Frequently Asked Questions

On the sign-in page click Forgot password?, enter your email address and click Reset Password. A reset link is emailed from noreply@l8ms.com — check your junk folder too. Do not keep guessing your password: too many wrong attempts locks the account. See How to reset your password.

An account locks after several failed sign-in attempts and only an administrator can unlock it. Ask your administrator to open Users, find your row, choose Unlock Account (or untick Account Locked in Edit User). Then reset your password if you are not sure of it.

Not started – created, no work done. Work In Progress – being worked on. Mobile – checked out for on-site data collection. Completed – the assessor has finished. Checked / Authorised – reviewed and signed off (L8MS records who). Transferred – issued / handed over. Set the status from the drop-down on the assessment overview, or in bulk from the Assessments list. See Assessment status and review dates.

A credit is used each time an assessment is created or reviewed. Credits are held per assessment type, split into New and Review pots. Open Credits from the menu (or the button on the home page) to see the balances and top up. A balance turns amber at 10 or fewer and red at 5 or fewer. See How company credits work.

No — you cannot create or review an assessment of a type you have no credits for until you top up on the Credits page. Depending on your billing arrangement you may need to contact L8MS to add credits rather than buying them on screen; the Add credits pop-up tells you which applies.

LR (Legionella Risk) prioritises actions that improve Legionella control — the assessor's estimate of likelihood. GR (General Risk) prioritises general safety concerns noted under duty of care, such as scalding or working at height. Both run 0 (no action) to 4 (immediate action). L8MS does not add them into a single score. See Understanding the LR and GR ratings.

Whenever the LR or GR rating for that question is 1 or above. The recommendation box turns red until you write one, and the Surveys list flags any survey that has a rating above 0 with no recommendation. If both ratings are 0, no recommendation is needed.

Open the assessment, go to Admin options and choose Copy Assessment. Enter the new client name, site name and date. This makes a full copy and uses a copy credit (the page shows how many you have).

The client and site names are fixed on the overview page. To change them, open the assessment's Admin options and choose Alter Assessment — you can edit the client name, site name and assessment date there. Addresses and contact details can be edited from the overview cards.

The Alerts button on the assessment overview lists checks against the LCA service standard that still need attention — for example the competence paragraphs not being used, the executive summary or control scheme being out of date, missing recommendations, or no suggested review date. Clear them before generating the final report. A green “All checks passed” means nothing is outstanding.

A yellow row means a newer version of that survey template is available. Click the row and choose Upgrade Survey to move it to the latest question set. A red cell in the missing-recommendations column means a rating is above 0 with no recommendation written.

On the Users page, open that user's row and choose Edit Restrictions. Set See only own assessments, and/or use the Client and Site tabs to tick only the clients and sites they may access. Note that See all assessments overrides those tabs. See How to restrict what a user can see.

Go to brs.l8ms.com (or your company’s own sign-in link) and enter your email address and password. Administrators in some companies are then asked for a code from their authenticator app. If you have forgotten your password, click Forgot password? — do not keep guessing, because repeated wrong attempts lock the account. See How to sign in to BRS and How to reset your password.

Too many failed sign-in attempts lock the account for security, and you are sent an email when it happens. The sign-in page then says Your account is locked after too many failed attempts. Contact L8MS to have it unlocked — a password reset on its own does not unlock it.

Your company uses two-factor authentication for administrators. After your password, enter the 6-digit code from your authenticator app. You are asked every time you sign in. See Signing in with two-factor authentication.

On the code screen click Use a backup code and enter one of the backup codes you saved when you set two-factor up. Then go to Password & security and choose Replace authenticator app to set up your new phone. If you have no backup codes left, contact L8MS.

Each widget counts something for the sites the dashboard (or the widget) is set to — open nonconformities, missed jobs, tasks ready for data entry and so on. Click a figure to open the list behind it. Notifications lists sites whose task schedules are ending soon; tick them and click Add a year to the selected sites. See How to use the BRS dashboard.

Help always opens something now: the guide for the page you are on, or, if that page has no guide yet, the full list of Record Keeping guides, which you can search. If you think a page is missing its guide, tell L8MS using Report a bug.

Yes. Engineers record visits on site in the L8MS BRS app, which works without a signal and uploads the results when it can. Your administrator turns on mobile access for each engineer on the Users List. You can also enter or check results in the browser on the results page, or fill in the downloadable worksheet and upload it.

Where a site opens depends on how it is set up and your access. A site with a monitoring schedule opens on the 52-week planner; a sensors-only site opens on the sensor dashboard; a documents-only login opens on Folders. If a scheduled site is not opening on the planner, it may not have had the site planner run yet.

Retire keeps every record but takes the site out of day-to-day lists, scheduling and reporting — and it can be reactivated. Delete permanently removes the site and everything recorded against it and cannot be undone. When a contract ends, retire the site. Only delete a site created by mistake. See Retiring, reactivating or deleting a site.

L8MS BRS is charged monthly based on your usage and is fully flexible (additions/subtractions) with no fixed contract term.

For one site, open it and use Site Information › Add user to add them with a Site Level and responsibility. For many sites at once, use User Restrictions from the Users List. The person must already be a user in your company. See How to manage the people on a site.

A site group sits between a company and its sites — a region, a client contract, a portfolio. Groups filter the site list, the dashboard and the reports, and every site belongs to one. See How to use site groups.

Retrieve RA builds brand-new BRS sites from assessments on the Risk Assessment platform. Merge Risk Assessment brings an assessment into a site that already exists, matching its locations and assets to yours. Both need your Risk Assessment login linked.

Systems, Locations, Assets (with their tests), Tasks, the assets on each task, then Run Site Planner. Sites made with Retrieve RA or Upload New Site already have most of this — check it and run the planner. See Setting up a site.

