Digital Forms and Checklists | Real-Link Mobile Inspection Software
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Digital Forms and Checklists

Built for teams who need to prove the work was done, not just that it was planned.

Real-Link takes the forms your team already uses and puts them on a mobile device. Every submission is recorded at the point it happens, with the operative's name, the time and their GPS location attached. When a client, an auditor or an insurer asks for evidence, you have it.

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At a glance
NFC-triggered and ad-hoc forms
Scan a tag to open the right form, or open any form on demand from the app.
✓ Form submitted 09:41 · Unit 4, Crawley J. Barker · GPS verified
GPS location recorded on every submission
Photo evidence
Timestamped photos attached to every submission.
Digital signatures
Client or supervisor sign-off captured on device.
Automated reports
Scheduled summaries sent to clients automatically.
50,000+
Forms submitted
800+
Sites covered
Instant
Cloud upload on scan
Zero
Lost or incomplete records
The gap between planned and done

Most teams do the work. The problem is showing it.

Schedules get planned, rotas get set and teams go out. But when something is questioned, whether it is a missed clean, a failed inspection or an incident on site, the record that matters is the one that was made at the time, in the right place, by the right person. Real-Link creates that record automatically, before your operative answers a single question on the form.

Relevant across your sector
Cleaning schedules, lift inspection reports, fire safety walks, site maintenance logs, contractor inductions, security patrol checklists, compliance audits. If your team fills it in on paper today, it can be in Real-Link tomorrow. We handle the setup and you keep working the same way, just with a record that holds up.
What you get

Everything an ops manager needs to stay on top of what is happening across their sites.

NFC-triggered forms
Scan the tag at a location and the correct form opens automatically. No menus to navigate, no site to select. The form appears because your operative is physically there.
Ad-hoc forms
Not every situation follows a schedule. Any form can be opened directly from the app at any time, without scanning a tag, for tasks and observations that come up outside the planned route.
Photo evidence on every submission
Your operative photographs the work, the defect or the condition directly inside the form. The photo is timestamped and stored permanently with that record.
Digital signatures
Clients and supervisors sign off on the device. The signature travels with the submission and appears in every report generated from it.
Conditional logic
A no answer can open additional questions, require a photo or send an escalation alert. The form adapts based on what your operative finds rather than leaving the next step to chance.
Automated report delivery
Scheduled summaries go directly to client inboxes without anyone on your team having to compile or send them.
Export any time
All completed form data is available as PDF or CSV, filtered by date, site or operative, for clients, auditors or insurers whenever they need it.
Works offline
No signal in the basement or car park? Forms still open and submissions are saved locally, then synced to the portal the moment the device reconnects.
Search and filter in the portal
Find any submission by date, site, operative or form type in seconds. Useful when a client calls and you need to pull up a specific record quickly.
How it works

Set up once. Works every shift from there.

You do not need to change how your team works. Real-Link fits around the job they already do.

1
We build your forms
Send us your existing paperwork and we set everything up in Real-Link before you go live. Your fields, your logic, your required photos.
2
Your team scans or opens on demand
At a tagged location, the right form appears on scan. Anywhere else, they open it directly from the app. Both routes take seconds.
3
They fill it in on site
Checkboxes, text fields, dropdown answers, photos and signatures all captured on the device at the location, at the time. Nothing to write up afterwards.
4
The record is in your portal straight away
Every submission arrives with the operative's name, the exact time and a GPS pin showing where they were when they submitted it. Searchable, filterable and exportable whenever you need it.
5
Clients get reports without you sending them
Scheduled summaries go to client inboxes on whatever cadence you set. No one on your team needs to compile or send anything.
What you need
NFC-enabled Android device
Supplied by Real-Link, pre-loaded and ready to use. iOS is not currently supported due to Apple NFC restrictions.
RFID and NFC tags
Adhesive tags for each inspection point or checkpoint. Supplied and registered in your portal as part of setup. For ad-hoc forms, no tags are needed at all.
Web portal access
Any browser, any device. Live submissions for your team, a separate read-only login for clients, and reports that run on schedule without manual input.
No specialist hardware. No server installation. Real-Link is cloud-based and ready in days, not months.
“

Insurance claims can be countered easier and more effectively. Real-Link simplified how we document attendance, communicate issues and provide service transparency across all our sites.

JM
Jack Martin
Managing Director, Corporate Facilities Services
Works well with

Other solutions your team will find useful.

Fire Safety Inspections
RFID-verified fire equipment checks using the same form system.
Learn more →
Incident Reporting
Log and escalate site issues using the same mobile infrastructure.
Learn more →
Guard Tour Verification
Combine location-triggered forms with checkpoint patrol verification.
Learn more →

Send us your existing forms and we will show you what they look like in Real-Link.

Most teams are running within a few days. Same forms, same process, but with a record behind every submission that you can show to anyone who asks.

Book a Free Demo 01243 855700
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