Metro): setup and training guide
On this page
This page is the part of the onboarding kit that is specific to a Transport Hub (Railway Station / Airport / Bus Terminus / Seaport / Metro). 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 Transport Hub | 7 |
| Rules that depend on what is on your site | 17 |
| Good-practice rules (recommended) | 6 |
| One-time setup items (photos, documents, certificates) | 60 |
| Recurring jobs (daily to yearly) | 62 |
| Things you log when they happen | 14 |
| Licence renewals tracked | 19 |
| Statutory filings | 4 |
Most sites end up with fewer than the maximum, because the setup questions switch off what does not apply.
2. Who you need on the app
Each row is a job in your organisation, not necessarily a separate person. In a small site one person often holds several rows: the manager is usually also the compliance officer. Every person signs in with their own account, so the record shows who did what.
| Role | App access | What they look after | Needed? | Items they own |
|---|---|---|---|---|
| Manager | Manager | Overall compliance, authorizations, annual returns | Yes | 53 |
| Compliance officer | Manager | HWM manifests, CPCB portals, sector-specific reports | Yes | 35 |
| Operations supervisor | Supervisor | Workshop HWM, OWS log, DG, HVAC | Yes | 50 |
| Tenant compliance liaison | Supervisor | Food stall FSSAI audits, tenant plastic-bag audits | Yes | 2 |
| Housekeeping / floor staff | Worker | Daily waste log, CO monitoring, Swachh Rail inspection tasks | Yes | 19 |
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 lifts
- Number of escalators / moving walks
- Connected electrical load (kW)
- Age of the building (years)
- Contract workers engaged through contractors
- Fuel storage capacity (litres)
- Plot area (sq m)
- Solar plant capacity (kW)
- Number of employees / workers on site
Yes or no
- Borewell on site?
- Central HVAC on site?
- Workshop or STP on site?
- Active renovation on site?
- Rainwater harvesting on site?
- Employs 10 or more people (incl. contract/interns)?
- Uses septic tank / storage tank (no onsite STP)?
- Local body requires a trade licence?
- Security guards supplied by an agency?
- Holds an SPCB consent (Water / Air Act) or hazardous-waste authorisation?
- Holds an Environmental Clearance (EIA 2006)?
- Operator runs food outlets / canteen?
- Within a Coastal Regulation Zone?
- State law requires rainwater harvesting here (derived from state and plot area; not asked)?
- Rooftop / ground-mounted solar plant on site?
- EV charging points in the parking?
Other details
- Transport hub type (RAILWAY, AIRPORT, BUS, METRO, PORT)
- Sector-specific compliance type
- 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 |
|---|---|
| ☐ DGCA Wildlife Hazard Management Plan (garbage/attractant source control) | If Sector-Specific Compliance applies |
| ☐ CPCB BWG registration | Always |
| ☐ SPCB HWM authorization | Always |
| ☐ FSSAI license | If FSSAI Act 2006 applies |
| ☐ Battery asset register (UPS/inverter/solar systems) | Always |
| ☐ Electrical and electronic equipment (EEE) asset register | Always |
| ☐ CGWA NOC or exemption certificate | If CGWA Groundwater Rules applies |
| ☐ Rainwater harvesting system installation certificate (each rainwater pit) | If CGWA Groundwater Rules / Rainwater harvesting applies |
| ☐ Fire Safety NOC from State Fire Service | Always |
| ☐ ETP/STP SPCB Consent to Operate (each ETP) | If Water Act / ETP (workshop + STP) applies |
| ☐ HVAC refrigerant inventory | If ODS Rules 2000 applies |
| ☐ R-22 phase-out plan | If ODS Rules 2000 applies |
| ☐ PESO petroleum storage license | If Petroleum Act + PESO applies |
| ☐ SPCB Consent to Operate | 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 |
| ☐ SPCB Consent to Operate (CTO) for diesel generator (DG) | Always |
| ☐ Shops & Establishments Act registration | Always |
| ☐ POSH Internal Complaints Committee constitution (incl. external member) | If POSH Internal Complaints Committee applies |
| ☐ STP Consent to Operate from SPCB (each STP) | If Water Act / ETP (workshop + STP) applies |
