Home certificates and renewals

The home's certificates and periodic checks (gas safety, fire risk assessment, PAT testing and so on) are recorded on Home Overview, under Compliance. An expiry date with nobody chasing it is not a control, so when you give a certificate an expiry date ARC also raises a job to renew it.

Everyone who works in the home can read them. Only a manager or a company admin can add, change or remove one. If you can't see Add certificate, that is why.

Add a certificate

1. Open Home Overview and choose Add certificate, or open the Compliance tab.
2. Under What it covers, choose the certificate or check. You must choose one.
3. Enter the Issued date. For most categories ARC then fills in Expires from the usual renewal period, for example every 12 months for a gas safety certificate. Change it if yours differs. The expiry date can't be before the issue date.
4. Under Set reminder, choose how far ahead the renewal job should fall due: a week, two weeks, a month, two months or three months before, or On the day it expires. This only works once there is an expiry date.
5. Add who carried it out, the certificate number, and a Label if you hold more than one of a kind, for example "Minibus MOT".
6. Attach the certificate if you have it: a PDF, image or document up to 10MB.
7. Add notes for the next person, then choose Add record.

What the statuses mean

On the Overview tab, anything expired or due soon is listed with Record renewal, and a Nothing recorded yet for panel lists categories with nothing recorded at all. Choose one to start a record for it.

The renewal job

When a record has an expiry date, ARC raises a task for the home called Renew followed by the certificate's name, due on the reminder date. It appears in the home's tasks.

• Change the expiry date or reminder and the open job moves with it.
• Remove the expiry date and the open job is cancelled.
• If someone has already completed or cancelled the job, ARC doesn't reopen it. It raises a new one the next time you save the record.

Record renewal adds a new record. The newest certificate for each category is the one the summary counts, and the old one stays as history. ARC doesn't close the old record's renewal job, so complete that task yourself.

Change or remove one

On the Compliance tab, Edit changes a record, and you can attach a replacement certificate or remove the attached one. The bin icon removes the record; ARC asks you to confirm, and says it stays in the audit history. A certificate with a file shows a Certificate link to download it.