ServiceM8 form
ServiceM8 fire door inspection form: gaps, closers and tags
This ServiceM8 Form surveys one fire or smoke doorset at a time for AS 1851 routine service: door ID, compliance tags on leaf and frame, measured clearances in millimetres, closer, self latching, seals, hardware and signage. Every failed check gets its own photo, and the Word template prints the photos beside the measurements so the defect list proves itself.
Last checked 25 Sep 2026 against the sources listed at the end of this page.
Free form ยท AS 1851:2012 (routine service); AS 1905.1:2015 (doorset requirements)
Fire and smoke door inspection form for fire services and passive fire
A per door inspection PDF with measured clearances and embedded tag and defect photos, and with Asset Management a door register for the building.
The form: 26 questions
| Section | Question | Type | Req. | Notes |
|---|---|---|---|---|
| Door | Door ID | Text | Yes | From the fire door schedule or the asset label. |
| Door | Location | Text | Yes | |
| Door | Door type | Choice Fire doorset (hinged) / Fire doorset (sliding) / Smoke doorset / Solid core door / Fire shutter | Yes | |
| Door | Routine | Choice Six monthly / Yearly / Other | Yes | |
| Tags | Leaf tag present and legible | Choice Yes / No / Painted over | Yes | |
| Tags | Frame tag present and legible | Choice Yes / No / Painted over | Yes | |
| Tags | Fire resistance level shown on tag | Text | For example -/60/30. | |
| Tags | Tag photo | Photo | Yes | |
| Clearances | Leaf to frame gap, head (mm) | Number | Yes | Commonly cited limit: mean no more than 3 mm. |
| Clearances | Leaf to frame gap, hinge side (mm) | Number | Yes | |
| Clearances | Leaf to frame gap, lock side (mm) | Number | Yes | |
| Clearances | Leaf to floor gap (mm) | Number | Yes | Commonly cited: 3 to 10 mm to a finished floor, up to 25 mm to a non combustible threshold. |
| Clearances | Floor surface under door | Choice Finished floor covering / Non combustible threshold | Yes | |
| Clearances | Gap photo | Photo | Skip when all gaps are within limits. | |
| Operation | Closes fully from any open position | Choice Pass / Fail | Yes | |
| Operation | Self latches without assistance | Choice Pass / Fail | Yes | |
| Operation | Hold open device releases on alarm | Choice Pass / Fail / Not fitted | Yes | |
| Hardware | Hardware and leaf defects | Multiple choice Closer leaking or damaged / Hinge loose or missing screws / Unrated lock or bolt fitted / Door wedged or propped / Leaf warped or delaminated / Edge damage / Frame corroded or loose / Seals damaged or missing / Vision panel cracked / Unapproved penetration / None | Yes | |
| Hardware | Defect photo 1 | Photo | Skip when Hardware and leaf defects equals None. | |
| Hardware | Defect photo 2 | Photo | Skip when Hardware and leaf defects equals None. | |
| Signage | Required signage present | Choice Yes / No / Not required | Yes | |
| Result | Result | Choice Compliant / Non compliant, critical / Non compliant, non critical | Yes | |
| Result | Recommended rectification | Text | ||
| Result | Date inspected | Date | Yes | |
| Sign off | Inspector name and licence number | Text | Yes | |
| Sign off | Inspector signature | Signature | Yes |
Set it up in ServiceM8
- Create an asset type called Fire door with fields for door type, location and fire resistance level, and label each door when you first survey the building.
- Add the questions above in Settings > Forms > Add Form, choosing Number for every clearance and Photo for the tag, gap and defect questions.
- Add Skip Question If conditions so Gap photo is skipped when every gap is within your limits, and the defect photos are skipped when Hardware and leaf defects equals None.
- Download the sample template, place the clearance numbers in a small table and put image_form_ field codes for the photos beside it (medium for defects, small for the tag).
- Keep photo question names short and plain, since they become part of each template field code.
- In the Asset Register template setup, show door ID, location, result and date inspected as columns so the client gets one door schedule for the building.
