Welcome. This kit lets your organisation set up EarthReheal and train its own people without anyone needing to visit. Plan on about two weeks to be fully running, at 30 to 60 minutes a day of the Manager's time. Most of that is in the first week.

What you will have at the end

• Every rule that applies to your site, with the licences you hold, the ones that are missing and the dates they expire, in one place.
• Your daily, weekly and monthly compliance work turned into jobs on your staff's phones. Each job is done on the spot, with a photo, and checked by a supervisor.
• Reports and annual returns built from those records, so the figures you file are the ones your team actually recorded.

The kit, and what to read when

Your plan: free or licensed

Three habits that make it work

1. Records are made at the time, by the person who did the work. Never fill in last week's jobs this week. A late record is easy to spot and worth nothing as evidence.
2. Supervisors check the same day. An unchecked job is just a claim.
3. Everyone uses their own login. The record shows who did what. Shared logins make it worthless.

Five ideas explain the whole app. Once you have these, every screen makes sense.

1. Rules: what the law asks of a site like yours.
2. Jobs: who does what, and when.
3. Evidence: a photo, a reading or a sticker scan, made at the time.
4. Checks: a supervisor, then the manager.
5. Reports and returns: built from the checked records.

1. Rules: what applies to you

Your organisation type comes with a set of rules: waste, water, air, fire, licences, labour and so on. Some apply to every site of your type. Others apply only if you have, say, a borewell, a diesel generator or a kitchen. The setup questions decide which ones are switched on for you. Your organisation type's guide lists them all.

2. Jobs: the work each rule needs

Each rule becomes jobs:

Each job goes to a person, based on their role. A job meant for housekeeping goes to housekeeping.

3. Evidence: proof made at the time

A job is done on the phone: the person does the work, then records it with a photo, the readings the job asks for, and often a scan of the QR sticker on the bin or machine. The scan proves they were standing there. Every photo carries its time and location.

4. Checks: nothing counts until someone checks it

• The worker does the job and taps Send for check.
• The supervisor passes it, or sends it back with a reason.
• The manager gives Final Approve, or returns it with a reason.
• Once approved, the job is part of your record. A job sent back goes to the worker, who fixes it and sends it again.

This is the default 3-layer chain. Smaller sites can use 2-layer (worker, then manager). A job sent back returns to the worker with the reason, and they fix it and send it again.

5. Reports and returns: built from the record

Because every job is recorded at the time and checked, your monthly reports, compliance score and annual returns are built from those records, not typed up at filing time. The Compliance Hub shows how ready each filing is, and Path to green shows what is still missing.

Who uses what

Supervisors and workers cannot sign in to the web portal. That is deliberate: their work happens on site.

What EarthReheal is not

• It is not a filing agent. It tells you what is due, and builds the figures and documents. Your organisation still files with the regulator and signs the return.
• It is not legal advice. It applies the published rules to the answers you give. If your site is unusual, check with your regulator.
• It cannot make up for work that wasn't done. It makes work that was done provable.

Setup is quick when the answers are ready, and slow when they are being hunted for. Get these four things together first.

Step 1. Run the free compliance check (5 minutes)

Go to earthreheal.com, choose your type of organisation and run the free compliance check. It asks about your site, what is on it, your waste and your paperwork, and shows straight away which rules apply, what you hold and what is missing. "Not sure" is accepted for every question.

Keep the PDF. It is your starting list, and it lets us set up your account from your own answers.

• To start the free plan: press Start free on the report. Your Manager login arrives by email once it is approved. Then go to the Free plan section of the Manager guide.
• For the licensed plan or a trial: press Request a call back, or email sales@earthreheal.com. Then carry on with steps 2 to 4.

Step 2. Answer the site questions

Open your organisation type's guide (list), section 3, Questions the setup will ask about your site. Write down an answer for each: the numbers (DG sets, lifts, employees, floor area) and the yes/no questions (borewell, STP, kitchen, pool).

These answers decide which rules, and so which jobs, you get. A wrong "yes" means jobs nobody can do. A wrong "no" means a gap you never see. If you are unsure, say "not sure", and check before the end of week 1.

