Gas Certs lets you fill in a CP12 (the Landlord Gas Safety Record), a Boiler Service Record or a Gas Warning Notice on your phone, approve it, and send it straight to the landlord or client as a PDF. No paper pads, no typing it up later at the kitchen table.
Before you start
You need two things on record, both one-off:
- Your business Gas Safe registration number under Settings.
- The engineer's Gas Safe licence number and its expiry date, taken from their Gas Safe ID card, on their team profile.
Mucka asks for these the first time you open a draft if they're missing, and you can't approve a certificate until they're filled in. They're a legal requirement on the record, not a Mucka rule.
A Gas Safe ID card is renewed every year and the number changes with it, so Mucka also won't let you approve a certificate under a licence that's out of date. When the card is renewed, update the number and expiry on the engineer's team profile and you're good to go again.
Start the certificate
You can start one three ways:
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From the job, in one tap. Open the job from Jobs. If the job type is certificate work, the Gas Certificates card says so at the top: "This job needs a Landlord Gas Safety Record (CP12)", with a Start it button. Tap it and you're in the draft, with the client, property and engineer already filled in. Nothing to pick, nothing to re-key.
If the job was booked without a property on it, the Property box on the certificate lets you search for one — or add it there and then if it's a house you've never been to before. Engineers can do both, so nobody has to ring the office to get an address onto a certificate.
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From the Certificates due list. Go to Gas Certs. Any job that still owes a certificate is listed at the top, jobs you've already done but not certified first. Tap one to go straight into its draft. Mucka only puts a reminder card on Actions for a job once its booked day has passed with no certificate, never for one that's still to come.
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From scratch. On Gas Certs, tap New certificate and pick the type yourself. This is the one to use for a second certificate on the same job, or when the job type doesn't match what you're actually writing.
Telling Mucka which jobs need a certificate
The prompt and the Certificates due list both work off your job types. Each job type can say which certificate it produces, so a job booked as "CP12 Cert." knows it needs a CP12 and a "Boiler Service" knows it needs a Boiler Service Record.
The usual gas job types are set up for you. To check or change them, head to Settings → Work → Job types. Edit any job type and pick the certificate it produces. Set it to No certificate for anything that doesn't produce one, like a powerflush or a leak fix.
If a job type has no certificate set against it, nothing is wrong: Mucka just won't prompt you for that kind of job, and you can still start a certificate from scratch whenever you like.
If a job on the Certificates due list doesn't need a certificate after all, maybe you wrote it on paper or the visit turned out not to need one, tap Not needed beside it. It comes off the list straight away, Mucka stops reminding you about it, and Undo puts it back if you tapped the wrong one. It only takes that one job off. If a whole kind of job never needs a certificate, change its job type instead, as above.
The four gas safety records count as one job done. If a job booked for a CP12 turns out to be on bottled gas and you write an LPG Gas Safety Record instead — or a Leisure or Non-Domestic one — the job drops off the Certificates due list just as it would for a CP12. The exception is a job type you've set up to produce two of them: then Mucka keeps asking for both.
Fill it in
Picking the property
If the job already has an address on it, the certificate arrives with it filled in. If it doesn't — or the customer is a landlord with several addresses on the book — pick the property from the Property box, or tap New to add one there and then. You don't need to be in the office and you don't need the client list open. If you can send certificates, the client's email shows under their name, so you can check it with the customer before they sign. If there's no email on file, a box appears there for whoever is filling it in to take the customer's email. It's saved to their client record. It only fills an empty email and never changes one that's already there.
The tenant
Under the property there's a box for the tenant's name. Type a name in and boxes for their email and phone appear underneath. All three are optional, and none of the contact details print on the certificate. Put the tenant's email in and they can get their own copy when you send it (see below). The phone number is kept on the property, so next time it's already there and the AI receptionist knows who they are when they ring.
The same boxes are on the LPG Gas Safety Record, the Gas Warning Notice, the Installation / Commissioning / Decommissioning Record (where it says occupant), the landlord oil check and the heat pump service record.
