Last updated 19 May 2025

Mapping Compliance Items

Compliance items are much like activities but are instead created and distributed at trust-level. From the Compliance module within Multi-Site you could create a compliance item (e.g. a weekly ‘Fire Alarm Check’) and either map it down to need completing as an activity at multiple properties in your trust, or map existing property-level activities up to it. This ‘mapping’ of activities to compliance items gives you the ability to oversee the scheduling and completion of activities across all your properties.

How do I map a compliance item?

There are a few ways to achieve this, so please look over the three scenarios listed below and choose the one that best suits your situation.

Before you get started, please go to Multi-Site, expand Compliance, and go to the Compliance Setup page. From here please ensure you are on the blue Activity Compliance Items tab.

Scenario 1: I am creating new compliance items and do not have activities set up at property-level.

There are two ways for you to set up new compliance items within Compliance. You can either adapt one from our library of compliance item templates or create your own compliance item from scratch.

Step One Creating compliance items from our templates

To choose one of our templates, go to the ‘Add Compliance Templates’ button at the top of the page. Clicking this will launch a window with an extensive list of standard checks that you can add as compliance items to your trust. These also include the usual frequency by which such checks should be completed. Select as many templates as you require using the checkboxes in the action column, and once you have made your selection click the green ‘Add Compliance Templates’ button below to add these to your trust.

Or Creating compliance items from scratch

If you wish to create a compliance item from scratch, go to the green ‘Create Compliance Item’ button below the table. This will take you to a page prompting you to give the following information:

Give your new compliance item a title.
Give your new compliance item a description. This description is for your compliance item at trust-level. You can give your mapped activities at property-level a different description if you wish at a later point.
Add a priority to your compliance item. Your priorities will determine how high up the Compliance Matrix that this compliance item will display.
You must assign your new compliance item to a category.
Due Every sets the frequency by which this compliance item will require completing.
Date Managed From MAT Only checkbox sets whether the completion date can be changed at property-level, or whether you would prefer this was only something that can be changed at trust-level. If you choose to turn this feature on, you can find more information on changing due dates from trust-level in Scenario 2 on the upcoming ‘Editing Compliance Items’ page of this tutorial.

Once you are happy with the details of your new compliance item, click ‘Save’ to add it to your trust. This action will take you to the 'Manage' page as described in step 2 below.

Step Two Distributing activities from a compliance item

Populating your compliance items table is just the first step. Now you need to map your compliance items down to your properties so they can be completed at property-level.

To do this, click the pencil icon in the action column to the right-hand side of any of your compliance items. This will take you to the ‘Manage’ page for this compliance item.

At the top of this page, you can make changes to any details associated with this compliance item. Once you are happy with the changes you wish to make, click the green ‘Save’ button to apply them. Be aware that any changes you make will not apply retroactively to activities at property-level, only to new activities generated by this compliance item.

Below the ‘Details’ section are tabs for mapping this compliance item to properties in your trust. On the left-hand side of the ‘Mapping Setup’ tab you will see a section labelled ‘Properties Not Mapped’. This section lists all the properties in your trust which do not currently have a mapping to this compliance item.

Use the checkboxes in the action column on the right to select all properties you would like to map this compliance item down to. Once you are happy with your selection, go to the ‘Please select action…’ dropdown and choose ‘Create New Activity’.

This will launch a window where you can confirm or adapt the details that users at property-level will see, assign the activity to a property-level category, and assign a user to be the property-level ‘owner’ of the activity. Clicking ‘Save’ will generate a new activity at each of the properties mapped to this compliance item.

Marking properties as ‘N/A’

Occasionally, instead of creating a new activity for a property, you may need to mark a property as N/A. This is useful in situations where some of your properties require a certain check, but others do not. For example, older properties will potentially require regular asbestos checks, but new-build properties do not. An asbestos check would therefore be mapped to the older properties, and ‘Marked as N/A’ for a new build.

Scenario 2: I am creating new compliance items from activities previously created at property-level.

If one of your properties has already been using Every at property level, it is possible that they already have activities set up within their Business Management module which you wish to turn into compliance items at trust-level.

To do this, you will first need to create some new compliance items either by using one of Every’s built in templates, or a custom compliance item of your own. You can then use the mapping options within the compliance items you have created to map existing activities at property level up to this compliance item, saving you the need to create duplicates or losing any pre-existing audit trails.

Step One Review your existing activities

Before you get started you should review the activities your property already has set up and determine which of these you want to ‘map up’ to compliance items at trust-level. This is important as you will need to create new compliance items for these within the Compliance area on Multi-Site and then map these activities up to them.