Step 3. List your people

For each person who will use the app, write:

• Every person needs a mobile number. Staff sign in with it.
• Use section 2 of your organisation type's guide (Who you need on the app) to make sure every role is covered. One person can cover several roles.
• Choose your approval model:
• 3-layer (worker → supervisor → manager) if you have a supervisor on site every day.
• 2-layer (worker → manager) for small sites.

Step 4. Gather your documents

Section 3 of your organisation type's guide has a checklist, Documents and licences to gather. Collect what you have as PDFs or clear photos: registrations, consents, NOCs, licences, contracts with waste vendors, and the last returns you filed. Note each expiry date. The app uses the dates to remind you before renewals.

Missing documents do not hold up setup. They show as gaps, and closing them becomes part of your plan.

Step 5. Send it to us

Email sales@earthreheal.com with:

• your compliance check PDF, or your answers from step 2;
• your people list from step 3;
• your approval model (3-layer or 2-layer);
• your address, and the names of your waste collection vendors.

Do not email documents with passwords, or ID numbers of individuals. You upload documents yourself once your account exists.

We set up your account remotely, usually within two working days. Your Manager receives a Welcome to EarthReheal email with a temporary password. Then start Your first 14 days.

Tick each box as you go. Most days need 30 to 60 minutes. If you fall behind, carry on from where you are: nothing is lost.

Week 1: get set up

Day 1: sign in and look around (30 min)

• ☐ Open the Welcome to EarthReheal email and click Sign In Now. Sign in with the temporary password.
• ☐ On Set New Password, choose your own password (8+ characters).
• ☐ You land on the Manager Dashboard. Spend 10 minutes clicking through the left menu: Today, Operations, Compliance, Reports, Problems, Team & settings.
• ☐ Install the EarthReheal app on your phone and sign in with the same email and password.
• ☐ Open Organisation settings (Tenant Info) and check the name, address and site details. Wrong? Use ✏️ Edit Tenant Info.

Day 2: check the rules (45 min)

• ☐ Open Compliance Hub. Read Path to green from top to bottom. It is your to-do list for the whole setup.
• ☐ Read Legal rules & checks. Is a rule on that shouldn't be, or off that should be? Usually a site answer is wrong (for example "has borewell"). Correct it in ✏️ Edit Tenant Info, or email us.
• ☐ Look at Recommended rules. Turn on the ones you want with Enable rule.

Day 3: add your team (45 min)

• ☐ Follow Team and logins. Add every supervisor and worker under User Management with + Add User.
• ☐ Sign in one supervisor and one worker on their phones, while you are with them. Use Login OTP.
• ☐ Give each of them their guide (Supervisor, Worker) and their job sheet (section 10 of your organisation type's guide).

Day 4: licences and documents (60 min)

• ☐ Open Licences & Documents. Upload each document you gathered and enter its expiry date.
• ☐ In Compliance Hub, work through Setup data gaps: registration numbers, dates, capacities.
• ☐ Under Licences & vendors, check that your waste vendors' licences are recorded. An expired vendor licence is your problem too.

Days 5 to 7: stickers and setup evidence (1 to 2 hours, with a supervisor)

• ☐ Follow Setup evidence and QR stickers. Walk the site with the supervisor: stick a QR sticker on each bin and piece of equipment, link it, and take its setup photo.
• ☐ Upload the document-type setup evidence from your desk.
• ☐ Don't aim for 100%. Do the stickers and bins first, because daily jobs depend on them. The rest can wait until week 2.

Week 2: run it for real

Day 8: first full day of jobs

• ☐ Morning: open Daily Tasks. Check today's jobs have gone to the right people. A job with the wrong person? Ask the supervisor to reassign it on the phone, or email us if a whole type of job keeps going to the wrong role.
• ☐ Ask each worker to do their first job while the supervisor watches.
• ☐ Evening: in Daily Tasks, filter Awaiting My Approval and approve or return each job. Read every one today; it's how you learn what good looks like.

Days 9 to 12: tighten up

• ☐ Every evening, go through Awaiting My Approval. Return anything with a poor photo, and always give a reason.
• ☐ Every morning, look at yesterday in Job Calendar: due, on time, late, missed. Talk to the supervisor about anything missed.
• ☐ Put holidays and closed days in the calendar, so those jobs are not counted as missed.
• ☐ Finish the remaining setup evidence.

