Compliance Calendar
A dated 12-month fire & life-safety calendar with overdue flags.
Not sure what yours requires? What your state actually requires — drills, filings, forms, how long you keep records.
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Do you actually know what your maintenance team is allowed to do?
Full task-by-task breakdown: What fire & life-safety inspections can your own staff perform? →
Most facilities pay contractors for tasks their own trained staff can legally perform and document. The national fire and life-safety codes — NFPA, ASME, ASHRAE — set the requirement, and for a large share of tasks they explicitly allow a qualified person on staff to do the work, provided it's documented. This tool is the only one that tiers every task by who may perform it and estimates the contractor spend you could bring in-house.
The performed-by tiers
Every task on your calendar carries one of four tiers. Tier 1 is any competent staff member after orientation — monthly extinguisher and exit-light checks, filter swaps. Tier 2 is a trained, qualified person whose name and qualification go on the record — generator load runs, 90-minute emergency-light discharge tests, sprinkler gauge logs. Tier 3 is a certified or licensed professional the code or near-universal practice requires — annual sprinkler inspection, hood cleaning, backflow testing, elevator certificates. And Tier 2★ is the one that matters most: qualified under the national code, but licensing is commonly required locally — the annual fire alarm test is the classic example. Those get a star and a question for your AHJ, because that's exactly where honest guidance and real savings meet.
Undocumented = out of compliance
This is the tool's own standard, and it's the one surveyors use. During an audit, an inspection with no written record is treated as a missed inspection — so any system you mark “no record” is flagged red and dated due now. That's not a punt; it's the code-accurate answer, and it doubles as your to-do list. The log sheets the tool prints capture exactly what the codes require a record to contain: task, date, who performed it and their qualification, the result, any deficiency, the corrective action, and the next due date.
The stat that sells the weekly log
Closed control valves cause the majority of sprinkler activation failures — which is why NFPA 25 puts a weekly or monthly control-valve check at the top of the list, and why it's a Tier 1, in-house task. A two-minute walk, logged, is the cheapest life-safety insurance a building has. The building owner — not the contractor — is responsible for the program under NFPA 25, even when the work is delegated by lease.
National baseline, honestly marked
Codes are revised on cycles, and section numbers move between editions — NFPA 96's frequency table is §11.4 in older editions and §12.4 in the 2024 edition, for instance — so every task on your calendar carries its citation and the edition it was verified against. Where a requirement is genuinely state-governed (boilers) or still being verified (eyewash, medical gas, Legionella water management), the tool says so with an amber “verify” badge rather than printing a citation it can't stand behind.
Questions
What fire and life-safety inspections can be done in-house?
More than most facilities realize — monthly extinguisher and emergency-lighting checks, sprinkler gauge and control-valve logs, generator weekly inspections and monthly load runs, fire-door and fire-alarm visual walks, and filter service are all in-house-eligible under the national codes with proper training. Annual tests, hood cleaning, backflow, and elevator certificates typically need a certified pro. The tool tiers every task.
Which inspections are actually required, and which are just recommended?
Not the same thing, and most task lists mix them. Required means an adopted code, federal rule or consensus standard names both the task and its interval — NFPA 25 quarterly waterflow tests, NFPA 10 monthly extinguisher checks, the 42 CFR §483.73 exercises, the OSHA 300A posting. Best practice means manufacturer instruction or standard of care that surveyors and insurers expect but no authority fixes an interval for — dryer vents, nurse call testing, roof walks, filter service. Every task here carries its label and its citation, and you choose whether to build the bare minimum, the minimum plus best practice, or everything.
How often do fire and smoke dampers need testing?
Under NFPA 80 and NFPA 105: one year after installation, then every four years — except hospitals, which run a six-year cycle. The builder applies the right one from your facility type rather than putting every building on four years.
Is an undocumented inspection the same as a missed one?
For audit purposes, yes — no written record is treated as if the inspection never happened. That's why any system with no record is flagged “due now.”
Does this replace my fire marshal's requirements?
No. It states the national baseline with the code edition per item and stars the tasks where local jurisdictions most often require licensed personnel or stricter frequencies, then generates a question sheet to confirm those with your AHJ.
How often does a fire alarm need testing?
Under NFPA 72: monthly visual checks, quarterly supervisory-device testing, semi-annual component inspections, and an annual full system test; sensitivity every two years after year one. Many AHJs require NICET-certified techs for the annual.
How often must a kitchen hood be cleaned?
Under NFPA 96 (§12.4, 2024 ed.): monthly for solid fuel, quarterly for high-volume, semi-annually for moderate, annually for low volume — by a certified company. Filter cleaning is in-house.
Related tools: PM Checklist Generator · Property Inspection · Work Order · Emergency Plan Builder · Capital Plan · OSHA 300 Log · Log Book
This calendar says when. The Log Book is what you write it on — the same rules, at the same intervals, turned into the sheets that prove the work happened. An undocumented test and a test that never happened look identical on inspection day.
A test this calendar schedules is also the earliest warning that something is worn out rather than out of adjustment — a generator failing its load bank, emergency lights failing the 90-minute discharge, a fire panel your alarm company keeps alive with salvaged parts. When that is what a failure means, it belongs on the capital plan rather than the repair budget. The 300A posting window and the electronic submission deadline are two more dates worth putting on this calendar.
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This calendar reflects national consensus-standard baselines (NFPA, ASME, ASHRAE) with the edition noted per item. Your state, local fire marshal, water authority, or accrediting body may require more frequent service or licensed personnel where a qualified person is shown. This is general information, not legal or engineering advice. See our Privacy Policy and Terms of Use.