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Parkwood Leisure extend their use of Prime Systems with Contractor Management application

Parkwood Leisure specialise in the development and operation of more than 80 leisure facilities, visitor attraction centres, golf courses, heritage sites and theatres throughout England and Wales on behalf of 31 local authorities. Since their formation in 1995 they have grown considerably, managing a diverse range of sites throughout the country.

Parkwood Leisure have been using Prime Systems since 2016 when they started using the Accident and Incident Reporting application across their leisure centres and sites. In 2021 they asked Prime if the Contractor Management application could be used to help them manage their contractors and suppliers. Parkwood Leisure have around 700 contractors who they need to keep track of to ensure that each contractor’s insurance and accreditations are in date, and that new contractors provide enough information for them to review and be satisfied that they have the right qualifications and competencies.

Prime worked with Parkwood Leisure to enhance the system so that more information about each contractor could be recorded, particularly with regard to individual accreditations that a contractor might have, where the contractor records the expiry date of the accreditation and uploads a copy of the certificate or relevant documents. The system then sends alerts to the contractor and the Parkwood system administrators when these expiry dates come around.

Parkwood wanted to roll the system out to all contractors at the same time, so Prime helped with that by designing an import function that uploaded all the company details and sent emails to all contractors, inviting them to register their details in the system. The contractor can log in to Prime using a unique registration code, complete all the required information and upload relevant supporting documents. As soon as they do this, the system administrators are notified and can review that information. They can either pass it on to the approver if all the information is complete or pass it back to the contractor to correct any issues or add more information. Once complete, a final approval is made and the contractor then becomes an authorised supplier. The system then monitors any relevant expiry dates and requires the contractor to upload their new information and dates. If they fail to do this the system will automatically “unapprove” the contractor.

The initial loading of 700 contractors generated a lot of administration and monitoring work for Parkwood to do, but once that was completed, the system settled down and is now proving to be invaluable at helping to control the contractors information, and is saving a lot of time for the team. As Louise Ash, Commercial Administrator at Parkwood Leisure can testify, “being responsible for the operation and maintenance of over 80 public building means that we have a strong moral and legal obligation to ensure that any contractors carrying out works at our facilities are properly accredited and insured. However with so many contractors working with us, the job of monitoring & maintaining their documents became an unmanageably labour-intensive task. Prime allowed us to automate these systems & now provides all our sites with a searchable database of contractors they can be confident have been properly vetted and maintained. Invaluable!”

Paul Ramsell, Managing Director of Prime said, “We’re so pleased with how well the Contractor Management application has worked for Parkwood Leisure, it’s great to hear how they have embraced our system and how much easier it is for them now to manage the contractors across their sites.”

If you would like to have a no obligation chat with Paul about how Prime could help your business then feel free to give him a call on 01494 778877 or drop him an email.

Connells Group extend their use of Prime Systems across entire business

Founded in 1936, with over 1,250 branches nationwide, Connells Group is the largest and most successful UK estate agency and property services group.

Prime Systems were already working with Countrywide, a brand that Connells Group has recently acquired, so were delighted when Connells Group not only wanted to retain the Accident and Incident Reporting application for Countrywide but wanted to extend it across their entire estate to help them track details of accidents and incidents around their branches and properties.

Prime’s Accident and Incident Reporting application provides a simple and effective way to capture details about all incidents and enables companies like Connells Group to have immediate notification of incidents and quick access to live management information.

The application went live earlier this year for the wider Connells Group and now allows them to manage, review and monitor accidents and incidents for multiple businesses; encompassing over 1,250 offices/branches, 15,000 employees and 120,000 managed properties.

Jason Hill, Connells Group Head of Fire, Health and Safety, said, “We are really appreciative of the support Prime has provided to us since the Countrywide acquisition. We have found Prime simple to use, with easy to access reports and information; the functions and reporting types have really helped streamline our processes. Thank you to Paul and the team for being so responsive to our needs and always finding a way to ensure the system operates fully to our requirements.”

Paul Ramsell, MD of Prime said, “We were delighted to build on our existing relationship with Countrywide and have the opportunity to extend the Prime Accident and Incident Reporting application across the Connells Group estate. It’s great to hear such positive feedback from Jason on how smoothly the roll out went back in June and how it has helped streamline their processes.”

Prime are looking forward to continuing to build on their solid relationship with Connells Group whose business continues to go from strength to strength.

Away Resorts make a splash with new Hot Tubs application from Prime Systems

Away Resorts is a UK holiday park operator, with 9 parks in Lincolnshire, Isle of Wight, North Wales, Hampshire, Cornwall, Hayling Island and Essex.

