Understanding all the terms and features related to our product can help you get the most out of your experience.
This glossary provides clear, concise definitions for key terms, tools, and features you’ll encounter while using our platform. Whether you’re just getting started or need a quick refresher, this guide is here to help you navigate with confidence.
A
Terminology | Definition |
Admin (Role) | Admins have full control in Onetrace. They can create, edit, and manage all parts of the system, like setting up fire safety projects and reviewing data. |
Approvals | Approvals are an essential part of the quality assurance process, allowing you to easily approve or reject job sheets submitted by operatives. Once approvals are configured within a project, you can assign them to specific forms as needed—for example, applying them to inspections but not to surveys. Additionally, you have the option to display approval stages on the PDF report. |
Attachments | Attachments are files (like drawings or material certificates) you add to support your projects. They help prove compliance and keep all documents in one place. |
Attributes | Attributes are custom data fields added to a specification to capture vital project details such as material grade (e.g. Fire Rating) or installation method (e.g. mechanical fastening). These help standardise documentation for quality audits and project compliance reports. |
B
Terminology | Definition |
Billing | A monthly invoice is generated and sent to the provided billing address. When a successful payment has reached Onetrace, a transactional receipt will be sent to the provided billing address. |
Block (Site Manager) | Structure your sites within Onetrace by using blocks, a block can refer to a building or set of buildings where your operatives will be working, e.g. One Canada Square or St Thomas Hospital |
C
Terminology | Definiton |
Clients | Clients are the people or companies you will be carrying out work for. Within Onetrace, clients can view project progress, ensuring greater visibility and reducing the need for back-and-forth communication regarding project updates. |
Clock in and clock out (Timesheets) | Operatives record when they arrive and leave the site, with a GPS stamp being taken at that point in time. Helping you to manage time, track hours, and keep audit trails. |
Custom reference (Jobs) | You can create your own labels or reference points within your projects (like unit numbers or work order codes) to help organise your jobs. |
Customised templates | Customisable forms and reports tailored for tasks like quality checklists, progress logs, or completion certificates. |
D
Terminology | Definition |
Details | Includes critical project-specific data such as building name, work scope category, and responsible parties. |
Documents | Central repository for fire safety certificates, drawings, risk assessments, and other compliance documentation. |
Drawings | GA drawings are a representation of your site, including specific details of a site's infrastructure. Within Onetrace, you can use pins to mark up locations for installs and inspections on the drawings. This can be done ahead of time for your operatives, without you having to set foot on site. |
E
Terminology | Definition |
Enforce required fields (Forms) | Ensures operatives input mandatory data (e.g., material type or installation date) before submission. |
Excel Reports | Downloadable reports summarising tasks, inspections, or material data in spreadsheet format for project reviews. |
F
Terminology | Definition |
Field type | Different field types let you collect the right info, like checkboxes for yes/no or drop-downs for materials used. Onetrace has pre-built templates with example field types for common install and survey jobs. |
Files (Specifications) | Technical documents such as equipment specs, installation manuals, and test results are essential for verification. |
Flat amount (Rates) | A fixed price for a specific material or service, regardless of usage. |
For anything above | When the material used exceeds the highest “For up to” threshold, pricing will default to the “For anything above” rate. |
For up to (Rates) | The amount of product used up to a particular price point, e.g. £8 a meter of sealant up to 20 meters, then it's £5 a meter for anything beyond 20 meters. |
Forms | Digitised checklists and data entry tools designed for on-site work, such as installation or inspection of electrical systems, plumbing fixtures, or structural components. Forms ensure consistent data capture in line with quality standards and simplify evidence submission during project audits. |
G
Terminology | Definition |
Global search | Global Search enables you to search for specific information from anywhere on the Onetrace system using the search bar. It is a faster and more efficient way of retrieving project-related information rather than searching through different sections manually. Press the ' / ' key for a keyboard shortcut to use Global Search. |
GPS location | When users clock in or clock out using the Onetrace mobile app, a snapshot of their GPS location is captured at that exact moment. The app does not track their location continuously - only at the time of clocking in and clocking out. |
