# RiskBase Documentation Learn how to build powerful assessment templates, carry out assessments, and manage your account on RiskBase. See our step-by-step guides below. ### Jump right in

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### Can't find what you're looking for? Drop us an email at and we'll get back to you as quickly as we can. Our normal working hours are Monday to Friday, 09:00-18:00 (London) # Signing-In This page will explain how to sign-in to the RiskBase app. ### **Get the app** * Download the RiskBase application onto a phone or tablet through the Apple App Store or Google Play Store. * To access the app on a desktop, search 'app.riskbase.uk' in a web browser. **Note:** the web browser that the app tends to function most smoothly on is Google Chrome. ### **Pre-requisites** * Each user must ensure an account has already been set up in their name in order to log in. * Each new RiskBase customer must book a free quick demonstration of the software before being set up with an account. Use this link to book a demo: {% embed url="" %} ### **Signing-in** 1. Open the RiskBase app. 2. Enter an email address - make sure it is the one that has been set-up on RiskBase. 3. Press **Next**.
4. A 6-digit code will be sent to that email address. 5. Enter this code into the app.
### **Passwordless Sign-in** * Each new account on RiskBase is passwordless. * This ensures greater security for each user’s data, as passwords cannot be shared, while avoiding the inconvenience of passwords being forgotten. * Accounts can be made passworded upon request. Please email to do so. {% tabs %} {% tab title="Sign-in to RiskBase" %} #### Admin Sign-in:- {% embed url="" %} #### App Sign-in:- {% embed url="" %} {% endtab %} {% tab title="Demo RiskBase" %} #### Book a Demo {% embed url="" %} {% endtab %} {% endtabs %} # Multi-Factor Authentication (MFA) This page will explain how to set up Multi-Factor Authentication (MFA) for the RiskBase app. ### **What is MFA?** * Multi-Factor Authentication (MFA) is a way of adding an extra layer of security to a RiskBase account. * After enabling MFA, users are required to enter an authentication code when signing-in. This code is generated by a MFA app on a device owned by the user. ### **Pre-requisites** * Download the RiskBase application from the Apple Store or Google Play Store, or search app.riskbase.uk on a web browser. * Ensure a RiskBase account has been set up. * Sign-in to the app. ### **Enabling MFA** 1. Open the RiskBase app. 2. Click on the name under the account (bottom left corner). This will open up the user profile.
3. Under **Multi-Factor Authentication**, click **Setup now\...** 4. Select one of the following: **Setup Automatically:** Choose this option to automatically open a MFA app on a device and get setup. Only available on some devices. **Show QR Code:** Choose this option to display a QR code; manually scan this QR code with a MFA app to get setup. **Show and Copy Secret:** Choose this option to copy the MFA secret, which can then be manually pasted into a MFA app to get setup. 3. Once the account has been added to a MFA app, enter the code the app displays into RiskBase.
# Creating New Properties This page will explain how to create a new property in the RiskBase app. ### **Why?** * To perform an assessment on the app, a virtual representation of a building/site must be created (i.e., a property). * Once created, any type of assessment can be performed on that property (e.g., fire risk assessment, door survey etc.). * Each time a subsequent assessment is required (e.g., the following quarter), the same property can be used, and a new assessment started under it. ### **Pre-requisites** * Download the RiskBase app from the Apple Store or Google Play Store, or search app.riskbase.uk in a web browser. * Ensure an account has been set up and sign-in. * Before creating a new property, search for it in the app first. This ensures that it does not already exist in the system, as assessments created in a duplicate property **cannot** be copied over. **Note:** an internet connection is required to create a new property. Once created, users can sync to work offline. ### **Creating a new property** 1. Open the RiskBase app. 2. Make sure the **Downloaded Properties** tab is selected. 3. Click on the ‘**+**’ icon (top-right corner of the screen).
4. Under **Organisation**, click **Choose an organisation**. 5. Select the organisation that this property will belong to. **Note:** ensure that the correct organisation is chosen, as a property cannot be moved to a different organisation later.
6. Under **Property Name**, enter the property’s name. 7. Click the **tick** icon (top-right corner of the tab) to save. The property has now been created and will appear on the app's landing screen. Assessments can now be performed on this property.
6. Click on the property to add a photo of the building/site, its address, phone number, or custom reference (if applicable). 7. Fill in this information in the **Overview** page on the right-hand side of the screen.
# Searching and Downloading Properties This page will explain how to search for and download a property in the RiskBase app. ### **Why?** * Once a property has been created in RiskBase, its data is securely stored in the cloud. * To perform an assessment on a property, however, it must be downloaded onto a device. **Note:** an internet connection is required to download a property. Once downloaded, users can sync to work offline. ### **Pre-requisites** * Download the RiskBase app from the Apple Store or Google Play Store, or search app.riskbase.uk in a web browser. * Ensure an account has been set up and sign-in. ### **Searching and downloading a property** 1. Open the app. 2. Make sure the **Downloaded Properties** tab is selected. 3. Click the **downwards arrow** icon (top-right corner of the screen).
4. Use the search bar to search for a property. 5. Use the **All Orgs** button to select a specific organisation to search under (if a user is part of multiple organisations). Use the **Relevant** button to order properties A-Z or Z-A.
4. Select the property and click the **tick** icon (top-right corner of the tab) to save. 5. The property has now been downloaded onto the device, and will appear on the app's landing screen. Assessments can now be performed on this property.
# Syncing to work offline This page will explain how to sync data the RiskBase app. ### **What is syncing in RiskBase?** * 'Syncing', in RiskBase, refers to backing up data from the app to the cloud, where everything is stored. **Note:** it is recommended to sync the app before starting a job, regularly throughout completing it, and after the job is finished. This ensures that there is no risk of any data not being fully updated or lost. An internet connection is required to create or download a property onto a device. From this point onwards, users are able to perform assessments offline. ### **Syncing in the app** 1. Create or download a property onto a device. Once an offline assessment has been completed, and an internet connection is restored, assessors will need to synchonise by pressing the small green disc at the bottom right of the screen. This will upload all of the new assessment information. # Assessment Templates This page will explain how to create and modify assessment templates. ## **What is a template?** RiskBase assessments are built around answering [checklists](/glossary/checklist) and [questions](/glossary/question), or condition-checking [assets](/glossary/asset) of a building (e.g., communal fire doors, smoke alarms). A **template** involves selecting which checklists, questions, or assets will be available to capture information for in an assessment. RiskBase provides each user with an off-the-shelf set of assessment templates across a range of assessment types (e.g., Fire Risk Assessment - Type 1). Users can modify these templates, which are highly customisable, or they can create new ones. *** ## **Pre-requisites** * Download the RiskBase app from the Apple Store or Google Play Store, or search [app.riskbase.uk](https://app.riskbase.uk) in a web browser. * Ensure an account has been set up and sign-in. {% hint style="info" %} This page will explain how to create and modify assessment templates, which involves selecting checklists and questions to appear. If the content of the checklists and questions needs to be modified or added to, this is done separately. Please see guidance for how to do this [here](/creating-+-modifying-assessment-templates/checklists-and-questions). {% endhint %} *** ## **Create a new template** Users can create as many templates as they want, e.g., for different clients or property types. {% stepper %} {% step %} #### Open the app and go to **'Settings'**. {% endstep %} {% step %} #### Click **'Assessment Templates'**.
{% endstep %} {% step %} #### Click the '+' icon (top right corner of the screen). {% endstep %} {% step %} #### Select an assessment type for the new template (e.g., Fire Risk Assessment).
{% endstep %} {% step %} #### Provide a 'Name & Description' for the template (this will not appear on the PDF report). {% hint style="info" %} To change the title on the PDF report from 'Fire Risk Assessment' (in this case), provide this in the **'Title'** section. {% endhint %}
{% endstep %} {% endstepper %} *** ## **Choose fields** Once created, the next step of building an assessment template is to choose the Property Information fields that will be available to capture information for. {% hint style="info" %} Property Information fields capture static information about the property (e.g., Building Height, Responsible Person etc.). In a Fire Risk Assessment, for example, assessors will be prompted to gather this field information as well as answering checklists and questions. {% endhint %} {% stepper %} {% step %} #### Below the 'Title' section, click the 'No Groups' tab under 'Fields'.
{% endstep %} {% step %} #### Select from a library of Property Information fields to choose the ones that will appear on this template.
{% endstep %} {% step %} #### Click the **tick** icon to save. {% endstep %} {% endstepper %} *** ## **Customise field settings** Once field sections have been selected, users can control the settings for individual fields (e.g., whether they appear in an assessment or not). {% stepper %} {% step %} #### Click '**Press to customise...'** under a field section (e.g., 'Building'). This will display the individual fields that will appear in an assessment under that section. This includes a range of field types, e.g., single select lists for 'Property Type' or free text boxes for 'Known Build Date'.
{% endstep %} {% step %} #### Use the four buttons on the right hand side of the screen to control the settings for each field.
The buttons next to a section heading (e.g., 'Building') control the settings for all the fields within that section ('Property Type', 'Building Era / Age' etc.). To customise the setting for an individual field, use the buttons next to it.
In the image above, an assessor would not be able to submit an assessment using this template unless the 'Property Type' field had been filled in, because this field has been made required. An assessor would not have the option to capture information for 'Building Era / Age', because this field has been hidden. {% endstep %} {% step %} #### Click the tick icon (top right corner of the tab) to save. {% endstep %} {% endstepper %} *** ## **Add Assets** An [asset](/glossary/action) in RiskBase is any part of a building that can be condition-checked, e.g., a communal fire door, smoke alarm, lift etc. If required for an assessment template (e.g., Fire Door Survey), these need to be added as well as fields. [Checklists](/glossary/checklist) and [questions](/glossary/question) are then added against these assets, so that they can be used to condition-check each one. {% stepper %} {% step %} #### Scroll down past the Property Information fields, to the 'Assets' section.
{% endstep %} {% step %} #### Select an asset (e.g., Communal Fire Doors). {% endstep %} {% step %} #### Click the 'Press to customise...' button to edit the field settings if required. Just with Property Information fields, each asset type contains a list of static information fields that an assessor would capture information for before condition-checking it.
{% endstep %} {% step %} #### Select a check period for this asset (e.g., annually, quarterly). This will allow assessors to track, for example, which communal fire doors in a building have been checked in a given quarter, and which ones still require a check.
{% endstep %} {% step %} #### Click the 'No Checklists No Questions' tab. {% endstep %} {% step %} #### Choose from a library of checklists and questions to select one or more to be used to condition-check this asset. Each time a communal fire door is added in an assessment, for example, the assessor will be prompted to use the 'Communal Door Condition' checklist to condition-check it.
{% endstep %} {% step %} #### Click the tick icon to save. {% endstep %} {% endstepper %} *** ## **Add Checklists and Questions** For assessments not requiring assets (e.g., Fire Risk Assessments), checklists and questions need to be added against the template itself. {% stepper %} {% step %} #### Click the 'No Checklists No Questions' tab under 'Checklists and Questions'.
{% endstep %} {% step %} #### Select from a library of all available checklists and questions to choose which ones will appear for this template.
{% endstep %} {% step %} #### Click the tick icon to save. {% endstep %} {% endstepper %} *** ## **Modify existing templates** As well as creating new templates, users can modify the standard RiskBase ones they are provided with. {% stepper %} {% step %} #### Go to 'Settings' in the app and click 'Assessment Templates'.
{% endstep %} {% step %} #### Select a template.
