Record Keeping

Sign in to L8MS BRS with your email address and password, what happens next, and what to do if you are locked out.

Enter the 6-digit code from your authenticator app when you sign in to BRS, or use a backup code if you do not have your phone.

Set up two-factor authentication for BRS with an authenticator app, confirm it, and save your backup codes.

Use Forgot password to have a new password emailed to you, then sign in with it and choose your own.

Change your BRS password against the strength rules, and set or update your security question and answer.

The dashboard you land on after signing in: its tabs, widgets, the Sites filter, notifications, and how to open the detail behind a figure.

Add, remove, resize and reorder dashboard widgets, change a widget's settings, and create, rename or delete dashboards.

My account: your name, company and phone number, your address, your date format and the colours used on calendars and the dashboard.

Change your BRS password, set your security question, and manage two-factor authentication and backup codes.

Store your L8MS Risk Assessment login in BRS so you can create or update sites from your risk assessments.

Use the Help button on any BRS page to open the guide for that page, and report a problem to L8MS.

Use the site list to search and filter your sites, read the schedule, retired and sensor flags, and open a site.

Create a new site or edit an existing one - company, site group, name, folders, UPRN, special instructions and address with map position.

Change a site between active and retired, and when to delete a site instead - deleting cannot be undone.

Site Information: see who can use a site, add, edit or remove users with a Site Level and responsibility, and copy users from another site.

Record who is appointed Responsible Person and Deputy for a site, backdate an appointment, choose which appointments a site needs, and see the history.

Create, rename, archive and delete site groups - the level between a company and its sites used for filtering and reporting.

Use Retrieve RA to pull assessments from the L8MS Risk Assessment platform and build brand-new BRS sites from them.

Upload New Site: import one or many sites from Excel, check the files for problems first, then import.

The order to set up a BRS site from the Customise Site menu - systems, locations, assets, tests, tasks, task assets, then the site planner.

Customise Site > Systems: add, edit and delete a site's water systems, see which assets are linked, and export the System ID sheet.

Customise Site > Locations: add, order, copy, retire and delete locations, renumber, and import or export assets with a spreadsheet.

The assets in a location: add, edit, order, copy, move, retire and delete assets, link them to systems, and set barcodes and sensors.

The tests on one asset, grouped by PPM: add tests, set low and high limits and risks, and retire, restore or delete tests.

Customise Site > Tasks: add and edit a site's recurring tasks - PPM, responsibility, dates, frequency, days, early/late windows and blocked months.

A task's assets: which assets it visits, in which month and rotation year, the tests on the task, and spreading a rotation.

Use the Merge Risk Assessment wizard to bring systems, locations, assets and remedial actions from an L8MS assessment into a site that already exists.

Run Site Planner: see which tasks are planned, preview a re-plan and the missed visits it will record, then re-plan the site or one task.

Users List: add people to BRS, set their role and mobile access, resend the welcome email, unlock an account, and see login and data-entry activity.

User Restrictions: choose a user's sites, their site level, responsibilities and email settings on many sites at once, or copy another user's settings.

Business Information: your company name, address and logo, the report template, SFTP delivery, the FactoryLab sensor login and other options.

Standard texts: ready-made wording people pick instead of typing - add, edit, order and delete texts for each list, for your company or just you.

Standard assets: the list of asset types (wash hand basin, calorifier, TMV...) used by import profiles - add your own, order and delete them.

Responsibility titles say whose job a task is - add, rename and delete them, and transfer every task from one title to another.

Files and site Folders: upload, organise and download documents, the recycle bin, and folder profiles - the folders a new site starts with.

Import profiles decide which tests each asset gets when a site is created from a risk assessment or spreadsheet - assets, conditions, skip words, rotation rules and standard site tests.

Nonconformity statuses: the steps a nonconformity or remedial moves through - add, rename and delete them for your company.

PPMs: the standard pieces of work tasks are built from - frequency, days, windows, rotation - and the tests in each, with their limits and risks.

Sensor rule sets: what each kind of sensor reading must stay within before BRS flags it.

Works Schedule > Overview: pick engineers and see their visits on a calendar, a timeline or a map.

Works Schedule > Job List: find the jobs due across your sites and group them into a service visit for an engineer.

Works Schedule > Job Templates: export the task templates for chosen tasks as Excel workbooks.

Add Job on the site planner: create a single job outside the regular schedule - choose the PPM and tests, the date and the assets.

