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What fire and life-safety inspections can your own staff perform?
Most facilities pay contractors for tasks their own trained staff can legally perform and document. Here is every task, tiered by who may perform it under the national codes — and marked honestly where your local jurisdiction is likely to say otherwise.
The question sounds like it should have a simple answer. It doesn't, because two different rulebooks apply at once. The national consensus standards — NFPA 72 for fire alarm, NFPA 25 for sprinklers, NFPA 10 for extinguishers, NFPA 80 for fire doors, NFPA 101 for egress lighting, NFPA 110 for generators — mostly require a qualified person, which they define by training and competence rather than by license. Then state licensing law and your local fire marshal layer on top, and they frequently do require a licensed contractor for specific tasks. Most guidance you'll find online picks one of those two rulebooks and pretends the other doesn't exist.
So this page does something different: it states the national baseline task by task, and it puts a ★ on every task where the local answer commonly differs — instead of guessing. Those starred tasks are exactly where the money is, and exactly where a wrong assumption gets you cited. The honest move is to ask your AHJ directly, which is why the calendar builder prints those questions as a sheet you can take to them.
Tier 1 — any trained staff member
These need orientation, not credentials. They are also the most frequent tasks on any calendar, which is why they dominate the savings math: a contractor billing a monthly visit adds up far faster than one annual test. Every one of these produces a log entry that is itself the compliance record.
| Task | System | Frequency | Code (edition) | What qualifies your person |
|---|---|---|---|---|
| Panel visual — trouble/supervisory indicators, power, ground faults | Fire alarm | Monthly | NFPA 72 §14.3 (visual inspection) (2022) | Any competent staff member after orientation. |
| Pull stations & notification appliances unobstructed, undamaged, in place | Fire alarm | Monthly | NFPA 72 §14.3 (2022) | In-house walk-through. |
| Gauges + control valves (dry / pre-action / deluge) | Sprinkler system | Weekly | NFPA 25 Table 5.1.1.2 (2023) | In-house with training; dry systems require weekly gauge checks. |
| Gauges + alarm valves (wet systems) | Sprinkler system | Monthly | NFPA 25 Table 5.1.1.2 (2023) | In-house with training. |
| Control valves: sealed / locked / supervised, correct position | Sprinkler system | Monthly | NFPA 25 §13.3 (2023) | In-house. Closed control valves cause the majority of sprinkler activation failures. |
| Portable extinguisher visual — access, gauge, seal, condition, in place | Fire extinguishers | Monthly | NFPA 10 §7.2 (monthly inspection) (2022) | In-house; tag/log kept at least 12 months. |
| Fire door visual — not propped, unobstructed, undamaged, labels visible | Fire doors | Monthly | NFPA 80 §5.2 (periodic) (2022) | In-house walk; supports the annual inspection. |
| Emergency lighting — 30-second functional test | Emergency / exit lighting | Monthly | NFPA 101 §7.9.3 (monthly 30-sec) (2021) | Fully in-house under the national code. |
| Exit sign illumination check | Emergency / exit lighting | Monthly | NFPA 101 §7.10 (2021) | In-house, part of the monthly walk. |
| Grease filter cleaning / swap | Commercial kitchen hood | Weekly | NFPA 96 §12.1 (2024) | In-house; frequency by cooking volume. |
| Machine room housekeeping / visual | Elevator(s) | Monthly | ASME A17.1 §8.6 (2019) | In-house — keep the machine room clean and clear. |
| Backflow preventer visual — leaks, damage | Backflow preventer(s) | Monthly | Best practice / ASSE 5013 | In-house visual. |
| Filter inspection / replacement | HVAC | Monthly | ASHRAE/ACCA 180 §5 (2018) | In-house. |
| Eyewash / shower — weekly activation & flush of dead-leg water; confirm flushing fluid | Eyewash stations | Weekly | ANSI/ISEA Z358.1-2014 §7.5.2 (2014) | No certification prerequisite under the standard — competent-person training (manufacturer or online) is sufficient. In-house eligible. |
| Water heater T&P valve test & visual ⚑ | Water heater(s) | Annual | Manufacturer / best practice (verify) | In-house best practice (verify against equipment/manufacturer). |