{% endstep %} {% step %} #### Click on the tab under 'Fields' to edit which Property Information or Asset fields are selected for the template. Users can also edit which checklists and questions or check schedules are selected for assets (see [above](#add-assets) for further information). {% endstep %} {% step %} #### Click on the tab under 'Checklists and Questions' to edit which checklists are selected for the template. {% endstep %} {% step %} #### Click the tick icon to save changes. {% endstep %} {% endstepper %} # Checklists and Questions *Checklists and Questions are used in RiskBase to assess the condition of an asset (I.e., part of a building).* *RiskBase provides each user with a library of ready-to-go checklists and questions which can be used for a range of assessment types (E.g., Door Surveys, Fire Risk Assessments).* *However, users can completely customise this library to suit the requirements of their assessment.* ## Viewing checklists and questions: 1. Sign-In to the RiskBase application: [app.riskbase.uk](http://app.riskbase.uk) 2. Go to **Settings** (bottom right corner). 3. Click on the **Checklists and Questions** tab. 4. Select a folder of checklists and questions (E.g., Door Survey, Fire Risk Assessment). 5. Click on a checklist to view all checklist items within, or click on a question to view its available answers. ## Editing a checklist: 1. Click on a checklist. 2. Click on a checklist item and edit the wording if required. There may be actions or controls already linked to this checklist item. This means they will appear as suggestions to be added to an assessment when the checklist item is agreed or disagreed with. 3. Click on an action or control and edit the wording if required. 4. To add a new one to a checklist item, click **New** next to **Action** or **Control**. 5. Fill in the necessary information and click **Save**. **Adding a checklist item to a checklist:** 1. Click on a checklist 2. Click **New** next to **Checklist Items**. 3. Fill in the statement that will be agreed or disagreed with. 4. Click **New** next to **Action** or **Control** to add suggested actions and controls. 5. Click **Save**. **Adding a new checklist to a section:** 1. Find the heading that the new checklist will sit under (e.g., Elimination and Control of Fire Hazards). 2. Scroll down and click **New Checklist**. 3. Give it a name and description. 4. Add a checklist item by clicking **New**. 5. Write out the statement that will be agreed or disagreed with. 6. To add an action to be suggested when this statement is disagreed with, click **New**. 7. Add information to this action (e.g., severity, cost etc.). 8. Click **Save**. 9. Repeat steps 6-8 to add suggested control to appear when this statement is agreed with. 10. Once all actions and controls have been added, click **Save**. 11. Repeat steps 4-10 to add more checklist items to the checklist. 12. Once completed click **Save**. **Adding a new question to a section:** 1. Click **New Question** at the bottom of the section. 2. Write out the question. 3. To add an answer, click **New**. 4. Fill in the answer (e.g., Yes or No). 5. If the answer is negative, add an action by clicking **New** and filling in its details. 6. Click **Save** to add this answer to the question item. 7. Once all answers have been added, click **Save** to add this question to the section. **Adding a new section:** 1. Scroll to the bottom of the screen on the right hand side. 2. Click **New Section**. 3. Give it a name and description. 4. Under this new section, select **New Checklist** or **New Question**. 5. Repeat the steps listed in ‘Adding a new checklist’ or ‘Adding a new question’ to add checklists and questions to this section. **Using the three dots:** Checklists and Questions can be viewed, reordered, and deleted by clicking the three dots next to each one. Section headings can also be reordered by clicking the three dots next to them. Clicking the three dots next to a question also provides the option to add a **New Sub-Checklist** or **New Sub-Question**. * Based on the answer of the question, an assessor would be required to fill in a follow-up Checklist or Question. * To add one, follow the steps in ‘Adding a new checklist’ or ‘Adding a new question’. # Customising .PDF layout Customising PDF layout *When setting up an assessment template, the pdf layout is editable.* **Accessing templates:** 1. Sign-in to the RiskBase application: app.riskbase.uk. 2. Go to Settings (bottom right corner of the screen). 3. Click **Assessment Templates**. 4. Choose a template. 5. At the top of the screen, next to the General tab, click **PDF**. **Page settings** Use tick boxes to select what appears on the report: * Contents page * Summary * Photo gallery **Signatories** Select for signatories to be on the report. Option to add signatories title and introduction. **Action Plan** Click to select from the dropdown how actions will be ordered on the report (e.g., by severity). Option to add an introduction to precede the action plan. **Actions and Controls** Click to select from the dropdown the order that actions and controls appear. Use tick boxes to select whether the report will: Show Action Comments & History Show Cancelled Actions Show Action Severities Show Action Timescales Show Control Comments & History Show Cancelled Controls **Checklists** Show ‘Dash’ Checklist Items: Shows items that have been answered with a dash instead of a tick or cross **Support Options** Use tick boxes to select: **New Field Info Page**: Changes the presentation of field data captured by the assessment **H1 Numbering:** Controls whether there is numbering against the headers **New Footer with Customer Logo:** Report will display customer logo as well as the logo of the organisation carrying out the assessment. **New Font:** Changes the font of all text in the report. **Assessing Org Name & Address on Cover Page** **Approved Label** Add a different term to replace ‘Approved’ on the report - e.g., ‘Validated’. **PDF Introduction** RiskBase templates come with a pre-written example introduction which can be edited here. Or add in a new introduction which must be in markdown. **PDF Appendix** Add an appendix to the report if needed. **PDF Colours** If a particular colour scheme is desired for the report, enter the HEX codes next to each header and the front cover. **Custom PDF Designs** Choose from a dropdown of different PDF design templates relating to the type of assessment being done. This helps format the PDF in a way that is more appropriate for the report. # Viewing and Editing Fields Viewing and Editing Fields *The Fields tab in the application Settings is a library of all the possible pieces of information (I.e., fields) that could be recorded in an assessment.* Fields are split into two sections: **Property Information** and **Assets**. Each section contains a series of groups which in turn contain the fields. **Assets** *cannot* be edited. This section contains every type of asset (I.e. parts of a building) that could be checked in an assessment, and fields for each asset are listed within. **Property Information** *can* be edited. For example, adding new groups or fields. **Adding a new group:** 1. Sign-In to the RiskBase application: app.riskbase.uk 2. Go to **Settings** (bottom right corner). 3. Click on the **Fields** tab. 4. Click on **Property Information** (this title can be clicked on and edited - E.g., to say Asset Information instead). 5. Scroll down and click **+ Add Group**. 6. Select either **Standard Group** or **Repeatable Group**. 7. Give the new group a name. 8. Click **+ Field**. 9. Select a field type from the drop down (E.g., text, image, pin). 10. Give the new field a name. 11. If applicable, add suggestions - these will appear as suggested answers for this field in the assessment. 12. Click **Save**. 13. Repeat steps 8-12 to add further fields into the new group. 14. Click **Save** to add this group to the Property Information section. Steps 8-12 can be followed to add new fields into **existing** groups. **Reordering groups and fields:** 1. Click on the Property Information section. 2. Click **Reorder**. 3. Click on the double lines on the right hand side to drag and drop the groups. 4. Click **Done** and **Save**. 5. Click on a group and repeat steps 2-4 to reorder its fields. **Deleting Fields:** 1. Click on the Property Information section 2. Click on the group containing the field 3. Click on the field 4. Click on the delete button at the bottom of the page If the organisation is a supplier for other organisations within RiskBase, it can be set so that the sections are shared with those being supplied. This means that any changes or additions only need to be made to one organisation. Linking Organisations: 1. Click on the section you wish to share 2. Scroll down and click link to another organisation 3. Select the organisation you wish to share with All organisations come with Property Information and Assets as default, but new sections can be added. **Adding a new section:** 1. Click on the **Fields** tab. 2. Click **+ Add Section**. 3. Give it a name. 4. Add groups and fields following steps 5-12 of ‘Adding a new group’. 5. Add as many groups as required. 6. Click **Save**. **Glossary:** **Field:** Refers to specific pieces of information - they are not subjective and are not assessed directly. Information like building height or number of dwellings would be considered fields. **Section:** Refers to a collection of groups, such as Building Information. The name of a group becomes the heading of this section in the report. **Group:** Refers to a collection of fields, within a section e.g. Occupancy. The name of a group becomes the subheading heading of these in the report. # Customising Template Settings **Additional settings:** Once the fields, checklists and questions have been added to a template, there are further settings that can be turned on. These also appear on the **General** tab in the template. **Multiple Assessors:** allows more than one assessor per assessment. **Assessor Approve:** allows assessors to approve the assessment even without the approve feature (user groups). **Approve on Submit:** allows assessors to approve the assessment once submitted, without needing the approve feature. **Require all Questions** **Be Answered:** stop assessments from being submitted if some questions aren’t answered. **Question and Checklist Remarks:** stop assessments from being submitted if some questions aren’t answered. **Add Custom… Actions and Controls:** Assessors still able to add new suggested actions and controls. **Edit Asset Information:** options to edit asset’s general details from within an assessment. # Creating a new assessment Creating a new assessment *Use the RiskBase app, on your web-browser or the app from the Google Play or Apple App store, to create assessments.* *Assessments are always created on a property; either search for and download an existing property or create a new one.* **Creating a new assessment:** 1. Select a downloaded property. 2. On the left hand side, select the compliance type that the assessment will come under - for example, a Fire Risk Assessment will come under the compliance type ‘Fire Summary’. 3. Select an assessment type (E.g., Fire Risk Assessment). 4. Click **Create Fire Risk Assessment**. 5. Choose a template (E.g., commercial, Type 1, Type 2 etc.). The template will open and the assessment can now be created. # Understanding the UI Understanding the UI **Viewing suggestions inline:** When adding actions and controls in an assessment, they automatically appear at the bottom of a checklist: ![](/files/ek0WykLXPb8orsh7skg4) RiskBase has a feature that, if switched on, displays the suggested actions and controls under their corresponding checklist item: ![](/files/oDEryt8BSEdVPkPHXa8a) To turn on this feature: 1. Select a checklist. 2. Click the three dots in the top right hand corner. 3. Click **Show Suggestions Inline**. **Understanding the status bar:** When an assessment template is opened, a status bar appears at the top of the screen: ![](/files/kbZ4E8twTZixRMBvspPG) **Light purple, with the Q icon:** number of questions answered. In this case, it displays 0/4 because there are 4 available questions, none of which have been answered yet. As the assessment is filled out, this status bar will update to reflect how many questions have been answered. **Dark purple, with the C icon:** number of checklists answered. Again, as checklists are completed throughout the assessment, this number will change accordingly. **Red, 1 Action:** number of actions raised in the assessment. As actions are raised under checklists, this number will increase. **Blue, 1 control:** number of controls raised in the assessment. As controls are added under checklists, this number will increase. **Understanding the filter feature:** The light blue filter button on the right hand side of the status bar allows you to alter the view options of the assessment: Clicking on this produces a set of options to control how an assessment is laid out in the app: **List Size:** option to change the font size in the checklists and questions from normal to small. **List Details:** option to show the short or full description for checklists and questions, actions and controls, and action and control suggestions. Also an option to turn off the ability to add information about the category, severity, timescales etc. for both raised and suggested actions. **Questions and Checklists:** option to show or hide checklists and questions that are unanswered, negatively answered, or positively answered. **Actions and Controls:** option to show or hide: * Actions and controls when answering a checklist or question. * Action and control references. * New and reviewed actions and controls added to the current assessment. * Unreviewed actions from previous assessments not yet added to the assessment. **Validation:** option to show or hide errors in the assessment that would prevent it being approved e.g., highlight incomplete checklists. **Copying an Assessment:** In Progress assessments can be copied into other properties. These properties must be under the same organisation as the assessment being copied over. Note that the original assessment’s custom reference, file attachments and photos will not be copied over. To copy an assessment: 1. Click the three dots at the top of the screen above the status bar. 2. Click **Copy Assessment**. 3. Select the property it needs to be moved to. 4. Click **Copy**. # Assessment Overview Page Assessment Overview Page *The Assessment overview section is where all the general information that appears at the beginning of a report is filled out.