Day 13: first report

• ☐ Reports → choose a report type, set the dates to this week, 📑 Generate Report. Does it match what you know happened? If a number is wrong, the cause is usually a job answered wrongly: find it and correct the habit.
• ☐ Look at your compliance score on the Dashboard.

Day 14: review

• ☐ Path to green: how many of its items are done? List what is left and who will do each by when.
• ☐ Is anyone not using the app? Find out why this week, not next month.
• ☐ Put the weekly rhythm in everyone's calendar.

From now on, follow your Manager guide. Questions: Getting help.

How you know you are running

• ☐ Every person in your team has signed in on their own phone.
• ☐ Every bin and piece of equipment that has a daily job has a linked sticker.
• ☐ Fewer than 1 in 10 jobs were missed this week.
• ☐ Jobs are checked the same day they are done.
• ☐ Every licence you hold is uploaded with its expiry date.

Who can use what

Supervisors and workers who try the web portal are told it is for the Manager. That is by design.

Adding a person (web)

1. Team & settings → User Management → + Add User.
2. Fill in Full Name, Mobile Number (required, even though the form doesn't mark it: it is how staff sign in) and Role. Email is optional for staff and required for managers.
3. Create User.

New workers automatically pick up any jobs that had nobody to go to.

No email is sent to the person. You give them a sign-in code instead (next section).

Getting someone signed in (2 minutes per person)

Do this face to face, with their phone in their hand:

1. They install EarthReheal from the Play Store or App Store.
2. In User Management, click Login OTP on their row. A 6-digit code and a QR appear.
3. On their phone: type their mobile number → I need a one-time staff code → Continue.
4. Either they type the code into OTP, or they tap Scan code from the admin's screen and scan the QR on your screen.
5. Verify and Sign In. When asked, they turn on fingerprint sign-in.
6. Before you leave, ask them to open one job, so you both know it works.

A code expires. If it does, click Regenerate OTP.

Can't be there in person? Read the code to them on a phone call. Never post codes in a WhatsApp group.

Common changes

Deactivate rather than delete. Delete is for accounts created by mistake.

Who gets which jobs

Jobs go to people by their role on site, for example housekeeping, STP operator or kitchen supervisor. Those roles were set up from the people list you sent. If a type of job keeps going to the wrong person:

• for a single job, the supervisor uses Reassign this job on the phone;
• for a whole type of job, email help@earthreheal.com with the job name and who should get it.

After your first full day, check in Daily Tasks that specialist jobs (STP, borewell, kitchen, DG) went to the specialist and not to general housekeeping. Tell us if they didn't.

Good practice

• One person, one login. Never let staff share an account or a phone login.
• Deactivate leavers on their last day.
• Keep at least two managers if you can, so approvals don't stop when one is on leave.

Why stickers

Each bin and each piece of equipment that has a regular job (STP, DG set, borewell, compost unit, lift) gets its own QR sticker. To do that item's job, the worker scans its sticker first. This proves the job was done at the item, not from the office. If someone scans the wrong sticker, the app refuses the job.

You receive a batch of blank stickers from us. A sticker means nothing until you link it to an item. Keep spares: stickers get damaged.

Before you start

• ☐ Stickers, and a clean dry cloth.
• ☐ A list of your bins and equipment by location (for example "Tower A, ground floor, green bin 1").
• ☐ A phone with the EarthReheal app, signed in as Manager or Supervisor, with camera and location allowed.
• ☐ Daylight. The setup photos must clearly show the item.

Where to stick it

• On a clean, dry, flat surface, at chest height, where a worker can reach it with a phone.
• On a bin: the side or front, not the lid. Lids get swapped.
• On equipment: next to the nameplate, not on a panel that is opened.
• Not in direct rain or sun if you can avoid it.

