What is a Record of Condition?
A Record of Condition (ROC) documents the state of your land before, during, and after a third party carries out works under a wayleave, easement, or similar access agreement. It gives you an audit trail you can rely on when claiming reinstatement or disputing damage.
Setting up a works record
From your organisation menu, go to Record of Condition. Click New Works and fill in:
Agreement type - Wayleave, Easement, Developer access, or Other
Name - a short label for the works (e.g. "Gas main replacement - North field")
Farm - which farm the works affect
Review cadence - how often inspections are expected: One-off, Monthly, or Quarterly
Works can be in one of four states: Active, On hold, Completed, or Cancelled.
Running an inspection
Each works record holds a sequence of inspections. Three types are supported:
Baseline - condition before any works begin
Interim - condition check during active works
Handback - condition at completion and reinstatement
Create a new inspection, set the inspection date, and add observations on the map. Save as Draft while you are still gathering [[company/evidence|evidence]], or Submit when the inspection is complete.
Recording observations
Inside an inspection, tap or click on the map to add an observation. Five observation kinds are available:
Photo pin - a geotagged photo attached to a map location
Damage area - a polygon marking a damaged area with severity (High, Medium, Low)
Concern - a flagged issue with a description and severity
Measurement - a distance or area measurement with notes
Note - a free-text annotation pinned to a location
Observations are shown as pins on the map with colour-coded severity so the inspection report gives a clear visual summary of condition.
Generating reports
Three report types are available from a works record:
Per-inspection report - a single PDF for one inspection, including observations with photos, map locations and the severity summary. Use this when liaising with the works contractor or submitting a reinstatement claim.
Works [[company/evidence|evidence]] pack - a combined PDF covering multiple visits within a single works record. A visit-selection dialog lets you choose which inspections to include before generating. The pack also includes Photo Locations site plans showing where each photo was taken on the map.
Branded reports - branded ROC reports with your organisation's logo are available as an admin-granted paid add-on. Contact your account manager to enable this.
Portfolio overview
The ROC overview page (accessible from the organisation menu) lists all active works across every farm in your organisation. Each row shows the farm, works name, agreement type, number of inspections completed, the date of the most recent inspection, and the next due date. Use this to make sure inspections are happening on schedule across your portfolio.
Estate packs
For works spanning multiple farms, you can generate an estate pack from the org-level ROC overview. A wizard dialog guides you through selecting farms and works to include. Estate packs are capped at a maximum number of works per pack. The estate pack includes farm heading pages, Photo Locations site plans, and the full photographic appendix across all selected works. Failed packs can be retried individually from the estate pack list.
Tips
Always create a Baseline inspection before works start - it is your only objective record of pre-works condition
Submit inspections rather than leaving them as drafts; submitted inspections are locked and timestamped
Use Photo pins liberally - photos are the most persuasive [[company/evidence|evidence]] in a reinstatement dispute
Set the review cadence to match what the agreement specifies, so the portfolio overview flags when an inspection is overdue