| Damper access panels unobstructed; no visible damage or blocked linkage | Fire / smoke dampers | Annual | NFPA 80 §19.4 (access) (2022) | In-house staff during rounds. |
| Firefighters emergency operation — Phase I recall and Phase II in-car test ★ | Elevator(s) | Monthly | ASME A17.1 §8.6.11.1 (2019) | In-house staff may run the monthly test; record results. |
| Private fire hydrant inspection — caps, threads, drainage, obstruction | Private fire hydrants | Annual | NFPA 25 §7.2.2 (hydrant inspection) (2020) | In-house staff may inspect; flow test is contracted. |
| Tank water level, temperature and heating system check | Fire water storage tank | Monthly | NFPA 25 Table 9.1.1.2 (2020) | In-house staff. |
| Nurse call system test — every station, pull cord and dome light ★ | Nurse call system | Monthly | Industry practice (senior-living task library) | In-house; log by room. |
| Door monitors and wander-management system check ★ | Wander management / elopement | Weekly | Industry practice (senior-living task library) | In-house; verify each exit and each transmitter. |
| Bed rail inspection — entrapment zones, latches, hardware | Electric beds & rails | Monthly | FDA Hospital Bed Safety Workgroup guidance | In-house. |
| Resident lift inspection — sling, straps, battery, emergency lowering ★ | Resident lifts | Monthly | Industry practice (senior-living task library) | In-house; remove from service on any sling wear. |
| Resident scale calibration check | Resident scales | Monthly | Industry practice (senior-living task library) | In-house with test weights. |
| Wheelchair and walker inspection — brakes, tires, footrests | Wheelchairs & mobility aids | Monthly | Industry practice (senior-living task library) | In-house. |
| Oxygen concentrator check — filters, flow, alarms | Oxygen concentrators | Monthly | Industry practice (senior-living task library) | In-house per manufacturer. |
| AED check — pad expiry, battery indicator, unit present and accessible ★ | Defibrillators (AED) | Monthly | Industry practice (senior-living task library) | In-house; a missing or expired pad is a survey finding. |
| Water management control-point monitoring — temperature and disinfectant residual, at the frequency your own plan sets ★ | Water management (Legionella) | Weekly | ASHRAE 188 (your own plan sets the frequency) (2018) | In-house once control limits are set. |
| Hot water temperature test and log at resident fixtures (scald prevention) ★ | Water management (Legionella) | Weekly | Industry practice (senior-living task library) | In-house; log location, temperature and time. |
| Water hardness test | Water management (Legionella) | Monthly | Industry practice (senior-living task library) | In-house. |
| Dryer vent and lint duct cleaning — full run, not just the trap ★ | Dryer vents & lint ducts | Annual | Industry practice (senior-living task library) | A cleaning contractor, or in-house staff who can reach the whole run. Heavy commercial laundry needs it more often than once a year — your contractor sets that interval, not this calendar. |
| Dryer lint round — traps, housings and machine surrounds | Dryer vents & lint ducts | Weekly | Industry practice (senior-living task library) | In-house. Longer drying time is usually the first thing anybody notices. |
| Grease trap inspection | Grease traps | Monthly | Industry practice (senior-living task library) | In-house. |
| Power cord and extension cord inspection — no daisy-chains, no damage | Electrical distribution | Monthly | NFPA 99 §6.3 / OSHA 1910.305 | In-house during rounds. |
| Corridor door check — latching, no impediments, no unapproved hold-opens ★ | Egress, corridors & smoke barriers | Monthly | NFPA 101 §19.3.6 (2012) | In-house. |
| Smoke barrier and fire wall inspection — penetrations, above ceiling ★ | Egress, corridors & smoke barriers | Monthly | NFPA 101 §19.3.7 (2012) | Unsealed penetrations are a top survey citation. |
| Hazardous area door check — self-closing and latching | Egress, corridors & smoke barriers | Monthly | NFPA 101 §19.3.2 (2012) | In-house. |
| Decoration and corridor projection check — flame spread and clearance | Egress, corridors & smoke barriers | Monthly | NFPA 101 §19.7.5 (2012) | In-house; seasonal decorations drive citations. |
