Everything your council needs. One platform.

Purpose-built for parish, town & community councils. Manage assets, compliance, and tasks without the filing cabinets.

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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.

Civic.ly AI-powered asset register showing a table of council assets with photos, types, conditions, and locations

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.

Civic.ly interactive map showing council assets plotted on satellite imagery with polygons and asset pins

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.

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Playgrounds

Surface, equipment, barriers, fall zones, impact attenuation

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Outdoor Gym

Equipment condition, signs, safety surfacing, wear assessment

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Sports Facilities

Goal stability, netting, court surfaces, equipment state

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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

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Benches & Shelters

Structural integrity, rot, splinters, vandalism, weathering

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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.

Civic.ly asset editor showing a playground roundabout with linked BS EN safety regulations automatically attached

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

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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

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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

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Repairs & Fixes

Log reactive repairs, assign priorities, and track resolution with before/after photos

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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

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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.

All of this works on mobile too.

iOS and Android. Inspections, jobs, defects, photos — your grounds team gets a daily task list and completes everything from the field. Offline mode included.

Civic.ly mobile app — asset list view with status indicators
Civic.ly mobile app — creating an inspection with checklist selection
Civic.ly mobile app — inspection checklist with pass/fail items
Civic.ly mobile app — completing a safety inspection in the field

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.

Coming soon Document Analysis Screenshot

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.

Civic.ly dashboard showing asset map, KPI summary cards, category breakdown, and upcoming inspections

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