Step Two Creating compliance items from our templates

Creating compliance items from scratch

Give your new compliance item a title.
Give your new compliance item a description. This description is for your compliance item at trust-level. You can give your mapped activities at property-level a different description if you wish at a later point.
Add a priority to your compliance item. Your priorities will determine how high up the Compliance Matrix that this compliance item will display.
You must assign your new compliance item to a category.
Due Every sets the frequency by which this compliance item will require completing.
Date Managed From MAT Only checkbox sets whether the completion date can be changed at property-level, or whether you would prefer this was only something that can be changed at trust-level. If you choose to turn this feature on, you can find more information on changing due dates from trust-level in Scenario 2 on the upcoming ‘Editing Compliance Items’ page of this tutorial.

Once you are happy with the details of your new compliance item, click ‘Save’ to add it to your trust.

Step Three Mapping your activities up to your compliance items

Once you have created your compliance item, for example a ‘Fire Alarm Check’, you can then map your existing fire alarm activity up to this (from property-level).

To do this, find the pencil icon corresponding to the compliance item you are looking to map to. This will load the ‘Manage’ page for that compliance item. Within the blue ‘Mapping Setup’ tab you will find a section on the right labelled ‘Map Existing Activities to…’. Click the green ‘Map Existing Activities’ button below this.

This will launch a window displaying all the activities in properties across your trust. Search through the table to find any activities you want to map up to the compliance item you are currently managing. Check the boxes against each you would like to map and click the ‘Map’ button above.

Scenario 3: I have compliance items set up and need to add them to a new property in my MAT.

If you already have compliance items set up in Multi-Site Compliance, at some point you are likely going to add a new property to your trust or want to change which properties a given activity is applicable to.

Adding compliance items to a new property in your MAT

To map a compliance item to a new property in your MAT, click the pencil icon to launch the ‘Manage’ page for that compliance item and go to the blue ‘Mapping Setup’ tab. Locate your new property in the table in the green ‘Properties Not Mapped’ section on the left, click the corresponding checkbox and go to the ‘Please select action…’ menu above. You can then either choose ‘Create New Activity’ to generate a new, mapped activity within the new property, or ‘Mark as N/A’ to mark that this compliance item is not applicable at this property.

A previously ‘not applicable’ compliance item is now applicable for a property

To make a compliance item applicable for a property, you will first need to locate it in the ‘Activity Compliance Items’ tab on the Compliance Setup page and click the corresponding pencil icon to make changes.

This will take you to the ‘Manage’ page where you will find the property marked ‘N/A’ in the ‘Properties Not Mapped’ table on the ‘Mapping Setup’ tab. You can ‘unmark’ this property by clicking the red ‘X’ next to ‘N/A’ in the action column.

You will then need to create a new activity for this compliance item at this property by checking the checkbox in the action column, going to the ‘Please select action…’ dropdown and choosing ‘Create New Activity’.

How do I ‘unmap’ compliance items from Multi-Site?

‘Unmapping’ disconnects a compliance item at trust-level from an activity at property-level. Mapped activities cannot be marked at N/A, archived or deleted at property level without first being ‘unmapped’. You should also ensure all mappings are ‘unmapped’ for any compliance items you want to archive at trust-level, otherwise the activities at property-level will remain active.

To do this, head to the blue ‘Mapped Activities’ tab on the ‘Manage’ page for any given compliance item. Select all the activities you want to ‘unmap’ using the checkboxes in the action column and go to the ‘Please select action…’ dropdown menu above. From here you should choose ‘Unmap Activity’. All your selected activities will then disappear from the Mapped Activities table.

You can also ‘unmap’ activities individually by clicking the broken link icon in the action column.

How do I ‘unmap’ compliance items from property-level?

At property-level, if an activity is mapped, you will see a small Multi-Site icon appear next to its activity title.

You will also receive the following message if you attempt to remove it using the red ‘X’ button in the action column.

To ‘unmap’ an activity from property-level, you should first click into the activity, then select the tab labelled ‘Compliance’. Here you will find the title of the compliance item that this activity has been mapped to.

Click into the dropdown menu and choose ‘Not Mapped’, then click over to the ‘Update Activity’ tab. Scroll to the bottom of the page and click ‘Save’.

Search for your activity within the Summary and now click on the red ‘X’. This will archive your activity and move it to the archived activities menu. If you would like to delete the activity completely, click the ‘Show Archived Activities’ button, locate the activity and click the red ‘X’ one final time.