Guest (Team and Roles) | Limited access role, allowing third-party inspectors or clients to view project documentation without editing rights. |
I
Terminology | Definition |
Inbox | Central hub for receiving task assignments, approvals, or document submission notifications. In the event of rejecting any approvals, the rejected job will be reflected under items pending resolution within your operatives' inboxes on their mobile app. |
Input types (Materials) | Defines measurable units for materials. Onetrace offers the following measurement types: Quantity, Quantity & Diameter, Square Meters, Square Meters (4 Sides), Square Meters (All Sides), Cubic Meters, Linear Meters, Linear Meters & Joint Size, Length & Diameter, Average Side. Learn more |
Items pending resolution (Rejections) | Jobs that have been rejected in this section, with detailed instructions for the operatives on how to complete them within their Onetrace mobile app. |
J
Terminology | Definition |
Jobs | Scheduled activities such as routine inspections, system installations, or quality verifications. |
Job Attributes | Custom information points (e.g., fire rating, access level) to categorise and track jobs more effectively. |
Job No. | Unique identifier auto-generated for each job, used for traceability and reporting. |
Job Sheets | Detailed job documentation with a form attached outlining steps, safety checks, and sign-offs specific to the job. |
L
Terminology | Definition |
Levels | Floors or vertical divisions of a building for organising checks, drawings, and tasks. |
Library | A curated hub of templates, materials, and forms for quick access and reuse. |
Locations/Pins | A visual marker to indicate the exact spot on a GA drawing where a job is to be carried out. Pins make it easier to accurately monitor project progress. |
M
Terminology | Definition |
Materials | Fire protection components such as fire-rated mastic, batts, wraps, and intumescent paint are used in passive fire stopping. Onetrace enables pre-configuration of materials, ensuring compliance with manufacturer specifications and facilitating accurate job costing and traceability. |
Materials (Specifications) | List of certified materials used in jobs, including technical standards and usage instructions. |
Members | Members are your operatives, who can start and complete jobs using the mobile app and have read-only access to the main desktop system. |
O
Terminology | Definition |
Offline drawings | In areas with poor or no signal, operatives can work in offline mode. If the drawing mode is turned on, drawings can be downloaded onto their mobile device to continue work on the job. |
Operative acceptance | A digital declaration made by operatives before submitting a job form can be used for installs and surveys to ensure that the work has been done according to standards and manufacturers' recommendations. |
Owner | Owners can exclusively access and manage the subscriptions tab within Onetrace, along with access to the rest of the Onetrace App. Find out more about roles in Onetrace |
P
Terminology | Definition |
PDF reports | Generate PDF reports in two ways; a single PDF with all job items included or a zip folder of individual reports for all job items. |
Pre-drop pins | Pre-drop pins on GA drawings before starting a project for quoting purposes, or you can use pre-drop pins to set up jobs for your operatives before they are on site. Your operatives will have all the information (e.g. location, installation details, time of pin drop and pricing) ready for them in the mobile app. |
Price | Onetrace will automatically assign a cost to each material, service, or job based on your specifications |
Private documents | Confidential fire safety documents (e.g., audit results, client data) can be restricted to authorised users by making them private within Onetrace. |
Productivity | Track the productivity of your operatives, teams and projects in real-time, with the option to filter with custom timeframes. |
Projects | A digital representation of a job site where all documentation, specifications, site drawings, materials, and inspection records are centralised. Enables operatives and admins to maintain a traceable, audit-ready environment to meet quality standards and legal compliance across the project lifecycle. |
Q
Terminology | Definition |
QR Codes | QR codes are used to label work areas or items (like fire doors or sealant areas). When scanned, they show job details so anyone can quickly check what was done, helping with tracking and compliance. |
Qualifications | Track certifications (like FIRAS training) to show your team is trained and compliant. Maintaining up-to-date qualifications helps contractors and subcontractors prove competency to clients, win work, meet regulatory requirements, and reduce on-site risk. |
R
Terminology | Definition |
Rate groups | Set pricing levels, like material, labour and client charges for different projects and jobs. |
Real-time data | When workers log jobs on-site (like installing fire collars), the info appears right away in the office. This makes tracking progress faster and keeps everyone in the loop. |