| Safety committee meeting with minutes | Safety & OSHA program | Monthly | Industry practice (senior-living task library) | Minutes are the evidence. |
| Dishwasher check — wash and rinse temperatures, sanitizer concentration | Kitchen equipment & refrigeration | Monthly | FDA Food Code §4-501.112 / §4-501.114 (as adopted by your state) (2022) | In-house; health-department evidence. |
| Ice machine — filters, coils, sanitize interior, delime | Kitchen equipment & refrigeration | Quarterly | Industry practice (senior-living task library) | In-house or vendor. |
| Refrigerator and freezer temperature log ★ | Kitchen equipment & refrigeration | Weekly | FDA Food Code §3-501.16 (cold holding, as adopted by your state) (2022) | In-house; a health-department staple. |
| Refrigeration condenser coil cleaning | Kitchen equipment & refrigeration | Semi-annual | Industry practice (senior-living task library) | In-house. |
| Carbon monoxide detector test | Fire alarm | Monthly | NFPA 72 §17.12 (CO detection; NFPA 720 withdrawn 2018) + state CO law (2022) | In-house. |
| Carbon monoxide and battery smoke detector battery change | Fire alarm | Semi-annual | Industry practice (senior-living task library) | In-house. |
| Exhaust fan operation check and cleaning | HVAC | Monthly | Industry practice (senior-living task library) | In-house. |
| Air temperature test and log in resident areas | HVAC | Weekly | Industry practice (senior-living task library) | In-house. |
| Facility vehicle safety inspection — lights, brakes, tires, lift | Facility vehicles | Monthly | Industry practice (senior-living task library) | In-house. |
Tier 2 — a designated qualified person
Still in-house, but the standard expects documented training on the specific task, and the person's name and qualification go on the record. This is the tier facilities most often forfeit unnecessarily — a maintenance tech trained on the generator can run the monthly load test and produce a better record than a contractor who visits once, because they are there when it matters.
| Task | System | Frequency | Code (edition) | What qualifies your person |
|---|---|---|---|---|
| Component visual inspections per Table 14.3.1 | Fire alarm | Semi-annual | NFPA 72 Table 14.3.1 (2022) | Trained, qualified person; name & qualification on the record. |
| CO detector replacement | Fire alarm | Every 5 years | NFPA 72 §17.7 / manufacturer (2022) | Per manufacturer end-of-life; staff-replaceable units. |
| Fire pump churn test — diesel weekly / electric monthly (no-flow: 30 min diesel, 10 min electric) | Fire pump | Weekly | NFPA 25 §8.3.1 (2023) | Trained staff run the churn test; record load, duration, and transfer. |
| 90-minute full battery discharge test | Emergency / exit lighting | Annual | NFPA 101 §7.9.3 (annual 90-min) (2021) | In-house with training; log the full 90-minute run. |
| EPSS inspection — fuel, oil, coolant, batteries, charger, leaks | Emergency generator | Weekly | NFPA 110 §8.4.1 (weekly inspection) (2022) | Trained staff checklist. |
| Exercise under load — ≥30 min, ≥30% nameplate (diesel) | Emergency generator | Monthly | NFPA 110 §8.4.2 (monthly load run) (2022) | Trained staff run the monthly load test; record load, duration, transfer. |
| Starting battery replacement (per manufacturer) | Emergency generator | Every 2 years | NFPA 110 §8.3.7 / manufacturer (2022) | Staff-replaceable; ~2–3 years per manufacturer. |
| Coil cleaning, condensate, belts | HVAC | Quarterly | ASHRAE/ACCA 180 §5 (2018) | Trained maintenance staff. |
| Eyewash / shower — annual full inspection (flow, temperature, condition) | Eyewash stations | Annual | ANSI/ISEA Z358.1-2014 §7.5.5 (2014) | Competent-person training sufficient; many facilities use third-party annuals for credibility. In-house eligible. |
| Pool / spa inspection & water testing (state/local health code) ⚑ | Pool / spa | Monthly | State/local pool health code (verify) | Per state/local health code — verify frequency. |
| Roof inspection — semi-annual + after major storms ⚑ | Roof | Semi-annual | Industry standard (verify insurer requirement) | Industry standard / insurer-driven, not code-fixed. |
