Outcome
One physical door stays one record across years.
Resources
Door register door IDs: naming + location checklist
A practical checklist for choosing a stable door ID system and location hierarchy so repeat visits, remedials, and audit trails stay joined up.
Door register
Door IDs
Consistency
Door identity
Click to enlarge
Guide summary
Make it consistent
Agree a hierarchy and a small list of approved location labels.
In FireDoorApp
Door register filters, audit trails, PDFs, and exports stay clean.
At a glance
Stable door IDs are what keep inspections, remedials, photos, and outputs joined up across repeat visits.
Choose an ID scheme
Pick a door ID format that won’t change when staff, contractors, or floor naming changes.
Lock consistency
Agree the location hierarchy and glossary once, then apply it across the whole portfolio.
Tag for repeat visits
Once IDs are stable, QR/NFC tags make it faster to land on the right door record on site.
Why door IDs matter
Door IDs are the thread that ties inspections, remedials, photos, PDFs, and sign‑off together. If IDs shift between visits, your audit trail breaks.
- Repeat visits: inspectors should open the same door record every time, not create “Door 12 (new)”.
- Remedials: tasks must attach to the door that created them, so status and evidence stay in one place.
- Client confidence: consistent IDs make reports comparable across time and across buildings.
Door ID checklist (the rules)
A good ID system is boring: stable, unique, and easy to apply on site.
Rule 1
Uniqueness
Unique at least within a building (ideally within your whole estate). Avoid “Flat door” and other duplicates.
Rule 2
Stability
Once a door has an ID, never reuse it for a different door, even if the original is removed.
Rule 3
Human-friendly
IDs should be readable when spoken or typed (for phone calls, email, and site notes).
Rule 4
Not location-dependent
Avoid encoding exact locations into IDs if those locations can change (renumbered flats, refurbished blocks).
Example formats teams use
- Building code + sequential:
BKA-001,BKA-002… - Block/Floor + sequential:
BLK-A-F2-014(only if floor labeling is stable long-term). - Existing label carry-over: keep the client’s existing ID scheme if it’s stable and unique.
Decide where the ID “lives” (and keep it safe)
- In the system: the ID should always exist in your door register so exports and audit trails stay consistent.
- On labels/tags (optional): QR/NFC tags help inspectors open the correct door record fast, but the tag should point to the record — it shouldn’t be the only place the ID exists.
- On the door: if you physically label doors, follow building owner policy and manufacturer guidance so you don’t affect the door assembly, certification labels, seals, or hardware.
Location hierarchy checklist
Keep locations consistent so filters, exports, and reports stay clean.
- Agree a hierarchy: Site → Block → Floor → Area → Door location (and apply it everywhere).
- Standardise labels: “Floor 02” vs “2nd floor” creates messy reporting — pick one.
- Keep a glossary: short list of approved area names (Lobby, Stair A, Corridor West, etc.).
- Handle exceptions: define how you name risers, plant rooms, or mixed-use areas so they don’t become one-off chaos.
Edge cases (don’t let them wreck the register)
Agree these rules before you onboard a large estate.
- Door replaced: keep the same door record or retire it and create a new one — but record the rule and apply consistently.
- Duplicate IDs found: resolve once, then lock down the ID policy so it doesn’t reoccur.
- Unknown door rating: keep rating fields optional and avoid inventing values; rely on evidence and competent assessment.
- Portfolio rollouts: onboard one building first to validate the naming scheme before scaling.
How to onboard an estate without ID drift
Most door registers fail when different people name doors differently. These steps keep the register clean.
Step 1
Lock the naming policy
Write down the ID format, location hierarchy, and allowed labels (glossary) and share it with the team.
Step 2
Run one pilot building
Onboard one building first, then review duplicates, location drift, and missing doors before scaling.
Step 3
Tag only after the policy is stable
QR/NFC tags work best when door IDs are stable — otherwise you’ll end up reprinting labels and reassigning tags.
Common questions
Quick answers on choosing, keeping, and scaling an ID system across a portfolio.
Should the door ID be the QR/NFC tag code?
Treat the tag as a pointer to the record, not the record itself. Keep a stable door ID inside the register and let the tag open it quickly.
Can we keep the client’s existing ID scheme?
Yes, if it’s unique and stable. If IDs drift or clash, it’s usually better to reissue a clean scheme and document the mapping.
What breaks door registers most often?
Location drift (different wording per inspector), reused IDs, and duplicate doors created on repeat visits.
Where does this show up in FireDoorApp?
In the door register, workflows, and outputs: stable IDs keep inspection history, remedials, PDFs, and portal exports linked to the same doors.
Set your door ID system once.
Then keep inspections, remedials, and PDFs joined up per door without spreadsheet rebuilds.