Everything your council needs. One platform.
Purpose-built for parish, town & community councils. Manage assets, compliance, and tasks without the filing cabinets.
AI-Powered Asset Register
Upload a photo. Our AI does the rest. No more guessing what's in your files or trawling through spreadsheets and paper.
How it works:
- Photo → Asset: Upload photos and our AI identifies assets from 600+ types across 6 categories and 46 sub-categories
- Auto-description: AI writes detailed descriptions and assesses condition (New, Good, Fair, Poor)
- Location mapping: GPS location, What3Words reference, and property linking — all automatic
- Regulation linking: Automatically links relevant UK safety regulations based on asset type
- Rich records: Store financial values, purchase dates, AGAR compliance flags, photos, and notes
- Smart search: Find any asset instantly with full-text search and advanced filtering
- Bulk actions: Edit, move, or archive multiple assets at once
- Multiple views: Grid, gallery, or map view. PDF export for records and reports
Stop searching through filing cabinets. Get a complete, searchable, compliant record of every asset.
Interactive Mapping
See your entire estate at a glance. Visualise assets on a map, filter by condition or type, and edit drag-and-drop.
Features:
- Multiple layer types: Points (benches, bins), lines (paths, boundaries), polygons (parks, buildings)
- Base map options: Street maps, satellite imagery, and Ordnance Survey MasterMap for precision
- Instant filtering: Filter by condition, asset type, inspection status, or any custom field
- Drag-and-drop editing: Quickly update locations without leaving the map view
- Asset detail popup: Click any asset to see details, view photos, and manage records
- Export and share: Save map views as PDFs for reports and council meetings
Know exactly where everything is. Plan inspections, maintenance routes, and capital projects with clarity.
Task & Workflow Management
Three simple task types. Flexible scheduling. Routines that group tasks into efficient rounds. Works for any council size.
| Task Type | When Used | Scheduling | Example |
|---|---|---|---|
| Inspection | Regular, planned checks on assets using pre-built checklists | Daily, weekly, monthly, annual, or custom (e.g., every 2 years) | Weekly playground safety check, annual tree survey |
| Job | Scheduled maintenance and repairs with completion tracking | One-off or recurring (e.g., seasonal, every 10 years) | Spring path repairs, annual vehicle servicing |
| Defect | Reactive issues found during inspections or reported to council | Logged with priority (Urgent, High, Medium, Low) | Broken bench slat, missing bin lid, overgrown path |
Routines
Group related tasks into rounds. Perfect for bin collections, weekly inspection schedules, or seasonal maintenance.
- Create once, repeat automatically
- Manual ordering for efficient routes
- Assign to team or individual
Scheduling
From daily to every 10 years. Set seasonal windows. Skip holidays. Civic.ly reminds you when work is due.
- Flexible frequency options
- Seasonal scheduling support
- Auto-reminders and notifications
Team Coordination
Assign tasks to the right person. Track who's doing what. See progress in real-time on the dashboard.
- Assign and reassign instantly
- Team notifications
- Completion tracking
85+ Pre-Built Inspection Checklists (and growing)
Each checklist is tailored to UK best practice. Failed items auto-raise defects. New checklists are added regularly as we expand coverage.
Playgrounds
Surface, equipment, barriers, fall zones, impact attenuation
Outdoor Gym
Equipment condition, signs, safety surfacing, wear assessment
Sports Facilities
Goal stability, netting, court surfaces, equipment state
Cemeteries
Memorial stability, inscription clarity, grounds maintenance
Paths & Pavements
Surface condition, trip hazards, drainage, line marking
Vehicles
Pre-use checks, fluid levels, tyre condition, safety equipment
Bins & Litter
Capacity, damage, overflow risk, pest signs
Benches & Shelters
Structural integrity, rot, splinters, vandalism, weathering
Water Features
Quality testing, barriers, equipment state, algae growth
Compliance Engine
UK safety regulations are complex. Civic.ly links relevant standards directly to your assets, so you always know what applies and what needs checking.
