PAFS Internal — User Guide

1. Signing In

Open the app at:

internal.proactfiresafe.co.uk

The PAFS Internal sign-in screen — The sign-in screen. Company Microsoft accounts use the bottom button; everyone else uses email and password.

With your Microsoft account

• If you have a @proactfiresafe.co.uk Microsoft account, click "Sign in with Microsoft".

• On a computer, a Microsoft sign-in window pops up. On a phone (or the installed app) you are taken to Microsoft and brought straight back.

• If your browser blocks the popup you'll see "Your browser blocked the sign-in window. Allow popups for this site, or try again on your phone."

• Only PAFS company accounts work here — as the screen says: "For @proactfiresafe.co.uk accounts. Everyone else signs in with email and password above."

With email and password

• Enter your email (or username) and password, then click "Sign In".

• Forgotten it? Type your email first, then click "Forgot password?" — if that address has a password login, a reset link is emailed to you.

If you're refused

Signing in only works if your account is linked to a PAFS Internal user record. If it isn't, you'll see:

"…is not linked to a PAFS Internal user yet. An administrator needs to link it under Settings → User Management."

What to do: ask an administrator to link your email to your user record. This is deliberate — it keeps your van stock, credentials and records attached to the right person. Nobody gets a blank auto-created account.

If instead you see "Your access has been disabled. Please contact an administrator.", your login has been deactivated — speak to the office.

2. The Hub (Home Screen)

After signing in you land on the hub — a grid of tiles, one per area of the app. You only see the tiles you've been given access to, so your hub may show fewer tiles than a colleague's. That's normal, not a fault.

The PAFS Internal hub — The hub with full office access. Field staff see a smaller set of tiles.

Tile	What it's for
Stock List	The materials catalogue — descriptions, suppliers & prices
Stock Management	Quantities on hand — stock in/out, levels & value
Suppliers	Supplier contact details and account numbers
Requisitions	Order tracking, spend analytics & the buying guide
History	Every stock movement and record change
Fleet	Vans — MOT, tax, service, insurance, fuel cards & incidents
Assets	Phones, tablets, tools & test kit per engineer
Employees	Profiles, accreditations & training expiry tracking
On-Call Rota	Who's on call each week, shared with the call handler
Passwords	Saved account logins & credentials
Settings	Users, categories & admin tools

3. The Header & Mobile Bar

The app header bar — The header on a computer. Click the logo/title at any time to return to the hub.

Logo / title — click to go back to the hub from anywhere.

Search — opens global search (or press Ctrl+K / Cmd+K).

Request — ask for materials or supplies (see Notifications below). Available to everyone.

Bell — your notifications; a red badge shows the unread count.

Guide — opens this guide.

Settings gear — only shown if you have Settings access.

Sign out.

On a phone

The header buttons move to a floating bar at the bottom of the screen: Home, Search, Request and Alerts. The User Guide and Sign Out links sit at the very bottom of every page.

The mobile bottom bar — The floating bottom bar on a phone.

4. Global Search

Search everything you have access to from one box — press Ctrl+K (Windows) or Cmd+K (Mac), or tap the magnifying glass.

• Searches materials, vehicles, employees, suppliers, requisitions, assets and passwords — but only the ones your permissions allow. Field staff only find their own scoped records.

• Use ↑ / ↓ to move through results, Enter to open one, Esc to close.

• Up to 12 results show at once — keep typing to narrow it down.

5. Notifications

Tap the bell (or Alerts on a phone) to open the notifications drawer. It groups alerts into Today, Yesterday, This week and Earlier, and updates live while the app is open.

What each alert means

Alert	Meaning
Material request	Someone has asked for materials or supplies
Materials received	Something you requested has arrived and been booked in
Low stock	An item has dropped below its minimum stock level
Accreditation expiry	A training card or certification is expiring within 30 days (or has expired)
Fleet due	A vehicle's MOT, tax, service or insurance is due within 30 days (or overdue)
Incident reported	A vehicle incident or near-miss has been logged

• Tapping an alert marks it read and jumps to the related record — if you have access to that page. If not, you'll see "You do not have access to that page." (the alert itself was still meant for you).

