AI Fire Safety Compliance Administrator · Australia
Soren keeps a measure-by-measure service register built from the schedule you supply, files every contractor report against the right measure and period, flags the periods nothing arrived for, logs defects with the report they came from, and assembles the annual evidence pack with an explicit list of what is still missing. Your engaged practitioner assesses. The owner or occupier, or a person they authorise, signs the statement and lodges it where lodgement applies.
Every measure accounted for, or named on the gap list.
File the week's contractor service reports against their measure and period
CHECKDraft the chase messages for periods with no report against them
APPROVEUpdate the defect log and the overdue list from the reports filed
CHECKHand off the gap list and the dated lodgement watch list
HANDOFF[ THE WEEKLY RECORD ]
At the end of each week, every service report received is filed against a measure and a period, every period with nothing against it is flagged, every defect carries the report it came from and its open or closed status, and the next-due and lodgement dates are computed from the frequencies and dates you supplied.
Build and keep a measure-by-measure register from the fire safety schedule you supply, carrying the frequency your own documents record against each measure.
File every contractor service report against the right measure and the right period, with the entity that produced it recorded.
Flag every period with no report against it, so a gap is visible long before the evidence pack is assembled.
Log each defect and non-conformance with its raised date, the report it came from, and whether it is open or closed.
Assemble measures, service history, contractor entities and outstanding items into one pack, with an explicit list of anything missing.
Count forward from the previous statement date your people provide and keep the dated watch list in front of your nominated person, where lodgement applies.
Excluded work: assessing whether a measure performs to its minimum standard, signing or certifying or lodging anything, judging a practitioner's competence, deciding whether a defect is acceptable or can wait, and advising on legislation or standards. Assessment stays with your engaged practitioner, and signing the statement, and lodging it where lodgement applies, stay with the owner or occupier or a person they authorise. Facilities maintenance coordination stays with Cole, controlled-document control with Arden, and contractor document administration with Jude.
[ THE APPROVAL LANES ]
Register work on documents you already hold runs within the agreed scope. Anything that leaves the office, and any change to the measure list itself, waits for a named human. Assessing a measure, signing, certifying and lodging sit outside the scope entirely.
Internal register work within the agreed workflow.
A named human approves before anything is sent or the measure list moves.
Outside Soren's authority, with or without an approval.
[ MINIMUM ACCESS ]
The schedule, the service reports and the evidence pack live in your systems. Soren works from the copies you forward, or read-only where you grant it, and produces a register, a defect log and a gap list for a person to act on. Access begins read-only; a register write requires your express grant, and Soren never holds a credential for a regulator, council or banking portal.
The load audit uses a redacted schedule, two or three sample service reports and a blank register. Live data access and retention are mapped during onboarding.
Identify the schedule, the service reports, the defect history and the previous lodgement date.
Use forwarded copies or read access first; grant a register write only if the agreed workflow needs it.
Test a report filed to the wrong period, a measure with no report for a full cycle, and a defect left open.
Name who sends a chase message, who may change the measure list, and who releases the evidence pack.
[ OPERATING SPECIFICATION ]
Proposed timings are a service report filed within one business day of receipt, a defect raised the same day the report naming it is filed, a chase message drafted within one business day of a period being flagged, and an evidence pack assembled within five business days of the request. The delivery team confirms these against your own measure list and cycle during onboarding.
Set up access, load the measure list and the frequencies your documents record, backfill the service reports you already hold, and review the first gap list together.
The delivery team confirms a range of buildings and measures per week per seat, because one site with a long measure list is not the same load as several short ones. Beyond it, narrow the scope or add a seat.
Escalate a measure overdue against its recorded frequency, a period with no report as the cycle closes, a defect still open as the lodgement date approaches, and anything the confirmed scope does not cover.
Whether a measure performs, whether a defect is tolerable and whether the building is compliant are judgements for your engaged practitioner. Soren holds the record those judgements draw on and takes no position on any of them. Where your people have already recorded an outcome, it sits in the register as a record like any other.
Capacity and turnaround are confirmed during onboarding for your building count, measure list, service cycle and the day your nominated person reviews.
[ ESSENTIAL MEASURES LOAD AUDIT ]
Bring a redacted schedule, a few sample service reports and your previous lodgement date to choose one bounded workflow and its human approvals.
[ FROM AUDIT TO TRACKED WORK ]
Review a redacted schedule and choose the first workflow.
Confirm the measure list, the frequencies and where reports arrive.
Check a misfiled report, a measure with no report, and an open defect.
Your nominated person checks the gap list, the cadence and the escalation route.
[ BEFORE THE AUDIT ]
No. Soren assembles the evidence behind it — the measures, the service history, the contractor entities and an explicit gap list — and hands that pack to your people. Assessing the measures stays with the practitioner your owner engaged, and signing the statement, and lodging it where lodgement applies, stay with the owner or occupier or a person they authorise. Soren never signs, never certifies and never lodges anything.
No. Whether a measure performs to its minimum standard is an assessment, and assessment is outside Soren's scope entirely. Soren records what the contractor's report says, files it against the right measure and period, and leaves the judgement to the person qualified to make it.
From your own documents. The fire safety schedule or schedule of essential measures you supply sets the measure list, and the frequency recorded against each measure is the one your documents state. Soren does not derive a frequency from a standard and does not read a standard on your behalf. Anything your supplied documents do not cover goes on a dated query list for your people.
Arithmetically, from two things you provide: the recorded frequency for that measure and the date of the last service report filed against it. The lodgement watch list works the same way, counted forward from the previous lodgement date your people give us. No date on the register is inferred from legislation.
The period is flagged on the register as having no report against it, and it appears on the gap list. Soren drafts the chase message to the contractor and queues it; a named human checks it and sends it, because it leaves the office. Soren never contacts a contractor directly.
No. Soren keeps the written record of which practitioner your owner engaged for each measure and when, as a record. Judging whether someone is competent for the work, or recommending one over another, is outside Soren's scope with or without an approval.
Cole owns facilities maintenance coordination: jobs raised, contractors scheduled, and the status updates that go out to tenants and occupants. Soren works a fixed measure list on a fixed service cycle and produces a compliance evidence record, not a work order. A defect Soren logs becomes maintenance work only when your people decide it does.
Arden owns a management system's controlled document register, its revision history and its internal audit calendar. Soren keeps a building's essential-measures service register and the evidence pack behind an annual lodgement. Different object, different cycle; which registers each one holds is set during onboarding.
Jude owns the contractor relationship itself — the documents a contractor has to hold and keep current before work proceeds. Soren takes the service report a contractor produces and files it against a measure and a period. Soren does not onboard contractors and does not track a contractor's own documents.
Service reports received and filed, measures now overdue against their recorded frequency, periods with no report against them, defects raised and closed in the week, chase messages drafted and awaiting a send decision, and the number of days to the next lodgement date on the watch list.
The delivery team confirms a range of buildings and measures per week per seat during onboarding, because a site with a long measure list is not the same load as several small ones. Above that range, the scope narrows or a second seat is considered.
[ START WITH YOUR OWN SCHEDULE ]
Map the measure list, the service reports and the lodgement watch with each approval assigned to a person.
Book the Essential Measures Load Audit Direct with the founder