Linking stickers: the walk-round

The quickest way is to link each sticker while you take its setup photo:

1. Phone app → Home → Setup evidence.
2. Pick the item, for example Bin overview photo — per bin.
3. Choose Scan QR, then photo.
4. Scan the new sticker on the item. The app asks you to name the item: use a name your workers will recognise ("Tower B green bin 2", not "bin 7").
5. Take the photo, showing the whole item with its sticker, colour, label and lid.
6. Submit. Wait for Submitted before you move on. The upload can take up to 20 seconds on a slow network.

Then move to the next item.

Equipment that only offers "Capture & renew" (no sticker step), such as some borewells: link the sticker from the Infrastructure register instead.

1. Infrastructure (phone) or Infrastructure Items (web).
2. Find the item → Scan QR.
3. Scan the sticker, or type its 8-character code.
4. Link QR.

If the camera view stays black on the Infrastructure screen, type the 8-character code printed under the QR instead. It does the same thing.

Setup evidence that is a document

Licences, registrations, contracts, certificates. Do these from your desk:

1. Web → Setup Evidence, or Compliance Hub → Path to green → Open setup evidence.
2. Upload the PDF or photo.
3. Enter the expiry date where there is one.

How long it lasts

Setup evidence is valid for 6 months. Before it runs out, the item shows Due for renewal and a renewal job appears. Take a fresh photo then: it shows the bin, signage or equipment is still in place and in good order.

Setup evidence does not block daily jobs. You can start daily work before it is complete.

Replacing a damaged or lost sticker

1. Infrastructure → the item → Replace QR.
2. Scan or type the new sticker.
3. Give the Replacement reason.

Never move a sticker from one item to another. Never link two items to one sticker.

Extra items your workers find

If a worker finds a bin or item that isn't in the app, they can register it on a blank sticker from the phone. A supervisor or manager then approves it in QR review. Check the QR review queue once a week.

Common problems

You are accountable for the organisation's compliance, and the app is built around that. Your team does and checks the work on their phones. You set it up, give final approval, keep licences and documents current, and turn the record into reports and returns.

Your time, once running: about 15 minutes a day, an hour a week, and half a day a month. More around filing dates.

Desk work is easiest on the web portal (earthreheal.com, Sign In). Approvals and checks also work in the phone app.

1. Your menu (web)

The left menu is grouped the same way for every organisation. Some entries open a page with tabs.

On the phone, the bottom tabs are Home, Job status (with a count of jobs waiting for you), Reports and Me. Home has the same six groups as tiles.

2. Every day (15 minutes)

1. Dashboard: any banner such as overdue filing(s) or Compliance incomplete? Deal with it or plan it.
2. Daily Tasks → filter Awaiting My Approval. Open each job, look at the photo and details, then:

• ✓ Final Approve, or
• ✕ Reject — Return to Supervisor (or to the worker, on 2-layer). Always write the reason.

1. Grievances: anything new? Assign it, or answer it.

Bulk approval: once you trust your supervisors, use ✓ Approve All for routine days. Still open a few jobs at random every day. Your approval is the organisation's signature.

On the phone: Job status → To approve, with the same choices.

3. Every week (1 hour)

• Job Calendar: missed and late jobs, by area and person. Act on patterns, not single days.
• Compliance Hub → Path to green: what is still open, and is anyone on it? Use the fix buttons (Upload below, Fill in below, Open setup evidence, Assign people).
• Renewals & expiry: anything inside 90 days?
• Mark the coming week's holidays in Job Calendar.
• Need a one-off job (an inspection visit, a special clean-up)? Daily Tasks → + Add task, choose it from the catalog, and set the frequency and first due date.

4. Every month and year

Follow Month-end and year-end: monthly report, renewals, vendor licences, setup evidence renewals; and at year end, the statutory filings, Mark as filed, data export and a review of your setup answers.

5. Your team

All of it is in Team and logins: adding people, giving them a sign-in code, leavers. Two habits:

• Hand every new person their guide and job sheet on day one: the Worker guide or Supervisor guide, and section 10 of your organisation type's guide.
• Deactivate leavers on their last day.

6. Changing your setup

• Site details and setup answers: Tenant Info → ✏️ Edit Tenant Info opens the setup wizard with your answers. Change what is needed, then 💾 Save Changes. Your organisation type cannot be changed.
• Turning on a recommended rule: Compliance Hub → Recommended rules → Enable rule.
• New bins or equipment: link a sticker in Infrastructure Items (see Setup evidence and QR stickers).
• Not sure what a change will switch on or off? Email us before you make it.

