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Update: Design through occupation — golden thread, gateways, safety case and KBI on every plan — User manual

Product documentation

Threadsovereign user manual

Start-to-finish workflows for Principal Designers, Accountable Persons, Building Safety Managers, residents, clients, and contractors — with official legislation links. App screen paths are shown as /routes for use after you sign in.

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How to use this manual

Read sections in order for a full lifecycle walkthrough, or jump from the contents list. Paths like /occupied/kbi are screens inside the signed-in app at threadsovereign.io — they are not public pages on this website.

1. Start here — what Threadsovereign is for

Threadsovereign helps UK organisations keep building-safety records accurate and auditable under the Building Safety Act 2022.

Use this manual if you are a Principal Designer, client, contractor, Accountable Person (AP), Building Safety Manager (BSM), resident, or platform admin. Each section walks through the real screens in order.

The platform stores your golden thread (living safety information), supports gateway packages during design and construction, and supports occupied-phase duties once people live in a higher-risk building (HRB).

Threadsovereign does not replace the official Building Safety Regulator (BSR) portal or legal advice. You still submit to the BSR where the law requires it; this product helps you prepare, evidence, and track that work.

Tip: If there is immediate danger to life, call emergency services first. Record the incident in the portal only after people are safe.

2. Sign in and which portal you use

Your role decides which home screen you land on. You only need a browser and your login.

Step by step

  1. Open the app at threadsovereign.io and go to Sign in (/login).
  2. Enter the email and password your organisation gave you.
  3. After sign-in you are taken to your portal home (for example /dashboard for PD, /occupied for AP/BSM, /resident for residents).
  4. Use the left navigation (or mobile menu) to move between pages. Bookmarks work — copy the address bar URL to share a screen with a colleague.
  5. To change password or recover access, use Forgot password (/forgot-password) and follow the email link.
  6. To start a trial before you have a login, use the free trial page on this website (/onboarding).
  • PD / design team → /dashboard, /projects, /gateway-submissions, /documents
  • AP / BSM → /occupied (statutory pages work on Starter; maintenance needs Professional+)
  • Resident → /resident
  • Client → /client
  • Contractor / supplier → /contractor
  • Platform admin → /admin
  • Compliance content editors → /compliance (Professional+ read, Enterprise write)

Tip: Subscription tier never blocks statutory occupied workflows (safety case, KBI, occurrences, complaints). Only optional tools such as maintenance CMMS and some integrations need Professional or Enterprise.

3. Design & construction — Principal Designer journey

From first project to controlled documents, risks, tasks, and team — the path before and during gateways.

The PD portal is for design and construction. It works for HRB and non-HRB projects. Gateway and golden-thread rules apply when the project is marked as a higher-risk building.

Step by step

  1. Open /dashboard to see portfolio status.
  2. Go to /projects → New project. Enter name, address, and whether the building is an HRB. HRB status cannot be turned off later (safety rule).
  3. Open the project → invite people on /team (or project settings → team). Assign PD, client, and contractor roles carefully.
  4. Upload controlled documents on /documents. Mark golden-thread documents correctly — approved golden-thread files cannot be silently edited; use supersession for a new version.
  5. Record risks on /risks and tasks on /tasks. Link documents where they support a risk or task.
  6. Use /sign-off-queue for pending approvals.
  7. When ready for regulator stages, open /gateway-submissions (see section 4).
  8. Before occupation, complete handover (section 5).

Pages in the app (after sign-in)

  • PD dashboard /dashboard
  • Projects list /projects
  • New project /projects/new
  • Documents (golden thread) /documents
  • Risks /risks
  • Tasks /tasks
  • Team /team
  • Sign-off queue /sign-off-queue
  • Suppliers /suppliers
  • Activity log /activity

Tip: Every safety-relevant change should leave an activity log entry. If you cannot explain a decision from the record alone, add evidence before you move on.

4. Gateway submissions (G1, G2, G3) — start to finish

Gateways are legal hold-points for higher-risk buildings. Threadsovereign tracks readiness and status; you still use the BSR process for formal regulator submission.

Gateway 1 is at planning. Gateway 2 is before construction starts. Gateway 3 is at completion, before occupation. The platform enforces allowed status transitions so you cannot skip steps.

