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Add your first property

How to create a property in FRA Flow, including the landlord and dutyholder records that anchor every assessment.

By Richard Pryce·Last updated

A property in FRA Flow is the building you assess. Every assessment hangs off a property, every report references the property's profile, and every observation is tied back to a location inside the property. This page walks through creating your first one.

What you need first

Two records have to exist before a property can:

  • A landlord: the organisation that owns or manages the building. The landlord appears on the report cover sheet and drives some of the templating.
  • A dutyholder: the responsible person under the Fire Safety Order. Often the same organisation as the landlord, sometimes a managing agent, occasionally a named individual.

If the dutyholder and landlord are the same organisation, create both records anyway. The data model keeps them separate so a landlord that swaps managing agents later does not break the audit trail on existing reports.

Step 1. Create the landlord

Open the sidebar, go to Landlords, click New landlord. Fill in:

  • Name. The trading name on the report.
  • Address line 1, city, postcode. Where invoices and report copies go. Address line 2 is optional.
  • Contact email. Used for the digital report copy when sign- off completes (M3 feature).

Save. The landlord appears in the list.

Step 2. Create the dutyholder

Go to Dutyholders, click New dutyholder. Fill in:

  • Name. The named responsible person, or the name of the managing agent organisation.
  • Address. Same shape as the landlord form.
  • Contact email.

Save.

Step 3. Create the property

Go to Properties, click New property. Fill in:

  • Name. A short identifier you will recognise in the visit list (e.g. "Bramley House").
  • Address. The actual building address.
  • Landlord and Dutyholder. Pick from the records you just created.
  • Building type. Block of flats or HMO. Drives which BS 9792 sections seed onto each assessment.
  • Storeys and Units. Two integers. The orchestrator uses these in the executive summary, the action plan introduction, and the high-level risk picture, so they are worth getting right.
  • Responsible person. Free text. Often the building manager.
  • Known limitations. Free text. Captured here once and reused on every assessment so the assessor does not have to retype "no plant room access without 24h notice" each visit.

Save.

What happens behind the scenes

Creating the property does three things:

  1. Stores the property record so it can be picked when scheduling an assessment.
  2. Captures the landlord and dutyholder relationship for report cover-sheet rendering.
  3. Sets up the BS 9792 section template that will seed onto the first assessment for this property. (Subsequent assessments inherit the template from this property too.)

The property does not yet have any assessments. The next step is scheduling the first assessment against it.

Editing later

Every property field is editable. Hit the row in the property list, then Edit. Be careful with building type, storeys, and units after assessments exist for the property: the values are embedded in already-written reports so changing them later does not retroactively rewrite the past. The new value only affects future reports.

Soft-delete

Archiving a property hides it from the list but does not destroy the data. Past reports referencing the property still resolve their cover sheets and source links. Only an admin can archive a property.

Where to go next