A scalable framework, growing with your needs:
- Auto-linked regulations: When you add an asset, Civic.ly attaches the relevant British Standards and safety regulations — no manual research needed
- Playgrounds covered today: BS EN 1176 (parts 1–10), BS EN 1177, and related playground safety standards are already built in
- Sports facilities: BS EN 1270 (basketball), BS EN 15312 (multi-sports), BS EN 16630 (outdoor fitness)
- Water supply: Water Supply Regulations 1999, Private Water Supplies Regulations 2016
- Street furniture & structures: BS 8415, BS 7913, BS EN 12574, BS EN 840, BS EN 1090
- Matched inspection checklists: Each regulation links to tailored inspection checklists with the right questions, input types, and response options
- Continuously expanding: The framework is built to scale — new regulations, checklists, and asset types are added regularly as councils tell us what they need
Get compliance out of your head. Know which assets need what, and when — without having to look it up yourself.
Compliance Sorted. Now What About the Grass?
Grass cutting, bin rounds, building cleans, litter picks — the day-to-day work that keeps your community looking its best. Schedule it, assign it, prove it's done.
Grass Cutting
Schedule seasonal rounds, assign to grounds teams or contractors, track completions with photos
Bin Emptying
Set recurring rounds by route, log overflows, track which bins need replacing
Building Cleaning
Schedule hall, toilet, and pavilion cleans with checklists and sign-off
Litter Picks
Organise volunteer and staff litter rounds across parks and open spaces
Tree & Hedge Work
Track pruning schedules, contractor jobs, and seasonal maintenance cycles
Repairs & Fixes
Log reactive repairs, assign priorities, and track resolution with before/after photos
Toilet Maintenance
Daily opening checks, supply restocking, deep clean scheduling, fault logging
Sports Pitch Prep
Line marking, goal setup, surface checks — scheduled around bookings and seasons
Signage & Noticeboards
Track condition, schedule replacements, log vandalism and repairs
Every job tracked. Every completion timestamped. Photo evidence your team did the work — without chasing anyone for updates.
AI-Powered Document Analysis Coming Soon
Councils receive dozens of lengthy reports every year — fire risk assessments, RoSPA playground inspections, tree surveys, condition reports. Today, someone has to read every page, extract the action items, and manually create a to-do list. That takes hours.
Civic.ly reads the document for you. Upload a 30–40 page report and our AI extracts every work item, prioritises them, and creates jobs and defects automatically — ready to assign to your team or contractors.
How it works:
- Upload any document: PDF reports, risk assessments, survey results, contractor reports — drag and drop or upload from your phone
- AI reads and classifies: Automatically detects the document type, supplier, date, and renewal deadline
- Extracts every work item: AI pulls out all recommendations, defects, and required actions from the report
- Auto-creates tasks: Each work item becomes a job or defect in Civic.ly, linked to the right asset, with priority set
- Renewal reminders: AI detects renewal dates and creates automatic reminder tasks so nothing expires unnoticed
- Full audit trail: The original document stays linked to every task it generated — perfect for insurance and compliance evidence
Works with documents like:
Fire Risk Assessments
Extract actions & renewal dates
RoSPA Reports
100+ page reports in minutes
Tree Surveys
Work orders by priority
Electrical Reports
PAT & fixed wire testing
Condition Surveys
Building & asset assessments
Contractor Reports
Schedules of work & findings
Stop spending hours reading reports and copying action items into spreadsheets and paper. Upload the document and let Civic.ly do the work.
Dashboard & Reporting
Know the state of your estate. Real-time metrics, charts, exports. Everything you need for council meetings and audits.
Features:
- Real-time KPIs: Total assets, total value, condition breakdown, inspection overdue count
- Visual charts: Condition distribution, asset type breakdown, defect trends over time
- Custom filters: Report on any subset: "all playgrounds in the north", "all vehicles", "all red-rated items"
- CSV export: Download data for use in your own systems or analysis tools
- PDF reports: Professional reports for council meetings, audits, and insurance claims
- Custom columns: Add your own fields and they appear automatically in exports
- Compliance dashboard: See which assets have overdue inspections or failed regulations at a glance
Stop cobbling reports together in spreadsheets and paper. Have live data at your fingertips for every decision.
Your community deserves better than spreadsheets and paper
Book a 45-minute demo. We'll share best practices, discuss what other councils do, and show you how Civic.ly fits your council.
Book a Demo