Step by step

  1. Open /gateway-submissions and select the project (or open the project then gateway pages).
  2. Gateway 1 — /gateway-submissions/g1: complete planning-stage evidence and record submission status when you have lodged with the regulator.
  3. Gateway 2 — /gateway-submissions/g2: work through the checklist, attach evidence, use change control at /gateway-submissions/g2/changes, preview at /gateway-submissions/g2/preview, then mark submitted at /gateway-submissions/g2/submitted when the BSR package is lodged.
  4. Gateway 3 — /gateway-submissions/g3: completion evidence and status before residents move in.
  5. Track BSR registration on /gateway-submissions/registration and correspondence on /gateway-submissions/correspondence.
  6. Review history on /gateway-submissions/history.
  7. CDM duties (client duties, construction phase plan, F10) live under /gateway-submissions/cdm?projectId=… for construction-phase compliance alongside gateways.

Pages in the app (after sign-in)

  • Gateway hub /gateway-submissions
  • Gateway 1 /gateway-submissions/g1
  • Gateway 2 preparation /gateway-submissions/g2
  • Gateway 2 change control /gateway-submissions/g2/changes
  • Gateway 2 preview /gateway-submissions/g2/preview
  • Gateway 2 submitted /gateway-submissions/g2/submitted
  • Gateway 3 /gateway-submissions/g3
  • BSR registration tracking /gateway-submissions/registration
  • BSR correspondence /gateway-submissions/correspondence
  • Submission history /gateway-submissions/history
  • CDM 2015 (client duties, CPP, F10) /gateway-submissions/cdm

Tip: Never mark a gateway “approved” in Threadsovereign unless that matches the real regulator outcome. False status breaks your audit trail.

5. Handover to occupation

Handover packages the information the AP needs to manage the building safely after construction.

Step by step

  1. Open the project → Handover (or /projects/[projectId]/handover).
  2. Complete the checklist at …/handover/checklist.
  3. Add as-built drawings and O&M manuals on the drawings and om-manuals pages.
  4. Use formal handover (…/handover/formal) for BSM fields and DocuSign where configured.
  5. Preview the package before lock. Once locked, treat it as part of the golden thread.

Pages in the app (after sign-in)

  • Open a project, then Handover /projects

Tip: Handover is not optional paperwork — incomplete handover is a common cause of occupied-phase information gaps.

6. Occupied phase — Accountable Person & BSM (start to finish)

After residents move in, Part 4 duties apply: safety case, KBI, occurrences, engagement, complaints, and BSR returns.

Use the building selector (top of occupied pages) when your organisation manages more than one HRB. Always check the building name before you save.

Step by step

  1. Open /occupied — hub for all occupied tools.
  2. AP dashboard /occupied/ap — obligations checklist; download the common-parts notice PDF and post it physically in the building.
  3. BSM dashboard /occupied/bsm — daily tasks (saved on the server) and open issues.
  4. Safety case /occupied/safety-case — Structured tab: complete all risk-management principles, safety management system (SMS) policies, testing schedule, and emergency plan. Submit only when validation passes.
  5. KBI /occupied/kbi — complete all 16 categories (including outbuildings). Submit to BSR when 16/16 is complete.
  6. Issues /occupied/issues — record occurrences (serious events may be BSR-reportable within 10 days). Acknowledge complaints (starts the 10 working-day clock, excluding UK bank holidays). Record substantive complaint responses. Fulfil or refuse Schedule 3 information requests with linked documents.
  7. Engagement /occupied/engagement-strategy and /occupied/residents — resident engagement strategy and communications. For statutory complaint/info-request outcomes use Respond on residents (opens the issues sheet); use Log note only for freeform notes.
  8. Registration changes /occupied/registration-changes — notify BSR within 14 days of relevant changes.
  9. Annual return /occupied/bsr-return — one return per HRB building per year.
  10. FRA / fire doors / EEIS & PEEP /occupied/fra — fire risk assessments, door inspections, evacuation arrangements.
  11. Part 5 remediation /occupied/remediation and /occupied/qualifying-leases — defects, orders, landlord certificates, leases.
  12. Maintenance /occupied/maintenance — schedules (Professional+ tier only).
  13. Governance extras: /occupied/bsr-submissions, /occupied/duty-holder-competence, /occupied/bsr-insolvency, /occupied/resident-access, /occupied/activity.

Pages in the app (after sign-in)

  • Occupied hub /occupied
  • AP dashboard /occupied/ap
  • BSM dashboard /occupied/bsm
  • Safety case /occupied/safety-case
  • Key Building Information /occupied/kbi
  • Issues / occurrences / complaints /occupied/issues
  • Engagement strategy /occupied/engagement-strategy
  • Residents & requests /occupied/residents
  • Registration changes /occupied/registration-changes
  • BSR annual return /occupied/bsr-return
  • FRA, fire doors, EEIS & PEEP /occupied/fra
  • Remediation (Part 5) /occupied/remediation
  • Qualifying leases /occupied/qualifying-leases
  • Maintenance (Professional+) /occupied/maintenance
  • BSR submissions & SPOC /occupied/bsr-submissions
  • Occupied documents / BAC /occupied/documents
  • Occupied activity log /occupied/activity

Tip: Complaint deadlines use UK working days (weekends and England & Wales bank holidays do not count). Acknowledge promptly so the SLA clock is accurate.

