F-Gas Tracking Features
Everything you need to stay compliant with UK F-Gas regulations—built into your existing workflow, not bolted on.
Per-Equipment Refrigerant Logging
Every piece of refrigerant-bearing equipment gets its own digital logbook. Engineers record charges, top-ups, recoveries, leak checks, and decommissions directly on the job—from the admin portal, engineer web portal, or mobile app.
- Five action types — charge, top-up, recovery, leak check, decommission
- Quantity tracking — precise kg measurements per entry
- Engineer attribution — every entry linked to the certified engineer who performed it
- Job-linked entries — each log entry tied to a specific job and job number
- Timestamped audit trail — UTC timestamps for every action, meeting the five-year retention requirement
Running Charge & CO₂e Calculation
The system automatically maintains a running charge (current refrigerant quantity) for every piece of equipment. Each time an engineer logs an action, the running charge and CO₂ equivalent are recalculated instantly—no spreadsheets needed.
- Auto-calculated running charge — charges/top-ups add, recoveries subtract
- GWP-based CO₂e — calculated from the refrigerant's Global Warming Potential
- 12 pre-configured refrigerants — R-410A, R-32, R-134a, R-407C, R-404A, R-1234yf and more
- Custom gas types — add your own refrigerants with custom GWP values
- Dashboard summary cards — gas type, current charge, CO₂e, and next leak check at a glance
Automatic Leak Check Scheduling
Field Ascend calculates each piece of equipment's CO₂e and automatically schedules the next leak check based on the regulatory thresholds. Dashboard tiles show overdue and due-soon leak checks so nothing slips through.
| CO₂e Threshold | Required Interval | Default in Field Ascend |
|---|---|---|
| ≥ 5 tonnes | Every 12 months | 12 months (configurable) |
| ≥ 50 tonnes | Every 6 months | 6 months (configurable) |
| ≥ 500 tonnes | Every 3 months | 3 months (configurable) |
- Configurable intervals — adjust thresholds per tenant to match your operational policy
- Dashboard alerts — "Leak Checks Overdue" and "Due Soon" tiles on your main dashboard
- Next check date auto-calculated — set when the engineer logs a leak check
Force Rules for Job Completion
Enable the Force Refrigerant Log setting and engineers cannot mark a job as complete until every refrigerant-bearing piece of equipment on that job has at least one F-Gas log entry. This works across all three platforms—admin portal, engineer web portal, and the offline mobile app.
- Tenant-level toggle — enable or disable per business
- Multi-equipment aware — checks every bearing item on the job, not just one
- Consistent enforcement — same pattern as mandatory photos, signatures, RAMS, and PPM checks
- PPM integration — engineers can also complete F-Gas logs during PPM check completion
- Clear UI feedback — red "Required" badges on equipment cards until completed
Offline-First Mobile App
Engineers working in plant rooms, basements, rooftops, and rural sites often have no mobile signal. Field Ascend's offline-first mobile app saves F-Gas log entries to the device's local database instantly. Everything syncs to the server automatically when connectivity returns.
- True offline-first — SQLite on-device, not "offline mode"
- Instant feedback — no loading spinners, no "waiting for server"
- Background batch sync — queued entries push automatically
- Refrigerant type cache — gas types available offline
- Force rules enforced offline — compliance checks don't need connectivity
Customer Portal Access
Under F-Gas regulations, equipment operators (your customers) are responsible for ensuring compliance. Field Ascend lets you give your customers direct access to their equipment's refrigerant history, leak check results, and compliance summaries—reducing admin requests and building trust.
- Tenant-controlled visibility — enable or disable customer F-Gas access per business
- Summary dashboard — gas type, current charge, CO₂e, next leak check due
- Full log history — every charge, recovery, and leak check visible
- CSV download — customers can export records for their own auditors