| ☐ EBWGR certificates (dry, sanitary and special-care waste; wet waste if not processed on site) | Always |
| ☐ Lift licence / registration (each lift) | If Lifts & escalators applies |
| ☐ Lift maintenance contract (AMC) | If Lifts & escalators applies |
| ☐ Lift third-party insurance | If Lifts & escalators applies |
| ☐ Electrical installation inspection / self-certification | Always |
| ☐ Electrical Safety Officer appointment | Always |
| ☐ Fire-safe wiring and supply isolation certificate | Always |
| ☐ Municipal trade / health trade licence | If Trade licence applies |
| ☐ Occupancy / completion certificate | Always |
| ☐ Structural stability certificate | Always |
| ☐ Contractor labour licences (50 or more contract workers) | Always |
| ☐ Security agency licence (PSARA) | Always |
| ☐ Privacy notice for residents / visitors / customers / staff | Always |
| ☐ Personal data breach response plan | Always |
| ☐ EIA Environment Clearance conditions document | If Environmental Clearance (EIA) applies |
| ☐ CRZ NOC | If Coastal Regulation Zone Compliance applies |
| ☐ Electrical Inspector approval of the rooftop solar plant | Always |
| ☐ Self-certification of the rooftop solar plant | Always |
| ☐ Net-metering / grid connection agreement with the discom | Always |
| ☐ EVSE electrical commissioning certificate (BIS/CEA/DISCOM) | If EV Charging Safety applies |
| ☐ Crèche facility for employees' children (50 or more employees) | Always |
| ☐ Workers' canteen (100 or more workers, including contract labour) | 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 |
|---|---|---|
| ☐ DGCA Wildlife Hazard Management Plan (garbage/attractant source control) | Document | If Sector-Specific Compliance applies |
| ☐ CPCB BWG registration | Certificate | Always |
| ☐ SPCB HWM authorization | Certificate | Always |
| ☐ FSSAI license | Certificate | If FSSAI Act 2006 applies |
| ☐ CGWA NOC or exemption certificate | Certificate | If CGWA Groundwater Rules applies |
| ☐ Fire Safety NOC from State Fire Service | Certificate | Always |
| ☐ ETP/STP SPCB Consent to Operate (each ETP) | Certificate | If Water Act / ETP (workshop + STP) applies |
| ☐ R-22 phase-out plan | Document | If ODS Rules 2000 applies |
| ☐ PESO petroleum storage license | Certificate | If Petroleum Act + PESO applies |
| ☐ SPCB Consent to Operate | Certificate | Always |
| ☐ ULB approval/intimation for large C&D projects | Document | If Construction & Demolition (C&D) Waste applies |
| ☐ SPCB Consent to Operate (CTO) for diesel generator (DG) | Certificate | Always |
| ☐ Shops & Establishments Act registration | Certificate | Always |
| ☐ POSH Internal Complaints Committee constitution (incl. external member) | Document | If POSH Internal Complaints Committee applies |
| ☐ STP Consent to Operate from SPCB (each STP) | Certificate | If Water Act / ETP (workshop + STP) applies |
| ☐ EBWGR certificates (dry, sanitary and special-care waste; wet waste if not processed on site) | Certificate | Always |
Manager
| Item | Evidence | Needed |
|---|---|---|
| ☐ Bin overview photo (position, label & lid) — per bin (each bin) | Photo | Always |
| ☐ DG acoustic enclosure installation photo (each DG set) | Photo | Always |
| ☐ Battery asset register (UPS/inverter/solar systems) | Document | Always |
| ☐ Electrical and electronic equipment (EEE) asset register | Document | Always |
| ☐ Rainwater harvesting system installation certificate (each rainwater pit) | Document | If CGWA Groundwater Rules / Rainwater harvesting applies |
| ☐ HVAC refrigerant inventory | Document | If ODS Rules 2000 applies |
| ☐ C&D Waste Management Plan | Document | If Construction & Demolition (C&D) Waste applies |
| ☐ Composting unit full overview (each compost unit) | Photo | Always |
| ☐ Diesel generator (DG) set — full installation overview (each DG set) | Photo | Always |
| ☐ STP full installation overview (each STP) | Photo | If Water Act / ETP (workshop + STP) applies |
| ☐ Consent-to-Operate document displayed near STP (each STP) | Photo | If Water Act / ETP (workshop + STP) 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 |
| ☐ EIA Environment Clearance conditions document | Document | If Environmental Clearance (EIA) applies |