* Once an assessment has been started, to edit the overview page, click on where the assessment type is listed - e.g., Fire Risk Assessment - next to the grey circle icon. The overview page will appear on the right hand side. At the top, the unique **RiskBase reference** for this assessment is displayed, which has been automatically generated and cannot be edited. Adjacent is the **assessment status**: In Progress, Submitted, or Approved. This will automatically update if the status of an assessment is updated. **Draft PDF**: Provides the option to preview or download the draft PDF of an In Progress assessment. As changes are made to the assessment - once the sync button has been clicked - the draft PDF will update to reflect these. Once an assessment has been approved, ‘Draft PDF’ will change to say ‘Approved PDF’. There will also be an option next to it to view the ‘Live PDF’. **Custom Reference**: Where a unique identifying code can be added by an organisation - often this will be the BAFE reference code. **Assessed Date**: Refers to the date the assessment was started. This is automatically generated, but can also be edited. **Valid From**: Provides the option to set the validity period for the assessment to start either from the assessed date or a custom date. **Valid Until**: Provides options to set the timescale for the validity period: * **Valid From + Asset’s Validity Timescale**: according to the type of property being assessed, there will be a given time frame at which the next assessment is required. So for an FRA in a high rise building, it will be the validity period start date (Valid From) + 1 year (required period). * **Valid From + Assessment’s Validity Timescale**: each assessment template can be set up to have a certain validity period. So selecting this option in a new assessment will mean the validity timescale will be the start date (Valid From) + that pre-defined period according to the template (e.g., 2 years). * **Custom Timescale**: add a custom timescale by clicking ‘Y’ to select either days, weeks, months, or years. Use the + or - buttons to determine the time period. * **Custom Date**: enter an end date for the validity period manually. **Performed By**: States the organisation that an assessment is being carried out for. This is generated automatically depending on the organisation which the assessment was started under. It can also be altered to a client organisation on one the main organisation is allowed to perform assessments on behalf of. **Authors**: Lists the name and email of the individual carrying out the assessment. This isn’t editable within an In Progress assessment, but can be changed in Settings. However, the listed role of the individual carrying out the assessment can be edited - e.g., from Assessor to Approver - by clicking on this button, entering the new role, and clicking ‘Save’. This will appear beneath the name and email in this Authors section. **Risk Rating**: Where the risk rating for the assessment is entered. This can be done at any point during an assessment and is decided by the assessor - it is not produced automatically according to the information recorded in the assessment. To add or change a risk rating, click ‘New Risk Rating’, and then ‘Change Rating’. Select a likelihood and a severity, and this will produce a rating. To add a comment explaining the reason for a change, select ‘Change Reason for Rating’. Click ‘Save’ and this risk rating will be added or changed on the overview page. **Assessor Remarks**: Text box for adding a unique summary of the assessment. While an introduction can be written in an assessment template to appear each time, any introductory Assessor Remarks will be specific to that assessment and only appear on that report. **Agreed Scope:** Text box for adding information regarding the agreed approach for carrying out the assessment, what will be included etc. For example, ‘Assessment applies only to the building specified’. **Changes to Scope:** Text box for adding explanatory information if any changes are made to the agreed scope when the assessment is started. For example, ‘Assessment now applies to X number of buildings’. If Assessor Remarks, Agreed Scope, or Changes to Scope are not filled out, these headings will not appear on the overview page - they are optional. **Attachments**: Take or upload images to add to the assessment. These are separate from the photo of the property that appears on the front cover of the report - any images added here will appear under all the overview information at the beginning of the report. **Assessment Template**: The type of assessment template being used is listed next to ‘Name’ (e.g., FRA - Commercial), and the assessment type is listed next to ‘Title’ (e.g., Fire Risk Assessment). At the bottom of the overview page is the option to ‘**Delete Assessment**’. Once an assessment is deleted it cannot be recovered. # Answering Checklists and Questions Answering Checklists and Questions *Once an assessment template has been opened in the app, a series of checklists and questions will appear. These guide the process of carrying out an assessment to a compliant standard.* *Once an assessment has been started, the formatting of the checklists and questions (i.e., title, content etc.) cannot be edited.* *Checklists and questions do not have to be completed in the order that they appear on the template.* **To answer a checklist:** 1. Click on the checklist name, for example, ‘Electrical Faults’ in a Fire Risk Assessment. All the checklist items in this checklist will appear on the right hand side. These statements can be agreed or disagreed with. 2. Agree by clicking the **green tick**. 3. Disagree by clicking the **red cross**. 4. If a statement is not applicable, click the **black line**. This means this checklist item will not appear on the final .PDF report. As the checklist is answered, a progress bar will appear on the left hand side next to the checklist heading. Once all statements have been agreed or disagreed with, the bar will be completed. **To answer a question:** 1. Click on the question name The question will appear on the right hand side 2. Select either ‘Yes’ or ‘No’. Once the question is answered, either ‘Yes’ or ‘No’ will then appear next to the question item on the left hand side. There is a progress bar at the top left hand side of the screen to track how many checklists and questions have been answered. **Glossary:** **Checklist:** Refers to a set of statements which an assessor can individually either agree with, disagree with or mark with a dash to show it was considered but not deemed relevant to this assessment. Actions and Controls are linked within the final report to the checklist they were raised against. **Question:** Refers to individual questions which a user gives a selection of pre-determined answers to choose from. **Checklist item:** Refers to a statement which an assessor can either agree with, disagree with or mark with a dash to show it was considered but not deemed relevant to this assessment. # Adding control measures and actions Adding control measures and actions *As checklists and questions are answered in an assessment, actions and controls can be added to each checklist or question item.* *Adding an action or a control ties them to a particular checklist or question item. This makes it easy to track what needs to be done in relation to each part of a building following an assessment.* **Control measures:** When a statement is agreed with, one or several control measures will appear at the bottom of the checklist on the right hand side. These control measures can be pre-written when building the assessment template. These controls are currently only suggestions so will not appear on the final .PDF report, they need to be added to the assessment. To add a control measure: 1. Click on the control measure 2. Edit the wording if needed. 3. Fill in extra information e.g., category, reason, location. 4. Add an image by clicking the camera or picture icon to take or upload a photo. 5. Click **Save**. This control will now appear on the left hand side under the checklist item it has been added to. It will now appear on the final .PDF report. **Actions:** When a statement is disagreed with, as with control measures, pre-set action suggestions will appear under the checklist that is being filled out. To add an action: 1. Click on the action. 2. Edit the wording if needed. 3. Fill in extra information, e.g., category, severity, timescale, due date, estimated cost. 4. Pin the action to a floor plan. 5. Click **Save**. The action will appear on the left hand side and will appear on the report. **New controls and actions:** If suggested actions and controls are unsatisfactory, add new ones: 1. Under each checklist click either **Add Action** or **Add Control**. 2. Write out a description. 3. Fill in necessary additional information. 4. Click **Save**. This new action or control will appear on the left hand side and will appear on the report. **Note:** At the top of the screen on the left hand side, there is a status bar that lists the number actions (red) and controls (blue) which have been added to the assessment so far. As more are added throughout an assessment, this progress bar will update accordingly. # Door and other asset-based surveys Door and other asset-based surveys *A part of a building that can be assessed - e.g., a fire door, smoke detectors, emergency lighting etc. - is referred to as an **‘asset’**.* *Assets within a building require check ups at varying intervals - for example, fire doors are checked quarterly, while smoke detectors are checked monthly.* *RiskBase provides a framework to conduct assessments on any individual assets within a building. It makes it easy to then conduct repeat assessments when each asset requires a check-up.* *Though there are many assets to choose from, this is an example of a **communal fire*** ***door survey**:* Within a door survey, information needs to be recorded about each door. For example, an image, its location, size, gaps between the frames, what kind of closer it has etc. These pieces of information are called **‘fields’**. When filling in the field information, there is the option to upload photos of the door, pin it on a floor plan, and even attach it to a unique QR code (which is then placed on the door). This means that each door is easily identifiable in the future when it is checked in the next required period: simply scan the QR code and the door will be added onto the new assessment along with all its information. Once a door has been created and its information recorded using fields, the next step is to document its condition. An effective way to do this is using **‘checklists’**; these are a series of statements which can be agreed (or disagreed) with, for example: ✅ ❌ Gaps around the frame are within tolerance. ✅​​ ❌ An effective device closes the leaf from 5 degrees or 75mm. ✅ ❌ Fire door signage correctly identifies door operation. RiskBase provides ready-to-go checklists which are already designed to complete door surveys to a compliant standard. There are individual checklists available for each type of asset which can be checked in a building. However, these checklists are completely customisable. For example, to use certain language or include particular statements to be agreed or disagreed with. For more information on how to create checklists, see Checklists and Questions. When a statement is disagreed with - e.g., the gaps are too wide around the frame - a suggestion for how to fix this problem will appear on the app. This suggestion is called an **‘action’**. Actions can then be selected to appear on the final .PDF report. Additional information can be recorded, for example, how quickly it needs to be completed, or a due date for its completion etc. For more information, see Actions and Controls. Any actions that were raised in previous assessments will also appear under each door. These can then be marked as ‘In progress’, ‘Completed’, or ‘Cancelled’. This avoids a confusing build up of the same actions being repeatedly raised on the same door each quarter, and also ensures those actions are being reviewed. The history of all actions associated with each door is therefore safely recorded on the app and easy to review and update - in other words, a **‘Golden Thread’** of information is created. This process of checking a door - recording information, documenting its condition, raising actions etc. - can be applied to any kind of asset within a building. To see how these assessments are carried out step-by-step, see Performing a Door Survey or Performing a Compartmentation Survey. # Submission and Approval Submission and Approval *Once an assessment has been completed (I.e., all checklists and questions answered) it is ready to be submitted.* *Submitting an assessment signifies that it has been completed, and it is ready for approval.* *Approving an assessment means that no further changes can be made to it, and a final, fixed pdf is produced - to be distributed to clients, for example.* *Assessments can be unapproved and unsubmitted if further changes are required, and these changes in status will be logged in the assessment history.* **Submitting an assessment:** 1. Click the blue **Submit Assessment** button. This is found on the left hand side of the screen underneath the assessment type: ![](/files/9O0ZIYmNJ7KaXwZ0ehSv) 2. Press **sync** The small green disc at the bottom right of the screen. This updates the status. When the assessment is reopened - in place of **Submit Assessment**, there will now be the option to **Unsubmit Assessment** and **Approve Assessment**. Submitting an assessment means no further edits can be made, and it is ready to be approved. If an assessor spots a mistake after submission, simply click **Unsubmit Assessment**. The assessment will return to being In Progress, and changes can now be made. **Approving an assessment:** 1. Click **Approve Assessment**. Left hand side of the screen underneath the assessment type. ![](/files/4KY5VfHvhQ6KrZCpKllv) This will provide the option to enter an **Action Timescale Date**. This refers to the date by which all actions raised in the assessment must be completed by. There is also the option for any previous actions that were reviewed in the assessment to either keep their existing timescale dates from when they were first raised, or to change this so that they now have the timescale dates chosen for actions in the current assessment. Any additional information can be written in **Optional Note**. This text will be displayed in the assessment’s history. 2. Click sync. Now it has been approved, both the Approved and Live PDF reports can be previewed or downloaded in the overview page. **Unapproving an assessment:** 1. Click **Unapprove Assessment**. Left hand side of the screen underneath the assessment type. 2. Give a reason for unapproving the assessment. This is displayed in the assessment’s history. 3. Click **Unapprove**. # What is PAS 9980 ## What is PAS 9980 PAS 9980 is the publicly available specification that defines the methodology for appraising the fire risk of external wall construction on existing blocks of flats. Its full title is *Fire risk appraisal of external wall construction and cladding of existing blocks of flats — Code of practice*. It was published by BSI (the British Standards Institution) in January 2022, sponsored by the UK government. A PAS — Publicly Available Specification — is a standardisation document fast-tracked by BSI in response to an industry or government need. It sits below a full British Standard in formality but carries broad authority in the sectors that adopt it. *** ### Why PAS 9980 exists The Grenfell Tower fire in 2017 exposed serious deficiencies in the way external wall fire risk was understood, assessed, and managed across the UK building stock. In the years that followed, the **EWS1 form** was introduced as a rapid industry response — a single-page valuation tool intended to give lenders and insurers a binary signal about external wall safety. EWS1 was never designed as an engineering appraisal, and it became widely criticised for being inconsistent, opaque, and unsuited to the scale and complexity of the problem. PAS 9980 was commissioned to replace EWS1 with a proper methodology — a codified, repeatable, risk-based appraisal that competent fire engineers can apply consistently across the existing stock of blocks of flats. *** ### Scope PAS 9980 applies specifically to: * **Existing blocks of flats** — purpose-built or converted residential blocks containing two or more flats. It does not apply to: * New-build buildings (which are covered by Building Regulations and Approved Document B (ADB) at design stage). * Buildings of other use classes (commercial, hotels, student accommodation outside flats, and so on). * Individual dwellings, low-rise houses, or single-family homes. Where a building falls outside scope, the principles in PAS 9980 may still inform an appraisal, but the standard itself does not apply. *** ### The methodology PAS 9980 sets out a risk-based appraisal that can be applied at varying levels of depth depending on the available evidence and the nature of the building: * **A baseline appraisal** of the external wall construction — materials, insulation, cavity barriers, attachments, and elevation-by-elevation variations. * **An evaluation of risk factors** that may increase or mitigate the fire risk presented by the external walls — including combustibility of cladding and insulation, the presence and adequacy of cavity barriers, the integrity of compartmentation, attachments such as balconies and signage, and the interaction with means of escape and firefighting access. * **A risk rating** drawn from the standard's tolerability framework. * **Recommendations** — remediation, interim mitigation, ongoing monitoring, or confirmation that no action is required. Where evidence is limited or the risk is uncertain, further investigation (intrusive surveys, fire testing, fire engineering analysis) may be required to support a robust conclusion. *** ### Who can produce a PAS 9980 appraisal PAS 9980 is intended to be applied by **competent fire engineers** — practitioners with the relevant qualifications, experience, and judgement to interpret the methodology and apply it to the specific building. Competency is judged by reference to professional registration (for example CEng or IFE membership), the engineer's experience with comparable buildings, and the wider quality processes of the firm carrying out the appraisal. *** ### Status and currency PAS 9980 was first published in January 2022 as PAS 9980:2022. As a PAS, it is reviewed periodically by BSI in light of industry experience, regulatory change, and emerging evidence. The edition referenced in any appraisal should reflect the current published version. *** ### Related documents * [For the type of report PAS 9980 underpins, see *What is an FRAEW*.](/fraew/what-is-an-fraew) * [For step-by-step instructions on the data-capture stage in RiskBase, see *How To: Performing an External Wall Inspection*.](/fraew/perform-an-external-wall-inspection) * [For the analysis stage, see *How To: Producing a Fire Risk Appraisal of External Walls*.](/fraew/produce-an-fraew) # Perform an External Wall Inspection ## How To: Performing an External Wall Inspection The External Wall Inspection — referred to in the RiskBase app as the **External Wall Survey** — is a structured data capture assessment used to record detailed information about a building's external wall construction and associated elements. It is a **data capture tool only**: it does not include analysis or engineering judgement. Analysis happens during the *Fire Risk Appraisal of External Walls (FRAEW)*, which is fed directly by the survey data and produces a PDF report used as supporting documentation. For background on what a FRAEW is, see *What is an FRAEW* and *What is PAS 9980*. For the analysis stage, see *How To: Producing a Fire Risk Appraisal of External Walls*. *** ### Prerequisites #### Role and permissions 1. Assessor permission must be assigned to the user. 2. Access to the RiskBase mobile application is required. 