Custom Functionality Website for UKRSPEC PROJECT SERVICE

UKRSPETSPROEKSERVIS: How We Digitized Chimney Inspections and Built a System Trusted by Regulatory Authorities

UKRSPETSPROEKSERVIS inspects ventilation systems and chimneys in apartment buildings. Each inspection ends with an act — a legal document that records the technical condition of the channels. Before they contacted us, the entire process existed on paper: the inspector filled out a form by hand, collected signatures, and sent copies to the customer and regulatory authorities. An error in a single field could invalidate the entire act. Finding a two-year-old document for a specific address was a separate quest.

We were tasked with building not a website, but a protected information and communication system (ICS) that would fully replace the paper process — from the inspector filling out the act in an apartment to its signing by the customer and verification by regulatory authorities.

Challenge No. 1: How to Make an Error in the Act Technically Impossible?

An act for inspecting smoke and ventilation channels is not a simple form. It is a regulated document with 20+ technical parameters, where the set of fields changes depending on the type of inspection, and some values are calculated using formulas. One mistake — and the conclusion can be challenged.

We divided the creation of the act into sequential stages, where at each step the system shows only relevant fields, automatically calculates derived values (the cross-sectional area of the channel based on the entered diameter or sides), and does not allow the user to proceed without filling in mandatory data. Dashes in unused fields are inserted automatically — the inspector physically cannot skip or incorrectly fill in a field.

Each stage is saved as a draft — the inspector can start the act in an apartment and finish it in the office. For those working in field conditions, this is not a convenience, but a necessity.

Challenge No. 2: How to Ensure Legally Valid Signing — When Customers Range from a Grandmother with a Push-Button Phone to the Director of an HOA?

Very different people sign the act. A pensioner in an apartment does not have a smartphone. The head of an HOA works exclusively through an electronic signature. One signing method cannot cover this spectrum — and without a signature, the act has no force.

We implemented three signing mechanisms: via an SMS link with a “Sign” button for smartphone owners, via an SMS code for those who cannot follow the link (the code is dictated to the inspector), and via a qualified electronic signature (QES) through the API of the Vchasno service — for legal entities.

Each signing records the date, time, IP address, and method. In case of rejection, the inspector instantly receives a notification with the reason. Result: one process — three paths, and no customer remains “outside the system”.

Challenge No. 3: How to Give Access to All Process Participants — Without Showing Anything Extra?

The system is used by six categories of users: administrator, manager, inspector, individual, legal entity, and regulatory authority. Each must see only what relates to their role. The inspector — only their own acts. The HOA — only acts for assigned addresses. The regulatory authority — everything, but without the company’s internal analytics.

We built a role-based model where access is defined not simply by status, but by the connection to specific objects. Separately, we implemented public access through a QR code: anyone can verify a specific act by scanning the code on the document — without registration, without logging into the system.

Result: A Platform That Replaced Paper Instead of Duplicating It

We created a full-fledged information and communication system on CMS Drupal. The system covers the full cycle: from creating an act by an inspector on-site to signing by the customer, storing it in a protected registry, and verification by regulatory authorities.

For the inspector, it is a mobile tool with autofill, prompts, and draft saving. For management, it is a registry of acts with color statuses, filtering, team productivity analytics, and export to Excel. For the customer, it is transparency: the act is always available by QR code or link, with the option to download a PDF.

Every action in the system is logged, every signature has legal fixation, and every act has a unique number and full change history. The system is integrated with an SMS gateway and the Vchasno API, built on flexible dictionaries, and ready to scale — both in the number of inspectors and in the volume of acts.