How to Run a Compliance Report

How to run a compliance report

The Compliance report answers one question: what is current, and what is about to stop being current?

Requirements

Available on: All plans
Roles: Owner, Admin, Manager

Steps

Go to Dashboard → Reports.
Open the Compliance tab.
Review document and certification status against expiry.
Export to CSV, Excel, or PDF for an auditor or an internal review.

What it covers

Document and certification status against expiry — the attached documents on your assets, and the document assets you track in their own right.

Both are monitored for expiry, warning ahead of the date and again once passed.

The other places compliance shows up

Dashboard → Upcoming consolidates everything due — document expiry, warranty expiry, maintenance, and checkout returns — in one forward view. For day-to-day work this is often more useful than the report.

Dashboard → Documents filters document assets by expiry status: Valid, Expiring Soon, or Expired.

Dashboard → Notifications holds the alerts as they are raised.

Making the report meaningful

The report can only show what you recorded.

Set expiry dates. A certificate uploaded without one is a file, not a compliance record.
Decide where each document lives. Site-wide certificates are document assets; evidence about one asset is an attachment on it.
Set warranty expiry on assets. It is monitored alongside documents.
Keep archived assets out of the picture. Archiving removes an asset from active reporting and alert evaluation, which is what you want for equipment you no longer hold.

Before an audit

Run the Compliance report and clear anything expired.
Check Upcoming for anything lapsing during the audit window.
Use asset intelligence to find assets with no documents at all — a gap the compliance report cannot show you, because there is nothing to report on.

See Audit preparation.

Common mistakes

Uploading certificates without expiry dates. They will never appear as expiring.

Assuming the report finds missing documents. It reports on documents that exist. Assets with no documents at all are found through asset intelligence.

Filing site-wide certificates against one asset. They then only surface when someone opens that asset.

Relying on the report alone during the year. Alerts and Upcoming are the early-warning path; the report is the point-in-time statement.

Troubleshooting

The Compliance tab is empty. Either no documents have expiry dates, or none are near expiry.

A document I know is expiring isn't listed. Check its expiry date is set on the record.

I can't see Reports. Viewing reports needs Manager or above.

An archived asset's documents are missing. Archiving removes assets from active reporting. Unarchive it if you still need it in scope.

I'm not getting expiry alerts. Every plan gets in-app notifications and the weekly digest. Immediate email needs Orbit or above. Check notification preferences.

Need Help?

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How to Run a Compliance Report