3. Access must be granted to the relevant properties. 4. The properties must be downloaded from the cloud to the device before survey work begins. #### Data and configuration * The property must already exist in RiskBase. * The compliance type "External Wall" must be enabled for the organisation. * All fields referenced by the External Wall Survey template must exist in the system. *** ### Start an Inspection The flow mirrors the start of a Fire Strategy assessment, but uses the External Wall Summary route: 1. From the "Downloaded Properties" page, tap on a property to open its property page. 2. Tap **External Wall Summary**. 3. Tap **Create External Wall Survey**. 4. Select an appropriate template from the list. The survey opens, displaying its section navigation. > *Figure 1: \[the property page with the External Wall Summary tab highlighted, leading into the Create External Wall Survey button].* *** ### Complete the Survey The External Wall Survey is built from a template tailored to external wall construction and the elements that influence its fire risk. Work through each section in turn: 1. Review and complete each **Building Information** field — overall layout, height, escape strategy, occupancy, compartmentation arrangements. 2. Capture **External Wall Construction** details — substrate, insulation, cladding system, fixings, finishes — at the level of detail the template requires, broken down by elevation where construction varies. 3. Capture **Cavity Barriers and Compartmentation** as observed. 4. Capture **Attachments** — balconies, signage, planters, services penetrations, and anything else fixed to or passing through the external wall system. 5. Add findings, photographs, and measurements as required by each section. Individual fields within the survey can be configured as required. **Required fields are flagged in the template**, and an assessment cannot be submitted while any required field is empty. > *Figure 2: \[a survey section with a required field highlighted and an example finding entered].* *** ### Templates and Default Answers Templates can include default answers for common configurations. Using templated defaults reduces the volume of quality control required at submission and helps maintain consistency across surveys. Templates are managed centrally and configured per organisation. If a template is missing for a recurring construction type, contact the RiskBase team or the organisation's RiskBase administrator. *** ### Dictation and Spell-Check The survey relies on the device's built-in functionality: * **Dictation** — use the keyboard's microphone icon to dictate into any text field. * **Spell-check** — handled automatically by the device's keyboard. No additional configuration is required within RiskBase. *** ### Offline Behaviour The External Wall Survey is designed to be completed entirely offline. All building data required for the survey is downloaded to the device when the property is downloaded. * The survey can be completed with no internet connection. * Data syncs to the cloud continually whenever an internet connection is available. * No data is lost when working offline, provided the device remains operational. *** ### Findings, Reuse, and Limits * There is no limit on the number of findings that can be added to an External Wall Survey. * All previous asset data for the property is held in the central data repository, so existing records (for example photographs of cladding details captured during a prior assessment) can be reused or built upon rather than re-captured. * When a new survey is created on a property that already holds data, that data is automatically pulled through into the new survey, so the survey is cumulative and built upon over time. *** ### Submit for Quality Control 1. From the assessment overview, tap **Submit**. 2. The survey moves into the "QC" and "Approved" tabs and triggers the organisation's custom quality control process. 3. Quality control may include checks on completeness, accuracy, photographic evidence, and adherence to the template. 4. Once QC is complete, the survey is approved and retained in document control with full version history. If a survey is unsubmitted after approval and later re-approved: a. Each version is saved. b. Each submission, unsubmission, and approval is logged. c. All actions are recorded in document control, including any custom stages and flags. *** ### After approval Once approved, the survey is retained in document control with full version history and is available as the **appendix and data source for the PAS 9980 FRAEW**. When an FRAEW is started for the same property: * All External Wall Survey data is automatically pulled through. * Content is pre-laid out for the engineer producing the FRAEW. * No duplication of survey work is required — the engineer focuses on the analysis elements (risk factors, classification, and recommendations). For the next stage of the workflow, see *How To: Producing a Fire Risk Appraisal of External Walls*. # What is an FRAEW ## What is an FRAEW A Fire Risk Appraisal of External Walls (FRAEW) is a structured engineering appraisal of the fire risk presented by a building's external wall construction. It assesses the materials and design of the cladding, insulation, cavity barriers, attachments (e.g. balconies), and the interaction of the wall system with the wider fire safety strategy of the building. FRAEWs are produced by competent fire engineers in accordance with the methodology set out in PAS 9980, the recognised Publicly Available Specification for appraising external wall fire risk on existing blocks of flats. For background on the methodology, see *What is PAS 9980*. *** ### Why FRAEWs exist The need for a consistent appraisal methodology for external walls emerged after the Grenfell Tower fire in 2017, which exposed the role of combustible cladding systems and inadequate compartmentation in catastrophic external fire spread. In the years that followed, the **EWS1 form** was introduced as a short-term industry response — a checklist for valuation purposes — but it was widely criticised as binary, inconsistent, and unsuited to the scale and complexity of the problem. PAS 9980, published in 2022, replaced EWS1 for most practical purposes with a more rigorous, codified methodology. A FRAEW produced under PAS 9980 is now the accepted means of demonstrating that the external wall fire risk of an existing block of flats has been competently appraised. *** ### Who reads a FRAEW * **Responsible persons and building owners** — to understand the fire risk presented by the building's external walls and the recommendations for remediation, interim measures, or ongoing management. * **Mortgage lenders and insurers** — many require a FRAEW (or its conclusions) before lending against or insuring properties in higher-risk buildings. * **Leaseholders and residents** — increasingly expect access to FRAEW conclusions affecting their building. * **Approving authorities and the Building Safety Regulator (BSR)** — for higher-risk buildings under the Building Safety Act (BSA), the FRAEW forms part of the evidence within the safety case demonstrating that external wall fire risk is appropriately managed. *** ### When a FRAEW is required A FRAEW is required, or strongly expected, in a number of circumstances: * For higher-risk buildings under the BSA, as part of the safety case demonstrating that external wall fire risk is being managed. * Where mortgage, insurance, or sale activity on properties in a block of flats requires evidence that external wall risk has been appraised. * Following remediation or material alteration to the external wall system, to capture the post-works position. * As part of ongoing fire safety management for existing blocks of flats, particularly those built or refurbished during the period when combustible cladding systems were widely used. *** ### What a FRAEW contains A FRAEW produced under PAS 9980 typically contains: * **A description of the building** — height, use, construction date, occupancy, escape strategy. * **A detailed description of the external wall construction** — cladding materials, insulation, substrate, cavity barriers, attachments, and any variations across elevations. * **An evaluation of the fire risk factors** — the combustibility of materials, the presence and adequacy of cavity barriers, the integrity of compartmentation, the contribution of attachments, and the interaction with means of escape and firefighting access. * **A risk rating** — drawn from the PAS 9980 tolerability framework. * **Recommendations** — remediation, interim measures, ongoing monitoring, or confirmation that no action is required. The supporting evidence — typically a structured External Wall Survey capturing the as-built condition — is included as an appendix. *** ### Related documents A FRAEW sits alongside other fire safety documents that share underlying building information: * [**Fire Strategies** — the broader fire safety design rationale for the building.](/fire-strategy/what-is-fire-strategy) * **Fire Risk Assessments (FRAs)** — operational risk assessments under the Regulatory Reform (Fire Safety) Order. * [**External Wall Inspection** — the structured data capture that feeds the FRAEW.](/fraew/perform-an-external-wall-inspection) For the technical methodology underpinning a FRAEW, see *What is PAS 9980*. For step-by-step instructions on the data-capture stage in the RiskBase app, see *How To: Performing an External Wall Inspection*. For the analysis stage, see *How To: Producing a Fire Risk Appraisal of External Walls*. # Produce an FRAEW ## How To: Producing a Fire Risk Appraisal of External Walls A Fire Risk Appraisal of External Walls (FRAEW) is the engineering appraisal that takes the data captured in an **External Wall Survey** and applies the **PAS 9980** methodology to produce a risk rating and recommendations for the building's external wall system. In RiskBase, the FRAEW is initiated from the same External Wall Summary that hosts the survey, and the survey data is automatically pulled through as the FRAEW's evidence base and appendix. This page covers the step-by-step workflow for producing a FRAEW in the RiskBase app. For background on what a FRAEW is, see *What is an FRAEW*. For the underlying methodology, see *What is PAS 9980*. For the prior data-capture step, see *How To: Performing an External Wall Inspection*. *** ### Prerequisites * The signed-in user has appropriate permissions to create and approve a FRAEW. * Access to the RiskBase mobile application is granted. * The property exists in RiskBase with key metadata set — build completion date, height, building type / use — and the "External Wall" compliance type is enabled for the organisation. * An approved **External Wall Survey** for the property is strongly recommended. Starting from approved survey data avoids re-capturing the as-built information and ensures the FRAEW evidence base reflects the same record used elsewhere in RiskBase. *** ### Start a FRAEW The start flow mirrors that of the External Wall Survey, with one different selection at the final step: 1. From the "Downloaded Properties" page, tap on a property to open its property page. 2. Tap **External Wall Summary**. 3. Tap **Create FRAEW**. 4. Select an appropriate template from the list. The FRAEW opens. If an approved External Wall Survey exists for the property, the survey data is automatically pulled through into the FRAEW — building description, external wall construction, cavity barriers, attachments, and findings — pre-laid out under the corresponding FRAEW sections. > *Figure 1: \[the External Wall Summary with the Create FRAEW option highlighted, and a partially populated FRAEW showing survey data pulled through].* *** ### Complete the Appraisal The engineer focuses on the analysis elements that the survey does not provide. Working through the FRAEW sections in order: 1. **Confirm the description of the building.** Review the pulled-through survey data and amend or annotate where the engineer's interpretation differs from the captured record. 2. **Describe the external wall system in PAS 9980 terms.** Substrate, insulation, cladding, cavity arrangement, fire-stopping, attachments — at the level of detail required by the methodology. 3. **Evaluate the risk factors** as set out in PAS 9980 — combustibility of materials, presence and adequacy of cavity barriers, integrity of compartmentation, contribution of attachments, interaction with means of escape and firefighting access. 4. **Assign a risk rating** in line with the PAS 9980 tolerability framework. 5. **Set out recommendations** — remediation, interim measures, ongoing monitoring, or confirmation that no action is required. Where evidence is limited or the appraisal cannot be concluded at the desktop or visual level, record the need for further investigation (intrusive survey, material testing, fire engineering analysis) in the recommendations. *** ### Supporting Evidence The approved External Wall Survey appears as the supporting **appendix** to the FRAEW. The engineer should review the survey data carefully and reference specific findings, photographs, or measurements in the appraisal narrative where they materially affect the risk rating. *** ### Submit for Quality Control 1. From the assessment overview, tap **Submit**. 2. The FRAEW moves into the "QC" and "Approved" tabs and triggers the organisation's custom quality control process. 3. Quality control checks may include the rigour of the analysis, the completeness of the risk factor evaluation, the appropriateness of the risk rating relative to the evidence, and the practicality of the recommendations. 