| ☐ CRZ NOC | Certificate | If Coastal Regulation Zone Compliance applies |
| ☐ Electrical Inspector approval of the rooftop solar plant | Document | Always |
| ☐ Self-certification of the rooftop solar plant | Document | Always |
| ☐ Net-metering / grid connection agreement with the discom | Document | Always |
| ☐ EVSE electrical commissioning certificate (BIS/CEA/DISCOM) | Certificate | If EV Charging Safety applies |
| ☐ Crèche facility for employees' children (50 or more employees) | Document | Always |
| ☐ Workers' canteen (100 or more workers, including contract labour) | Document | Always |
| ☐ Pest-control operator's licence (Insecticides Rules 1971) | Certificate | If FSSAI Act 2006 applies |
Operations supervisor
| Item | Evidence | Needed |
|---|---|---|
| ☐ Four-stream segregation signage and bin infrastructure photo | Photo | Always |
| ☐ Composting unit capacity label (each compost unit) | Photo | Always |
| ☐ Compost output storage area (each compost unit) | Photo | Always |
| ☐ Diesel generator (DG) capacity nameplate (each DG set) | Photo | Always |
| ☐ STP capacity nameplate or equipment label (each STP) | Photo | If Water Act / ETP (workshop + STP) applies |
| ☐ STP inlet connection from building drainage (each STP) | Photo | If Water Act / ETP (workshop + STP) applies |
| ☐ STP outlet pipe destination connection (each STP) | Photo | If Water Act / ETP (workshop + STP) applies |
| ☐ STP sludge disposal / drying area (each STP) | Photo | If Water Act / ETP (workshop + STP) 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 weighment log | Housekeeping / floor staff | Readings | Always |
| Food and garden waste composting / processing log | Housekeeping / floor staff | Readings | Always |
| Daily C&D waste volume log by category | Housekeeping / floor staff | Readings | If Construction & Demolition (C&D) Waste applies |
| Daily borewell pump run log (each borewell) | Housekeeping / floor staff | Readings | If CGWA Groundwater Rules applies |
Every week
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| On-site C&D waste segregation zone photo (4-category) | Housekeeping / floor staff | Photo | If Construction & Demolition (C&D) Waste applies |
| No unauthorized C&D dumping declaration | Operations supervisor | Declaration | If Construction & Demolition (C&D) Waste 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 |
|---|---|---|---|
| Workshop oil-water separator cleaning and skimmed-oil disposal log | Housekeeping / floor staff | Document | Always |
| Basement parking ventilation and CO monitoring log (good practice) | Compliance officer | Readings | Always |
| Monthly Swachh Rail cleanness inspection and score | Operations supervisor | Document | If Sector-Specific Compliance applies |
| Monthly garbage/attractant-source and wildlife activity inspection (Aircraft Rules 1937, Rule 91) | Operations supervisor | Checklist | If Sector-Specific Compliance applies |
| Monthly metro authority waste management SOP compliance log | Housekeeping / floor staff | Document | If Sector-Specific Compliance applies |
| Dry waste dispatch to authorized recycler | Housekeeping / floor staff | Document | Always |
| HWM storage inspection (≤90 days, no mixing) | Operations supervisor | Photo | Always |
| Monthly Schedule 4 hygiene inspection | Operations supervisor | Checklist | If FSSAI Act 2006 applies |
| Pest control treatment record | Operations supervisor | Document | If FSSAI Act 2006 applies |
| UCO handover to FSSAI-registered aggregator | Housekeeping / floor staff | Document | If FSSAI Act 2006 applies |
| Monthly single-use plastic ban audit | Operations supervisor | Checklist | Always |
| Dry plastic waste to authorized recycler | Operations supervisor | Document | Always |
| Monthly groundwater level monitoring (each borewell) | Housekeeping / floor staff | Readings | If CGWA Groundwater Rules applies |
| Fire system maintenance (extinguishers, hydrants, sprinklers) | Operations supervisor | Document | Always |
| Cooling tower blowdown water quality and disposal log | Housekeeping / floor staff | Document | If Water Act / ETP (workshop + STP) applies |
