A leading UK university operating across several campuses needed a more reliable way to manage fire safety compliance across a complex estate. With thousands of assets to inspect and a mix of historic and modern buildings, paper checklists and spreadsheets were no longer fit for purpose. The university partnered with Vision Pro Software to introduce a digital, asset-level approach to fire safety management, giving teams clearer oversight and greater confidence in compliance.
The Client
The university manages a large and diverse estate that includes teaching spaces, residential buildings, laboratories, and shared facilities. Fire safety checks are carried out regularly by estates and maintenance teams, making accuracy, accountability, and ease of use critical.
The Challenge
Before adopting Vision Pro Software, the Estates and Facilities team faced several ongoing issues:
- Paper-based checklists and spreadsheets varied between campuses.
- Inconsistent records made it difficult to demonstrate compliance during audits.
- Fire extinguishers, alarms, emergency lighting, and fire doors were checked manually.
- Missing or incomplete records increased risk exposure.
- Staff spent significant time transcribing notes and chasing missing information.
- Preparing for audits required days of manual collation.
- There was no reliable way to confirm whether checks were completed at the correct location and time.
The Solution
Vision Pro Software was introduced with a focus on asset-level control and real-time visibility:
- Durable NFC Vision Tags were installed on fire extinguishers, fire doors, emergency lighting, alarm panels, and other critical assets.
- Using the mobile app, authorised users could scan a tag to access the asset record, complete checks, and capture notes or photos on site.
- Offline functionality allowed work to continue in areas with limited signal.
- Compliance managers gained instant visibility of live compliance status across all campuses.
- Overdue inspections and higher-risk areas were clearly highlighted through dashboards.
- Training and onboarding supported a smooth transition for estates and maintenance teams.
The Results
The move to Vision Pro Software delivered measurable improvements across the university estate:
- Higher accuracy in compliance checks, reducing missed or incorrect inspections.
- Manual data entry and report collation were largely removed through digital workflows.
- Compliance teams gained estate-wide visibility of fire safety status.
- Digital logs made internal and external audits quicker and easier to manage.
- Every inspection is time-stamped, user-verified, and location-verified.
- Issues are flagged immediately and routed to the appropriate team for action.
What the University Says
“We now manage and maintain compliance across the campus via Vision Tags. Our maintenance department simply scans the tag using a mobile device and can view or update asset data at site level.
It gives us an immediate and comprehensive overview. With schedules and documentation uploaded, maintenance teams are always in control of these assets and their operational status.”
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