A fire door fails on millimetres and photos
A fire door is not a door. It is a doorset (leaf, frame, closer, latch, hinges, seals and any vision panel) tested together to reach a fire resistance level, and its compliance is marked by metal tags on the leaf and the frame. The most common failures are small: a closer leaking oil so the door stops short of the latch, a leaf warped away from the stop, new flooring that opened the bottom gap, or an unrated deadbolt fitted by a tenant. Queensland's guideline on fire safety installation maintenance lists exactly these defects.
That is why this form leans on two question types the other fire forms barely use. Number fields record each clearance in millimetres, because a note that says gaps OK does not survive an audit. Photo fields record the tag, the gap and each defect, because the building manager approving the repair quote was not standing at the door. Published summaries of AS 1905.1 give the gap limits commonly checked: a mean leaf to frame clearance of no more than 3 mm, and 3 to 10 mm between the leaf and a finished floor. Check them against the standards and the door maker's test report.
Getting photos into the report, not just the diary
A Photo question in ServiceM8 saves the image to the job diary, but it only appears in the form PDF if the Word template calls for it. Each photo question has three template field codes: image_form_x_small, image_form_x_medium and image_form_x_large, where x is the question's field code. Use medium for the defect photos so two fit side by side under the measurements, and small for the tag photo. Name the photo questions clearly (Tag photo, Bottom gap photo, Closer defect photo) so the field codes are easy to read in the template.
Keep the defect photo questions optional and skip them when the related check passes, using Skip Question If. A compliant door then takes a minute; a failed one prompts for the evidence.
How often, and who is responsible
Inspection frequency depends on the state and the building. Queensland's MP 6.1 sets fire door, smoke door and fire shutter inspections in its own Schedule 1, six monthly or yearly depending on the building class, and notes that apartment entry doors in Class 2 buildings are most likely fire doors needing yearly testing. In Victoria, fire doors and smoke doors are essential safety measures and the occupancy permit sets the frequency. Record the routine on every form so the register shows which cycle each door is on.
What this form will not do
- ServiceM8 does not compare the numbers with a limit. The technician still judges pass or fail; the numbers make that judgement checkable later.
- Photos appear in the PDF only where the template contains their field codes. A photo question missing from the template is saved to the diary only.
- Gap limits come from published summaries of AS 1905.1:2015 and the doorset maker's test report governs. Confirm both before quoting rectification.
- The form records a survey. Repairs that change a doorset may need a licensed installer and re-tagging, which is a separate job.
Sources
- Queensland's MP 6.1 guideline says fire door frequencies are in Schedule 1 of MP 6.1 (six monthly or yearly depending on building classification) and that Class 2 apartment doors are most likely fire doors requiring yearly testing. Queensland Department of Local Government and Planning, QDC MP 6.1 guideline (December 2011), checked 25 Sep 2026.
- Common fire door defects found in routine maintenance include inoperative hardware (such as an oil leaking closer), warped or delaminated leaves, poorly anchored or corroded frames, damaged vision panels, and floor coverings that increase the gap under the door. Queensland Department of Local Government and Planning, QDC MP 6.1 guideline (December 2011), checked 25 Sep 2026.
- Summaries of AS 1905.1:2015 give a mean leaf to frame clearance of no more than 3 mm, a leaf to finished floor gap of 3 to 10 mm, no more than 25 mm to a non combustible threshold, and a leaf to stop clearance averaging no more than 3 mm (5 mm at any point); the doorset must be self closing and self latching and carry metal compliance tags. Complete Pumps and Fire Protection, checked 25 Sep 2026.
- A ServiceM8 Photo question's image appears in the form document through the field codes image_form_x_small, image_form_x_medium or image_form_x_large, where x is the question's field code. ServiceM8 Help Center, checked 25 Sep 2026.
- Fire doors, solid core doors and smoke doors with their self closing, automatic closing and latching mechanisms are essential safety measures in Victoria (Building Regulations 2018, Schedule 8, Part 1). Building Regulations 2018 (Vic), version 031, checked 25 Sep 2026.