What happens when a visit is completed
When you mark a contractor appointment complete and attach the certificate or report they left you, Paddl files each attachment under Documents for you. It goes in the category the task belongs to, for the visit's site, with you as the uploader, and with an expiry date: the completion date plus the task's interval. The appointment keeps its copy too.
This applies to appointments scheduled from the planned maintenance library, because the library knows what each visit is and how often it is due.
Where each certificate goes
Visit | Documents category | Expires after |
|---|---|---|
Gas safety check | Gas Safety | 12 months |
Fire alarm service | Fire Safety | 6 months |
Emergency lighting and extinguisher service | Fire Safety | 12 months |
PAT testing | PAT Testing | 12 months |
Pest control visit | Pest Control | 3 months |
Fixed wire test | Certificates | 5 years |
Extract clean, lift examination, legionella review, equipment servicing and the rest | Certificates | The task's interval |
Why it matters
A certificate under Documents is evidence. It clears the dot on a category your venue is expected to hold, such as fire safety or gas safety, it warns you before it lapses, and it counts on the Readiness pages and in the Audit Pack. Left on the appointment, it did none of those.
Visits booked by hand
An appointment you booked yourself, rather than from the library, has no interval to go on. Its attachments are filed under Certificates with no expiry. Open the document to move it to the right category and set the expiry.
Visits completed before October 2026
Certificates attached to visits completed before this change are filed the same way, once. Nothing is removed from the appointments, and a certificate already under Documents is not filed twice.
If something looks wrong
Open the document under Documents and change its category or expiry. Completing the same visit again does not file the same file a second time.