| Hydrostatic test — dry chemical, CO2, halon (12-year cycle) | Fire extinguishers | Every 12 years | NFPA 10 Table 8.3.1 (12-yr agents) (2022) | Licensed extinguisher service company. |
| Sprinkler head sample test — fast-response heads (20 years, then every 10) | Sprinkler system | Every 20 years | NFPA 25 §5.3.1.1.1.2 (2020) | Licensed sprinkler contractor; sample sent to a testing laboratory. |
| Dry-pipe valve partial trip test (priming water, low-point drains) | Sprinkler system | Annual | NFPA 25 §13.4.4.2.1 (annual partial trip) (2020) | Licensed sprinkler contractor. |
| Antifreeze solution test — specific gravity / freeze point at each loop | Sprinkler system | Annual | NFPA 25 §5.3.4 (antifreeze) (2020) | Licensed sprinkler contractor; solution must be listed. |
| Private fire hydrant flow test | Private fire hydrants | Every 5 years | NFPA 25 §7.3.2 (5-year flow test) (2020) | Licensed contractor or fire department. |
| Fire drill — weekend shift (retain signed sheet) | Fire drills (by shift) | Quarterly | Industry practice (senior-living task library) | Facility staff. |
| Second exercise of choice (tabletop, workshop, or drill) | Emergency preparedness drills | Annual | 42 CFR §483.73(d)(2) | Paired with the full-scale exercise. |
| Grease trap pumped by contractor | Grease traps | Semi-annual | Local sewer authority | Licensed waste hauler; keep the manifest. |
| Main and feeder circuit breaker inspection, documented | Electrical distribution | Annual | NFPA 70B (Standard — mandatory language since the 2023 edition) (2023) | Qualified electrician. |
| Smoke door assembly inspection | Fire doors | Annual | NFPA 105 Ch. 5 (ITM of smoke door assemblies) / NFPA 80 (2022) | Trained inspector. |
| Prepare the OSHA 300A summary | Safety & OSHA program | Every year by 1 February | 29 CFR §1904.32(a)(1)–(2) | Reviewed, totaled and certified in time to be posted on 1 February. |
| Lockout/tagout procedure review | Safety & OSHA program | Annual | 29 CFR §1910.147(c)(6) | Periodic inspection of energy control procedures. |
Tier 2★ — qualified nationally, licensed locally
The honest middle. Under the national code a qualified person may perform these; in practice many states and AHJs require a licensed technician, and insurers sometimes require it independent of the code. NFPA 72 is the clearest example — it qualifies individuals, not firms, so trained facility personnel can perform the annual test under the standard, yet a great many jurisdictions require NICET certification for exactly that task. Do not assume either answer. Ask, get it in writing, and file it.
| Task | System | Frequency | Code (edition) | What qualifies your person |
|---|---|---|---|---|
| Supervisory device testing (sprinkler-connected: tamper, pressure switches) ★ | Fire alarm | Quarterly | NFPA 72 Table 14.4.3.2 (supervisory device testing) (2022) | NFPA baseline allows a qualified person; many jurisdictions require a licensed technician — confirm with your AHJ. |
| Full system test — control equipment, initiating devices, notification, HVAC shutdown ★ | Fire alarm | Annual | NFPA 72 §14.4 (annual ITM) (2022) | NFPA 72 qualifies individuals, not firms — trained facility personnel may perform under the national code, but state/local licensing frequently applies and many AHJs require NICET certification. |
| Waterflow alarm devices, supervisory devices, FDC condition ★ | Sprinkler system | Quarterly | NFPA 25 §5.3.3 / §13.7 (2023) | NFPA baseline allows a qualified person; many jurisdictions require a licensed contractor — confirm with your AHJ. |
| Main drain test at each riser (backflow / PRV on sole supply) ★ | Sprinkler system | Quarterly | NFPA 25 §5.3.3 (main drain quarterly where sole supply passes through backflow preventer or PRV) (2023) | Trained facility staff commonly perform; some jurisdictions require a licensed contractor. |
| Main drain test (all risers) ★ | Sprinkler system | Annual | NFPA 25 §13.2.5 (2023) | Qualified staff under NFPA; licensing commonly required locally. |
| Annual assembly inspection & functional test (13 criteria) ★ | Fire doors | Annual | NFPA 80 §5.2.1 (annual, 13 criteria) (2022) | NFPA 80 requires a 'qualified person' — trained in-house staff qualify under the national standard, but many jurisdictions and insurers expect a licensed fire-protection company. |
