5 Key Things to Consider When Choosing an External Provider for Safety Checks — and What Their Tech Should Offer

Kathryn Docking
3 days ago
2 min read

Updated: 1 day ago

When it comes to safety checks, rental compliance, and ongoing maintenance, the provider you choose can have a direct impact on your agency’s productivity, your clients’ satisfaction, and ultimately your bottom line.

Illustration depicting integration of technology in business

The right technology solution doesn’t just do the job — it saves you time, reduces friction, and keeps your team focused on higher-value tasks.

Here are five critical things to consider when evaluating an external provider.

1. CRM Integration = Less Admin, Less Stress

Your safety check provider should integrate directly with your existing CRM.

2 way integration means you:

Create jobs directly from your dashboard
Track job status in real time
Eliminate double entry and cross-system confusion

No more chasing updates across emails and spreadsheets or juggling multiple logins.

2. Let Renters Book Their Own Time — and Save Yours

Coordinating safety check appointment times with renters is resource intensive - and especially so if each individual safety check is being carried out in separate visits. If you're using an external provider for your safety checks and compliance, this should be a task you never have to worry about.

So long as you are keeping your renter's contact details up to date in your CRM, a service provider with the right integrated technology will be able to take this communication off your hands.

3. Real-Time Updates and Auto-Filed Reports

When you're managing a large portfolio of properties, having the right documentation in the right place is an important part of your duty of care to your owners. Following a safety check or rental minimum standards inspection you want your report to land in the right place in your CRM so you know exactly where to find it when you need it.

Always have the most recent compliance record, in the right place, when you need it.

4. Proprietary Software Means Fewer Disruptions

Many service providers depend heavily—or entirely—on third-party programs to power their technology platforms. That can create risk — if those third-party platforms change, break, or introduce bugs, things can grind to a halt.

Look for a provider with a proprietary tech platform, developed and maintained in-house as this means they will have greater control, can make faster improvements, and have less downtime.

5. Smarter Scheduling = Fewer Cancellations + Better Pricing

Poor scheduling software can lead to job clashes, delays, and cancellations — which drive up costs and frustrate clients.

A provider of safety checks should be expected to offer clients an intelligent scheduling platform which can allocate jobs efficiently, align safety check visits into a single appointment and keep cancellations low.