Repairs call-offs
An optional module for housing associations and facilities management teams. Field managers send reactive repairs to contracted suppliers whose accreditation is current, priced from agreed rates.
Three ways to place a job
- Urgent jobs
- For 1-hour, 4-hour and 24-hour responses, the supplier enters hours on site and any materials. The hourly rate comes from their contracted rates, so there’s nothing to negotiate.
- Planned and larger jobs
- Invite a small group of contracted suppliers to quote. Method statements are scored from 0 to 5, with a short summary of each to speed up review.
- Small direct awards
- Where your standing orders allow, a manager can choose a supplier directly within their approval limit. They record the reason for the choice, which stays on the record.
Only suppliers who are cleared to work
A supplier only appears for a job if their contract covers it and their accreditation, insurance and other checks are current.
- Generic job titles you set up, such as plumber, joiner or electrician
- Contracted rates held against each supplier
- Off by default, switched on by your administrator
- Every job, quote and choice in the same audit log as the rest of Tenderscape
What is checked before a job is sent
Every check runs each time a job is raised, using the evidence held on the supplier’s record that day.
- Contract cover
- The supplier’s contract lot covers the trade: plumbing, gas, electrical, roofing, joinery, glazing, general building, cleaning or grounds. A cleaner or landscaper is never offered a plumbing, gas or electrical job.
- Trade accreditation
- Gas work needs a current Gas Safe registration. Electrical work needs a current NICEIC or SELECT registration. Numbers are checked for the right format; a live check against each register is not yet connected.
- Insurance
- Public liability and employer’s liability insurance must both be in date.
- Risk assessment
- A risk assessment and method statement (RAMS) for that type of job must be on file and reviewed.
- If anything is missing
- The supplier is shown as not eligible, with every failing item and its date, such as “Gas Safe registration expired 30/09/2026 · Employer’s liability insurance not recorded”, and the job cannot be sent to them.
- Emergencies
- Emergency attendance (within 1 hour) covers any risk to life or health, such as a gas smell, exposed live wiring, flooding near electrics, a person trapped or an insecure property. The search radius is capped by urgency: 25 miles for emergencies, 40 miles for other jobs needed within 24 hours and 60 miles for all other jobs. When a gas smell is recorded, the screen tells you to ring the Gas Emergency Service on 0800 111 999 first; Tenderscape dispatch does not replace that call.
A record you could show the HSE
Every call-off has a reference and an invitation receipt. The receipt names each supplier invited, with distance, contract lot, accreditation number and expiry, insurance expiry and RAMS version, and each supplier excluded, with the reason. It records who checked and when, sits in the call-off history and the audit log, and can be downloaded.
What we check
For reactive repairs, planned works and voids, check Gas Safe registration for gas work, NICEIC or SELECT registration for electrical work, and the required insurances. Each has an expiry date and is re-checked before a job is sent. Your team confirms that the evidence covers the work required.
Board and regulator reporting
Export contractor compliance and call-off records to support your Annual Assurance Statement and Annual Return on the Charter evidence for the Scottish Housing Regulator. Your team reviews the evidence and prepares the return; Tenderscape does not submit it to the regulator.
Works with your repairs system
Today you raise call-offs in Tenderscape. CSV import of jobs from your housing management system is in development, and an API connector is on our roadmap.
See how your team would use Tenderscape.
A 30-minute walkthrough on Microsoft Teams, built around the quotes, contracts and reporting your team handles today.