| EPSS thorough inspection (full power chain) ★ | Emergency generator | Semi-annual | NFPA 110 §8.3.1 (2022) | Qualified staff under NFPA; many contracts/AHJs use a technician. |
| Full system inspection / service ★ | HVAC | Annual | ASHRAE/ACCA 180 §6 (2018) | Several states layer licensed-contractor requirements on annual mechanical service — confirm locally (Layer 3). |
| Fire, smoke and combination damper operational test — one year after installation, then every 4 years ★ | Fire / smoke dampers | Every 4 years | NFPA 80 §19.4 / NFPA 105 (2022) | Qualified damper technician; hospitals may use the 6-year cycle where the CMS conditions are met. |
| Fire, smoke and combination damper operational test — one year after installation, then every 6 years (hospitals) ★ | Fire / smoke dampers | Every 6 years | NFPA 80 §19.4 / NFPA 105 (hospital 6-year interval) (2022) | Damper testing contractor. Hospitals run a 6-year cycle rather than the 4-year cycle used for other occupancies. |
| Dry-pipe / pre-action full trip test with control valve wide open ★ | Sprinkler system | Every 3 years | NFPA 25 §13.4.4.2.2 (3-year full trip) (2020) | Licensed sprinkler contractor. |
| Fire water storage tank interior inspection (drained or by diver) ★ | Fire water storage tank | Every 5 years | NFPA 25 §9.2.6 (interior inspection) (2020) | Licensed contractor; interval extends where corrosion protection is present. |
| Smoke control / stair pressurisation operational test — dedicated systems ★ | Smoke control / stair pressurisation | Semi-annual | NFPA 92 §8.4.2 (dedicated: semiannual) (2021) | Special inspector or commissioning agent; non-dedicated systems test annually. |
| Fire drill — 1st shift (retain signed sheet) ★ | Fire drills (by shift) | Quarterly | NFPA 101 §19.7.1 / CMS LSC (2012) | Facility staff; one drill per shift per quarter. |
| Fire drill — 2nd shift (retain signed sheet) ★ | Fire drills (by shift) | Quarterly | NFPA 101 §19.7.1 / CMS LSC (2012) | Facility staff. |
| Fire drill — 3rd shift (retain signed sheet) ★ | Fire drills (by shift) | Quarterly | NFPA 101 §19.7.1 / CMS LSC (2012) | Third-shift drills may be announced but must still be documented. |
| Elopement / missing resident drill ★ | Emergency preparedness drills | Quarterly | Industry practice (senior-living task library) | All staff; document search protocol and time to locate. |
| Full-scale community-based exercise, or facility-based if unavailable ★ | Emergency preparedness drills | Annual | 42 CFR §483.73(d)(2) | Required by the CMS Emergency Preparedness Rule. |
| All-hazards risk assessment (HVA) — facility and community based ★ | Emergency preparedness drills | Annual | 42 CFR §483.73(a)(1) | Drives the emergency plan; review and re-sign yearly. |
| Emergency preparedness plan review and update ★ | Emergency preparedness drills | Annual | 42 CFR §483.73(a) | Whole program, not just the written plan. |
| Rail safety audit — full entrapment-zone measurement ★ | Electric beds & rails | Annual | FDA Hospital Bed Safety Workgroup guidance | Trained staff or vendor. |
| Legionella water management plan review — at the cadence your own plan and accreditor set ★ | Water management (Legionella) | Annual | ASHRAE 188 (your own plan sets the review cadence) (2018) | Designated water management team. |
| Receptacle testing at patient bed locations — polarity, ground continuity, retention force ★ | Electrical distribution | Annual | NFPA 99 §6.3.3.2 (12-month interval applies to receptacles not listed hospital grade) (2021) | Required in patient care spaces. |
| Post the OSHA 300A (1 February – 30 April) ★ | Safety & OSHA program | Between 1 February and 30 April each year | 29 CFR §1904.32(b)(6) | Up no later than 1 February, and it stays up until 30 April. |
| Fire marshal inspection (schedule and close out findings) ★ | Safety & OSHA program | Annual | Local AHJ | AHJ visit; track corrective actions to closure. |
Tier 3 — certified or licensed only
These are not recoverable, and you shouldn't try. They need a credential, calibrated equipment, or a filing a facility cannot self-perform — detector sensitivity testing needs a calibrated kit, backflow tests get filed with the water authority by a certified tester, hood cleaning needs a certified company, elevators run through a state or local certificate program.