7. Do and don't

If you are on the free plan

The free plan is one Manager login, in the phone app only. If you sign in on the web you are asked to use the app.

In the app, everything is under Licences & documents:

• Licences: each licence with its status (Valid, Expiring soon, Expired, Not uploaded, Add expiry date). Upload each licence and add its expiry date, and the app reminds you before it expires.
• What applies: the rules for your organisation, why each applies, and the calendar of filings and renewals.
• Documents: your compliance folder. To share it with an inspector, create a share link, give it a label and an expiry (for example 7 days), choose what to include, and create it. You can withdraw the link at any time.

Your routine: upload everything once. Then once a month, look at Licences for anything turning amber or red, and at What applies for the next filing date. That's all.

When you want your staff's daily work on their phones, with approvals and reports, tap Move to the licensed plan.

You make sure the day's jobs get done, and done properly. In the app that means three things, every day:

1. Morning: see what is due today and who is on it.
2. Through the day: check each job your team sends, and pass it or send it back the same day.
3. End of day: make sure nothing is left unchecked or undone.

You use the phone app. (The web portal is for managers.) Read the Worker guide once too: your team will ask you about it.

1. Get started

Sign in the same way as a worker: mobile number → I need a one-time staff code → enter the code your manager gives you → Verify and Sign In → turn on fingerprint. If your manager set you up with an email instead, type the email and your password.

2. Your screen

The tiles on Home include Today's jobs, Setup evidence, Manage team, Calendar, Infrastructure, Report a problem and Problems reported. Which tiles you see depends on your organisation type.

3. Your day

Morning (10 minutes)

1. Open Home. Tap yesterday's score line. If anything was missed, the summary shows it by area and by person. Talk to those people today.
2. Open Check jobs → Today. Look for an Unassigned count. Tap View and give those jobs to someone (see Moving a job below).
3. If someone is absent, reassign their jobs now, not at 5 pm.

Through the day: checking jobs

Open Check jobs → To check. For each job:

1. Open it and look at the photo. Is it the right item, at the right place, today? Is the thing the job is about clearly visible?
2. Look at the notes and the scanned sticker.
3. Then:

• OK — pass if it is right.
• Send back if it is not. Always write the reason in plain words: "Photo does not show the lid closed. Retake with lid visible." The worker sees exactly what you write.

Checking numbers. At present the phone does not show you every number the worker typed in (weights, readings, hours). Until it does, for any job where the number matters, ask the worker to also write the key figure in the notes, and check it against the photo.

Check jobs the same day. A job left unchecked for days is a job nobody can vouch for.

End of day (5 minutes)

• To check should be empty.
• Look at the jobs still to do. Either get them done, or move them to someone who can.
• Anything that genuinely could not be done (machine broken, area closed)? Report a problem with a photo, so the record shows why.

4. Other things you can do

5. Do and don't

Your pass is your signature. When you pass a job you are saying "I have checked this and it is true." Only pass what you would defend to an inspector.

6. Helping your team

Most worker questions are one of these:

• "I can't sign in." Check the manager added their mobile number correctly. Get a new one-time code from the manager.
• "Wrong sticker." They are at the wrong item.
• "It isn't linked yet." The sticker needs setting up. See Setup evidence and QR stickers.
• "It won't send." They're offline. It will send by itself; don't let them uninstall the app.

More in Troubleshooting. Anything you cannot solve goes to your manager.

Your job in the app is simple: open the job, do it, take the photo, send it for check. Your supervisor checks it the same day. That's all.

Your manager gives you a printed job sheet that lists the jobs that are usually yours. This guide shows how to do any of them.

1. Get started (once)

1. Install EarthReheal from the Play Store or App Store.
2. Open it. On Login to EarthReheal, type your mobile number in Email or Mobile Number.
3. Tap I need a one-time staff code, then Continue.
4. Your manager or supervisor gives you a 6-digit code (or shows a QR on their screen: tap Scan code from the admin's screen). Enter it in OTP and tap Verify and Sign In.
5. When the app asks Enable Biometric Login, say yes. From now on you open the app with your fingerprint.

