Legionella management plan software
Priority organisations must have a current risk assessment and a management plan, carry out the measures from it periodically, keep a log, and have samples taken every six months. Appfront builds the software that fills that log at the moment the work is done, rather than someone reconstructing it afterwards from notes.
What the Drinking Water Decree requires of you
If you own or manage a priority organisation, fixed obligations apply concerning Legionella prevention. Priority organisations include hospitals and care institutions, buildings with accommodation functions such as hotels, bed and breakfasts, campsites and holiday parks, swimming pools, saunas and wellness centres, marinas, asylum seeker centres and prison facilities, and roadside restaurants and filling stations with shower facilities.
The obligations themselves can be summed up briefly: a current risk assessment and management plan, drawn up by an advisory firm certified under BRL 6010; periodic implementation of the control measures in that plan; keeping a log; and six-monthly sampling to demonstrate that the installation is in order. The Inspectorate for the Living Environment and Transport supervises compliance.
The bottleneck is almost never in the plan and almost always in the logbook. Flushing rounds, temperature measurements and running through rarely used outlets are tasks that happen on the floor, often by different people, sometimes outside office hours. When they are noted on paper and typed up later, a gap opens between what was done and what was recorded. At an inspection, that gap is exactly what gets found.
How we build your Legionella software
We start with your management plan, not a standard checklist. Every building has its own installation, and the plan a BRL 6010 bureau wrote for it is our starting point.
We go through your risk assessment and management plan and translate the measures into concrete, recurring tasks, each with a frequency, a responsible person and an outlet or installation component. What is a paragraph in the plan becomes a task that appears on a list in the software.
Outlets, boilers, mixing valves, dead legs and the locations the management plan flags as risky each get their own identity. The logbook is tied to that structure. Without it, the logbook remains a chronological list in which you cannot see what happened at a specific outlet.
We work in sprints and begin with the daily tasks: flushing and temperature measurement. Your own technical team takes part and walks a round with an early version, because that is the only way to find out whether a screen works with wet hands and gloves on.
We link the samples and results to the installation, set up follow-up for any exceedance, and hand over to your administrator. This includes a trial inspection: we review the log as if we were the inspector.
What the software actually does
Six components that come up in almost every project. What you need depends mainly on how large your installation is and how many locations you manage.
Tap sign-off at the outlet
A sticker with a code on the outlet or installation; scanning it opens the right task straight away. The record is made where the work happens, with the time and the person carrying it out, rather than reconstructed from memory at the end of the day.
Flushing rounds and temperature measurements
A route past the outlets that are due under the management plan, with the measured value recorded. If a temperature deviates from what the plan prescribes, it is immediately visible rather than only at the quarterly check.
Scheduling to your management plan
The frequencies in the plan drive the task list: weekly, monthly, quarterly or half-yearly. Tasks that have not been carried out do not disappear; they stay open and grow in urgency.
Samples and results
For each sampling point: the date, the laboratory, the sample number and the result. Results stay attached to the point so you can see a series over the years, not just the latest measurement.
Follow-up on an exceedance
If a limit is exceeded, a fixed route starts: reporting to the relevant parties, taking measures, scheduling re-sampling, and closing the matter only once the result is back in order. The process is defined rather than held in the head of whoever dealt with it last time.
A logbook that stands up to inspection
Everything together, per location and per installation component, with date, person responsible and measured value, exportable on request. Changes made afterwards are shown as changes, not as the original entry.
Who we build for
Four types of priority organisations. The difference lies in the size of the installation and in who carries out the work.
Healthcare facilities and hospitals
Large, complex installations and a vulnerable patient group, so the risk weighs most heavily. Often they have their own technical department, which carries this out alongside regular maintenance.
Hotels, campsites and leisure
Occupancy varies greatly, so outlets sit idle in the low season and need attention precisely then. Staff often change, so the software must be usable without training.
Swimming pools, saunas and wellness
Warm water, many outlets and showers with a high aerosol risk. Legionella management and daily water quality monitoring overlap here, so a single register for both makes sense.
