The UK's largest independent hire company has moved its entire Test, Inspect and Certify (TIC) workflow onto a single platform, replacing a legacy system that had fallen behind operational demands. The relationship has since expanded into two further divisions, with integration into the group's customer-facing platform now under discussion.

GAP Group has selected CheckedOK, CoreRFID's inspection management platform, to support its Test, Inspect and Certify division. The operation covers LOLER, PUWER and PPE inspections, load testing, servicing and installations across GAP's nearly 200 UK depots.

Before implementation, the TIC team relied on a separate inspection platform alongside a largely manual administrative process that had become increasingly difficult to manage. Enquiries were logged in Excel, jobs tracked through Outlook, and risk assessments, method statements and contracts attached manually. With 17 engineers carrying out around 100,000 inspections a year, the scheduling process had outgrown the tools supporting it.

In the field, paper timesheets were scanned back to the TIC office before being manually re-entered into central systems. Every job required the same information to be handled multiple times. As volumes increased, performance deteriorated, with frozen screens, slow record retrieval and KPI reports for major accounts having to be manually compiled whenever requested. When issues arose with the previous platform, support response times were slow and engineers increasingly reverted to paper-based working.

Following a formal tender process, GAP Group selected CoreRFID's CheckedOK to replace both the inspection platform and the surrounding administrative workflow.

Enquiries now enter CheckedOK directly. Jobs progress from quotation through scheduling and engineer allocation without leaving the system. A digital pre-visit booking form, covering site access, contacts, purchase order numbers and PPE requirements, is completed by the TIC office and viewed by engineers on their tablets before departure. Inspections are carried out using mobile forms tailored to each asset type, with data uploaded automatically. Client sign-off is captured on site and linked directly to engineer timesheets, while KPI dashboards for major accounts are generated automatically from operational data, eliminating the need for separate report compilation.

The TIC deployment marked the beginning of a broader partnership. GAP Group's Survey & Safety division has since adopted a CoreRFID-built system, while work is underway to bring GAP Hoist Services onto the platform. Longer term, the CoreRFID-powered systems are expected to integrate with GAP Connect, GAP Group's customer platform for managing hire and service agreements, creating a unified operational view for both customers and internal teams. For a business operating at GAP Group's scale, that represents a significant step forward in how compliance information flows across the organisation.

Munzi Ali, Managing Director at CoreRFID, said:

"GAP Group's TIC operation is complex. High volume, multi-depot, with major accounts each requiring unique KPI output. I worked directly with their team through the configuration and testing, and what became clear was how much effort had previously gone into compensating for a platform that wasn't keeping pace. Getting that right mattered. The nature of TIC work means the data must be complete, accessible and right first time. That GAP Group has since extended CheckedOK into two further divisions, with plans to integrate across their customer platform, says more about the operational value than we could."

Paul Harrison, National TIC Manager, Lifting Division at GAP Group Ltd, said:

"The system we were using had reached the point where the workarounds were almost as much effort as the job itself. With the volume of inspections we carry out, that quickly turned into days of wasted time and unnecessary administration.

CheckedOK eliminated all of that. Our engineers can get on with the job, the office is no longer buried in paperwork, and our clients receive everything they need without us having to manually compile reports or chase documentation. It simply works the way a modern inspection system should have worked all along."