Step by step
Add a licence or permit
Put a licence, permit, certificate, insurance, inspection or return on the compliance calendar with its date, number and the person responsible, so reminders go out before it expires.
Add each licence or permit once, from the paper itself. Kila then reminds the person responsible before it expires, every year, and keeps the documents with it.
Open the calendar and tap The usual for my business
Go to Customers and services › Compliance and tap The usual for my business. Find the obligation for the right site, such as Fire safety certificate for the Nairobi depot, and tap Add with date.
Set the date from the certificate
Kila asks you to Add Fire safety certificate: “Set or confirm the date from the licence, permit, policy or notice itself.” The Name, the Type, who it is Issued or received by and how often it Repeats are filled in for you, and so is the Site. Type the date it Expires on, as printed on it.
Steps 2 to 6 on one form. Type its number
In Number, type the licence, permit or policy number. It is how you find it again, and how you show an inspector which one it is.
Choose the person responsible
Choose the Person responsible: “They get the reminders too”. For a depot’s certificate, that is usually the depot manager.
Choose when to be reminded
Leave Remind me empty to use the days set for the type. Kila shows them: “Days before, for example 30, 7. Empty: 30, 14, 7 days, as set for this type.” Or type your own, such as 45, 14.
Tap Save
Kila says Fire safety certificate is on the calendar: “Reminders go out before its date.” It is in the list as Upcoming, with the person responsible.
Check its reminders
Tap it to open it. Reminders shows when they go out, such as 30, 14, 7 days before. Under Documents, tap Add to keep a photo or PDF of the certificate with it: “No documents yet. Add the licence, permit or policy.”
It is not on the list of suggestions
Link to this section: It is not on the list of suggestionsTap Add an obligation instead, and type the Name and choose the Type yourself: a licence, permit, certificate, insurance, inspection, tax filing, statutory return, lease or something else.
Something is wrong on it
Link to this section: Something is wrong on itOpen it and tap Change.
The business no longer needs it
Link to this section: The business no longer needs itOpen it and tap Stop tracking. Kila asks Stop tracking Fire safety certificate?: “It leaves the calendar and no more reminders go out. Its documents and history stay.” Say Why and tap Stop tracking. Kila says No longer tracked.
Needs a manager
The owner, and anyone whose role manages compliance, can add obligations. Someone who works at one site adds them for their own site.
- How the compliance calendar works: what is on it, and the reminders.
- Record a renewal: once it is renewed.
Next: when the day comes, Record a renewal.