| Task | System | Frequency | Code (edition) | What qualifies your person |
|---|---|---|---|---|
| Smoke detector sensitivity test (calibrated equipment) | Fire alarm | Every 2 years | NFPA 72 §14.4.5 (sensitivity) (2022) | Year 1, then every 2 years. Needs calibrated test kit and NICET-level tech. |
| Full inspection — heads, pipe, hangers, bracing, signage, spare heads | Sprinkler system | Annual | NFPA 25 §5.2 (2023) | Licensed fire-protection contractor. |
| Internal pipe assessment (obstruction investigation) | Sprinkler system | Every 5 years | NFPA 25 §14.2 (2023) | Licensed contractor. |
| Sprinkler head sample test — standard-response heads (50 years, then every 10) | Sprinkler system | Every 50 years | NFPA 25 §5.3.1 (2023) | Lab testing of representative sample. |
| Fire pump full-flow test (churn, 100%, 150% rated) | Fire pump | Annual | NFPA 25 §8.3.3 (2023) | Licensed contractor with flow equipment. |
| Standpipe flow test | Standpipes | Every 5 years | NFPA 25 §6.3.1 (2023) | Licensed contractor. |
| Annual maintenance examination | Fire extinguishers | Annual | NFPA 10 §7.3 (annual maintenance) (2022) | Certified extinguisher service company; new service tag. |
| Internal examination (stored-pressure) | Fire extinguishers | Every 6 years | NFPA 10 §7.3.3 (2022) | Certified service company; 6-year service collar. |
| Hydrostatic test — water, wet chemical, AFFF (5-year cycle) | Fire extinguishers | Every 5 years | NFPA 10 Table 8.3.1 (5-yr agents) (2022) | Certified test facility. Interval 5 or 12 years depending on extinguisher type. |
| Load bank test at rated capacity (if monthly loading <30%) | Emergency generator | Annual | NFPA 110 §8.4.2.4 (annual load bank) (2022) | Contractor with load bank. |
| Full-load test, 4 continuous hours (Level 1 systems) | Emergency generator | Every 3 years | NFPA 110 §8.4.9 (36-month 4-hour) (2022) | Contractor; Level 1 EPSS every 36 months. |
| Hood & exhaust inspection/cleaning — solid fuel | Commercial kitchen hood | Monthly | NFPA 96 §12.4 (2024 ed.; §11.4 pre-2024) (2024) | Certified hood-cleaning company; cleaning certificate. |
| Hood & exhaust inspection/cleaning — high-volume (24-hr, charbroil, wok) | Commercial kitchen hood | Quarterly | NFPA 96 §12.4 (2024 ed.) (2024) | Certified hood-cleaning company; certificate. |
| Hood & exhaust inspection/cleaning — moderate-volume | Commercial kitchen hood | Semi-annual | NFPA 96 §12.4 (2024 ed.) (2024) | Certified company; certificate + deficiency report. |
| Hood & exhaust inspection/cleaning — low-volume (church, seasonal) | Commercial kitchen hood | Annual | NFPA 96 §12.4 (2024 ed.) (2024) | Certified company; certificate with photo documentation (2024 ed.). |
| Kitchen suppression system inspection | Commercial kitchen hood | Semi-annual | NFPA 96 §11.2 / NFPA 17A (2024) | Factory-authorized technician. |
| Periodic inspection & test → certificate | Elevator(s) | Annual | ASME A17.1 §8.11 (periodic) (2019) | Licensed elevator inspector (state/local program); certificate posted. |
| Backflow preventer test by certified tester, filed with water authority | Backflow preventer(s) | Annual | Local cross-connection control (ASSE 5013 tester) | Certified backflow tester; report filed with the water authority. |
| External / internal inspection per state boiler program — certificate posted | Boiler | Annual | State boiler law (jurisdiction-governed) | State boiler inspector or authorized insurer; intervals & credentials set by state boiler law, not NFPA. |
| Medical gas system ITM ⚑ | Medical gas | Annual | NFPA 99 (ITM interval & ASSE credential — verify) | Medical gas systems require scheduled ITM under NFPA 99 by credentialed personnel (commonly ASSE 6030/6040) — confirm scope and interval with your medical gas verifier. |
The rule that decides all of it: documentation
