Custom lift inspection file software for lift managers
Appfront builds software that records, for each lift installation, which certificate is valid, when the next in-use inspection is due and which defects are still open. The software schedules inspections with the designated inspection body, stores reports and certificates against the right installation and tracks the rectification deadline for each defect. So you no longer have to search through folders and mailboxes to prove that a lift has been inspected and approved.
What is software for lift inspection files and certificate management?
Software for lift inspection files and certificate management is a system that tracks, for each lift installation, which inspections have been carried out, which certificate belongs to them and how long it remains valid. For each installation you see the location, installation number, inspection body, latest report, open defects and the date by which the next in-use inspection must take place. Documents are attached to the installation, not to a folder.
Without such a file, the truth is scattered across a planning spreadsheet, the manager's mailbox and a pile of PDFs with names like scan_lift3_def2. A manager gets a question from a building owner about a lift in a care complex and has to phone three people to track down the valid certificate. Or a re-inspection is scheduled while the defect from the previous report has not yet been rectified.
We build custom software because your installation base, your contract types and your arrangements with inspection bodies don't fit any standard package. The numbering of installations, the division of roles between manager, engineer and client, the integration with your maintenance system and property management package: those are your rules. A generic document management package has no concept of an inspection deadline per installation, a defect with a rectification deadline, or the difference between a certificate and a report. Custom software does.
Installation register
Every lift installation with its location, year of construction, manufacturer, installation number, contract type and responsible manager. One line per lift, with certificates, reports, inspections, faults and open defects attached, including their full history.
Certificates and reports
The inspection body's certificate and the accompanying report are stored with the installation, including validity, issuing body and version. Old documents are kept in the file.
Inspection planning and defects
For each installation: the date of the next in-use inspection, the scheduled appointment, and every defect with its rectification deadline, the person responsible and the re-inspection that closes it.
How we build your software for lift inspection files and certificate management
We start with your current planning spreadsheet and the folder of scanned certificates, and look at what is and isn't recorded for each installation.
We go through your list of lift installations, the numbering, the contract types and the inspection bodies you work with. This immediately shows you which files are incomplete and where there are duplicates.
We set up the installation register, move your existing certificates and reports to the right installation and define which document types you distinguish and which fields are mandatory.
Schedule an inspection, import the report, assign a defect to an engineer, record the repair and complete the re-inspection. Managers see per location what is happening this month and what is at risk of becoming overdue.
We integrate the file with your maintenance system, property management package and document storage, set up roles and notifications correctly, and take over maintenance once your managers start using it.
What software for lift inspection files and certificate management actually does
The components below appear in almost every lift inspection file. Which ones you need depends on the number of installations, your contract types and the parties who need access to the file.
Installation register
All lift installations with location, technical details, owner and manager, so that every document and every inspection is linked to the right installation.
Inspection calendar
For each installation: the deadline for the in-service inspection, the appointment scheduled with the inspection body and the time remaining until the final date.
Certificate monitoring
Alerts as soon as a certificate approaches its expiry date or a report is missing, per installation, per location and per portfolio, sent to the manager responsible.
Rejection points
Each item from a report as its own line, with severity, repair deadline, responsible engineer and the re-inspection that closes the item.
Document file
Certificates, reports, maintenance records, photos and correspondence per installation, with versions, upload date and the retention period you apply to your inspection files.
Roles and access
Managers, engineers, clients and inspection bodies only see the installations, documents and items that belong to their role and their portfolio.
Who we build lift inspection file and certificate management software for
The software is intended for organisations with a portfolio of lift installations where inspections, certificates and repair items must demonstrably be in order.
Lift maintenance companies
You work with contracts per installation and engineers in the field. The core is the rejection point: from report to work order to re-inspection, with no detour through the inbox.
Housing associations
You manage lifts spread across complexes and neighbourhoods. The core is the overview per complex and the ability to demonstrate compliance to residents, regulators and your own audit department.
OHA managers
You account for inspections per association and per building. The core is the file that you can show a board without searching, including costs and repair items.
Property and healthcare organisations
You have lifts that cannot be out of service for a single day. The core is the inspection calendar, with scheduling that takes account of usage, accessibility and replacement transport.
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This page is about recording and monitoring inspections and certificates for lift installations. For inspection companies, see our page on inspection planning software; for lifting and hoisting equipment, see our page on the inspection app with certificate management; and for engineers in the field, see our page on an inspection app. You can read about our approach at building software.
Why Appfront for your lift inspection file and certificate management software?
An inspection file is only as good as the document you can show within a minute. That is what we build on: one installation, one file, one source for validity.
The file follows the installation, not the folder
If a lift moves to a different manager or a different contract, the whole file moves with it. Certificates and reports stay linked to the installation, with their full history.
An expiring certificate stands out before it expires
The software calculates which inspections are coming up and notifies the manager responsible, not a general mailbox that nobody opens.
A rejection point is only closed after the re-inspection
Reporting a repair is not the same as closing the item. The item stays open until the inspection body has seen it, so your figures match the reality in the building.
Security and privacy for lift inspection file and certificate management software
The file holds location details, technical data on installations, inspection reports, certificates and the names of managers and engineers. We set up access per role and per portfolio: an engineer sees their own work, a client sees only their own buildings. Anyone who opens, changes or deletes a document is logged. Personal data falls under the GDPR, and documents are given the retention period you apply to your inspection files.
The software runs in a European data centre, with encrypted storage and daily backups. Integrations with your maintenance system, property management package and document storage use their own keys, which can be revoked per integration.
Frequently asked questions about software for lift inspection files and certificate management
Questions that lift managers and maintenance companies ask before they get started.
It records, for each lift installation, which inspections have been carried out, which certificate belongs to them and when the next in-service inspection is due. Reports and certificates are attached to the installation, rejection points get a repair deadline and an owner, and managers can see per location what is at risk of becoming overdue.
Yes. We take your current folder of scans and your planning file as a starting point and migrate them to the installation register. Documents that cannot be traced to an installation are set aside separately, so your managers can assign them. After that, you can see which files are complete and which are still missing a report or certificate.
We record the inspection obligation under the Warenwetbesluit liften as a deadline per installation, together with the designated inspection body and the certificate that belongs to the in-service inspection. The software does not determine whether you comply, but it does show which installations have a valid certificate and which need attention.
Yes. Engineers usually work with a simple view on a phone or tablet: which installation, which rejection point, which deadline, and space to record the repair with a photo. What they enter goes straight into the installation's file, without anyone having to retype it later.
Usually, yes. We integrate at installation level, so that work orders, faults and maintenance visits sit alongside the inspection history. If your system has no integration option, we work with periodic imports and exports based on the installation number. You keep one place where an installation's inspection status is determined and one place where the certificate comes from.
We set that up with a dedicated role. A building owner, board or property manager sees only the installations that belong to them, with the valid certificate, the latest report and the open points. That cuts down on email traffic and stops your managers from sending documents around manually with every question.
Check that first. If you manage a limited number of lifts and your maintenance package keeps inspection dates and documents in good order, that is enough. Once you have multiple clients, contract types and inspection bodies, need to track rejection points through to re-inspection and must account for them per portfolio, an off-the-shelf package runs out of capacity.
Want to be able to show any lift certificate within a minute?
Tell us how many lift installations you manage, which inspection bodies you work with and where your certificates are currently stored. We will show you what the installation register, the inspection calendar and the rejection points list look like, and how they fit your way of working.