Operators of multiple sites
Property managers and facilities service providers who manage buildings on behalf of third parties. Their challenge is not only carrying out the work but also demonstrating it to the owner, alongside their facilities processes.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Technology and integrations
What we deploy follows from your situation. For work out on the floor, offline use matters most: plant rooms and basements rarely have coverage, and a register that doesn't work there won't get used.
If you also want to keep your pool's logbook digitally, take a look at our software for the pool measurement log.
If the concern is the water quality in the pools themselves, with chlorine and pH per pool, take a look at our software for the pool water quality log.
Why Appfront
Recording the work where it happens
Every step between the action and the record is a place where something gets lost. We build it so that signing off at the outlet is quicker than writing it down on a scrap of paper.
Built on your management plan
We don't invent frequencies or measures; those come from the plan drawn up by your BRL 6010 consultant. Our software carries out that plan and does not replace it.
We test against an inspection
Before handover, we review the logbook with the question an inspector would ask: show that this measure was carried out in the past year. Anything that can't be found then is not yet finished.
Alongside what is already running
Your building management system, your maintenance planning and your water technical installations remain in place. We build the layer that fills and connects the logbook.
Security and privacy
Legionella data is not personal data in itself, but the register does record who carried out what and when, which can be traced back to an employee. This is performance information and calls for restraint: the logbook exists to show that the work was done, not to hold someone to account for their pace. We therefore focus the reporting on the installation rather than the person.
For care institutions, the software also has to fit within your existing security framework, often with its own requirements for access and logging. Sample results can be sensitive in relation to guests or residents, so we set separate permissions to keep access limited to those who need it. Every change to a signed-off record is logged, because a logbook that can be altered unnoticed is worthless in an inspection. How we handle security ourselves is set out in our information security policy; reports from outside come through our CVD policy.
Frequently asked questions about legionella management
These include hospitals and care institutions, buildings with accommodation such as hotels, bed and breakfasts with more than five people, campsites and holiday parks, swimming pools, saunas and wellness centres, marinas, asylum seeker centres and prisons, and motorway restaurants and petrol stations with showers. What they have in common is aerosol formation affecting people who do not choose to be exposed or who are particularly vulnerable. If you are unsure whether you fall under this, have that established before you commission any software.
No, that isn't possible either. The risk assessment and management plan must be drawn up by an advisory firm certified under BRL 6010. Our software carries out that plan: it turns the measures into tasks with a set frequency, records that they have been carried out, and stores the evidence. If your installation changes, that is a reason to have the plan updated, not the software.
For priority organisations, there is a statutory sampling requirement of twice a year. The sampling points follow from your management plan. What matters is not that two samples were taken somewhere, but that the right points were sampled. We therefore link every result to its point rather than to the date alone, so you can see a series per point over the years.
You must then take measures and, in certain cases, report. The precise route depends on the level of the measurement and on your situation; your BRL 6010 adviser determines that. What the software does is enforce that route as soon as a result comes in that exceeds the limit: the report, the measure and the re-sampling become tasks that remain open until the result is back within limits.
Yes, and here that is essential. Plant rooms, basements and service shafts rarely have coverage, yet that is exactly where the installation components needing attention are located. The app stores data locally and synchronises once a connection is available, clearly showing which records are still outstanding. A record that only works online gets skipped on the spot and filled in later from memory.
Yes, and that is usually the reason to have it built. Each location gets its own installation layout and its own management plan, with permissions that differ per location. On top of that sits an overview showing where tasks are outstanding and where a sampling is approaching. Off-the-shelf packages are often built for a single location and fall short elsewhere.
Often, yes, and it is worth it if your installation already measures temperatures. A technician then does not have to record those values by hand, and manual work is limited to what is truly physical, such as flushing. Whether it is possible depends on what interface your building management system offers. We establish this during the discovery phase before committing to it.
That depends on the number of locations, the size of the installations and whether integrations are involved. A single location with a straightforward installation is a different project from a care organisation with dozens of buildings. We give a substantiated answer after the discovery phase, as anything before that would be a guess.
Want legionella software built?
Tell us how many sites are involved and how the logbook is currently kept, and we will help you think through the structure of the installation, the tasks from your management plan and the follow-up when a result exceeds the limit. We build this as a standalone application and as part of a broader custom software development or app development project.