If the app says "This mobile number is not registered", your manager has not added you yet, or added a different number. Ask them.

Use only your own login. Never sign in on someone else's phone or let someone use yours. Every job records who did it.

2. Your screen

The bar at the bottom has four tabs:

The card at the top of Home shows jobs today, Do again and To do. When it says All clear!, you are done for the day.

3. How to do any job

1. Open the job. Tap its box on Home, or find it in My jobs. If you are standing at the bin or machine, use Scan on its sticker instead: it opens that item's jobs.
2. Start it.

• If you see QR Scan Required, tap Scan QR to Start and scan the sticker on that item. You must be standing at it. This is on purpose: it proves the job was done on the spot.
• Otherwise tap Take Photo.

1. Take the photo. Make sure the thing the job is about is clearly in the picture: the bin with its lid and label, the meter reading, the logbook page. The app records the location of every photo.
2. Fill in the details under Data Entry, such as weights, readings or counts. The app shows how many are still left. Write a short note under Notes (optional) if something was unusual.
3. Tap Send for check. You'll see "Sent – Your job was sent to your supervisor to check." The job is now locked until it is checked.

If a job comes back

When your supervisor sends a job back, it turns red on Home and shows Supervisor feedback with the reason.

1. Open it. It says Fix and send again.
2. Fix what the supervisor asked. Scan the sticker again if asked, and take a new photo if the photo was the problem.
3. In the notes, explain what you fixed.
4. Tap Send again.

Do jobs that came back first, before new ones.

4. No network?

Keep working. If there is no signal, the app shows "Saved on this device and will submit when you reconnect." and a bar at the top says Offline — n items pending. Everything is sent automatically when the phone is back online.

• Don't delete the app or clear its data while items are pending: you would lose them.
• If the bar says Sync failed — tap to retry, tap it once you have signal. If it still fails, tell your supervisor.

5. Do and don't

Why it matters: these records are your organisation's legal proof that the work was done. A record made at the time is worth a lot. A record filled in later is worth nothing, and can get the organisation into trouble.

6. Problems you may see

Anything else: ask your supervisor first. See also Troubleshooting.

Golden rules for everyone

1. Record it when you do it. Never later.
2. Your own login, your own phone.
3. A photo must show the thing the job is about.
4. If you can't do a job, say why in the app. Don't skip it silently.
5. Check the same day.

Every month

About 30 minutes on the first working day:

1. ☐ Job Calendar: last month's due, on-time, late and missed jobs. Talk to the supervisor about any area or person with repeated misses.
2. ☐ Reports: choose the report type, set From/To to last month, then 📑 Generate Report. Read the headline numbers. Do they match what you know happened? Then 💾 Save to History, and use 🖨 Print / Save PDF if your committee or management wants a copy.
3. ☐ Compliance Hub → Renewals & expiry: anything expiring in the next 90 days? Start the renewal now. Most licences take weeks.
4. ☐ Licences & vendors → Vendor licences: are your waste vendors' licences and authorisations still valid?
5. ☐ Compliance Hub → Filing calendar & readiness: any monthly filing due (for example groundwater data on the 10th)?
6. ☐ Setup Evidence: anything Due for renewal or Overdue? Assign it to the supervisor.

Save time: under Reports → Schedules, use New schedule to have the monthly report emailed to you, or to your committee or management, automatically.

Every year

Statutory filings

Your filing calendar is in Compliance Hub → Filing calendar & readiness. Section 8 of your organisation type's guide lists every filing and its due date. Most annual waste returns are due 30 June. Environmental Statements are due 30 September.

For each filing:

1. ☐ About 6 weeks before it is due, open it and click Refresh readiness. It shows how complete the year's records behind the filing are.
2. ☐ Fix gaps while there is time: missing logs, missing certificates, documents not uploaded.
3. ☐ Generate the report for the filing year from Reports, and use it to fill in the regulator's portal or form.
4. ☐ File it on the regulator's portal yourself. EarthReheal does not file on your behalf.
5. ☐ Back in the app, click Mark as filed. Enter the Filing date and who filed, and upload the acknowledgement. The filing then appears under Past filings, and next year's reminders start from it.

