Fire protection and life safety software
DispatchMind runs a fire protection and life safety company from one place: calls and leads in, jobs on the schedule, the work on your team’s phones, then the invoice. Pick Fire protection and life safety when you sign up and it’s set up for your trade from the first screen. You can change any of it later.
A fire protection company lives on a calendar of yearly and quarterly visits to restaurants, offices and buildings. Miss one and the customer finds someone else. DispatchMind builds those visits ahead of time, routes them in driving order and turns every deficiency your tech finds into a repair quote.
A typical fire protection and life safety job in DispatchMind
- The building manager calls about the yearly sprinkler inspection, and it gets booked as an Annual inspection on that customer's service plan.
- The visit lands on the tech's route for the day in driving order, along with every extinguisher and panel on file at that address.
- The tech works the checklist, snaps photos of a corroded head and an expired tag, and adds a Deficiency follow-up tag before leaving.
- The office builds a repair estimate from the price book, the manager signs it on his phone, and a Repair job gets created.
- When the repair is closed out, the job is tagged Ready to invoice and the customer pays by card through your own Stripe account.
What fire protection and life safety owners tell us slows them down
Yearly visits slipping through the cracks
Most of your money comes back once a year, or every quarter for hood suppression. Recurring service plans create those visits ahead of time, so nothing depends on somebody remembering. If a tenant asks to push one visit, you move that single visit and the rest of the plan stays put.
Deficiencies that never become work
Techs find problems on almost every inspection, and too many die on a paper report. Tag the job Deficiency follow-up, attach the photos and send an estimate from the price book the same day. An automation nudges the office when a quote sits unsigned.
Records stuck in binders
Customers ask what was done, when, and on which unit. Equipment on file keeps the brand, model and dates for every extinguisher, panel and hood system at each address. Photos, notes and checklists stay on the job page, and search finds them in seconds.
Set up for fire protection and life safety from day one
Your job types
- Annual inspection
- Extinguisher service
- Sprinkler inspection
- Fire alarm inspection
- Hood suppression inspection
- Emergency light test
- Repair
- Deficiency follow-up
The details you keep on each job
- Building / site name
- Systems on site
- Extinguishers
- Next inspection due
- Deficiencies found
A checklist for the work
Inspection visit: Each device listed and checked · Tags dated and signed · Deficiencies written down with photos · Customer told before leaving · Report sent · Next due date set
A starter price list
Your common items are already in your price book. You set every price; nothing is filled in for you.
- Inspection (per site)
- Extinguisher service (each)
- Extinguisher replacement
- Recharge
- Repair labor (per hour)
- Emergency light battery
Equipment on file
Keep what’s installed at each place, by type and brand (Ansul, Amerex, Kidde, Notifier, Simplex, Viking, Tyco and more).
Repeat visits and routes
- Plans that say how often: every week, every 2 weeks, monthly, quarterly or once a year.
- Each customer gets a service day and time, and visits land on that day.
- Visits become jobs ahead of time by themselves. Skip or move one visit without touching the rest.
- Each tech’s day in driving order, nearest stop next, with directions for every leg.
Nellie knows the trade
Nellie is the assistant built into DispatchMind. On a fire protection and life safety account she knows how your customers talk and what to ask:
- Which site, and what systems are there (extinguishers, sprinklers, alarm, kitchen hood)?
- Is an inspection due, or did something fail or go off?
- Did the fire marshal leave a notice? By when?
- Best time and who meets the tech?
What she treats as urgent: A sprinkler head leaking or a system that discharged; A fire alarm panel in trouble or offline at an occupied building; A kitchen hood system that discharged before service.
What she never does: Never quote a price the company hasn’t set; Never say a system is up to code, compliant or will pass an inspection: the licensed tech and the inspector decide that; Never tell anyone to silence or disable an alarm or sprinkler system.
Everything else
- Jobs move through four plain steps: Submitted, In progress, Pending, Done pending approval. Your trade’s own steps are color tags you can sort by.
- Estimates and invoices from your price book.
- A tech app for your team, with what each person may see set by you.
- Reports and commissions worked out from your own jobs.
- Bring your customers and jobs over from the system you use now.
Fire protection and life safety software: common questions
Can one customer have extinguisher, alarm and hood inspections on different schedules?
Yes. A customer can have more than one service plan, so the alarm panel can run yearly while the hood system runs quarterly. Visits are created ahead of time and drop onto the right route day.
How do my techs record what they found at each building?
The tech app has a checklist built for your inspections, plus notes and photos on every job. The office sees it on the job page as soon as it's saved. If there's no signal in the basement, the app keeps working with the jobs already loaded.
Can I keep a list of every extinguisher and panel at a site?
Yes. Log the brand, model and dates for each unit at an address as equipment on file. Your tech sees the list before he walks in, and you can look up any unit later.
What happens when a tech finds a deficiency?
He tags the job Deficiency follow-up and adds photos. You build an estimate from your price book, the customer approves and signs, and it turns into a Repair job and then an invoice without retyping.
Can I try DispatchMind for my fire protection company before paying?
Yes. Every account starts with a 14-day free trial, all features on, and you don't enter a card. Load a few service plans and run a real inspection week on it. If you stay, it's month to month.
Related trades
Try DispatchMind free for 14 days
Set up for fire protection and life safety. No card, month to month.