SCHOOLS & UNIVERSITIES
Compliance, Campus-Wide
Sports halls, gyms, swimming pools, workshops and grounds: every building on campus has its own equipment, and its own risks. Papertrail brings every inspection, certificate and checklist into one system, whatever standards each space is held to.
No credit card required.
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26M+ inspections, recorded by
Trusted by
Every building on campus, in one system
Checklist Editor
Standardise safety-critical checks, for example treadmills with safety arches, ropes and harnesses, so nothing gets overlooked. Manufacturer checklists come as standard; build your own with the Checklist Editor on Expert and Enterprise.
Centralised Records
Replace scattered Teams, SharePoint and spreadsheet files with one system across every building.
Mobile App
Grounds and estates teams check goals, machinery and pitch surfaces on the move, from a phone.
Analytics
See compliance status across every site and facility, not just the one you're standing in.
Checklist Editor
Standardise safety-critical checks, for example treadmills with safety arches, ropes and harnesses, so nothing gets overlooked. Manufacturer checklists come as standard; build your own with the Checklist Editor on Expert and Enterprise.
Centralised Records
Replace scattered Teams, SharePoint and spreadsheet files with one system across every building.
Mobile App
Grounds and estates teams check goals, machinery and pitch surfaces on the move, from a phone.
Analytics
See compliance status across every site and facility, not just the one you're standing in.
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Checklist Editor
Inspect
Use manufacturer-approved checklists for any equipment type, from lifting gear to PPE inspection records. Build your own with the Checklist Editor on Expert and Enterprise.
Every check standardised, every record in one place
The University of Edinburgh has run Papertrail for seven years, with 300 users across its sports centres, gym, swimming pool, outdoor centre and boat house.
“We thoroughly enjoy using Papertrail.io as part of our daily routine. We utilised a variety of systems such as Teams, Sharepoints, drives, and excel sheets. Papertrail has effectively streamlined our operations and centralised our information storage.”
Steven McGarva
Facility Manager (Sport and Exercise), University of Edinburgh
Related modules
Grounds Inspection
The same phone-based checks your grounds and estates team runs on goals, machinery and pitch surfaces, with the same schedule and history as everything else on campus.
PPE inspection management
Treadmill safety arches, ropes and harnesses run through the same manufacturer checklists as PPE anywhere else on campus.
Inspection Management
Workshop tools, lab equipment and everything else you're responsible for gets the same schedule-and-checklist treatment.
Your campus records, visible to whoever needs them
PartnerHub connects your account to the organisations you work with, so they see the records you share, and every update to them, in their own workspace.
Invite
Invite another department, head office or the contractor who services your pool plant or gym equipment into a PartnerHub partnership
See
They see the live record in their own workspace, with its full inspection history, not a spreadsheet exported last term
Withdraw
Withdraw access and the record disappears from their view immediately
Whatever standards each space on campus answers to, Papertrail adapts
A swimming pool, a sports hall, a science lab and a workshop don't answer to the same rules. Pool hoists, for example, are lifting equipment for people, so LOLER requires a thorough examination at least every 6 months. Papertrail doesn't force every space into one schedule. Set up a checklist and schedule for each space's own requirements, and it runs automatically from then on.
- ISO 27001, British Assessment Bureau (opens cvs.babcert.com)
- LEEA Associate Member
- IRATA International Associate Member
- GetApp Category Leaders 2025, GetApp User Reviews 4.7
- Capterra Shortlist 2025, Capterra 4.7 (opens www.capterra.co.uk)
- Software Advice Front Runners 2025, Software Advice 4.7
Frequently asked questions
Will our facilities and estates team actually use it, day to day?
Yes. An inspection is a scan, a checklist and a save, on a phone or tablet on site, whether that's a workshop, a plant room or a pitch, not a form filled in later from memory back at a desk. If a question comes up while your team is getting started, our support team's average first response time is under 8 minutes.
How fast can we get every building set up, not just one?
Papertrail builds new accounts from industry-specific templates, so a schools and universities account opens with the folder structure, inspection frequencies, equipment states and record blueprint it needs, not a blank account you configure yourself, building by building. Bringing your existing equipment list and inspection history across is a separate step, and we help you do it.
Can we consolidate records currently scattered across Teams, SharePoint and spreadsheets?
Yes. Equipment records, inspections and certificates from every building move into one system, with one folder structure across the campus, so nobody has to know which drive or spreadsheet a record lives on.
Every building, every check, one record
Book a demo and we'll walk it through with your own campus, or start for free and set up your first building yourself.
26 million inspections recorded· No obligation.
Last reviewed on . MJB.