4. Once QC is complete, the FRAEW is approved and retained in document control with full version history. *** ### After approval Once approved, the FRAEW is retained in document control with full version history and forms part of the building's fire safety record. It can be: * Provided to responsible persons, lenders, insurers, and (where applicable) the Building Safety Regulator. * Surfaced on the web portal, [Engage.RiskBase](https://engage.riskbase.app), where clients, responsible persons, and other stakeholders can access the building's fire safety information. * Reused as the starting point for re-appraisal following remediation works or material alteration to the external wall system. For background on FRAEWs, see *What is an FRAEW*. For the underlying methodology, see *What is PAS 9980*. For the prior data-capture step, see *How To: Performing an External Wall Inspection*. # What is Fire Strategy? A Fire Strategy is a written document that sets out how a building achieves an acceptable standard of fire safety. It describes the protective measures in place — means of warning and escape, internal and external fire spread protection, facilities for the fire service — and explains how those measures perform against a recognised benchmark such as Approved Document B (ADB), BS 9991, BS 9999, or CP3. A Fire Strategy is distinct from a Fire Risk Assessment (FRA). An FRA is an operational assessment of hazards and the actions required to reduce them. A Fire Strategy is the underlying design rationale: why the building's fire safety provisions are configured the way they are, where they meet the benchmark, where they fall short, and how any shortfalls are justified or mitigated. *** ## Who reads a Fire Strategy * **Responsible persons and building owners** rely on it to understand what fire safety provisions exist and what the ongoing obligations are. * **Fire engineers** use it as the technical basis for design changes, refurbishments, and alterations. * **Approving authorities** — Building Control and the Fire and Rescue Service — review it during plans approval, regulatory inspections, and incident investigations. * **Regulators under the Building Safety Act (BSA)** — most directly the Building Safety Regulator (BSR) for higher-risk buildings — expect a current Fire Strategy as part of the safety case for in-scope buildings. *** ## When a Fire Strategy is required A Fire Strategy is required, or strongly expected, in a number of circumstances: * For higher-risk buildings under the BSA, where the safety case must demonstrate how fire risks are being managed. * During the design and approval of new buildings, where Building Control needs evidence that the design meets the relevant benchmark. * During refurbishment, change of use, or material alteration of an existing building. * Following major incidents or regulatory action, where an updated strategy is needed to capture remediation. Beyond legal triggers, a current Fire Strategy is increasingly regarded as part of competent ongoing fire safety management for any complex or multi-occupancy building. *** ## What a Fire Strategy contains At a minimum, a Fire Strategy describes: * **The building** — purpose group, height, layout, occupancy, and key structural and protection features. * **The benchmark applied** — the edition of ADB, BS 9991, BS 9999, CP3, or other guidance the strategy is measured against. * **The provisions in each area of fire safety** — means of warning and escape, internal fire spread (linings and structure), external fire spread, access for the fire service. * **A narrative professional judgement** — for each area, whether the building meets the benchmark and, if not, how the shortfall is justified or mitigated. * **Remedial actions** — where shortfalls cannot be justified, the actions required to bring the building up to standard. A strategy is most useful when it is current, structured, and tied to the underlying building data, so that it can be reused across subsequent assessments rather than re-described from scratch each time. *** ## Related documents A Fire Strategy sits alongside several other fire safety documents that share the same underlying building information: * **Fire Risk Assessments (FRAs)** — operational risk assessments under the Regulatory Reform (Fire Safety) Order. * **Door surveys, compartmentation surveys, and asset inspections** — focused condition assessments for specific protection measures. * **Action plans and remedial tracking** — the ongoing management view of all open fire safety actions across a building. For RiskBase's specific approach to producing Fire Strategies, see *The RiskBase Fire Strategy*. For step-by-step instructions on completing one in the RiskBase app, see *How To: Completing a Fire Strategy*. # The RiskBase Fire Strategy The RiskBase Fire Strategy is a **workflow-based product, underpinned by a benchmark library and structured building data**. Rather than starting with opinion, every strategy is built on the data RiskBase already holds about the building — captured through building-level fields, asset records, and prior surveys — and anchored to a recognised benchmark. This page describes how the RiskBase Fire Strategy is structured: the philosophy, the workflow stages, the section framework, the lifecycle, and how the produced document is reused across the platform. For background on Fire Strategies in general, see *What is a Fire Strategy*. For step-by-step instructions on producing one, see *How To: Completing a Fire Strategy*. *** ## The data-first philosophy A traditional Fire Strategy is often produced as a standalone document, with the building described from scratch each time. This duplicates work, drifts over time, and disconnects the strategy from the operational risk assessments that follow. The RiskBase approach inverts that. The building exists in RiskBase as a structured record — fields, assets, photographs, prior survey findings. A Fire Strategy is produced *from* that record. The strategy and the operational risk work share a single source of truth, so each subsequent assessment starts from the same description of the building rather than re-describing it. *** ## The three-stage workflow The Fire Strategy is organised around three stages, each answering a different question: **1. What should be there.** The strategy is anchored to a recognised benchmark. The engineer selects the relevant Purpose Group, Building Height band, and ADB edition or amendment; BS 9991, BS 9999, or CP3 can be added instead of, or alongside, ADB. RiskBase retrieves the corresponding benchmark commentary and inserts it into each section of the strategy. **2. What is there.** The strategy describes the building as it actually exists — overall layout, means of escape, detection and alarm, smoke control, firefighting facilities, plus linked asset data (flats, fire doors, compartmentation, fire stopping, equipment). This information comes from a site survey or from data already captured in RiskBase from prior assessments. **3. Is it adequate.** For each section of the strategy, the engineer writes a professional judgement that compares what should be there against what is there. Where shortfalls exist, they are either justified by a fire engineering rationale or raised as remedial actions. *** ## Section framework Regardless of which benchmark is selected, the strategy is organised around the standard fire safety framework: * **B1** — Means of warning and escape * **B2** — Internal fire spread (linings) * **B3** — Internal fire spread (structure) * **B4** — External fire spread * **B5** — Access and facilities for the fire service The exact section numbering depends on the template selected: * **Non-residential templates** use the top-level structure — B1, B2, B3, B4, B5. * **Residential templates** break each requirement into numbered sub-sections — B1.1, B1.2, B1.3, … through to B5.x — to reflect the greater granularity of residential fire safety guidance. For each section, or sub-section, three blocks appear: 1. "Benchmark Guidance" — auto-populated from Stage 1. 2. "What Is Provided" — pulled from Stage 2. 3. "Professional Judgement" — written by the engineer. Images can be uploaded into the judgement block to support fire engineering solutions, illustrate mitigations, or evidence the conclusion reached. *** ## The benchmark library The RiskBase benchmark library currently covers Approved Document B across multiple editions and amendments, and is being extended to BS 9991, BS 9999, CP3, and other recognised guidance. **Multiple benchmarks can be applied simultaneously.** For example, a residential building can be assessed against ADB and BS 9991 in parallel, with both sets of benchmark commentary surfaced in each section so the engineer can compare provisions against each. If the benchmark library does not yet hold a required document, it can be added on request — contact the RiskBase team. *** ## Plans section The "Plans" section appears at the end of the strategy. It is generated automatically from the property's floor plans and shows **all assets that were pinned on** — fire doors, fire stopping, equipment, and any other fire safety features captured during surveys. An accompanying legend identifies each pinned feature. The result mirrors a Secure Information Box (SIB)-style document, providing a clear visual reference alongside the written strategy. *** ## Executive Summary The "Executive Summary" sits at the top of the strategy but is written last, after all sections are complete. It is a high-level narrative reflecting on the overall findings, the adequacy of the building's fire safety approach, and any key risks, limitations, or considerations. *** ## Remedial actions and action plans As with a Fire Risk Assessment (FRA), the RiskBase Fire Strategy allows the engineer to **raise remedial actions** against any finding and **generate an action plan** from the identified gaps. Once raised, these actions are available for clients to manage in the RiskBase "Task Management" interface, alongside all other action types — FRA actions, door survey actions, compartmentation actions, and so on. This turns the Fire Strategy from a static report into a structured basis for ongoing fire safety management. *** ## Lifecycle and approval RiskBase strategies use a three-step lifecycle: *In Progress*, *Submitted*, and *Approved*. Once the engineer is satisfied with the strategy, it is submitted for approval and awaits validation by the Approver within the organisation. Once approved, the strategy is finalised and forms part of the building's fire safety record. *** ## After approval: data reuse The Fire Strategy is not a dead end. The data captured during its production — building information, asset records, surveyed findings, raised actions — remains available throughout RiskBase: * It can be **included in other assessments**, so subsequent FRAs, door surveys, compartmentation surveys, and inspections start from the same source of truth rather than re-describing the building. * It can be **surfaced on the web portal,** [**Engage.RiskBase**](https://engage.riskbase.app/), where clients, responsible persons, and other stakeholders can access the building's fire safety information directly. This is the practical pay-off of the data-first approach: a single building model that strengthens every assessment built on top of it. For background on Fire Strategies in general, see *What is a Fire Strategy*. For step-by-step instructions on producing one in the app, see *How To: Completing a Fire Strategy*. # Produce a Fire Strategy This page covers the step-by-step workflow for producing a Fire Strategy in the RiskBase app. For background on what a Fire Strategy is, see *What is a Fire Strategy*. For the RiskBase-specific approach — the data-first philosophy, the section framework, the benchmark library — see *The RiskBase Fire Strategy*. *** ## Prerequisites * Sign in to the RiskBase app. * The property exists in RiskBase with key metadata set: **build completion date**, **height**, and **building type / use**. * Existing survey and asset data is captured wherever possible. * The signed-in user has appropriate permissions to create and approve a Fire Strategy. *** ## Start an Assessment 1. From the "Downloaded Properties" page, tap on a property to open its property page. 2. Tap **Fire Summary**. 3. Tap **Create Fire Strategy**. 4. Select an appropriate template from the list. The assessment opens, displaying the strategy's section navigation. > *Figure 1: \[the property page with the Fire Summary tab highlighted, leading into the Create Fire Strategy button].* *** ## Stage 1: What Should Be There Inside the assessment, tap on **Fire Strategy** and complete the following: 1. Select the **Purpose Group** (e.g. residential, assembly and recreation). 2. Select the **Building Height** band. 3. Select the appropriate **edition or amendment of Approved Document B**. 4. Where relevant, add **BS 9991**, **BS 9999**, or **CP3** instead of, or alongside, ADB. Multiple benchmarks can be applied in parallel — both sets of benchmark commentary will be surfaced in each section so the engineer can compare provisions against each. *** ## Stage 2: What Is There This stage is purely descriptive — define what is there, not whether it is compliant. 1. Complete a **site survey** to capture building and asset information directly, or reuse structured data already held in RiskBase from previous risk assessments, surveys, and inspections. 2. Review and complete the **Building Information** fields: overall layout and use, means of escape, detection and alarm, smoke control, and firefighting facilities. 3. Confirm the linked **Asset Data** is up to date — flats, fire doors, compartmentation, fire stopping, equipment. 4. Where representative data is used (e.g. a sample flat layout), enable the note: *"The information shown represents a typical example selected from the building to demonstrate general provision."* The data captured here flows directly into each section of the strategy, so accuracy at this stage reduces rework later. *** ## Stage 3: Is It Adequate This is where professional judgement is applied. The strategy is organised into sections B1 to B5 (with sub-sections in residential templates). For each section, three blocks appear: "Benchmark Guidance", "What Is Provided", and "Professional Judgement". The first two are populated automatically from Stages 1 and 2. The third is written by the engineer. For each judgement, work through the four questions: * Does the building meet the selected benchmark? * If not, why not? * Can the issue be justified or mitigated through a fire engineering solution? * If not, should an action be raised? **Images can be uploaded into the judgement block** to support fire engineering solutions, illustrate mitigations, or evidence the conclusion reached. ### Raise remedial actions Where a shortfall cannot be justified, **raise a remedial action** against the finding. Once raised, actions are available for clients to manage in the RiskBase "Task Management" interface, alongside all other action types. ### Review the Plans section The "Plans" section appears at the end of the document and is generated automatically from the property's floor plans and pinned assets. Review the output and confirm the visual layout correlates with the narrative in B1 to B5. ### Write the Executive Summary With all sections complete, write the "Executive Summary" — a high-level narrative reflecting on the overall findings, the adequacy of the building's fire safety approach, and any key risks, limitations, or considerations. Always write the summary last, so it is informed by the full assessment. *** ## Submit the Strategy Once the engineer is satisfied with the strategy, tap **Submit** to send it for approval. The strategy moves from *In Progress* to *Submitted* and awaits validation by the Approver within the organisation. Once approved, the strategy is finalised and forms part of the building's fire safety record. *** ## After approval The data captured during the Fire Strategy remains available across RiskBase — reused in subsequent FRAs, door surveys, compartmentation surveys, and inspections, and surfaced to clients on [Engage.RiskBase](https://engage.riskbase.app/). For the fuller treatment of how this data flows, see *The RiskBase Fire Strategy*. # Approval Process Approval Process *Assessment status can be easily edited in QC and Approved - i.e., In Progress, to Submitted, to Approved and vice versa.* **Approving an Assessment:** Once review is complete: 1. Open **QC and Approved**. 2. Open a submitted assessment. 3. On the overview page, select **Approve**. 4. Optionally: * Adjust the **Action Timescale Date**. * Update reviewed action timescales. * Add a note for the assessment history. 5. Select **Approve** to confirm. **Un-approving an Assessment:** If an approved assessment requires further changes: 1. Open **QC & Approved**. 2. Open an approved assessment. 3. On the overview page, select **Un-approve Assessment**. 4. Enter a reason. 5. Select **Un-approve**. The assessment status returns to Submitted. To make any changes to the answers to the assessment, you will also need to un-submit it. **Unsubmitting an Assessment:** If changes are required: 7. Click the **QC and Approved** tab (bottom of the screen). 8. Open a submitted assessment. 9. On the overview page, select **Unsubmit Assessment**. 10. Enter a reason for unsubmission. 11. Choose whether to notify the assessor. 