Welcome to
Kyoka is a building safety information system.
KYOKA is the comprehensive digital platform that drives collaboration within design teams whilst collating data, evidence and information to support every aspect of the building’s compliance journey. From initial concept to inoccupation, Kyoka creates a complete digital asset risk management tool with full audit trails for regulatory compliance, operational efficiency, and strategic building safety decision-making.
Kyoka replaces the clunky excel compliance trackers with interactive collaboration to achieve building regulations compliance, every comment, design change and decision tracked to form a golden thread. Kyoka cuts out the early design phase query of “who’s holding this info into the PC is appointed” there is nothing to transfer or handover to Principal Contractors or managing agents, no third-party safety case report system and no overpriced resident engagement portals.
Once imbedded, Kyoka is your sole platform from viability to resident management portal and every touch point in-between. Providing you with fixed up-front cost profile for one system, one provider, one dedicated server. With our building safety compliance team alongside you throughout the process, the kyoka platform takes the pain out of design collaboration, gives certainty over construction information and provides a risk management tool for managing your digital asset information.
Kyoka is a schema-driven system for structuring, managing, and governing building safety-critical information.
It exists to hold the single source of truth about a building:
- what information exists
- what decisions were made
- who made those decisions
- how it has changed over time
Kyoka treats building safety information as data, not documents so it remains consistent, traceable, and defensible as the building evolves.
Buildings don’t fail because information is missing.
They fail because information isn’t structured.
In most organisations, building safety information is:
- scattered across folders, inboxes, spreadsheets, and portals
- duplicated and overwritten
- detached from the physical building it refers to
- impossible to prove as current or authoritative
When information has no enforced structure:
- relationships are lost
- accountability is unclear
- change cannot be proven
- risk cannot be reliably understood
This is the root cause of compliance failure.
Kyoka underpins a single, consistent direction.
All building safety-critical information in Kyoka follows the same underlying structure:
Claims
What is being asserted about the building and its safety.
Arguments
Why that assertion is considered valid.
Evidence
The inspections, surveys, documents, and records that support it.
Actions
Work required to idnetidy gaps or manage risk.
Competency Management
Track, verify and demonstrate competence across all duty holders and contributors involved in design, construction and building management. Meet Building Safety Act requirements with auditable records of qualifications, experience and organisational capability.
Designers
Maintain competence records for Principal Designers and all design team members. Track professional registrations, CPD compliance, and project-specific experience in fire safety, structural engineering and building services.
Contractors
Verify Principal Contractor and subcontractor competence. Document health and safety qualifications, relevant project history, and compliance with industry accreditation schemes like Constructionline and CHAS.
Management Agent
Evidence the competence of building management organisations. Record IRPM/RICS memberships, staff training programmes, and experience managing higher-risk residential buildings.
Others
Capture competence for specialist consultants, approved inspectors, fire engineers, and third-party assessors. Ensure all contributors meet the standards required by their role in the building safety ecosystem.
Design Management
Control design development from concept through to completion. Track design decisions, coordinate multi-disciplinary inputs, and maintain a clear audit trail through RIBA stages and regulatory gateways.
Design Principals
Document the core design philosophy and safety strategy. Capture the fundamental decisions that shape fire strategy, structural approach, means of escape, and building services coordination.
Planning / Gateway 1
Manage planning application documentation and Gateway 1 submissions. Track fire statement requirements, initial safety strategies, and commitments made during planning approval.
Gateway 2
Coordinate full Gateway 2 building control applications. Assemble fire and emergency files, structural calculations, and all supporting documentation required for the Building Safety Regulator.
RIBA Stage 3
Control spatial coordination during developed design. Document how fire compartmentation, structural zones, and services routes interact. Track design freeze decisions and their safety implications.
Construction Compliance
Control on-site delivery against the approved design. Manage change control processes, track inspections, and ensure constructed reality matches design intent with full traceability.
Change Control
Govern all changes to the approved design during construction. Distinguish between minor variations and changes requiring regulatory notification, with clear approval workflows and impact assessments.
Notifiable Change
Manage changes that require Building Safety Regulator notification. Document the change request, impact assessment, and formal approval before implementation can proceed.
Major Change
Control significant design departures requiring new Gateway 2 submissions. Track the full approval cycle and ensure updated documentation flows through to handover records.