Whichever tier a task sits in, the record is the compliance. During a survey or an AHJ inspection, an inspection with no written record is treated as a missed inspection — the work effectively did not happen. A defensible record names the task, the date, the person and what qualified them, the result, any deficiency found, the corrective action, and the next due date. That is the standard the log sheets in the calendar builder are built to.
One more thing worth internalizing: under NFPA 25 the building owner owns the program, not the contractor — even when the work is delegated by lease. Hiring it out transfers the labor, never the responsibility.
Build your calendar
Enter your systems and last inspection dates — the tool tiers every task for you and totals what's eligible in-house.
- 1Address
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- 3Systems
- 4Details
- 5Dates
- 6Review
Free · No signup. Your dates and facility details stay on your device — every calculation happens on your device.
Per-system schedules: NFPA 25 · NFPA 72 · NFPA 96 · NFPA 110 · NFPA 80 · NFPA 10 · NFPA 101 · Cross-connection control · ASME A17.1 · ANSI/ISEA Z358.1 · NFPA 80 / NFPA 105 · NFPA 101 / NFPA 105 · NFPA 25 (water supply)
Running the program in-house? Record who did each task, when, and to which standard →
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. Starred items are the most common points of local difference — confirm them with your AHJ. General information, not legal or engineering advice.
Questions people ask
- Can facility staff legally perform fire safety inspections?
- Yes, for a large share of tasks. The national codes — NFPA 72, NFPA 25, NFPA 10, NFPA 80, NFPA 101, NFPA 110 — set requirements for a 'qualified person' rather than a licensed firm for many inspection and testing tasks. Monthly extinguisher checks, emergency lighting tests, sprinkler gauge and control-valve inspections, generator weekly checks and monthly load runs, and fire-door visual walks are all explicitly staff-eligible with training and documentation. State and local licensing can override this for specific tasks.
- Does NFPA 72 require a NICET-certified technician?
- NFPA 72 sets qualifications for individuals, not firms, and trained and qualified facility personnel may perform inspection, testing, and maintenance under the national code. However, many state licensing schemes and local AHJs require NICET certification specifically for the annual fire alarm test — which is why we flag it as a starred item to confirm with your fire marshal rather than assume either way.
- Which tasks truly require a licensed contractor?
- Consistently: annual sprinkler inspection and fire pump flow tests, kitchen hood cleaning (certified company), extinguisher annual maintenance and hydrostatic testing, smoke detector sensitivity testing (calibrated equipment), backflow preventer testing (certified tester, filed with the water authority), elevator certificates, and generator load-bank testing. These require credentials, calibrated equipment, or filings a facility cannot self-perform.
- What does 'qualified person' actually mean?
- It means someone with documented training on the specific task — not a generic job title. The practical test is whether you can produce a record showing who performed the task, what training qualified them, when it was done, and what the result was. If you cannot produce that record, the inspection does not count during an audit.
- How much can a facility save doing inspections in-house?
- It varies with building size and system count, but the recurring monthly and weekly tasks are where it concentrates — those are billed frequently and are almost entirely staff-eligible. The calendar builder totals the estimated contractor spend for the tasks your team could perform, based on national price ranges, and keeps starred (locally-variable) tasks out of the headline number.