12. Select **Unsubmit**. The assessment status returns to In Progress. # Filtering Assessments Filtering Assessments *QC & Approved is the area of RiskBase used to manage the quality control lifecycle of assessments.* *It supports the process of proofreading, status tracking, and formal approval of submitted assessments awaiting validation.* *Only users with QC access enabled can use this functionality.* **Accessing QC & Approved:** 1. Sign-In to the RiskBase application: app.riskbase.uk 2. Select **QC and Approved** (bottom of the screen). 3. If this tab is not visible, QC access has not been enabled - contact a user with administrator access to have this feature turned on. **Understanding Assessment Visibility:** Users can only see assessments performed by an organisation if QC access is enabled, even if otherwise associated with that organisation. **Viewing Assessments Awaiting QC:** 1. Open the **QC and Approved** tab. 2. Select **All Statuses**. 3. Choose **Submitted**. 4. If changes need to be made, select an assessment and click **Unsubmit** to move it back to In Progress. **Filtering and Searching Assessments:** Assessments can either be found manually searched for using the search bar or using filters. Next to the search bar, there are four drop down filters: **All Statuses:** filter by assessment status (In Progress, Submitted, Approved). **All Organisations:** filter by organisation. **All Types:** filter by assessment type (e.g., Fire Risk Assessment). **All Groups:** filter by property group that the assessment sits under. Alternatively, use the Assessments Filter tool, found on the right hand side: ![](/files/DhCeGPRSTSzs5QuQjd0J) Enter all above filters here and click **Filter**. Option to filter by flags by clicking **Flagged** or **Not Flagged**. Option to filter by Assessed or Approved Date (oldest or newest first) by clicking **Order By**. # QC and Approval QC & Approved is the area of RiskBase used to manage the quality control lifecycle of assessments. It supports proofreading, validation, status tracking, and formal approval of submitted assessments before they are finalised. This area is intended for administrators and validators who are responsible for ensuring assessments meet organisational and compliance standards. **Where** QC & Approved is accessed from the **Assessments** area of the RiskBase application. Visibility of assessments within this section is controlled by organisational QC permissions assigned to the user. Only users with QC access enabled can view and act on assessments in this area. **Why** QC & Approved ensures that assessments are independently reviewed and authorised before approval. This supports governance, consistency, and accountability by ensuring that only validated assessments progress to an approved state. Controlled visibility ensures that users only see assessments produced by organisations for which they have explicit QC responsibility. **How** ## **Accessing QC & Approved** 1. Open the RiskBase application. 2. Select **Assessments**. 3. Ensure the **Assessment QC** feature is enabled for the user account.\ \*If the Assessments tab is not visible, QC access has not been enabled.\* **Understanding Assessment Visibility** Assessment visibility in QC & Approved is based on organisational QC access. * Users see assessments **produced by organisations** where QC access is enabled. * Users do **not** see assessments produced by organisations where QC access is not enabled, even if they are otherwise associated with that organisation. *Example*: * A validator is linked to **Fire Fit Consultancy** and **Fox Residential**. * QC access is enabled for **Fire Fit Consultancy** only. * The validator will see: * All assessments produced by **Fire Fit Consultancy**. * The validator will not see: * Assessments produced by internal staff at **Fox Residential**. **Viewing Assessments Awaiting QC** 1. Open **Assessments**. 2. Select **Statuses: All**. 3. Choose **Submitted** to view assessments awaiting quality control. **Filtering and Searching Assessments** Filters can be used to manage assessment lists: * **For:** Filter by the organisation the assessment was produced *for*. * **By:** Filter by the organisation the assessment was produced *by*. * **Search:** Use keywords such as assessment type, asset address, or assessor name. * \**Order By:\** * Assessed Date (Newest or Oldest) * Approved Date (Newest or Oldest) *Filter selections are retained for future sessions.* **Reviewing an Assessment** 1. Select a submitted assessment from the list. 2. Review all sections of the assessment. 3. Confirm accuracy, completeness, and compliance. *Assessments in QC are read-only. Changes require the assessment to be unsubmitted.* **Unsubmitting an Assessment** If changes are required: 1. Open the assessment. 2. Go to **Overview**. 3. Select **Unsubmit Assessment**. 4. Enter a reason for unsubmission. 5. Choose whether to notify the assessor. 6. Select **Unsubmit**. **Approving an Assessment** Once review is complete: 1. Open the assessment. 2. Go to **Overview**. 3. Select **Approve**. 4. Optionally: * Adjust the **Action Timescale Date**. * Update reviewed action timescales. * Add a note for the assessment history. 5. Select **Approve** to confirm. **Un-approving an Assessment** If an approved assessment requires further changes: 1. Open **QC & Approved**. 2. Select the approved assessment. 3. Go to **Overview**. 4. Select **Un-approve Assessment**. 5. Enter a reason. 6. Select **Un-approve**. The assessment status returns to *Submitted*. # Adding a Logo Adding a Logo 1. Go to **Settings** in the app (click the RiskBase logo in the top left, then select Settings in the bottom left). 2. Click on the organisation’s name. 3. To upload a logo, click on the image icon. To remove one, click the three dots. This logo will now appear on any reports completed by this organisation. .SVG files provide the best quality logos and are the preferred choice. .PNG and .JPEG are also accepted, but can potentially suffer from pixelation. # Viewing Assessor Details Viewing Assessor Details 1. Go to **Settings** in the app (bottom right corner of the screen). 2. Click on the assessor name at the top of the screen - under **Settings**. 3. The assessor details will appear on the right hand side. Editing the details: To add a profile photo: 1. Click the image icon and upload one. To change the assessor’s details: 1. Click **Details** 2. The name can be edited here. 3. A phone number, post-nominals, or qualifications can also be added (this will appear on the report next to the assessor’s name). To edit the assessor’s email: 1. Click **Email** and enter the new email. 2. Click **Next**. 3. A verification code will be sent to this email address. Enter this back in the app. 4. Click **Confirm**. # Viewing Billing Details Viewing Billing Details *The billing details section displays the name and email address of the organisation that will be billed for any approved assessments.* *Billing details cannot be edited by users.* Viewing billing details: 1. Go to **Settings** in the app (bottom right corner). 2. Click on the organisation’s name. 3. Billing details will appear on the right hand side under **Billing Details**. 4. If the details need to be changed, contact to request this. # Viewing and Editing Organisation Details Viewing and Editing Organisation Details *When setting up an account, it’s important to make sure all organisation details are correct and up to date in the app. This will ensure it appears correctly on reports.* Viewing Assessor Details: 1. Go to **Settings** in the app (bottom right corner). 2. Click on the organisation’s name. Organisation details will appear on the right hand side. 3. To edit the organisation details, click **Change** next to **Details**. 4. An address, phone number, and website address can be added. This will appear at the bottom of the first page in a report. 5. Under this, options can also be selected to only allow approval of assessments if an address, logo, phone, or website is provided here. 6. Click **Save**. # Signing-In Signing In *Most RiskBase users accounts are passwordless - this ensures greater security for each user’s account, and avoids the inconvenience of passwords being forgotten.* *Users log in with the email that has been set up with their account in RiskBase, and they are then emailed a 6-digit code to enter instead of a password.* **Signing-In:** 1. Search [admin.riskbase.uk](http://admin.riskbase.uk) in a web browser. 2. Enter email - make sure it is the one linked with RiskBase. 3. A 6-digit code will be sent to that email address. 4. Enter this code instead of a password. # Adding Floor Plans to a Property Adding Floor Plans to a Property *For floor plans to be used in an assessment on the RiskBase application (E.g., to pin an action onto one), they must first be uploaded against the correct property in admin.* Firstly, plans must be added as files against a property. **How to add a floor plan into the files section:** 1. Sign in to [admin.riskbase.uk](http://admin.riskbase.uk). 2. Find a property using the drop down arrow before an organisation. 3. Right click on the property and select **Files**. 4. Click **Add Files**. 5. Upload a floor plan. It can now be added as an available floor plan to that property and further information can be provided **How to add a floor plan to a property:** 6. Right click on the property again and select **Details**. 7. Click the **Plans** tab. 8. Click **+ Add Plan**. 9. Provide a name (or select from the drop down menu) and any additional information. 10. Click **Choose Image, .PDF or .SVG**. All files against this property will be listed, including the floor plan just added. 11. Select the plan and click **Use Selection**. 12. Click **Save Plan**. # Adding New Teams to an Organisation Adding New Teams to an Organisation *Users can be added to one or more Team(s).* *Teams are groups of users who are assigned to certain task categories, e.g. users in the Door Repair Team will be assigned all remedial tasks in the Door Repair category.* **Viewing all teams in an organisation:** 1. Sign-In to [admin.riskbase.uk](http://admin.riskbase.uk). 2. Organisations will appear on the left-hand side. 3. Click the drop-down arrow next to an organisation. 4. Click the drop-down arrow next to **Teams** to view all users added to that organisation. **Adding New Teams:** 1. Right-click on an organisation in the explorer. 2. Select **New Team**. 3. Provide the team’s name. 4. Click **Create Team**. # Adding Property Groups and Properties to an Organisation Adding Property Groups and Properties to an Organisation *When setting up an organisation in admin, all its properties must be added in order to view assessments within them.* *RiskBase uses property groups to organise properties in admin, which must be created first.* **Creating Property Groups:** 1. Sign In to [admin.riskbase.uk](http://admin.riskbase.uk). 2. Right click on an organisation in the explorer. 3. Select **Property Group**. 4. Provide a name and click **Create**. **Adding a Property to a Property Group:** 1. Right click on a property group. 2. Select **New Property**. 3. Provide a name and click **Create**. # Adding Users to an Organisation Adding Users to an Organisation ***Each user has their own RiskBase account.*** *A user can be added to one or more organisations*. **Viewing all users under an organisation:** 1. Sign-In to [admin.riskbase.uk](http://admin.riskbase.uk). 2. Organisations will appear on the left-hand side. 3. Click the drop-down arrow next to an organisation. 4. Click the drop-down arrow next to **Users** to view all users added to that organisation. **How to add a user to an organisation:** 1. Right-click on an organisation in the explorer. 2. Select **New User**. 3. Enter the user's email address, click **Add User**. 4. Provide the user's first and second name. 5. Add them to one or more User Groups (users must be added to a user group to be able to access anything). 6. Add them to one or more Teams (if applicable). 7. Click **Add User**. # Creating New User Groups Creating New User Groups *Users are added to one or more user group(s). User groups define the functionality a user has access to.* *Riskbase comes with a ready-to-go set of user groups, but new ones can be added.* **How create a new user group:** 1. Sign in to [admin.riskbase.uk](http://admin.riskbase.uk). 2. Right-click on an organisation in the explorer. 3. Select **Details**. 4. Select **Preferences**. 5. Under user groups, click **+ User Group**. 6. Provide a name and description. 7. Click **Save User Group**. 8. Right click on the new user group and select **Change Features**. 9. Select which functions will be available to users in this user group by hovering over features and clicking **On**. 10. Once this is completed, click **Save**. 11. Right click on the user group and select **Change Access**. 12. Select which properties users in this group will have access to and click **Save**. # Mapping Categories to Teams 2\. Mapping Categories to Teams *When an action is raised in an assessment using the RiskBase application, the assessor has the option to assign it to a category (E.g., electrical repair, housekeeping etc.).* *To automate the process of assigning tasks to users, RiskBase provides the capability to map categories to teams before an assessment is even started.* *This means that when an action is assigned to a category in an assessment, it is automatically assigned to all users in the team it has been pre-mapped to.* *Before mapping categories to teams, ensure that all teams have been correctly added with the correct users assigned to them: see Adding Users and Creating Teams.* **How to map a category to a team:** 1. Sign in to [admin.riskbase.uk](http://admin.riskbase.uk). 2. Find an organisation in the explorer. 3. Right click on it and select **Details**. 4. Click the **Preferences** tab. 5. Scroll down to the **Categories** section. 6. Right click on a category and click **Edit Category**. 7. Click **Add Teams for a Task Type**. 8. Select a **Task Type** (E.g., Remedial or Create Assessment). 9. Select a **Team** for this category to be assigned to. 10. Click **Continue** and **Save**. Next to the category it will now say ‘1 Team Responsible’ in grey (the number will change depending on how many teams have been assigned to the category). # Viewing and Editing Property Details in an Organisation Viewing and Editing Property Details in an Organisation **Viewing properties in an organisation:** 1. Sign-In to [admin.riskbase.uk](http://admin.riskbase.uk). 2. Organisations will appear on the left-hand side. 3. Click the drop-down arrow next to an organisation to view the property groups (where properties are sorted into). 4. Click the drop-down arrow next to a property group to view the properties within. **Viewing a property’s details:** 1. Right click on a property. 2. Click **Details** to view its address, UPRN (if applicable), Assessment and Survey Status, and Responsible People (scroll to the bottom). 3. Right click on the property and click **Assessments** to view all assessments under that property. 4. Right click on the property and click **Tasks** to view all tasks under that property. **Editing a Property’s Details:** 1. Right click on a property. 2. Click **Details**. 3. Click **Edit Section**. 4. Edit details as required. 5. Click **Save Section**. # Assigning users to properties Assigning users to properties *Users can be added as ‘responsible’ for properties. Multiple users across different teams can be added per Property.* *This controls which users receive information about those properties, including Assessment and Task notifications.* *Note that this is different from the responsible person for a building in the legislative sense.* **How to assign a user to a property:** 1. Sign in to [admin.riskbase.uk](http://admin.riskbase.uk). 2. Find a property in the explorer. 3. Right click on it and select **Details**. 4. Click **Edit Section**. 5. Scroll down to the **Responsible People** section. 6. Select one or more user(s) from the dropdowns of each team. 7. Click **Save Section**. # Updating a User's Features and Access Updating a User's Features and Access Setting up a user’s features and access settings provides control over what users can do and see while using RiskBase. As well as users inheriting features and access settings from groups they’re assigned to, settings can also be applied directly to the users. A user’s features and access settings are always applied last, overriding user group settings. **How to update a user’s features:** 1. Right click on a user’s name in the explorer. 