A System is a water system on site (mains cold, stored hot water, a heating circuit). A Location is a floor and room where monitoring happens, in walking order. An Asset is an item in a location (an outlet, a tank, a calorifier, a TMV). Assets sit in locations and are linked to up to two systems; tasks test assets.

A task is recurring work with a schedule and a responsibility — “monthly temperature monitoring”. A test is one reading or check on one asset — “hot water temperature after 1 minute”. A task visits its assets and carries out their tests; which assets it visits each month is set on Task assets.

It works out the site’s planned visit dates from its current tasks, replacing the planned dates that are there now. It never touches visits already started or results already entered, but it records any past date with no visit as missed. Always check the preview first — it shows how many dates and missed visits there will be. See How to run the site planner.

Planned dates are only worked out when the task is re-planned. After you save a change to a task’s dates or schedule, BRS offers to re-plan it — if you skipped that, use Re-plan on the task in Run Site Planner.

Open the visit’s results page, set the Actual date to when the work was done and tick everyone under Completed by, then enter the answers. Or use Worksheet › Download worksheet, fill it in and Upload worksheet.

Yes. On the results page click Completed by and tick everyone who worked on the visit.

The results page counts how many tests are answered and how many are issues. A test still to do needs an answer, or No access / Not needed. An issue is a non-conforming result, or a test marked no access or not needed. Use the Next to do and Issues filters to find them. See How to record results.

BRS raises the nonconformity for you. Open the test, set the Risk, add Comments & recommendations (Standard text helps) and a photo if useful, and if work is needed use Admin › Add remedial. See How to handle a non-conforming result.

Engineers capture the engineer and client signatures and visit photos in the BRS app; they appear in the Outcome section of the service visit once it is uploaded. In the browser, photo and signature tests on the results page have Add photo and Sign buttons, and a non-conformity can have its own photo.

Open the service visit and use Print report › PDF or Word, or use the Reports menu on the results page (Excel, Word, PDF, or PDF of the non-conformities only). The layout follows your company’s Business Information settings.

A result outside its limits or a failed check, a test not done before its window closed (missed check), results entered after the window closed (late entry), an asset that could not be reached (no access), or a test marked not required. See Nonconformities and remedial actions explained.

Open it from the site’s Remedial Actions (or Corrective Actions › Remedials), record the action taken, and choose a status that signs it off. Signing off needs the sign-off permission on that site.

Use Corrective Actions › Nonconformities. Filter down to what you want, tick the rows or select all matching, and choose Update status. See How to manage nonconformities across sites.

Select its nonconformities on Nonconformities and choose Retire tests, or use Alterations › Close Tests. That stops the test being scheduled on that asset. Only do this when the check really no longer applies; for a temporary access problem, record no access instead.

Open AE Reports › Reports — each card says what that report is for and what you get. In short: a client report is Report Builder; raw numbers are Data Export; a quick look is Results Viewer; audit evidence is Completed Tests Audit. See Which report should I use?

Yes. Report Builder, Data Export, Results Viewer, Completed Tests Audit, Upcoming workload and the Interrogation totals reports have a Schedule… button. Choose how often, the period it covers and who gets it; it arrives at 04:00 as an attachment. See How to schedule a report by email.

On the KPI completion report it is Complete (tests with a result) as a share of Total (tests scheduled) for the month; no access and blank both count against it. Interrogation’s Completed vs missed checks works per asset: completed out of completed + no access + missed. Where a check genuinely no longer applies, retire the test.

Set up your company’s SFTP details in Business Information, then use Batch Extract › Send to SFTP. To email a CSV or Excel export on a timetable instead, schedule a Data Export.

KPI and nonconformity figures are grouped by the responsibility on each task. If they look wrong, check the task responsibilities — tick tasks on a site’s Tasks page to change them together, or use Alter Tasks across sites.

Your company links its sensor account once in Business Information › FactoryLab Settings. Each sensor is linked to an asset, and given a rule set on the site’s Remote Sensors › Sensors page. Contact L8MS to get started. See Getting started with remote sensors.

The sensor has no rule set attached (its Rules show None), so nothing checks its readings. Attach one on the site’s Remote Sensors › Sensors page — see How to configure a site’s sensors.

They are on your home page (the dashboard) when you sign in. Courses still to do are shown with an amber progress ring; completed courses have a green ring and a Certificate button.

No. Your progress is saved as you go. Sign back in and use Continue on the course to pick up where you left off.

Check your internet connection, then refresh the page. If it still fails, try a different browser (Chrome, Edge or Firefox, latest version) and make sure any ad-blocker or company firewall is not blocking video content.

Yes. Review the module content and try the quiz again. Your latest result is the one that counts towards completing the module.

Once a course shows as completed on your dashboard, click Certificate to open a printable PDF. Use Print Info for a summary of what the course covered.

Open My Profile from the menu (top-right). There are separate pages for your photo, address and password.

Yes — you can start whichever course you like. Within a course, work through the units and modules in the order shown.

Watch enough to understand the content — the quiz checks that. Skipping through means you may not pass.

Yes. Re-open the module from the Completed or Outstanding list and click any playlist item.

As many times as you need. Your most recent attempt is the one that counts.

The course is not fully complete yet. Every unit and module — including all module quizzes — must be finished. Open the course and look for anything without a green tick.

Use Allocate Course (or Add Course to User), pick the learner and the course, and confirm. It then appears on their dashboard. See How to allocate a course.

Some courses are drawn from a pool of purchased credits. The message tells you whether allocating this course will use one.

Yes — from the Certificate button on their home page once the course is complete. The Certificates page is for when you need to do it for them or check progress in bulk.