• Accreditation and fleet alerts are raised automatically every morning at 7am.

Requesting materials

The Request button (header on desktop, bottom bar on a phone) opens a short form: pick the item (search the catalogue or type anything), where to send it (your van, the warehouse, or office/stationery), the quantity, when it's needed by, and any notes. Send Request creates a requisition and alerts the purchasing team. You'll get a notification back when it's been received.

The request materials form — Requesting materials from a phone.

6. Install on Your Phone

Install the app to your home screen so it opens like a normal app — full screen, no browser bar.

Android (Chrome)

Open internal.proactfiresafe.co.uk in Chrome

Tap the "Install App" banner if it appears

No banner? Tap the ⋮ menu → "Add to Home screen"

iPhone (Safari)

Open the site in Safari (must be Safari)

Tap the Share button

Scroll down → "Add to Home Screen" → Add

7. Photo Previews

Where a record has a photo (stock items, accreditation cards), hover your mouse over it on a computer to see a large preview without opening anything. Where the image itself is clickable, clicking opens it full screen — press Esc or click anywhere to close. Hover previews are a desktop feature; on phones, open the record to see its photos.

Hover photo preview — Hovering a thumbnail pops up a large preview.

8. Signing Out

• On a computer: the sign-out button at the right of the header. On a phone: the Sign Out link at the bottom of any page.

• You'll be asked "Are you sure you want to sign out?" — confirming signs you fully out of both the app and your Microsoft/email session on that device.

• Use sign out on shared devices. Just closing the tab leaves you signed in.

1. Stock List (Materials)

The master catalogue of everything you stock — what a product is, who supplies it and at what price. Quantities live on the Stock Management page.

The Stock List page — The Stock List. Filter by category, sub-category, supplier or box; hover a thumbnail for a large preview.

Adding or editing a material

Click "Add Material" (or the edit icon on a row).

Fill the basics — Category, Description (required), Manufacturer & Manufacturer Code. Start typing in category boxes to search.

Set the Primary Supplier — supplier, their product code, and unit price. Add alternative suppliers with their own codes and prices if you buy it from more than one place.

Optionally add minimum stock levels (stores and van), unit of measure, MOQ, box quantity, notes and a photo (up to 10 MB).

Save. When editing an existing material the modal also shows its current warehouse and van quantities.

The material modal — The material form. Each coloured section groups related fields.

Note: deleting a material does not remove its stock entries — tidy those up first in Stock Management.

2. Stock Management

Tracks how much of each material is held and where — the warehouse (with a box number) or an engineer's van. Each row is one material at one location.

The Stock Management page — Summary cards show totals, value, low-stock and out-of-stock counts. Status badges: In Stock Low Out.

Quick Adjust — Stock In, Stock Out & Transfer

The everyday workflow. Open it from the "Stock In / Out" button at the top (then pick the item), or straight from an item's row.

The modal shows the material, location and current quantity.

Choose Stock In (deliveries, returns), Stock Out (used on a job), or Transfer (move between warehouse and a van).

For a Transfer, pick the destination — the stock is taken from this location and added at the other end in one step.

Enter the quantity, check the new-quantity preview, add a reason/note, and confirm.

The Quick Adjust modal — Quick Adjust. Transfer moves stock warehouse ↔ van without two separate adjustments.

• Movement history — every adjustment is logged. Open an item's history to see date, in/out, old → new quantity, who and why.

• Low stock — when a quantity falls below its minimum level, the purchasing team is alerted automatically.

• Adding a brand-new stock line — "Add Stock Item": pick the material, location, box (warehouse only), starting quantity and minimum level. If that material is already tracked at that location you'll be warned — adjust the existing line instead.

3. Suppliers

Supplier companies, contacts and your account numbers. Suppliers saved here appear in the material form's supplier pickers and on requisitions.

• "Add Supplier" — company name (required), contact, phone, email, address, website, your account number and notes.

• Inactive suppliers — untick "Active supplier" to keep the record (and its history) but hide it from the pickers. Prefer this over deleting.

• A supplier that's still linked to materials can't be deleted.