2. Select **Details**. 3. Scroll down to the **Organisations** section at the bottom of the profile. 4. Right click on an organisation and click **Change Features**. 5. Use the **On|Off** buttons (which appear when a feature is hovered over) to customise individual features. 6. Click **Save**. **How to update which properties a user has access to:** 7. Double click on the organisation again and click **Change Access**. 8. Either search for assets in the search bar or find them using the drop down arrow next to the organisation name. 9. Use the **Show|Hide** buttons (also found by hovering over a property) to customise which Properties the user will have access to. 10. Click **Save**. # Updating a User’s General Information Updating a User’s General Information Each user’s general information (E.g., name, email) are still editable after they have been added to an organisation. **How to update a user’s general information:** 1. Sign in to [admin.riskbase.uk](http://admin.riskbase.uk). 2. Right click on a user’s name in the explorer. 3. Select **Details**. 4. Click **Edit Details**. 5. Edit name, post-nominals, job title, description, contact details, etc. 6. Click **Save Details**. 7. To update a user’s email, click **Change Email**. 8. Provide the new email and click **Save Email**. # Updating a User’s User Groups and Teams Updating a User’s User Groups and Teams When users are added to an organisation, they are added to User groups and Teams. These control what they have access to and what Tasks are assigned to them. These can be updated at any time. **How to update a user’s user groups and teams:** 1. Sign in to [admin.riskbase.uk](http://admin.riskbase.uk). 2. Right click on a user’s name in the explorer. 3. Select **Details**. 4. Scroll down to the **Organisations** section at the bottom of the profile. 5. Right click on an organisation and select **Edit Organisation Settings**. 6. Change user groups and teams using the drop down menus. 7. Click **Save**. As well as users inheriting features and access settings from groups they’re assigned to, settings can also be applied directly to the users. A user’s features and access settings are always applied last, overriding user group settings. **How to update a user’s features:** 1. Right click on a user’s name in the explorer. 2. Select **Details**. 3. Scroll down to the **Organisations** section at the bottom of the profile. 4. Right click on an organisation and click **Change Features**. 5. Use the **On|Off** buttons (which appear when a feature is hovered over) to customise individual features. 6. Click **Save**. **How to update which properties a user has access to:** 7. Double click on the organisation again and click **Change Access**. 8. Either search for Assets in the search bar or find them using the drop down arrow next to the organisation name. 9. Use the **Show|Hide** buttons (also found by hovering over a property) to customize which Properties the user will have access to. 10. Click **Save**. # Task Types Task Types RiskBase has four main task types: * **Create Assessment:** create a new assessment or survey. * **Submit Assessment:** submit an ‘In Progress’ assessment. * **Approve Assessment:** approve a ‘Submitted’ assessment. * **Remedial Action:** complete a task to prevent or reduce the likelihood of a risk occurring. The most common task type is Remedial Action, as actions are raised in assessments and turned into tasks to be assigned to people. # Downloading a .CSV of Tasks Downloading a .csv of Tasks 1. Sign-In in to [admin.riskbase.uk](http://admin.riskbase.uk). 2. Right click on an organisation in the explorer. 3. Click **Tasks**. 4. Use the filter to search for tasks to be downloaded. 5. Click **Download** (top right corner). 6. Click **Download CSV** to download the task list. # Manually Assigning Users to Tasks Manually Assigning Users to Tasks *When tasks are raised using the RiskBase application, they can be assigned to certain teams or individual users on admin.* *RiskBase allows users to automate this process by assigning task categories to teams, but assigning tasks can also be done manually.* **Manually assigning users to a task:** 1. Sign in to [admin.riskbase.uk](http://admin.riskbase.uk). 2. Find an organisation in the explorer. 3. Right click on it and select **Tasks**. 4. Use the filter to find a task. 5. Double click on it and all information about the task will appear below. 6. Scroll down to the bottom and click **Add Teams and People**. 7. Choose from all teams and users from the drop down menu. 8. Click **Assign**. 9. Click **Save Task**. **Removing users from a task:** 1. Double-click on a task. 2. Scroll down to the **Teams Manually Assigned** section. 3. Double-click on the team or person already assigned and click **Remove**. 4. Click **Save Task**. # Searching and Filtering Tasks Searching and Filtering Tasks *RiskBase makes it easy to filter for specific tasks quickly, for example, if a user wanted to see all In Progress tasks or a certain category of tasks.* **Filtering tasks:** 1. Sign in to [admin.riskbase.uk](http://admin.riskbase.uk). 2. Find an organisation in the explorer. 3. Right click on it and select **Tasks**. 4. On the left hand side, select any number of filters from the drop down menus (E.g., type, severity, status etc.). 5. Click **Load Tasks**. **Viewing tasks for a specific property:** 1. Find a property using the explorer. 2. Right-click on it and select **Tasks**. All tasks for that property will appear on the right-hand side. # Updating a Task's Status Updating a Task's Status *When actions are raised in assessments they are listed as remedial action tasks in admin which need to be completed. The status of these tasks are initially listed as Not Started as the completion of the task has not yet begun.* *Users can manage remedial action tasks to reflect their progress by marking them as In Progress, Completed, or Cancelled.* *The status of a task can only be updated by its assigned user.* *All non-remedial action tasks (I.e., Create, Submit, and Approve Assessments) cannot be updated. These tasks will automatically update to Completed once the assessments have been respectively created, submitted, or approved.* **Updating a task’s status:** 1. Sign-In to [admin.riskbase.uk](http://admin.riskbase.uk). 2. Find an organisation in the explorer. 3. Right click on it and select **Tasks**. 4. Use the filter to find a task. 5. Double click on it and all information about the task will appear below. 6. Next to **Mark As**, select **In Progress**, **Completed**, or **Cancelled**. 7. Provide an optional comment. This will be listed in the task’s comments and changes. 8. Choose a date for the status update to be completed, select either **Now** or a custom date and time. 9. Click **Update Task**. **Reopening a Task:** 1. If the status needs to be changed again, click **Reopen Task**. 2. Provide a comment, date, and select what status the action will be returned to (E.g., Not Started or In Progress). 3. Choose whether to have this update sent as an email notification either to all assigned users or only the user updating the task. 4. Click **Update Task**. # Using Bulk Updates Using Bulk Updates *A bulk update feature can be used to update, complete, or cancel multiple tasks at the same time.* *Only one type of task can be updated at a time (E.g., Remedial Actions). Once one type is selected all other types will automatically grey out.* *Some tasks cannot be completed or cancelled (E.g., Create Assessment tasks), so therefore cannot be bulk completed or cancelled either.* **Bulk updating tasks:** 1. Sign in to [admin.riskbase.uk](http://admin.riskbase.uk). 2. Find an organisation in the explorer. 3. Right-click on it and select **Tasks**. 4. At the top of the screen, next to **Filter**, click **Bulk Update**. 5. Select tasks to update: * **Multiple individual selections:** hold down the Ctrl key and individually select each task row, or select the tick boxes (a ‘miss-click’ will cancel previous selections). * **Bulk selection**: select a task row (not a tick box), hold down the Shift key and then select a Task that is several rows above or below it to include all tasks in-between. * **Multiple bulk selections:** complete the first bulk selection as above but release the Shift key and hold down the Ctrl key to begin the next bulk selection. Hold down the Shift key (whilst also holding the Ctrl key) to complete the second bulk selection. Repeat as many times as necessary. **Suggestion:** click task rows not tick boxes, as Ctrl and Shift keys only work for task rows. 6. On the left hand side, select the tick box for the required update (E.g., Replace Assigned, Severity, Status etc.). 7. Select the new assigned person, severity, status etc. from the drop downs under each option. 8. Click **Update Tasks**. 9. Provide an optional comment - this will be displayed in the task’s comments and changes section. 10. If the status of the task is being changed, change the date and time of the update if required. 11. Click **Update Tasks**. # Viewing and Adding Comments to a Task Viewing and Adding Comments to a Task *An important feature of task management is providing supporting evidence that tasks are being updated and completed.* *This can take the form of adding comments, images, or any other type of file to sit alongside a task update.* **Viewing a task’s comments and changes:** 1. Sign in to [admin.riskbase.uk](http://admin.riskbase.uk). 2. Find an organisation in the explorer. 3. Right click on it and select **Tasks**. 4. Use the filter to find a task. 5. Double-click on it and all comments, images, and status updates made to the task, and who they were done by, will appear below under **Comments and Changes**. 6. The link to download the original report where the task was raised can also be found at the bottom of this section. 7. Ticking the **Basic** box reduces the information displayed in the task’s comments and changes. **Adding a comment or file to a task:** 1. Click **+ Comment** on the right-hand side. 2. Provide a comment. 3. To add an image, or any other file type (E.g., pdf, word document), click **Attach File** and **Add Files** to upload from the device. 4. Click **Save Comment**. # Viewing and Editing a Task’s Details Viewing and Editing a Task’s Details *With the correct features turned on, users can edit the details of a task (I.e., description, category, severity etc.) even after it has been raised in an assessment.* **Viewing a task’s details:** 1. Sign in to [admin.riskbase.uk](http://admin.riskbase.uk). 2. Find an organisation in the explorer. 3. Right click on it and select **Tasks**. 4. Use the filter to find a task. 5. Double-click on it and all information about the task will appear below (category. severity, timescale, due date, etc.). **Editing a task’s details**: 1. Double-click on a task. 2. Click **Edit Task**. 3. Make any changes to the task’s details using the drop-down arrows. 4. Click **Save Task**. # Downloading .PDF Reports Downloading PDF Reports 1. Sign-In in to [admin.riskbase.uk](http://admin.riskbase.uk). 2. Right click on an organisation in the explorer. 3. Click **Assessments**. 4. Use the filter to search for an assessment. 5. Right-click on it and select either **Download Approved PDF** or **Download Live PDF**. **Alternatively:** 1. Double click on an assessment to view its details. 2. Click **Get Report** (top of the screen). 3. Select either **Download Approved PDF** or **Download Live PDF**. # Downloading a .CSV of Assessments Downloading a .csv of Assessments 1. Sign-In in to [admin.riskbase.uk](http://admin.riskbase.uk). 2. Right click on an organisation in the explorer. 3. Click **Assessments**. 4. Use the filter to search for assessments to be downloaded. 5. Click **Download** (top right corner). 6. Click **Download CSV** to download the assessment list. # Searching and Filtering Assessments Searching and Filtering Assessments *All of an organisation’s assessments are easily accessible in admin.* *This is useful for previewing and downloading reports, submitting and approving assessments, and viewing an assessment’s history (E.g., any status changes made).* **Filtering assessments:** 1. Sign in to [admin.riskbase.uk](http://admin.riskbase.uk). 2. Find an organisation in the explorer. 3. Right click on it and select **Assessments**. 4. On the left hand side, select any number of filters from the drop down menus (E.g., status, type, assessor, etc.). 5. Click **Load Assessments**. **Viewing assessments under a specific property:** 1. Find a property using the explorer. 2. Right-click on it and select **Assessments**. All assessments performed for that property will appear on the right-hand side. # Configuring the Charts Configuring the Charts *Each organisation is provided with a default set of dashboards, including Assessment and Task Status Pie Charts.* *Users can configure additional charts, however, to display different information.* **Choosing a dashboard to view:** 1. Sign-In to [admin.riskbase.uk](http://admin.riskbase.uk) 2. Find an organisation in the explorer. 3. Right-click on it and select **Dashboard**. 4. Click on the pie chart title (E.g., Assessment Status (Pie)). 5. Double-click on a chart type to view it (E.g., Tasks Bar, Tasks Pie). **Adding a new dashboard:** 1. Next to a chart, click the filter button. 2. Select from the drop-down menus to configure the chart. 3. Click **Save Report**. 4. Give the new chart a name and click **Save**. # Navigating the Dashboard Navigating the Dashboard *The Dashboard is a time-saving visual tool which allows organisation administrators to view and manage assessment data.* *For example, the most commonly used pie charts are ones for forecasting upcoming assessments or displaying tasks by status.* *Each segment of these charts can be viewed and exported, as well as the entire chart itself, but we recommend keeping all data stored securely in RiskBase.* **Accessing the Dashboard:** 1. Sign-In to [admin.riskbase.uk](http://admin.riskbase.uk) 2. Find an organisation in the explorer. 3. Right-click on it and select **Dashboard**. **Viewing data in a pie chart:** 1. Click on a section of a pie chart. 2. Click **View Data in Grid**. E.g., for a Task Severity chart, all tasks of that severity will appear below. 3. To view the data of all sections at once, click the three dots next to the pie chart and click **View Data in Grid**. **Exporting data from a pie chart:** 1. Click on a section of a pie chart. 2. Click either **Download CSV** or **Download PDF**. 3. To export the data of all sections at once, click the three dots next to the pie chart and click **Download CSV** or **Download PDF**. # Filtering Filters in Reporting *The Reporting tab within RiskBase is primarily used to manage the Schedules and Checks related to elements and properties.* *This allows users to see what checks have occurred, when they are next due and their status. It also provides the means of visualising this data in graphs and charts.* *Only users with Reporting enabled will be able to access this page.* **Accessing Reporting** 1. Sign-In to the RiskBase application: app.riskbase.uk 2. Select **Reporting** (bottom of the screen). 