If you start the fitting list from scratch every annual, you will miss something. A
living site register is the fitting list for a site that you update between visits instead of
rewriting from scratch — luminaires and exit signs carried forward, with defects and history attached — so
the next visit starts where you left off.
The certificate and the logbook only stay trustworthy when they describe the same fittings. That starts with
a register you update instead of recreate.
Starting from scratch every visit
A common problem: last year’s spreadsheet is on someone’s laptop, the paper logbook only covers half the plant
room, and this year’s visit starts by building the fitting list again from scratch. Store rooms get missed.
Replaced fittings keep old IDs. Open defects from March never make it onto the annual certificate.
The logbook and the certificate then disagree — and you spend the evening typing in again what you already
tested on site.
What “living” means
One register per site. Update it; do not recreate it.
Add fittings when they are installed. Retire them when they are removed.
Keep open defects on the fitting until they are fixed and retested.
Carry history forward so the annual knows what the monthly already found.
Issue paperwork from that same list — so the visit report matches the building.
What to put on the register
Stable ID or reference for each fitting
Location clear enough for the next tester (floor, zone, landmark)
Type — non-maintained, maintained, exit sign, central system, and so on
Rated duration where it matters for the annual
Last test result and open defects
You do not need a CAD drawing on day one. You need a list you trust more than a blank form.
How it links to paperwork
The register is not the logbook and it is not the certificate. It feeds both.
A living list of every emergency luminaire and illuminated exit sign on the premises — location, type, and
history — that you update instead of rewriting from scratch each visit.
Why not use a new spreadsheet every year?
New lists miss fittings, lose open defects, and make certificates disagree with the logbook. Carrying the
same register forward keeps monthly and annual tests on the same assets.
Can I import an existing fitting list into Beacon?
Yes. Beacon can bring fittings from an existing spreadsheet or logbook so you do not type the whole site in
again from scratch. Free in open beta.
Does a living site register replace the logbook?
No. The register is the list of fittings. The logbook is the history of tests and repairs. You need both —
and paperwork that matches them.
