Every Service Record, on File.
Baselign helps HVAC and refrigeration contractors keep equipment records, planned maintenance visits and F-Gas service and leak-check records together, in a form you can export and show to a client.
What The Regulations Require
In the UK, the use of fluorinated greenhouse gases in refrigeration, air conditioning and heat pump equipment is regulated under the Fluorinated Greenhouse Gases Regulations 2015. Among other things, operators of certain equipment are expected to arrange leak checks and keep records, and the requirements generally depend on the refrigerant charge and type. Records typically cover the equipment, the refrigerant type and quantity installed, added or recovered, the dates of service and leak checks, and who carried out the work. Engineers handling these gases are also expected to hold the relevant certification. The exact duties vary by equipment, so check the current regulations and guidance for your own situation. Baselign keeps those records tidy and exportable, while which requirements apply to your equipment remains for you to determine.
Where Compliance Breaks Down
The recurring pain points teams in this space run into without a single system of record.
Equipment records are fragmented
Details such as refrigerant type, charge and location sit in spreadsheets, job sheets and engineers' heads, so building an accurate picture for one unit takes effort.
Planned visits are easy to miss
Maintenance and leak-check visits come due on different cycles for different equipment, and it's hard to keep them on track across a mixed customer base.
Refrigerant logs get lost on paper
Handwritten service sheets with refrigerant added or recovered are slow to type up and easy to misplace, which leaves gaps when you're asked for the history.
Customers ask for records at short notice
Operators, insurers and auditors may ask for service history, and gathering it from multiple places for each unit takes time away from billable work.
Everything You Need, In One Platform
From day-to-day job management through to compliance, training and billing.
Asset Management
Create asset types for chillers, split systems, cold rooms and heat pumps with custom fields such as refrigerant type and charge. Add photos, notes and documents, assign units to a client and site, and see changes in the History tab.
Work Orders
Schedule planned maintenance and leak-check visits as recurring work orders, repeating every N days, weeks or months, or after the previous visit is completed. Each new one copies the client, site, forms, assets and assignees.
Forms & Inspections
Build service and leak-check forms with required fields, live fields that insert client and asset details, photo capture and signature fields. Completed forms export as PDF or CSV.
Team Documents & Training
Store engineers' certification documents with an optional compliance flag and expiry date. A badge shows Compliant or Non-compliant, and the team is notified when a document has expired.
Client Access
Customers can log in to see their work orders, view or download completed service forms and export reports. Internal costs, notes and documents are never shown to them.
Client & Site Management
Keep multiple sites per client with GPS and site contacts, so each unit and visit is tied to the right location and the right person on site.
Client Billing
Built to order for Enterprise teams: turns completed service visits into client invoices, shaped around how you charge.
AI Automation
Built to order for Enterprise teams: spots equipment with repeated leak findings across visits, shaped around your own service records.
A Typical Workflow
Each customer's units are held as assets with refrigerant type and charge in custom fields, and a recurring work order is set up for planned maintenance and leak checks.
The engineer opens the visit on their phone, completes the service form with refrigerant quantities, findings, photos and a signature, even in a plant room with no signal.
Any follow-up repair is raised as a new work order and assigned, with the unit attached so its history stays in one place.
The completed form can be exported as PDF or CSV, and the customer can view it in their portal alongside the asset's history.
Built For Teams Like Yours
Common Questions
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