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From compliance to clarity: Why fire safety tech needs to catch up
The fire industry runs on regulation. That is what ensures accountability, safety and trust.
But the operational tools behind the scenes often fall short of the standards they are meant to support.
Ask most contractors how they manage compliance, and the answer usually involves paper forms, disconnected systems and last-minute reporting.
Chasing engineers for updates. Copying data between platforms. Manually piecing together audit trails.
The work gets done, but the process is clunky, time-consuming and prone to error.
Instead of focusing on the job, teams are stuck proving they did it.
That is not just inefficient. It is the opportunity for something better.
Compliance should not be the goal. It should be the outcome.
The Fire Industry Association (FIA) launched its Technology Council in August 2025 to guide how digital tools support fire safety. Its scope includes everything from IoT and cybersecurity to the basics: ensuring systems work together and that vital information is not buried in spreadsheets or lost in inboxes.
The Council’s priorities reflect where the industry is heading:
- Real-time access to critical compliance data
- Seamless integration between systems
- Turning alerts into meaningful, planned actions
- Stronger collaboration between office and field teams
- Better learning and structured knowledge sharing
These priorities align with current standards. The 2025 revision of BS 5839-1 places more focus on maintenance records and audit trails. The golden thread duty for higher-risk buildings, supported by BS 8644-1, requires structured, accessible digital data throughout the building lifecycle.
Cybersecurity is now part of life safety. Cyber Essentials provides a solid baseline for SMEs, while IEC 62443 supports secure connected systems.
The direction is clear. Fire safety must move beyond ticking boxes and start working smarter.
Where we are today
Many service firms rely on a patchwork of disconnected systems just to get through the day. One platform for job logging. Another for scheduling. A separate tool for asset management. Everything else is held together by email chains and manual updates.
It may feel familiar, but it creates constant friction.
- Engineers arrive on site without clear instructions
- Office teams lose hours chasing information for audit reports
- Clients struggle to see what has been completed and what is still pending
- Quotes, invoices and certificates take longer than they should
- Alerts are raised but not resolved, because there is no clear process for action
- Mistakes happen, not through lack of effort, but because the workflow is broken
When something gets missed, compliance is no longer just a checklist. It becomes a liability.
What better looks like
Fire safety operations are complex, and the systems behind them should make that complexity easier to manage.
Good software connects people, data, and workflows in a centralised, cloud-based hub. It supports consistent, auditable service delivery, and helps teams stay focused on safety and performance, not administration.
Software designed for fire safety should allow teams to:
- Plan and automate maintenance visits
- Capture evidence and engineer notes at the point of work
- Maintain a full asset register and service history
- Record photos, signatures, and variations in real time
- Give clients live access to job progress and compliance data
- Generate audit-ready reports instantly
When aligned with recognised standards such as BS 5839-1:2025 and BS 8644-1, these capabilities help create structured, traceable information that supports the golden thread of building safety.
Write once, prove always.
Digital systems that capture data once, and reuse it across compliance, reporting, and audit processes, reduce duplication, minimise errors, and give every stakeholder confidence in the record.
The goal is not to replace existing ways of working, but to make them faster, clearer, and easier for everyone involved.
A contractor’s story: TechniFire Solutions
TechniFire Solutions operates across London and the Home Counties, delivering fire safety services to some of the UK’s most high-risk and compliance-driven environments.
Before moving to Joblogic, the team was weighed down by admin. Engineers relied on paper forms. The office had to chase for updates. Staying on top of job progress and documentation was a daily struggle.
After switching to Joblogic, the results were clear:
- Over 1,000 hours saved in admin per year
- More consistent invoicing throughout the month
- Real-time asset tracking and digital compliance records
- Smoother communication between field and office teams
- A better experience for their customers
“Because we have the full history of each account, we can deliver the best possible service. Our team knows exactly what is happening on every site at any given time.”
— Layne Taylor, Service Manager, TechniFire Solutions
Looking ahead
Compliance will always be essential in fire safety. It should not slow teams down; instead it should support better service and give clients the confidence that every detail is managed and accounted for.
Across the industry, the shift toward connected, digital workflows is gaining pace. This evolution is not about new systems, but about working smarter, turning information into action, and ensuring nothing gets lost along the way.
Building digital capability across teams is becoming an important part of professional competence in fire safety. As processes evolve, capability and understanding will matter just as much as the tools themselves.
When compliance becomes part of the process rather than a separate task, teams spend less time chasing paperwork and more time focusing on what matters: safety, service, and trust.
Less stress, less administration, and more control, with stronger evidence when it matters most.
“Monthly reports used to take hours. Now they are done in 30 minutes and sent straight to the client.”
— Paul Martin, Managing Director, Ergro Technical Services Limited
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