Read the site's year grid and its status colours, open a week to see or plan visits and enter results, and print the schedule.

Plan a service visit - type, dates, engineers, tasks and instructions - then review what the engineer recorded: notes, signatures, photos and the report.

Enter or check a visit's results in the browser: who did it and when, answering each test, no access and not needed, photos, signatures, worksheets and reports.

What happens when a reading fails or a test is not done: set the risk, add comments, standard text and a photo, and raise a remedial action.

Use Asset history to see every result, reading trend and nonconformity recorded against one asset, and export it.

Compare one reading (for example hot water temperature) across a site's assets: a table of every asset and a chart of up to 7 against the limits and the site's typical range.

Administrators: the Engineer location card on a service visit shows where the BRS app recorded the engineer while the visit was open, on a map and as a list.

What raises a nonconformity, the different types, risk levels and statuses, and how remedial actions are tracked to completion.

Filter the open site's nonconformities, open one to see what was recorded, update its status, and raise jobs, move responsibility or retire tests for a selection.

Corrective Actions > Nonconformities: filter every site's nonconformities, update one or thousands at once, raise jobs, move responsibility and retire tests.

Remedial Actions for an open site: filter, update status and timescale, accept barcode changes, and import remedials from a risk-assessment extract.

Corrective Actions > Remedials: every site's remedial actions in one list, with filters, bulk updates and barcode changes.

The AE Reports > Reports hub: what each report card is for, and the other reports under AE Reports.

Run a formatted Excel report from a report template for a period and a set of sites, and schedule it.

Report Editor (administrators): create Report Builder templates and their sections and rules, and set up totals packs.

Reporting in the site menu: list a site's visits by period and status, export the list, and build one PDF report of the visits you choose.

Data Export: download readings for a period and sites as CSV, Excel, a full report, a trend chart, a temperature trend or the monitoring schedule.

Results Viewer: pick tasks and a period to see their results on screen, then print or export them.

Batch Extract: one CSV per site, zipped together or sent to your SFTP server, for another system to pick up.

Completed Tests Audit: an Excel list of every test completed in a period - who did it, when, the result, and whether it passed and was signed off.

Appointed Persons report: find sites with no Responsible Person or Deputy, export the list, and appoint people across many sites at once.

Upcoming workload: how many visits, assets and tests are planned next month and the month after, by site and task, for planning engineers.

Have a report emailed automatically every day, week or month: set it up from the report, choose the period and recipients, then pause, edit or delete it.

Interrogation: ready-made questions about assets, visits, data entry, results and totals, including completed vs missed checks and totals packs.

Service Visits: every visit planned in a period and where it is up to, build notes, print visit reports as a zip, and export the list.

KPI completion: tests completed, no access and blank for a month, the six-month trend, and the service visits behind the figures.

KPI nonconformities: scope by company, group, site, responsibility and dates, read the charts, and export the tests behind them.

KPI remedials: new, outstanding and updated remedial actions for the sites you choose.

How remote sensors fit into BRS: the FactoryLab account, sensors on assets, rule sets, and where to see readings.

Remote Sensors > Dashboard: every sensor on the site and its readings at a glance, a sensor's detail chart, and exporting readings.

Remote Sensors > Sensors: see every sensor on the site, its status and rules, attach a rule set, and stop monitoring a sensor.

AE Reports > Sensor Data: every sensor across your sites, in range, failing or silent, and an Excel export of the readings.

Alterations > Additional Tests: pick sites, then add a PPM's tests to, or remove a test from, chosen tasks, locations and assets on all of them.

Alterations > Highs & Lows: find tests across your sites and change their low and high limits and result risks in one go.

Alterations > Alter Site Folders: rename a folder across many sites, or add a folder profile's folders to sites.

Alterations > Alter Tasks: change responsibility, dates, frequency, windows and tests on many tasks across sites, then re-plan them.

Alterations > Close Tests: tests repeatedly marked not needed, site by site - retire them and set the status of their nonconformities.

Alterations > Service Visits: add or remove an engineer on many visits, or delete visits (with or without their tasks).

Full version history of L8MS BRS updates, including new reports, dashboard improvements, sensor integrations, KPI tracking features, and bug fixes released across 2024 and 2025.

What legionella management software does, what ACOP L8 and HSG274 expect, and how to choose and set up a system for risk assessments, records and training.