| Monthly ETP performance log (each ETP) | Housekeeping / floor staff | Readings | If Water Act / ETP (workshop + STP) applies |
| Monthly ETP effluent quality test (each STP) | Operations supervisor | Document | If Water Act / ETP (workshop + STP) applies |
| ETP sludge disposal log/receipt (each ETP) | Operations supervisor | Document | If Water Act / ETP (workshop + STP) applies |
| No effluent to groundwater declaration (each STP) | Operations supervisor | Declaration | If Water Act / ETP (workshop + STP) applies |
| Kitchen grease trap monthly cleaning (each grease trap) | Operations supervisor | Document | If FSSAI Act 2006 applies |
| Monthly tenant carry-bag compliance audit across all retail units | Tenant compliance liaison | Checklist | Always |
| Sanitary waste stream handover log (SWM 2026) | Housekeeping / floor staff | Document | Always |
| Special-care waste stream handover log (SWM 2026) | Housekeeping / floor staff | Document | Always |
| Monthly no-open-burning declaration | Operations supervisor | Declaration | Always |
| Monthly rainwater harvesting structure maintenance log (each rainwater pit) | Operations supervisor | Document | If CGWA Groundwater Rules / Rainwater harvesting applies |
| Septic tank / cesspool desludging log (each septic tank) | Housekeeping / floor staff | Document | If Sewage Treatment Plant (STP) Consent applies |
| Monthly lift maintenance visit (each lift) | Operations supervisor | Checklist | If Lifts & escalators applies |
| Monthly first-aid box check | Operations supervisor | Checklist | Always |
| Used engine oil handover to a registered collection agent / recycler | Operations supervisor | Readings | Always |
| Monthly CRZ zone waste-free inspection photo | Manager | Photo | If Coastal Regulation Zone Compliance applies |
Every quarter
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Quarterly fire escape signage and emergency lighting check | Operations supervisor | Photo | Always |
| Fire drill and staff evacuation training record | Operations supervisor | Document | Always |
| Quarterly data centre / UPS room / DG room fire safety check | Operations supervisor | Checklist | Always |
| Quarterly lift test by a registered person (each lift) | Operations supervisor | Document | If Lifts & escalators applies |
| Lift rescue device, alarm and intercom check (each lift) | Operations supervisor | Checklist | If Lifts & escalators applies |
| Quarterly EV charging bay electrical safety inspection | Operations supervisor | Checklist | If EV Charging Safety applies |
Every six months
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| 6-monthly certified fire system inspection (IS 2190) | Compliance officer | Document | Always |
| Six-monthly lift test by an authorised person (each lift) | Operations supervisor | Document | If Lifts & escalators applies |
| Lift rescue mock drill | Operations supervisor | Document | If Lifts & escalators applies |
| 6-monthly EC compliance report (if EC granted) | Manager | Document | If Environmental Clearance (EIA) applies |
Every year
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| ACI Green Guide annual waste compliance report (airports) | Compliance officer | Document | If Sector-Specific Compliance applies |
| Kitchen staff annual health certificate | Manager | Document | If FSSAI Act 2006 applies |
| Annual DG stack emission test (SPM/SO₂/NOₓ) (each DG set) | Operations supervisor | Document | Always |
| Annual noise level test at property boundary | Operations supervisor | Document | Always |
| Annual audit that all food court tenants hold valid FSSAI license | Tenant compliance liaison | Document | Always |
| Annual HSD tank integrity inspection | Manager | Document | If Petroleum Act + PESO 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 |
| 2-year STP installation plan / approval (no on-site STP) | Compliance officer | Document | If Sewage Treatment Plant (STP) Consent applies |
| Annual lift safety certificate / inspection report | Operations supervisor | Document | If Lifts & escalators applies |