4. Requisitions

Purchasing from request to delivery, in three tabs: the orders table, Analytics, and the Buying workspace.

The Requisitions orders table — The orders table. Click a column heading to sort; click a row to open it.

The order lifecycle

Requested Pending Ordered Received

• Requested — raised by an engineer via the Request button, waiting for the office to action it.

• Pending — being processed; Ordered — placed with the supplier. Move an order between statuses with the Status dropdown in its edit modal.

• Received — the goods arrived. Use the green "Mark Received" button: confirm the quantity and date in the Receive Delivery modal, and on "Confirm Receipt" the stock is automatically added at the destination (warehouse or the engineer's van) and the requester gets a "materials received" notification.

Raising a new requisition

Click "New Requisition" — a three-step wizard:

What do you need? Search the catalogue (or type anything not in it).

Who's supplying it? The material's own suppliers are offered first. Enter net unit cost and delivery — VAT is calculated for you.

Where's it going? Warehouse stock, an engineer's van, or office/stationery — plus site/job, date required, quantity and notes.

The new requisition wizard — The wizard, step 1.

The receive delivery modal — Receiving a delivery — this is the moment stock is booked in.

Analytics tab

Spend by supplier, spend by month, spend by requester and top products — driven by the same orders, respecting your filters.

Requisition analytics — The Analytics tab.

Buying tab

• Buying Guide — what we buy and who from, including things that never touch the warehouse (stationery, PPE, services): item, category, supplier, account, typical price, lead time.

• Needs Ordering — everything at or below its minimum level, grouped by supplier. Items already on an open order are marked so they aren't bought twice.

• Chasing — orders placed but not yet received, oldest first.

5. History

The audit trail, in two tabs:

• Stock Movements — every stock in, out and initial set: date, material, quantity, before → after, location, who and why. Filter by type, location, user or date range (last 7 days shows by default).

• Activity Log — creates, updates and deletes across the whole app: when, who, what action, which record. Entries are kept for 12 months.

The History page — Stock movements — green for in, red for out, blue for initial sets.

6. Fleet

Vehicles, fuel cards and incidents, in three tabs.

Vehicles

Registration, make/model, assigned engineer, and the four compliance dates — MOT, tax, service, insurance. Every date wears a badge:

Red — overdue or due within 30 days Amber — due in 31–60 days Green — more than 60 days away Grey — no date recorded

The Fleet vehicles tab — The vehicles list — badge colours make what's due jump out.

• The vehicle modal also holds insurance details, lease/finance details, notes and the Service & Repair log (date, work done, cost).

• Fleet-due notifications go out automatically each morning for anything overdue or due within 30 days.

Fuel Cards

Card number, provider, who holds it, which vehicle it's linked to, limit and expiry.

Incidents

"Report Incident" logs who, which vehicle, the incident type, a description and whether there's damage. Reporting one alerts the fleet team. Incidents stay Open until closed off.

7. Assets

Company equipment — phones, tablets, laptops, tools, test kit — grouped by the engineer holding it.

The Assets page — Assets grouped per engineer. Groups start collapsed — click to expand.

• Each asset records category, make/model, serial number, status (In Use / In Storage / Repair / Retired), condition, who holds it, and purchase details.

• Reassigning an asset to a different engineer asks for a reason and is kept in the asset's history, so you can always see who had what, when.

• Field staff see their own equipment read-only; office and admin manage the full register.

8. Passwords

Shared and per-person account credentials — supplier portals, utility accounts and the like — grouped by owner.

• Each entry: who it belongs to (or Shared / Company), where it's for, username, password and notes.

• Passwords are hidden by default — the eye icon reveals one, the copy button copies it straight to your clipboard.

• Everyone other than admins sees only their own credentials — back office also sees Shared / Company.

• Anyone can add and edit within what they can see: your entries go under your own name (back office can also file under Shared / Company). Only admins can save a credential under somebody else's name.

The Passwords page — The vault, grouped by owner. Take this screenshot with all passwords hidden.

9. Employees

Staff profiles: work details, contact info, emergency contacts, accreditations and the training matrix. This page is also the hub for app access — see the Admin Guide for that side.

