Heresafe for Facilities & Estates Managers

One record across the estate

Facilities and estates teams are usually managing compliance across more than one site, often with a different local process at each one. Shared supplier records mean a contractor cleared at one site doesn’t need re-clearing at the next, and a single, current record of who’s cleared to be on site replaces whatever local, per-building process exists now.

Less duplication as the estate grows

Duplicate vetting drops as the estate grows instead of scaling up with it, because compliance and supplier records sit in one place rather than being rebuilt at every building. A contractor already cleared for one building on the estate doesn’t go through vetting again from scratch at the next one, and a new building added to the estate inherits the existing supplier base rather than starting its own list. That compounds over time: the more of the estate that’s already on one record, the less vetting work a new site creates.

Extending into live site control where you need it

For estates that also need to know who’s physically on site at any moment, not just who’s cleared to be, Heresafe can extend into self-service check-in by mobile, with geo-tagging confirming the contractor checked in from the site itself, or by kiosk at reception. A digital badge is issued at check-in, and a live Fire Register gives a single, current list of everyone on the premises if a building needs to be evacuated, drawn from actual check-in activity rather than a sign-in sheet at the front desk. That’s a layer on top of the compliance record above, not a separate system to manage.

What this changes at the front desk

Visitor and contractor sign-in is often still a paper book or a spreadsheet at reception, kept up by whoever’s on the desk that day. Moving check-in to self-service by phone or kiosk takes that logging off the front-of-house team without losing the record: the Fire Register and the Expected On-Site view draw from the same check-in data instead of a separate manual log that has to be reconciled afterward.

Evidence

“Heresafe is a great system that is very intuitive, dynamic, and user-friendly.” – Mark Goff, Estates Business Manager, Falmouth Exeter Universities

In its first six months live, Falmouth Exeter Universities had 90.49% of RAMS approved two or more days before the scheduled visit, across multiple campuses running at the same time.

Related

Some of the same dashboards show up on the Site, Plant & Operations page, because both roles watch activity across multiple locations. The difference is what you’re accountable for: the buildings and the statutory duties that come with them, not the output of the operation running inside them. If that’s your role, Site, Plant & Operations is the closer fit.

Universities and Events & Venues carry the closest sector evidence.

Get one record across your estate