If a filing does not apply to you (for example, you are under a threshold), use Suppress reminders and note why.

Year-end housekeeping

• ☐ Reports → 📦 Full Organisation Data Export: keep a copy of the year's records in your own files.
• ☐ Re-check your site answers in Organisation settings. Did you add a DG set, a borewell or a kitchen this year? A change can switch rules on or off.
• ☐ User Management: deactivate leavers, and make sure every role still has a person.
• ☐ Read Path to green once more, and set next year's targets.
• ☐ Committee or management change coming? Hand over this kit and the Manager login properly. Never share the old Manager's password: add the new person as a Manager, then deactivate the old one.

Find what the screen says, then do what the right-hand column says. If it isn't here, see Getting help.

Signing in

Doing jobs (phone)

Managing (web)

Phone tips that solve most problems

• Keep the app up to date from the Play Store or App Store.
• Keep at least 1 GB of free storage on the phone. Photos need room.
• Battery-saver modes can stop the app sending in the background. Open the app on Wi-Fi or mobile data to let it catch up.
• Don't clear the app's data or uninstall it while anything is waiting to send.

Most questions are already answered in this kit. Work down this list; each step is quicker than the next.

1. Look it up (2 minutes)

2. Ask inside your organisation

• Workers ask their supervisor first. Most worker questions are "which job is this" or "my photo will not upload", and the supervisor can see the same job.
• Supervisors ask their manager.
• Managers can see everything the team sees, so they can answer almost every staff question from the web portal.

Agree in your team who the one person is that contacts EarthReheal. Usually that is the manager.

3. Contact EarthReheal

Email help@earthreheal.com. Write the subject as <Organisation name>: <what is wrong> and include:

1. Who: the name and role of the person who had the problem.
2. Where: phone app or web portal, and the screen name (the title at the top of the screen).
3. What you did, and what happened. "I scanned the bin sticker and it said QR Sticker Mismatch" is far quicker to solve than "scanning does not work".
4. A screenshot. On most Android phones, press power and volume-down together.
5. Since when, and whether it happens for everyone or one person.

We reply within one working day.

If your site cannot work at all, for example nobody can sign in, or nobody can submit the jobs due today, start the subject with URGENT:. Those emails are read first.

Questions about plans, a trial, adding sites or moving from the free plan to the licensed plan go to sales@earthreheal.com instead.

What we can and cannot do for you

Never send a password by email, chat or phone, not even to us. We will never ask for one.

This page is the part of the onboarding kit that is specific to a University (multi-campus institution). 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

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.

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 campuses operated by the institution
• Vehicles in the institution fleet
• Number of lifts
• Number of escalators / moving walks
• Connected electrical load (kW)
• Age of the building (years)
• Contract workers engaged through contractors
• Solar plant capacity (kW)
• Number of employees / workers on site

Yes or no

• Holds radioactive sources or radiation-generating equipment on any campus?
• Affiliates colleges that are separate legal entities?
• Files any statutory return once for the whole institution rather than per campus?
• A POSH Internal Committee is constituted at institution level, in addition to each campus?
• A central grounds crew works across campuses?
• The institution runs its own vehicle fleet?
• A central vehicle / maintenance workshop is operated?
• Diesel or petrol is stored centrally?
• Institution itself holds a central Shops and Establishments registration?
• Employs 10 or more people (incl. contract/interns)?
• Runs AICTE-scope technical programmes (engineering, management, pharmacy, architecture)?
• 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)?
• Swimming pool on the premises?
• Rooftop / ground-mounted solar plant on site?
• EV charging points in the parking?
• Bulk Waste Generator (floor area 20,000 sq.m., water 40,000 L/day or waste 100 kg/day)?

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.

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).

Registrar

Internal Committee presiding officer

Radiological safety officer

Chief compliance officer

Estate manager

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

Every month

Every quarter

Every six months

Every year

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.

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.

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.

9. The rules behind all this

Applies to every site of this type

Depends on what is on your site

Recommended good practice

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.