Rejections | A feedback mechanism is used when submitted work fails to meet standards, such as incomplete installation or incorrect material usage. Enables the supervisor to issue corrective instructions directly to operatives, ensuring installations meet building codes or manufacturer installation guides. |
Reports | Reports provide transparency and traceability for your projects, which you can share with clients. Evidence within these reports is stored in the cloud, so they are easily accessible wherever you may be working, and can be submitted to audits with a couple of clicks. |
Reports by | Generate PDF or Excel reports containing all information within the chosen job sheet(s). These reports can be used for auditing and traceability purposes, for installations and surveys. |
Reports by locations | Generate detailed reports for specific locations, outputting either as a PDF or an Excel sheet to be sent to your email |
Reports by drawings | Generate a PDF with all pins dropped on the drawing, useful for printing and external record keeping |
S
Terminology | Definition |
Scope of work | Any information related to the project that your team will be carrying out in real-time. Within Onetrace this could mean locations, team members assigned, materials, rate, etc. |
Seats | A seat refers to an individual user within your Onetrace account; a minimum of 5 seats must be used at all times. Seats include roles such as Admin, Manager, and Operative. |
Seat count | Total number of users across all role types (e.g. admin, operative) who have access to your Onetrace account. |
Settings | Centralised place for account management, global rates, QR codes, report branding and more. |
Signed docs | Create and distribute documents that require signatures from your team. Use signed docs for documents like RAMs to evidence that your operatives have read and understood the risk involved with that project. |
Site | A digital representation of the physical location where work will be undertaken by your operatives. Mirror details from the physical location by utilising blocks, levels and zones in Site Manager. |
Site address | The physical address of your site; used for communication, navigation and identification purposes. |
Site contact | The main point of contact on your project's physical site. |
Site manager | A tool where you upload your building drawings and divide the site into floors, blocks, and zones. It helps you plan where work needs to happen (like fire door installs) and track progress. |
Specifications | A detailed breakdown of all the components involved in an installation. For example, instructions to install an FD30 fire door or details regarding the materials, dimensions, fire rating, and pricing. |
Specifications details | Unique identification codes for specifications within your Onetrace account |
T
Terminology | Definition |
Team and Role | Defines responsibilities and access levels for different role types within Onetrace. Find out more about roles. |
Templates | Templates let you quickly create repeatable job forms for common tasks like fire door checks or fire-stopping installs. This helps you collect the right info every time and stay compliant with safety standards and accreditations. |
Templates from the Library | Pre-defined install and survey forms are included in your account when you join Onetreace. These templates help get you up and running and can be reused to save time. |
Tiers | Different pricing levels for materials based amount used, giving you the ability to have scalable pricing with your project by utilising the Flat Amount, Per item and For up to options within Onetrace. |
Timesheets | Timesheets track when workers arrive at and leave the site. It helps make sure your team is where they should be and gives you records to show for health & safety and compliance checks. |
To-do List | Task list for operatives to manage their workload and complete their jobs in a structured manner. The to-do list also keeps a record of the work completed, which is then stored by Onetrace in case it is needed in the future. Used in conjunction with pre-dropped pins, Admins can set up locations and plan work schedules ahead of time. |
V
Terminology | Definition |
Variation | Documenting variations is essential for maintaining transparency with your clients, especially when there are changes to the originally agreed-upon price or scope of work. With Onetrace, you can easily identify which jobs include variations, track those changes in detail, and generate professional reports to share with your clients, ensuring clear communication and accountability throughout the project. |
W
Terminology | Definition |
What’s New? | Onetrace’s in-product changelog keeps you informed about updates to the product. You will receive notifications in the What’s New? section of the navigation sidebar, located in the bottom left-hand corner of your Onetrace screen. Whether it's a major feature release or a small improvement to existing functionality, you'll have visibility into how Onetrace is evolving to better support you and your business. |
Z
Terminology | Definition |
Zones | Zones are defined areas within a building that can help Operatives find locations on site, where work needs to be carried out. Zones are only available when drawings are enabled on a project. |