7. Residents — your rights and how to use the portal

Residents of higher-risk buildings have legal rights to safety information and to raise concerns and complaints.

If there is immediate danger, call 999 first. Use the portal after people are safe.

Step by step

  1. Sign in and open /resident.
  2. Read building safety information on /resident/safety (includes duty-holder contacts and notices).
  3. Download documents you are entitled to on /resident/documents (single file or Download All ZIP).
  4. Raise a safety concern, information request, or formal complaint on /resident/request. Keep a copy of the reference number shown after submit.
  5. Track messages on /resident/messages.
  6. Update profile and notification preferences on /resident/profile and /resident/settings.
  7. If a complaint response is unsatisfactory, use the reconsideration option on /resident/request when it is offered.

Pages in the app (after sign-in)

  • Resident home /resident
  • Building safety information /resident/safety
  • Documents /resident/documents
  • Requests & complaints /resident/request
  • Messages /resident/messages
  • Resident help /resident/help
  • Settings /resident/settings

Tip: Information requests and complaints create formal records. Use the request form for statutory matters; use messages for routine questions.

8. Client portal — approvals and evidence

Clients review progress and approve decisions with evidence, not on trust alone.

Step by step

  1. Open /client for your project list.
  2. Clear /client/approvals with a clear decision and notes.
  3. Review /client/documents (use Download All for a ZIP pack when reviewing a milestone).
  4. Open a project at /client/projects/[projectId] for messages and detail.
  5. Check /client/notifications for alerts.

Pages in the app (after sign-in)

  • Client home /client
  • Approvals /client/approvals
  • Documents /client/documents
  • Notifications /client/notifications
  • Settings /client/settings

9. Contractor & supplier portal

Contractors only see projects they are assigned to. Keep tasks, documents, certifications, and RFIs current.

Step by step

  1. Open /contractor.
  2. Work tasks on /contractor/tasks (filter by project when needed).
  3. Upload evidence on /contractor/documents.
  4. Keep certifications current on /contractor/certifications (download uses your uploaded file).
  5. Raise and answer RFIs on /contractor/queries — you can only create RFIs for projects you are a member of.
  6. Use project detail /contractor/projects/[projectId] for deep links into tasks and documents.

Pages in the app (after sign-in)

  • Contractor home /contractor
  • Tasks /contractor/tasks
  • Documents /contractor/documents
  • Certifications /contractor/certifications
  • RFIs / queries /contractor/queries
  • Notifications /contractor/notifications

Tip: If a project is missing from your list, ask the PD to add you as a project member — you cannot invent access by guessing a project ID.

10. Platform admin & compliance CMS

Admins govern organisations and users. Compliance CMS holds shared regulatory content (not per-building data).

Step by step

  1. Platform admin: /admin for organisations, users, billing, audit log, and settings.
  2. Invite users from organisation detail when onboarding a tenant.
  3. Compliance CMS: /compliance for checklists, regulations, sources, versions, alerts, and horizon items.
  4. Reading compliance content needs Professional+. Writing/publishing needs Enterprise.

Pages in the app (after sign-in)

  • Admin home /admin
  • Organisations /admin/organisations
  • Users /admin/users
  • Billing /admin/billing
  • Audit log /admin/audit-log
  • Compliance CMS /compliance
  • Checklists /compliance/checklists
  • Regulations library /compliance/regulations
  • Horizon register /compliance/horizon

11. Law library — full official links

Bookmark these official sources. Threadsovereign implements workflows against them; the law remains the authority.

Open any link below in a new tab. Prefer legislation.gov.uk for the legal text and GOV.UK for practical guidance.

Official law and guidance

12. Troubleshooting

What to do when something blocks you.

For product support, email support@threadsovereign.co.uk with portal, page URL, time, what you clicked, what you expected, and a screenshot.

For life-safety emergencies, follow building procedures and call emergency services — do not wait on the portal.

  • Wrong portal after login — ask an org admin to check your role on /team.
  • Page asks you to upgrade — you may be on a paid-only feature (for example maintenance). Statutory occupied pages should not paywall.
  • Cannot see a building — use the building selector; confirm you are in the correct organisation.
  • Cannot edit an approved golden-thread document — create a superseding version instead.
  • Gateway status rejected — the transition is not allowed; check permitted next states on the gateway page.
  • Resident cannot open a document — only client-visible documents for their building are available.