Periodicities that don't get forgotten
Whatever the regulation sets — annual, half-yearly, every five years — generating the orders on its own and with advance notice. A single asset can have several at once.
Feature
Complying is one thing. Being able to prove it is another
Regulatory inspections usually get done. The problem shows up at the audit, when you have to show what was checked, when, by whom and with what result — and that proof is scattered across emails, folders and someone's memory.
What is legal/regulatory maintenance?
Legal or regulatory maintenance is the set of inspections a facility is required to undergo by law, with a periodicity and scope the company doesn't decide: fire protection, low and high voltage, lifting equipment, thermal installations, legionella prevention, pressure equipment or chemical storage, among others. It differs from voluntary preventive maintenance in two ways: the periodicity is set by the regulation, not by technical judgment, and documentary proof that it was carried out must be kept.
What fails isn't the inspection
It's traceability. And it only shows when someone asks for it.
- The certificate from the last inspection is in the email of someone who no longer works here.
- It's known that it was inspected, but not with what scope or exactly what was checked.
- A periodicity slips by and nobody notices until the following year.
- An asset's history has to be rebuilt by hand every time there's an audit.
- Certificates expire and no one is warned: it's discovered once it's already overdue.
How GMAO CLOUD solves it
There's no separate "legal maintenance module", and that's on purpose: a regulatory inspection is a preventive plan with the periodicity mandated by the regulation and a checklist template reflecting what needs to be checked. The checklist gets linked to the asset, its model or its family, the period is defined and the plan is created. From there the system generates the orders on its own, and each one, on closing, leaves a record of what was checked, who did it and with what result. The proof isn't prepared for the audit: it builds up on its own.
What gets recorded
Each piece answers a question someone can ask you in writing.
Checklist templates
The scope of the inspection turned into concrete points: checks, readings and observations. That's the difference between "it was inspected" and "this, this and this were checked".
Inherited by asset family
The template gets linked to the model, subfamily or family. A new fire extinguisher inherits what needs to be checked without anyone assigning it.
History per piece of equipment
Each asset's record accumulates every intervention with date, technician and result. It's what gets shown when someone asks about a specific piece of equipment.
Documentation with expiry
Certificates, reports and manuals attached to the asset or facility, with an expiry date and a warning before they expire.
Evidence of the intervention
Photos, the completed checklist, times and signature stay attached to the order. The proof and the work are the same record.
Maintenance log
A per-asset report with a count of interventions of each type. It's the document handed over when someone asks for a facility's history.
Who was certified
Technicians' certifications are managed as documents with an expiry date, so you can tell who was qualified on the date of the intervention.
Shall we look at it with your way of working?
Leave your details and we will get in touch to see whether we fit. No commitment, no lock-in period.
A separate case: fluorinated gases
There's one obligation GMAO CLOUD doesn't cover with the general mechanism because it doesn't fit: fluorinated gas leak control. It has its own module, and it's corrective — it starts when a leak is detected. It calculates the legal periodicity for each unit based on its charge and global warming potential, chains the follow-up verification order within the deadline, requires the technician's handling certificate and the detector's calibration before allowing closure, and keeps an exportable log with the entry sealed at the moment of closing. It's built for the maintenance company, which must keep and be able to hand over its copy; the official record still belongs to the facility owner.
Where the software's responsibility ends
GMAO CLOUD doesn't certify anything and doesn't replace the legal judgment of which regulation applies to you and with what scope: that depends on your facility, your activity and your local jurisdiction, and it's determined by whoever has the technical and legal authority to do so. What the system does is make sure inspections get planned on their own, get carried out with a defined scope, and leave enough of a record to prove it. Complying is still the company's job; being able to prove it stops being a problem.
Frequently asked questions
What happens if a mandatory inspection goes past its date?
The warning arrives beforehand, that's the point: the periodicity is defined with whatever lead time you need and the work shows up planned with margin. If it still slips by, it's recorded as such, and that's uncomfortable but valuable information: a history that hides non-compliance is no use for managing or for answering to anyone.
Is there a specific legal maintenance module?
No, and there doesn't need to be. A regulatory inspection is set up as a preventive plan with the periodicity the regulation mandates and a checklist template covering its scope. Traceability comes from the order history, the completed checklists and the documentation linked to the asset.
Does it warn me when a certificate expires?
Yes. Documents support an expiry date and the system periodically checks the ones about to expire to send a warning. The same applies to technicians' certifications and to inspections of tools and protective equipment.
What can be shown during an audit?
The complete history of each asset with its interventions, the completed checklists for each inspection, the photos and signatures from the orders, the documentation with its dates, and the maintenance log per unit. Everything can be exported.
Does the system guarantee that I comply with the regulation?
No, and be wary of anyone who promises that. Which regulation applies to you and with what scope is determined by whoever has the technical and legal authority. The software makes sure inspections get planned, carried out with a defined scope, and leave sufficient proof.
What about fluorinated gas leak control?
That one does have its own module, because it works differently: it's corrective, it calculates the legal periodicity based on the unit's charge and warming potential, chains the follow-up verification within the deadline, and keeps a log with the entry sealed when the order is closed.
Set it up with your obligations
Bring two or three of your regulatory inspections and we'll set them up in the demo to see what orders and what record come out of it.