| Annual earth resistance test | Operations supervisor | Document | Always |
| Electrical Safety Officer annual inspection and test report | Operations supervisor | Document | Always |
| Annual review and erasure of personal data no longer needed | Operations supervisor | Checklist | Always |
| Annual crèche facility review | Manager | 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 |
|---|---|---|---|
| Ship waste reception log under MARPOL (seaports) — per ship arrival | Each time it happens | Housekeeping / floor staff | If Sector-Specific Compliance applies |
| HWM Form 10 dispatch manifest (per hazardous dispatch) | Each time it happens | Operations supervisor | Always |
| Spent battery handover receipt / take-back confirmation | Each time it happens | Operations supervisor | Always |
| E-waste handover receipt from registered producer/refurbisher/recycler | Each time it happens | Operations supervisor | Always |
| HVAC/chiller service log | Each time it happens | Housekeeping / floor staff | If ODS Rules 2000 applies |
| ELT dispatch receipt from authorized retreader/pyrolysis facility | Each time it happens | Housekeeping / floor staff | If Waste Tyre EPR / HWM Amendments applies |
| C&D waste dispatch to authorized processor receipt | Each time it happens | Operations supervisor | If Construction & Demolition (C&D) Waste applies |
| Refrigerant recovery cert at decommission | Each time it happens | Manager | If ODS Rules 2000 applies |
| Faecal sludge transport manifest / FSTP receipt (each septic tank) | Each time it happens | Operations supervisor | If Sewage Treatment Plant (STP) Consent applies |
| Lift accident report to the inspector | Each time it happens | Operations supervisor | If Lifts & escalators applies |
| Electrical accident intimation | Each time it happens | Operations supervisor | Always |
| Workplace accident / dangerous occurrence notice | Each time it happens | Operations supervisor | Always |
| Personal data breach intimation | Each time it happens | Manager | Always |
| End-of-life solar panels handed only to a registered recycler or the producer | Each time it happens | Manager | Always |
7. Licence renewals
Enter the expiry date of each licence when you upload it. The app then creates the renewal job ahead of the expiry, so nobody has to remember the date.
| Renewal | Owner | Needed |
|---|---|---|
| FSSAI licence renewal task (pre-expiry) | Compliance officer | If FSSAI Act 2006 applies |
| CGWA NOC renewal task | Compliance officer | If CGWA Groundwater Rules applies |
| Fire NOC renewal task | Compliance officer | Always |
| ETP CTO renewal task | Compliance officer | If Water Act / ETP (workshop + STP) applies |
| HWM authorisation renewal task | Compliance officer | Always |
| PESO licence renewal task | Compliance officer | If Petroleum Act + PESO applies |
| SPCB CTO renewal task | Compliance officer | Always |
| SPCB DG set CTO renewal task | Compliance officer | Always |
| Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates) | Compliance officer | Always |
| STP Consent-to-Operate (CTO) renewal | Compliance officer | If Water Act / ETP (workshop + STP) applies |
| Lift licence / registration — renewal | Manager | If Lifts & escalators applies |
| Lift maintenance contract (AMC) — renewal | Manager | If Lifts & escalators applies |
| Lift third-party insurance — renewal | Manager | If Lifts & escalators applies |
| Electrical installation inspection / self-certification — renewal | Manager | Always |
| Municipal trade / health trade licence — renewal | Manager | If Trade licence applies |
| Structural stability certificate — renewal | Manager | Always |
| Contractor labour licences (50 or more contract workers) — renewal | Manager | Always |
| Security agency licence (PSARA) — renewal | Manager | Always |
| Pest-control operator's licence (Insecticides Rules 1971) — renewal | Manager | If FSSAI Act 2006 applies |
8. Your filing calendar
Filings are statutory returns you submit to a regulator. The app reminds the owner ahead of each due date and collects the figures from the jobs your team has done through the year, so the return is built from real records.