The Employees list — The list. The badge on each row summarises accreditations: expired / expiring / valid.

• Click a row to open the detail view — a Details tab (personal & work info, structured address, emergency contact) and an Accreditations tab.

• Accreditations — each has a name, expiry date, optional front/back card photos (10 MB max) and notes. Expiry badges: expired ≤ 60 days valid. Expiring accreditations trigger automatic morning alerts from 30 days out.

• Renewing a certificate — use the Renew button on the certificate, not Edit. Renew keeps the certificate being replaced, along with its scans, and starts a fresh one: the name, issuer and expiry come forward as the current card, and the old one drops into the history. Only the current certificate counts towards the badges, the training matrix and the expiry alerts.

• Seeing the history — a renewed certificate shows a v2, v3… marker next to its name and a “Show previous certificates” link at the bottom of the card. That expands every earlier certificate with its issue and expiry dates, certificate number and original scans. Everyone who can see the record can see its history, including engineers viewing their own.

• Edit is for correcting a mistake on the certificate in front of you — a typo in the reference number, the wrong date typed in. It changes that certificate rather than creating a new one, so use Renew whenever an actual new card has been issued.

• Deleting a certificate removes every version of it, history and scans included. Deleting a single old entry from the history is done from the expanded history list.

• Training Matrix — the button on the Employees page toggles a grid of every active employee against every certification, with the same colour coding. The fastest way to spot gaps before booking training.

Employee accreditations — Accreditations with card photos and expiry badges.

10. On-Call Rota

Who's on call each week. The big hero card always shows this week's engineer and their number; a yellow banner warns if any of the next four weeks are unassigned.

The On-Call Rota page — The rota. Weeks always start on a Monday.

• "Assign Week" — pick any day (it snaps to that week's Monday), the engineer, and a contact number (auto-fills from their employee record if left blank).

• "Email Rota" — opens a pre-written email of the upcoming weeks, ready to send.

• "Copy Public Link" — copies the address of a public, no-login page showing the current and upcoming on-call engineer. This is what the out-of-hours call handler uses. Remember: anyone with that link can see the on-call engineer's name and number.

The public on-call page the call handler sees.

11. Exports & Mobile Layouts

• Most list pages — Stock List, Suppliers, Requisitions, History, Fleet, Assets, Employees — have an "Export" button that downloads the currently filtered rows as a CSV that opens cleanly in Excel.

• Exports respect permissions and scoping: an export never contains rows the person exporting couldn't see on screen.

• On phones, tables become stacked cards (each row a card with labelled values), summary cards are hidden, and modal sections collapse — everything is still there, arranged for a thumb.

A table as stacked cards on a phone — Tables become cards on a phone.

12. Firestopping (BMTrada)

The BMTrada Q-Mark record: every job is one site visit, holding its seals, photos, sign-offs and the reports clients receive. Engineers capture on site; the office side is where jobs are managed and reports issued.

Jobs tab — every job with its status: Survey in progress → Survey signed off → Installing → Complete. Click a job to open it, and click any seal to see its full record — the risk, the remedial works, all eighteen survey aspects and the photos. Amber-edged seals carry an issue flagged for the Responsible Person.

Clients — one entry per client at a site; the same client at a second site is a second entry, so the registers group correctly. The site contact is who issues get reported to.

Reports — four outputs from the job: the pre-installation survey and the record of installation activities, each in a BMTrada version (certified seals, full scheme detail) and a non-certified version (no BMTrada content). Which seals land on which is set by the seal's certified / uncertified choice — mandatory on every seal. Every report opens a preview first: edit the notes and per-seal text right there (it saves to the record itself), untick any photo or site plan you don't want printed, then Generate. Report Images on the job holds the cover photo (prints on the front page below the title band — the newest ticked one is used) and the site plans (print full-width in Section 6 of both report kinds). Edit Client on the job fixes a wrong name or address — the correction reaches the client record, this job's label, and the reports.

Registers tab — compiled automatically from installed seals: by site (one register per job, referenced by the FS number) or the whole company flat, with CSV export.

Reopen (managers) — withdraws a completed job's RIA sign-off; it must be signed off again when the work truly finishes.