3. If this tab is not visible, Reporting has not been enabled - contact a user with administrator access to have this feature turned on. **Visibility** Element and property data will only show if the user has access to that property. This can also be filtered by specific organisations if the user has access to multiple organisations. **Opening a Page and Filtering** Clicking Open Page presents several different options. Each of these options presents different parameters to filter on. **Check Schedules** This page shows data relating to schedules of checks that can occur against an element in a year. So typically this page would show one item per check, per element per year. * **Organisations:** filter by organisation/s. * **Checks:** filter by check (Annual, Monthly, Quarterly, etc) * **Elements:** filter by element (Doors, Alarm Panels, Emergency Lighting, etc) * **Statuses:** filter by the status of the schedule, whether the check has been completed, attempted, missed, etc * **Current:** filter which controls whether the data showing is for the current year or for previous years. * **Due Between:** filter for checks that are due to be completed within 2 parameters **Completed & Attempted Checks** **Check Statuses** **Assets** **Properties** # Pages # Action An **Action** reduces the likelihood or prevents a risk from occurring e.g. ‘Remove trailing leads from the escape route’. # Approved vs Live .PDFs Approved vs Live .PDFs The approved .PDF is a snapshot in time- the condition of the property on the day in which it was assessed. A live .PDF reflects the mitigating actions taken following the risk assessment once they have been completed in the task management portal. The live .PDF is particularly useful should the FRS audit the building as an easy way to provide evidence of work being done to reduce the risk in a building. # Assessment Assessment Any piece of work which produces an output, i.e a door survey, fire risk assessment, regular checks etc. # Assessment History Assessment History The assessment history refers to the statuses a report has been in, it provides timestamps of changes and the name of the user who made the change. The assessment history can be viewed via [admin.riskbase.uk](http://admin.riskbase.uk). Simply open the assessment, and it can be viewed on the left hand side below the assessment detail. # Assessment Status Assessment Status In-progress An assessment which is currently being worked on. In this status only an author may make amendments and this is done when a property is downloaded. Submitted Once completed an assessor can submit their report. A submitted assessment can be edited by a validator within QC and approved, or sent back to the assessor with notes. Approved This is the final status of an assessment. Following any required edits to the assessment and once all parties are happy the assessment can be approved. # Assessment Template Assessment Template A template refers to the pro-forma you set up to complete an assessment. This is the combination of your fields, any repeatable groups (Assets) with associated checklists/questions and checklists/questions associated holistically to the building. The template is also where you add in the introduction/appendix as well as selecting formatting options and permissions for use of the template (approval, client organisation availability, custom field settings for clients etc). # Assessment Type Assessment Type Defines the grouping of the assessments, such as Fire or Health and Safety. This organises it within the asset tab when creating a new assessments # Asset Asset Refers to something either physical (e.g fire alarm) or intangible (EICR Certificates/Record keeping). Assets can be recorded and assessed both individually and as part of other assessments. # Checklist Checklist Refers to a set of statements which an assessor can individually either agree with, disagree with or mark with a dash to show it was considered but not deemed relevant to this assessment. Actions and controls are linked within the final report to the checklist they were raised against. # Checklist item Checklist item Refers to a statement which an assessor can either agree with, disagree with or mark with a dash to show it was considered but not deemed relevant to this assessment. # Compliance Type Compliance Type This is the category of compliance a certain assessment falls into, it could be Fire, H\&S, or a custom compliance type specific to the work you carry out. Sub compliance Types may also be created, for example compartmentation within fire. # Control Any ongoing measure which mitigates a risk’s severity, or reduces the likelihood of a risk occurring (prevention) is a control. Examples of controls could be that compartments are protected by fire doors fitted with smoke seals (to prevent spread of smoke through a building) or that regular EICRs are performed (to ensure wiring is in good condition so the risk of an electrical fire is low). Controls may be predefined, or a custom one may be added if predefined ones are not suitable. If an author adds a control they would like to appear against a checklist item in future during an assessment they can link it during the assessment. # Fields Fields Fields refer to specific pieces of information- they are not subjective and are not assessed directly. Information like building height or number of dwellings would be considered fields. # Group Group Refers to a collection of fields, within a section e.g Occupancy. The name of a group becomes the subheading heading of these in the report. # Lite Repeatable Group Lite Repeatable Group A repeatable group that exists within a field group. This allows you to capture information that might have more than one entry. For example, cataloguing any updates or physical changes to fire stopping findings. # Multi-Factor Authentication Multi-Factor Authentication A third party app such as Microsoft Authenticator is used to provide an additional layer of security when logging in to RiskBase. # Passwordless Passwordless When signing into RiskBase you are emailed a six digit code to enter. # Property Property Refers to the Building/Site being surveyed. # Property Group Property Group A folder used to organise properties, this could then be used to assign responsible people or teams for actions. # Question Question Refers to individual questions which a user gives a selection of pre-determined answers to choose from. # RB Reference RB Reference All key objects within RiskBase have a reference ID associated with them. This includes properties, assets, users and assessments. This reference is used to find the item and is unique and immutable. # Repeatable Group Repeatable Group This would be used to collect information on items where several are present and may need to be assessed on an individual basis and regular inspections could be required, for example cooker hoods. # Section Section Refers to a collection of fields, such as Building Information. The name of a group becomes the heading of this section in the report. # Sub-Property Sub-Property This is a ‘property within a property’ which allows you to assess parts of a building individually and a building as a whole. For example wards within a hospital then an assessment of the overall building. # Sync Sync Connects the work completed on a device to the cloud backing up work done. # Sync without Cache Sync without Cache This will pull through any changes (not updates to checklists for ongoing assessments) to your device- such as new fields or field updates in assessments. # Teams Teams A team is a collection of users within RiskBase, a team can be used to assign actions or to limit access to certain templates in the platform. **For a how-to on creating teams click here.** To create a team in RiskBase go to [admin.riskbase.uk](http://admin.riskbase.uk) right click on the organisation in the explorer bar on the left hand side, once the drop down opens click ‘New Team’ and then give the team a name. **Limiting template access through teams.** Restricting access to a specific template such as ‘Reg-10 Responsible Person Checks’ can be done as below. Open the team by clicking the dropdown next to the organisation name the team is in, then the drop down next to ‘Teams’, right click the team you want to add a specific template to and click details. Once open click ‘Edit Section’, click the drop down for ‘Templates’ # User Groups User Groups User groups are a way to control the permissions that a group of users has in RiskBase. Each user group has a pre-defined list of access features - for example: approving assessments, viewing tasks, editing tasks etc. For example, users added to the assessor user group would only have the permissions to carry out assessments, but if added to the assessor and approver user group, users would have the added functionality of approving those assessments. # API The RiskBase API allows you to directly consume data in RiskBase. If you're interested in using the API or need any help, get in touch at # Authentication To start using the API, you first need to get an API token for your organisation from Settings in the RiskBase app. This token should be sent with all requests as a Bearer token in the Authorization HTTP header. ```shell GET /properties Host: api3.riskbase.uk Authorization: Bearer 5d2e9eff0e253e3ef4544... ``` # Responses All API responses are formatted as JSON. Successful requests return a `2xx` HTTP status code. Each endpoint's payload and response is detailed later in this documentation. # Error Responses `401 Unauthorized` Authentication is required and has failed. ```json { code: Unauthorized error: Authentication required } ``` `403 Forbidden` The API understood the request but is refusing the connection. This is usually due to the account not having the necessary permissions ```json { code: Forbidden error: No access } ``` `501 Not Implemented` This endpoint is planned but has not yet been released. ```json { code: NotImplemented error: Not implemented } ``` # Changelog | Date | By | Description | | ---------- | -- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | 25/02/2026 | RC | Added `properties` filter to `GET /properties/assets` | | 25/02/2026 | RC | Added `POST /properties/{propertyId}/assets` and `PATCH /properties/{propertyId}/assets/{assetId}` endpoints | | 04/01/2026 | BW | Added `/properties/assets` endpoints and deprecated `/elements` endpoints | | 11/12/2025 | RC | Added `scheduleCustomReference` to `GET /assessments` endpoint | | 06/10/2025 | BW | Added `POST /users` endpoint | | 16/07/2025 | RC | Update webhooks to include `property` and `propertygroup` events and remove `asset` and `assetgroup` events | | 16/07/2025 | RC | New `/properties` endpoints replace the `/assets` endpoints. The old `/assets` endpoints still exist but are deprecated; they will remain available but should be avoided | | 14/05/2025 | RC | Improved field descriptions for `GET /elements` and `GET /elements/types` | | 09/05/2025 | RC | Fixed `POST /assets` endpoint (was incorrectly listed as `POST /assets/tree`) | | 05/03/2025 | RC | Added `customreference` query filter to `GET assets` | | 05/03/2025 | RC | Added assessment `flags` to response of `GET assessments` and added `includeflags` query parameter to enable it | | 05/03/2025 | RC | Introduced changelog to documentation | # Rate Limits The API implements a "sliding window" rate limiter with the following limits: * `60 requests per 1 minute` * `10 requests per 10 seconds` All rate limited endpoints return HTTP headers describing the limit and how many requests remain: ```shell X-Rate-Limit-Minute-Limit: 60 X-Rate-Limit-Minute-Remaining: 59 X-Rate-Limit-10Second-Limit: 10 X-Rate-Limit-10Second-Remaining: 9 ``` These are the limits at the time of writing but they may change. Your integration should gracefully manage changes to these limits. # Exceeding Rate Limits Exceeding the rate limit will result in an HTTP 429 (Too Many Requests) response and include the `Retry-After` HTTP header: ```shell # Pause requests for the number of seconds specified Retry-After: 32 ``` Continuing to make requests while you are rate limited may result in your user being banned. # Avoiding Rate Limits When building your integration, waiting a second between requests should keep you under the rate limit. Making requests serially (instead of concurrently) or queuing requests can help respect rate limit HTTP headers. Subscribe to webhook events instead of polling the API for data. # Webhooks Webhooks let you subscribe to events happening in RiskBase; enabling you to receive notifications as they happen, as opposed to polling the API to see if data has changed. RiskBase will send an HTTP request to a URL of your choice with basic data about each event. You should store this in your application and then separately request more information about the resource (property, task, assessment, etc) via the RiskBase API. # Setup To get started, setup a webhook for your organisation in Settings in the RiskBase app. Each webhook requires only an HTTPS URL but you can also enter a secret. # Failed Requests Your server should respond to webhook requests with a `2xx` response within 4 seconds. If your server takes longer than 4 seconds, RiskBase will terminate the connection and consider the request a failure. In order to respond within the timeout, we recommend simply storing the request's payload and returning `2xx`; dealing with the payload should be queued to run as a separate job. On a failure, RiskBase will retry 4 more times: * if the first attempt fails, RiskBase will retry 2 minutes later * if the second attempt fails, RiskBase will retry 4 minutes later * if the third attempt fails, RiskBase will retry 8 minutes later * if the fourth attempt fails, RiskBase will retry 10 minutes later # Validating Webhook Requests with Secrets To ensure your server only processes webhook requests sent by RiskBase and to ensure the payload was not tampered with, you should validate the webhook signature before processing the webhook request further. To use this feature, enter a secret token of your choice when setting up (or updating) your webhook. Your secret should be a random string of text with high entropy. #### Validating Webhook Requests RiskBase uses your secret token and the request's payload to create a hash signature. The hash signature will appear in each request as the HTTP header: ```json { 'X-RB-Signature-256': '{hash signature}' } ``` In your code that handles webhook requests, you should calculate a hash using your secret token. Then, compare the hash that RiskBase sent with the expected hash that you calculated, and ensure they match. RiskBase uses an HMAC hex digest to compute the hash. Instead of using a basic string comparison, use a method like crypto.timingSafeEqual, used to determine whether two variables are equal without exposing timing information that may allow an attacker to guess one of the values. #### Example Code ```typescript import * as crypto from "crypto"; const WEBHOOK_SECRET: string = process.env.WEBHOOK_SECRET; const verify_signature = (req: Request) => { const signature = crypto .createHmac("sha256", WEBHOOK_SECRET) .update(JSON.stringify(req.body)) .digest("hex"); const trusted = Buffer.from(signature, 'ascii'); const untrusted = Buffer.from(req.headers.get("x-rb-signature-256"), 'ascii'); return crypto.timingSafeEqual(trusted, untrusted); }; const handleWebhook = (req: Request, res: Response) => { if (!verify_signature(req)) { res.status(401).send("Unauthorized"); return; } // Continue processing webhook request... }; ``` # Event Types Webhooks are queued and sent within a few minutes of an event. A webhook request includes an array of one or more events, each with a `type`. Most events also have an `id` but this is not always true; see below for details about each event. ```json [ {"type":"property", "id":"cksq4ybpq104zwgwh2gd1vvha"}, {"type":"property", "id":"kw4ooco04cog8sooow0ogcgg"}, {"type":"task", "id":"cle72jm2q0001pxwhqnf5qfoc"}, {"type":"assessment", "id":"cllks38mw000131wh9ukgjc4g"}, {"type":"assessmentschedule", "propertyId":"cllks38mw000131wh9ukgjc4g", "typeId":"cm65bkfml00kpyjwh84eword", "assetId":"cllks38mw000131wh9ukgjc4g"}, ... ] ``` #### Property Event `property` * Property is created or deleted, * Property's name, address, or tree position is updated. ``` { "type": "property", "id": "{UID}" } ``` Note: When a `property` event is received an `asset` event will be included; this is for backward compatibility but should be ignored. ``` { "type": "asset", "id": "{UID}" } ``` #### Property Group Event `propertygroup` * Property group is created or deleted, * Property group's name or tree position is updated. ``` { "type": "propertygroup", "id": "{UID}" } ``` Note: When a `propertygroup` event is received an `assetgroup` event will be included; this is for backward compatibility but should be ignored. ``` { "type": "assetgroup", "id": "{UID}" } ``` #### Task Event `task` * Task is updated. ``` { "type": "task", "id": "{UID}" } ``` #### Assessment Event `assessment` * Assessment is created, submitted, approved, unapproved, or deleted. ``` { "type": "assessment", "id": "{UID}" } ``` #### Assessment Schedule Event `assessmentschedule` * Assessment schedule is created or deleted, * Assessment schedule is updated. ``` { "type": "assessmentschedule", "propertyId": "{UID}", "typeId":"{UID}", "assetId": "{UID}" } ``` Note: The `assetId` included in this event is for backward compatibility and should be ignored. #### User Event `user` * User is added or removed from your organisation, * User name or email is updated. ``` { "type": "user", "id": "{UID}" } ``` #### Team Event `team` * Team is created or deleted, * Team's name or description is updated, * Team's members are changed. ``` { "type": "team", "id": "{UID}" } ``` --- [Next Page](/llms-full.txt/1)