Registrar (Manager access)

Every six months

• 6-monthly EC compliance report (if EC granted) (only if Environmental Clearance (EIA) applies)

Every year

• AISHE Data Capture Format upload for the academic year
• Environmental Statement (Form V) to the SPCB (30 September) (only if Environmental Statement (Form V) applies)
• Annual crèche facility review

Each time it happens

• Personal data breach intimation

Before the licence expires

• Lift licence / registration — renewal (each lift) (only if Lifts & escalators applies)
• Lift maintenance contract (AMC) — renewal (only if Lifts & escalators applies)
• Lift third-party insurance — renewal (only if Lifts & escalators applies)
• Electrical installation inspection / self-certification — renewal
• Municipal trade / health trade licence — renewal (only if Trade licence applies)
• Structural stability certificate — renewal
• Contractor labour licences (50 or more contract workers) — renewal
• Security agency licence (PSARA) — renewal

How to do these in the app: Manager guide.

Chief compliance officer (Manager access)

Every year

• AICTE Extension of Approval renewal reminder
• Mandatory disclosure published and current on the institution website
• Annual anti-ragging undertakings collected and compliance report filed
• HWM Form 4 annual return (June 30) (only if HWM Rules 2016 applies)
• SWM Annual Return (if BWG)

Before the licence expires

• AERB Licence for Operation renewal task (only if AERB X-ray License applies)
• Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates) (only if Shops & Establishments Registration applies)
• HWM authorisation renewal task (only if HWM Rules 2016 applies)
• PESO licence renewal task (only if Diesel Storage Licence (PESO) applies)

How to do these in the app: Manager guide.

Estate manager (Supervisor access)

Every month

• Monthly no-open-burning declaration
• HWM storage inspection (≤90 days, no mixing) (only if HWM Rules 2016 applies)
• Monthly declaration: no oil/solvent/coolant discharged to drain, soil, or water body (only if HWM Rules 2016 applies)

Every year

• Annual HSD tank integrity inspection (only if Diesel Storage Licence (PESO) applies)
• Fuel storage area fire safety check (only if Diesel Storage Licence (PESO) applies)

Each time it happens

• HWM Form 10 dispatch manifest (per hazardous dispatch) (only if HWM Rules 2016 applies)

How to do these in the app: Supervisor guide.

Radiological safety officer (Supervisor access)

Every quarter

• Personnel TLD (thermoluminescent dosimeter) badge monitoring report (only if AERB X-ray License applies)

Every year

• Radioactive source and radiation-generating equipment inventory, by campus (only if AERB X-ray License applies)

How to do these in the app: Supervisor guide.

Internal Committee presiding officer (Supervisor access)

Every day

• Daily pool water pH and free chlorine log (only if Swimming pool applies)

Every month

• Monthly lift maintenance visit (each lift) (only if Lifts & escalators applies)
• Monthly first-aid box check
• Monthly pool lifeguard and safety equipment check (only if Swimming pool applies)

Every quarter

• 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

• POSH annual report to District Officer (only if POSH Internal Complaints Committee 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

• 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.

Grounds crew (Worker access)

Every day

• Daily garden/leaf waste composting or disposal log
• Canteen food + garden waste composting log
• Daily campus waste log by SWM stream

Every month

• Dry waste dispatch to authorized recycler
• Sanitary waste stream handover log (SWM 2026)
• Special-care waste stream handover log (SWM 2026)

Each time it happens

• ULB vehicle handover receipt

How to do these in the app: Worker guide.

Transport crew (Worker access)

Every month

• Used engine oil handover to a registered collection agent / recycler (only if HWM Rules 2016 applies)
• Monthly waste tyre disposal log (quantity changed, disposed, EPR channel) (only if WASTE TYRE EPR applies)
• Fleet vehicle document check - RC, PUC, insurance, fitness (only if Battery Waste Rules 2022 applies)

Each time it happens

• Spent battery handover receipt / take-back confirmation (only if Battery Waste Rules 2022 applies)
• ELT dispatch receipt from authorized retreader/pyrolysis facility (only if WASTE TYRE EPR applies)

How to do these in the app: Worker guide.