| Filing | Due | Where | Rule | Needed |
|---|---|---|---|---|
| SWM ANNUAL RETURN | 30 June every year | – | SWM Rules 2026 | Always |
| HWM ANNUAL RETURN | 30 June every year | – | HWM Rules 2016 — Maintenance Depot | Always |
| FSSAI Annual Fee + FSCR Filing | 31 March every year | FoSCoS | FSSAI Act 2006 | If the rule applies |
| Environmental Statement (Form V) | 30 September every year | State SPCB portal | Environmental Statement (Form V) | If the rule applies |
9. The rules behind all this
Applies to every site of this type
| Rule | What it asks of you |
|---|---|
| SWM Rules 2026 | |
| HWM Rules 2016 — Maintenance Depot | |
| Plastic Waste Management Rules, 2016 (as amended) | |
| Air Act 1981 | |
| Noise Pollution Rules 2000 | |
| Battery Waste Rules 2022 | |
| E-Waste Rules 2022 |
Depends on what is on your site
| Rule | What it asks of you |
|---|---|
| FSSAI Act 2006 | |
| CGWA Groundwater Rules | |
| Water Act / ETP (workshop + STP) | |
| ODS Rules 2000 | |
| Petroleum Act + PESO | |
| Waste Tyre EPR / HWM Amendments | |
| Sector-Specific Compliance | Depending on the hub type — railway station (Swachh Rail), airport (Airport Council International guidelines plus DGCA wildlife hazard management), port (MARPOL Annex V shipboard waste), or metro station — this facility has sector-specific waste-management obligations layered on top of the general bulk-generator rules. |
| 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. |
| POSH Internal Complaints Committee | Any workplace with 10 or more employees must proactively constitute an Internal Complaints Committee, including an external member, at every branch or office location — waiting until a complaint arises is itself a violation. |
| Sewage Treatment Plant (STP) Consent | Operating an on-site STP needs SPCB Consent to Operate plus monthly performance and sludge-disposal logs. |
| Lifts & escalators | A lift runs on a licence and a maintenance contract that both expire. Where the state has a lift Act you get its statutory tests and filings; everywhere you get monthly maintenance, rescue-device checks and an accident log, because the owner answers for a defect that was known and not fixed. |
| Trade licence | Hotels, restaurants, hospitals, shops and most commercial premises need a trade licence from the local body, and it is often a prerequisite for other licences and utility connections. |
| Environmental Statement (Form V) | If your premises runs under an SPCB consent to operate (for an STP, ETP, DG set or boiler) or a hazardous-waste authorisation, you owe the Board a yearly environmental statement — water and raw-material use, pollutants discharged, hazardous and solid waste generated, and measures taken. It is easy to miss because no renewal prompts it. |
| Environmental Clearance (EIA) | Projects near sensitive ecosystems or within 10km of a protected area need prior Environmental Clearance before construction begins. |
| Coastal Regulation Zone Compliance | If this property sits within a Coastal Regulation Zone, construction is restricted — no permanent structures beyond specified limits, and no construction in ecologically sensitive sub-zones like mangroves or breeding grounds. |
| 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. |
| EV Charging Safety | Chargers in shared parking need a commissioning certificate and periodic electrical safety inspection, earthing checks and load management. |
Recommended good practice
| Rule | What it asks of you |
|---|---|
| Fire Safety / NBC | |
| 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 month
- Monthly CRZ zone waste-free inspection photo (only if Coastal Regulation Zone Compliance applies)
Every six months
- 6-monthly EC compliance report (if EC granted) (only if Environmental Clearance (EIA) applies)
Every year
- Kitchen staff annual health certificate (only if FSSAI Act 2006 applies)
- Annual HSD tank integrity inspection (only if Petroleum Act + PESO applies)
- Environmental Statement (Form V) to the SPCB (30 September) (only if Environmental Statement (Form V) applies)
- Annual crèche facility review
Each time it happens
- Refrigerant recovery cert at decommission (only if ODS Rules 2000 applies)
- Personal data breach intimation
- End-of-life solar panels handed only to a registered recycler or the producer
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
- Pest-control operator's licence (Insecticides Rules 1971) — renewal (only if FSSAI Act 2006 applies)
How to do these in the app: Manager guide.
Compliance officer (Manager access)
Every month
- Basement parking ventilation and CO monitoring log (good practice)
Every six months
- 6-monthly certified fire system inspection (IS 2190)
Every year
- ACI Green Guide annual waste compliance report (airports) (only if Sector-Specific Compliance applies)
- SWM Annual Return (if BWG)
- HWM Form 4 annual return (June 30)
- 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)
- 2-year STP installation plan / approval (no on-site STP) (only if Sewage Treatment Plant (STP) Consent 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
- HWM authorisation renewal task
- PESO licence renewal task (only if Petroleum Act + PESO applies)
- Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates)
Before the licence expires
- ETP CTO renewal task (each ETP) (only if Water Act / ETP (workshop + STP) applies)
- SPCB CTO renewal task
- SPCB DG set CTO renewal task
- STP Consent-to-Operate (CTO) renewal (each STP) (only if Water Act / ETP (workshop + STP) applies)
How to do these in the app: Manager guide.
