Compliance: inspections, COIs, and postings on a calendar

What this is

Every facility you run carries a stack of recurring obligations that have nothing to do with the jobs you're working: the fire inspection has to happen, the OSHA posting has to stay current, the certificate of insurance has to renew before it lapses, the elevator has to get its annual look. None of that is glamorous, and none of it shows up in a P&L until it's missed and a landlord, an insurer, or an inspector makes it your problem. Compliance is where Verinode keeps every one of those obligations on a single calendar, tells you which ones are overdue right now, and tracks how well you're actually keeping up over time.

Verinode does not file your inspections or renew your COI for you. It reads the due dates you (or a document you send in) give it, tells you what's overdue and what's coming, and gets out of the way once you mark something done. You decide what to do about a red row; Verinode just makes sure nothing quietly falls off the calendar.

Where to find it

Open Facilities from the sidebar. Compliance is one of five tabs across the top of the Facilities card: Footprint · Leases · Compliance · Consumables · Costs. Click Compliance to see every compliance event across every facility you operate, grouped by urgency.

You can also get to a single facility's compliance calendar without going through the tab: open any facility's profile (click its row in Footprint, or click any compliance row and Verinode drills into the facility that owns it) and open the Compliance tab inside that profile. The facility-level view and the section-wide Compliance tab show the same events; the facility view scopes to one location, the section tab rolls up every location.

The Facilities home page: two tiles feed off compliance

Before you ever open the Compliance tab, two tiles on the Facilities home page (the Take action row and the Explore row) already summarize your compliance posture:

• Compliance Overdue, in the Take Action row. The number is a straight count of scheduled compliance events whose next-due date has already passed. Its line underneath reads "Past due, needs attention" when the count is above zero, or "N due in next 30 days" when nothing is overdue. Below it, a row of dots represents every scheduled compliance event across your footprint, with the overdue ones flagged in amber, so a cluster of red is visible at a glance before you even open the tab.
• Compliance On-Time, in the Explore row. This is the on-time rate described in detail below. Its sub-line reads the overdue count when there is one, or "All current" when there isn't, or "Log compliance due dates to track on-time rate" if you haven't logged enough events yet for the rate to mean anything.

Clicking either tile opens the same Compliance view described below.

The Compliance tab: four buckets

Inside the Compliance tab, every compliance event across your footprint gets grouped into exactly four buckets, and only the buckets that have something in them are shown:

• Overdue. Any event that isn't marked completed and whose next-due date is in the past. This is the bucket that needs your attention first.
• Due in 30 days. Not overdue yet, but the next-due date falls within the next 30 days.
• Scheduled. Everything else that isn't completed and isn't due within 30 days, i.e. on the calendar but not urgent yet.
• Completed. Events you've marked done that don't recur (a one-time move-out inspection, for example) or that have settled into a completed state.

Each bucket header reads its label and count together, for example "Overdue · 3" or "Due in 30 days · 1". Inside a bucket, each row shows: a small pill with the event type (Fire Inspection, OSHA Posting, Certificate of Insurance, and so on), the facility it belongs to, the responsible party if one is on file (or "Responsible party, " if not), and the due date on the right ("Due Jan 12, 2027", or a dash if no date is set). Click any row and Verinode drills straight into the facility profile that owns it.

If you haven't logged any compliance events anywhere yet, the tab reads:

"No compliance events tracked yet. Open a facility profile and add inspections, certificates, audits, or renewals from the Compliance tab."

Adding and editing an event

Compliance events are added and edited from inside a facility's profile, on its own Compliance tab (not the section-wide one). Click + Add compliance event (or + Add event once you already have events tracked) to open the event form. The fields are:

• Type. A dropdown of the eleven compliance categories Verinode tracks: Fire Inspection, OSHA Posting, Business License, Certificate of Insurance, Elevator Inspection, Fire Extinguisher Service, HVAC Service, Pest Control, Sprinkler Inspection, Move-out Inspection, and Other.
• Custom label. Only appears when you pick "Other." Required, so the calendar still reads clearly, e.g. "Backflow preventer test."
• Last completed and Next due. Two date fields. If you fill in both, last completed has to fall on or before next due, Verinode blocks the save otherwise with "Last completed must be on or before next due."
• Recurrence (months). How often this obligation repeats. Verinode pre-fills a sensible default the moment you pick a type, so you rarely have to think about it: fire inspection, OSHA posting, business license, COI, elevator inspection, fire extinguisher service, and sprinkler inspection all default to 12 months; HVAC service defaults to 6; pest control defaults to 3. Move-out inspection and "Other" default to blank, a one-time event with no automatic recurrence. The default only fills in if you haven't already typed something, so it never clobbers a value you've entered yourself, and you can override any of them with any non-negative number.
• Responsible party. Free text, a landlord, a vendor name, or a team member.
• Notes. A short free-text field for anything else worth remembering about this obligation.

Save and the event appears on the calendar as Scheduled until its due date passes or you mark it done.

Mark done: how recurrence actually advances

Every compliance row that's Overdue or Scheduled shows a Mark done link. Click it and Verinode records today as the completion date, and then does one of two things depending on whether the event recurs:

• If it has a recurrence set (a number of months), Verinode advances the next-due date forward by that many months from today and puts the event back to Scheduled. A 12-month fire inspection you mark done today shows its next due date roughly a year out, automatically, no need to re-enter it.
• If it has no recurrence (a one-time obligation like a move-out inspection, or an "Other" event you didn't set a cadence for), Verinode settles it into Completed and it stops appearing in the active buckets.

This is the entire point of tracking compliance as a calendar instead of a checklist: you don't re-type the next fire inspection date every year, you just click Mark done when the inspector leaves, and Verinode rolls it forward.

Two other controls sit next to each row: Edit opens the same form pre-filled so you can correct a date or change the responsible party, and the small × deletes the event outright after a confirmation ("Delete this compliance event? '[event]' will be removed from the calendar."). Deleting is a hard removal, there's no undo, so if you want to keep an obligation on record without it counting as active, edit it rather than delete it.

Overdue is computed live, not just typed in

An important detail: Verinode doesn't wait for you to manually flag something overdue. Every time the Compliance tab loads, any event still marked Scheduled whose next-due date has already passed is shown as Overdue, live, without changing what's stored underneath. That means the Overdue bucket, the Compliance Overdue tile, and every red flag you see are always current as of the moment you open the page, not stale from the last time someone glanced at the calendar.

On-time rate: what the percentage means

The Compliance On-Time tile on the Facilities home page reports a single percentage: of all the compliance events with a valid due date across your footprint, what share are not currently past due. This is a snapshot, not a historical batting average. It answers "how many of my obligations are in good standing right now," not "how often have I made deadlines over the past year." Verinode doesn't reconstruct a lifetime on-time record because the underlying data (the last-completed date and the current due date) doesn't preserve the prior due date each past completion was actually measured against, and inventing a historical rate from data that doesn't support it would be a guess dressed up as a number.

The gauge reads green at 90% or above, amber between 70% and 90%, and red below 70%, the same 70/90 banding Verinode uses elsewhere for adherence tracking. If you have too few compliance events logged for a rate to be meaningful, the tile shows a dash and reads "Log compliance due dates to track on-time rate" instead of a percentage, rather than publish a rate built on a handful of events that one missed inspection would swing wildly.

Best-practice example

Say your Facilities home page shows Compliance Overdue: 2 and Compliance On-Time: 82%, amber. Open the Compliance tab. The Overdue bucket shows your annual fire extinguisher service at the warehouse, three weeks past due, and a COI renewal at your main office, five days past due. Click into the fire extinguisher row, confirm the vendor serviced it last week, and hit Mark done, it recurs every 12 months so it rolls forward automatically. For the COI, open the facility, check with your insurance broker on renewal status, and once the new certificate is in hand, mark that one done too. With both cleared, the on-time rate recovers on the next load, and the Due in 30 days bucket becomes the next thing worth a glance, since that's where next month's overdue events are quietly waiting.

Related reading

• Reading a benchmark
• The decision workspace
• Forwarding documents
• Connecting your data

Data sources