Prime Systems have been working with Away Resorts since the business was founded in 2008, providing Accident and Incident Reporting, Compliance Monitoring, Audit and Guest Feedback management systems across all their holiday parks.

At the start of this year Away Resorts asked Prime if we could help them further by developing a new Hot Tub monitoring application. Hot Tubs are becoming an increasingly popular feature of holiday accommodation these days but bring with them risks that need to be managed.

Away Resorts have in excess of 250 hot tubs across their estate which all need to be tested twice a day to ensure chemical levels, temperature and cleanliness are maintained. Previously this was all recorded on paper meaning the records were open to the elements and with 4 sheets per hot tub records were difficult to manage and quick to accumulate, taking up valuable archive space.

Prime developed an application that can be downloaded to a smartphone or tablet which the user can take to the hot tub, scan a unique QR code and input all the relevant details. This information is pushed back into Prime and monitored for exceptions, this happens in real time so any issues are alerted to the relevant people quickly minimising the risk of human error and streamlining the whole process. In addition, as the app works offline it is not a problem if there is no wifi available at the time of testing, as long as the smartphone is connected to wifi once a day all data will still be downloaded.

Andrew Ewing, Head of Compliance at Away Resorts, said, “The new Hot Tub application has very quickly streamlined and modernised our processes. We can see real time data in a snapshot and our managers can jump on any issues immediately. Not only that but it has also had a positive effect on our sustainability drive. We are committed to making Away Resorts more environmentally friendly and the new app means our paper and print outputs have also been dramatically reduced.”

Paul Ramsell, MD of Prime said, “Over the last few years we have seen a steady increase in the amount of hot tubs in the holiday park sector due to their popularity with customers so we were excited to get the opportunity to work with Away Resorts to develop this new application. It’s been great hearing about how smooth the integration has been as well as the positive impact it has had across their business.”

Prime are looking forward to continuing their long standing relationship with Away Resorts for many more years to come.

If you would like to have a no obligation chat with Paul about the new Hot Tub application or any of Prime’s other systems then feel free to give him a call on 01494 778877 or drop him an email.

Furniture Village team up with Hertfordshire Fire and Rescue Service and Prime Systems in new approach to fire safety

Furniture Village opened its first store in 1989 in Abingdon, Oxfordshire and since then it has grown into the UK’s largest independent furniture retailer with 54 stores nationwide. Furniture Village also sells online.

Prime Systems have been working with Furniture Village since 2015 providing their Accident and Incident Reporting system as well as their Compliance Monitoring and Contractor Management systems. This year they decided to add the Fire Risk Assessments application.

As a business with multiple locations across England Furniture Village knew that as part of their due diligence they needed to review their fire risk assessments but were also very aware that, with the current pandemic and because there had been no material changes to any of their premises, it was going to prove to be a difficult challenge.

Undeterred, they approached their Primary Authority partners Hertfordshire Fire and Rescue Service to see if they could support them in a new approach to compliance in fire safety. Furniture Village developed a fire safety workbook which was signed off by HFRS as providing sufficient training to ensure competent persons. With this knowledge the teams had the armoury they needed to undertake a fire risk assessment review on their own premises. 

Once this training had been completed Furniture Village then developed a series of controls which were reviewed by HFRS as suitable and sufficient for a fire risk assessment to be completed with any next steps being electronically monitored to ensure compliance.

Once HFRS had approved the controls for the Fire Risk Assessment, Prime were able to add these into the application for the stores to complete. Testing was done by Furniture Village users, and HFRS were given access to review the online process. The system was then launched across the estate.

Sue Browne, Head of Compliance at Furniture Village, said, “For us as a business to undertake fire risk assessments on 54 premises would have taken over 6 months to complete but using this system with the support of Hertfordshire Fire and Rescue Service the risk assessments for all of our locations were conducted over a period of just one week.”

Liam Jackson, Fire Safety Inspector at Hertfordshire Fire and Rescue Service said, “It was a pleasure to work with Furniture Village and Prime Systems to support them with their fire risk assessments and processes. We are glad to hear that the new system is running smoothly and effectively and hope that other companies adopt a similar collaborative approach to fire safety.”

Paul Ramsell, MD of Prime said, “We were delighted to be involved in the collaboration between Furniture Village and HFRS and their innovative new approach to fire safety compliance. We were really impressed with how smooth and speedy the process was and wouldn’t hesitate to recommend a similar collective effort to our other customers.”

If you would like to have a no obligation chat with Paul about how Prime could help your business then feel free to give him a call on 01494 778877 or drop him an email.