Operations supervisor (Supervisor access)
Every week
- No unauthorized C&D dumping declaration (only if Construction & Demolition (C&D) Waste applies)
Every month
- Monthly Swachh Rail cleanness inspection and score (only if Sector-Specific Compliance applies)
- Monthly garbage/attractant-source and wildlife activity inspection (Aircraft Rules 1937, Rule 91) (only if Sector-Specific Compliance applies)
- HWM storage inspection (≤90 days, no mixing)
- Monthly Schedule 4 hygiene inspection (only if FSSAI Act 2006 applies)
- Pest control treatment record (only if FSSAI Act 2006 applies)
- Monthly single-use plastic ban audit
- Dry plastic waste to authorized recycler
- Fire system maintenance (extinguishers, hydrants, sprinklers)
- Monthly ETP effluent quality test (each STP) (only if Water Act / ETP (workshop + STP) applies)
- ETP sludge disposal log/receipt (each ETP) (only if Water Act / ETP (workshop + STP) applies)
- No effluent to groundwater declaration (each STP) (only if Water Act / ETP (workshop + STP) applies)
- Kitchen grease trap monthly cleaning (each grease trap) (only if FSSAI Act 2006 applies)
- Monthly no-open-burning declaration
- 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
Every quarter
- Quarterly fire escape signage and emergency lighting check
- Fire drill and staff evacuation training record
- Quarterly data centre / UPS room / DG room fire safety check
- Quarterly lift test by a registered person (each lift) (only if Lifts & escalators applies)
- Lift rescue device, alarm and intercom check (each lift) (only if Lifts & escalators applies)
- Quarterly EV charging bay electrical safety inspection (only if EV Charging Safety applies)
Every six months
- Six-monthly lift test by an authorised person (each lift) (only if Lifts & escalators applies)
- Lift rescue mock drill (only if Lifts & escalators applies)
Every year
- Annual DG stack emission test (SPM/SO₂/NOₓ) (each DG set)
- Annual noise level test at property boundary
- FSSAI annual fee payment + Food Safety Compliance Report (FSCR) filing (only if FSSAI Act 2006 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
- HWM Form 10 dispatch manifest (per hazardous dispatch)
- Spent battery handover receipt / take-back confirmation
- E-waste handover receipt from registered producer/refurbisher/recycler
- C&D waste dispatch to authorized 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.
Tenant compliance liaison (Supervisor access)
Every month
- Monthly tenant carry-bag compliance audit across all retail units
Every year
- Annual audit that all food court tenants hold valid FSSAI license
How to do these in the app: Supervisor guide.
Housekeeping / floor staff (Worker access)
Every day
- Daily waste weighment log
- Food and garden waste composting / processing log
- Daily C&D waste volume log by category (only if Construction & Demolition (C&D) Waste 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 Construction & Demolition (C&D) Waste applies)
- Weekly groundwater abstraction log (per borewell) (each borewell) (only if CGWA Groundwater Rules applies)
Every month
- Workshop oil-water separator cleaning and skimmed-oil disposal log
- Monthly metro authority waste management SOP compliance log (only if Sector-Specific Compliance applies)
- Dry waste dispatch to authorized recycler
- UCO handover to FSSAI-registered aggregator (only if FSSAI Act 2006 applies)
- Monthly groundwater level monitoring (each borewell) (only if CGWA Groundwater Rules applies)
- Cooling tower blowdown water quality and disposal log (only if Water Act / ETP (workshop + STP) applies)
- Monthly ETP performance log (each ETP) (only if Water Act / ETP (workshop + STP) applies)
- Sanitary waste stream handover log (SWM 2026)
- Special-care waste stream handover log (SWM 2026)
- Septic tank / cesspool desludging log (each septic tank) (only if Sewage Treatment Plant (STP) Consent applies)
Each time it happens
- Ship waste reception log under MARPOL (seaports) — per ship arrival (only if Sector-Specific Compliance applies)
- HVAC/chiller service log (only if ODS Rules 2000 applies)
- ELT dispatch receipt from authorized retreader/pyrolysis facility (only if Waste Tyre EPR / HWM Amendments applies)
How to do these in the app: Worker guide.