Three years of logbook, one missing page
An office landlord asks for the F-gas records for the rooftop condensers ahead of their own audit. You have serviced them for years. The records exist, mostly: carbon copies of job sheets, a few service reports, a logbook in the plant room that the tenant's cleaner moved. One year's leak check is missing entirely, although you are sure the engineer did it. Another shows a top-up, but not how much or why.
Records written, never collected
Engineers are good at doing leak checks. The records go wrong because they are written per visit, on job sheets, and the business never assembles them into one history per system. The logbook on site depends on the client keeping it. Your job management system holds visits, not equipment histories.
- Leak checks are recorded on job sheets, not against the unit.
- Refrigerant added or recovered is noted loosely, sometimes without quantities.
- The check interval for each system is known by the engineer who set it.
- Site logbooks go missing or are not updated.
- Clients ask for records you have to reconstruct.
The cost of weak records
Reconstructing records for a client's audit takes office time and looks disorganised. Missed checks, when a system drops out of the schedule, put your client at risk and you in an awkward position. Additions without a clear history make it harder to spot a system that keeps losing gas. And your own company certification relies on records you cannot easily produce.
Clients also move on. Buildings are sold, tenants change, facilities managers leave. The new owner or manager asks for the history, and if it sits in your job sheets and an old logbook, you are rebuilding it for someone who may be deciding whether to keep you.
The equipment record we build
- Each system gets a record: site, location, make, model, serial, refrigerant type, charge, and the leak check interval your engineers have determined. We load existing data from your job system and records, and list gaps for engineers to fill on the next visit.
- Checks due are raised as jobs ahead of their date, grouped by site so one visit covers several systems.
- The engineer's app shows the system's history on arrival, and asks for the check result, method and any refrigerant added or recovered with quantities and cylinder reference.
- The record cannot be closed without the fields your process requires, so gaps do not creep back.
- Clients get a copy after each visit and can access the full history through a portal or on request.
- Reports show checks due and overdue, and systems with repeated additions for your engineers to review.
| Record item | Held today | Held on the equipment record |
|---|---|---|
| System details | Scattered job sheets | One record per system |
| Check interval | Engineer's knowledge | Recorded, drives due dates |
| Check results | Carbon copies | Structured per visit |
| Refrigerant movements | Loose notes | Quantities and cylinder reference |
| Client access | Reconstructed on request | Copy after each visit, full history |
What the regulations require for a given system, and at what interval, is for your certified engineers and your certification body. The record holds what they determine and do.
Records you can hand over on request
When a client asks for their F-gas records, you send them. Checks come round as jobs, not as remembered obligations. Engineers see the history before they start and record consistently. Systems that keep needing gas show up in a report instead of being noticed by chance.
Your own certification body visits become simpler as well, because the records they ask about are held the same way for every system rather than assembled from whatever each engineer kept.
Is this your F-gas record keeping?
- Leak check records are on paper job sheets.
- A client has asked for records you had to reconstruct.
- Check intervals are in engineers' heads.
- Refrigerant additions are noted without quantities.
- You could not list checks due next month.