Mandatory Occurrence Reporting
Report safety occurrences as required by building regulations. Document near-misses, structural concerns, fire safety issues, and other reportable events with clear escalation trails.
Building Regulations Compliance Evidence
Compile evidence of compliance with all relevant building regulations. Track inspection sign-offs, test certificates, and installation records against regulatory requirements.
Snagging & Defects
Manage defect identification and rectification. Prioritise safety-critical snags, track remediation to completion, and ensure handover only proceeds when critical defects are resolved.
Hold Point Compliance
Enforce critical inspection hold points throughout construction. Prevent work progression until safety-critical elements are inspected, approved, and recorded in the Golden Thread.
Handover Management
Ensure complete, verified information transfers from construction to operation. Compile the Fire and Emergency File, O&M documentation, and all records required for Gateway 3 completion and ongoing building management.
Fire & Emergency File
Assemble the statutory Fire and Emergency File for handover. Include as-built fire strategy, means of escape drawings, active and passive fire protection schedules, and emergency procedures documentation.
O&M Manuals
Compile comprehensive Operation and Maintenance documentation. Organise manufacturer data, maintenance schedules, and operating procedures for all building systems in a searchable, structured format.
Gateway 3
Prepare and manage the Gateway 3 completion certificate application. Demonstrate that the building has been constructed in accordance with approved plans and is safe for occupation.
Golden Thread
Create a complete digital inventory of safety-critical building components. Link each asset to its location, specification, installer, test certificates, and maintenance requirements.
Asset Management
Manage the occupied building as a living safety case. Conduct ongoing assessments, maintain the Golden Thread, and demonstrate continuous compliance with the Building Safety Act throughout the building’s operational life.
Fire Door Audits
Schedule and record fire door inspections. Track door condition, closer function, intumescent seal integrity, and gap measurements. Flag doors requiring remediation and monitor completion.
Building Assessment Certification
Manage cyclical building assessments against the original safety case. Document condition surveys, specialist inspections, and certification renewals with clear expiry tracking and renewal workflows.
Fire Risk Assessment
Conduct and maintain PAS 79-compliant fire risk assessments. Track assessment history, document findings, prioritise actions by risk level, and demonstrate continuous improvement.
Health & Safety File
Maintain the building’s Health and Safety File as a living document. Update for alterations, refurbishments, and new installations. Ensure information remains current and accessible.
Building Safety Case
Compile and maintain the mandatory Safety Case Report for higher-risk buildings. Present evidence using the Claims-Arguments-Evidence structure to demonstrate ongoing safety management.
Resident Portal
Engage residents in building safety as required by the Building Safety Act. Provide accessible information, enable two-way communication, and empower residents to contribute to the safety of their building.
Welcome Pack
Provide digital welcome packs for new residents. Include building-specific fire safety information, emergency procedures, key contacts, and obligations under the building’s safety management system.
Building Information
Share prescribed safety information with residents. Provide floor plans, fire strategy summaries, evacuation procedures, and information about safety systems in an accessible, understandable format.
Resident Engagement
Enable residents to request safety information, raise concerns, and participate in the building’s safety management. Track enquiries, document responses, and maintain engagement records for compliance.
Mandatory Occurrence Reporting
Allow residents to report safety occurrences directly. Capture fire incidents, near-misses, system failures, and concerns with simple forms that feed into the building’s safety management workflow.
Resident Log In
Provide secure, authenticated access to building safety information. Residents can view their unit’s specific information, access building documents, and track the status of any reports they’ve submitted.
WHO KYOKA IS FOR
MANAGING AGENTS / PROPERTY MANAGERS
Standardise the building record across portfolios. Reduce risk. Reduce rework. One system that scales from one building to hundreds.
CLIENTS & DEVELOPERS
Manage your single source of truth / Golden Thread and reducing risks through gateway applications. Demonstrate due diligence at every stage.
RESPONSIBLE PERSONS / DUTYHOLDERS
Demonstrate compliance through structure and evidence — not explanations. Show regulators exactly how you manage building safety.
CONSULTANTS & ASSESSORS
Find what you need quickly. Export clean packs without chasing documents. One system for all stakeholders, one source of truth.