What Mucka already knows about the address
When you pick a property Mucka has been to before, it offers to fill the certificate in for you:
- From last year's certificate, when the last one was written in Mucka. It carries over the appliances and who the record is issued to, and names the certificate it took them from.
- From the property record, when it wasn't — if your certificate history came across from another system it's a PDF, and there's nothing inside it to read. So Mucka offers what it knows about the address instead: the appliances on file and the current tenant. It says so in those words, and names no certificate, because it hasn't opened one.
Either way the readings always stay blank for you to re-measure, and you can tap Start blank to ignore the offer.
Two certificates from the same visit
Doing a boiler service and the landlord certificate on the same job? You only take the readings once, so you only need to type them once. Open the second certificate from that job and tap Copy readings from BSR-0022 (or whichever certificate you did first) above the form. It works either way round, and between any two gas certificates on the same job.
Mucka fills in what this certificate still has blank: the appliance details, heat input, the combustion readings, the flue integrity reading, the flue, ventilation, combustion and seals checks it shares, and the tightness test. A Boiler Service Record's flue performance goes in the CP12's own flue performance box, never the flue flow test. Between a Boiler Service Record and a Service & Maintenance Record it brings the standing and working pressures too.
- Anything you've already typed stays as it is. It only fills the gaps.
- The result, the dates and the signatures are left for you. That's your call on this certificate, not a copy of the last one.
- Only the same job. It never offers a certificate from another visit, because last year's readings aren't today's.
- It's gas only. Oil and gas certificates don't share readings, and warning notices start from the certificate the fault was found on instead.
Check the figures before you approve. It's still your certificate.
The property record fills itself in as you work: approving a certificate adds its appliances to the address, and records the tenant if the address hasn't got one. If that tenant is already on the address with no email or phone, the ones on the certificate fill the gap. It never changes details already saved on the property, and it never puts them against a different tenant. So the first visit after you move across is the last time you type a boiler in twice.
Work down the form on site:
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Appliances. Add each appliance with its location, make and model, then record the checks. Pass, fail or not applicable, with a note and a photo where it helps.
On a CP12 the checks are the safety devices, ventilation, the flue flow and spillage tests (for an open flue), and four more from the boiler service: flue and termination, flue performance, combustion performance and case and combustion seals. Those four are optional, so a blank one never holds up approving the record. Any you fill in print as their own columns on the certificate, and a fail goes in the defects list. A photo is two buttons: Take photo opens the camera there and then, Choose photos picks shots you already took — you never have to leave the certificate to get the camera.
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Readings. Operating pressure and combustion readings have the unit locked in, so a number can never be read as the wrong unit. Combustion is CO and CO2 at high (max) rate, with low (min) rate behind an optional toggle. Take both and both print on the record, shown as high / low. Leave the low rate off and the record shows a dash for it, so nobody reading the cert has to guess whether it was taken. Where a manufacturer asks for a third reading, Add another reading under the low rate gives you one more, named As found, Mid rate, After service or your own words, and it prints under the appliances with that name.
On a room-sealed appliance there's also a Flue integrity box for the O2 reading at the air inlet, as a percentage (clean air reads about 20.9%). It's optional and only prints when you fill it in. Below 20.6% Mucka shows a note that flue products may be getting into the combustion air, but it never stops you approving. The call is yours.
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Gas supply and pipework. The tightness test and the rest of the supply checks. On a Boiler Service Record or a Service & Maintenance Record there are two extra boxes here, the standing pressure and the working pressure, both locked to mbar. Both are optional, neither holds up approving the record, and only the ones you fill in print on the certificate. Nothing is flagged as high or low: natural gas and LPG sit at very different pressures and the record does not ask which fuel it is, so the reading is yours to judge.
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Certificate result. Mucka suggests pass or fail from the checks you've recorded, but the call is yours — a failed check can be a minor. There's also a small N/A button beside Fail for the records that genuinely carry no overall verdict. Tap it and no result is printed on the certificate at all.
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Next check due. Mucka suggests twelve months ahead. Change it if you need to.
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Sign it off. The engineer signs on screen. The customer can sign too, but they don't have to (a landlord record is often issued with nobody on site). Tap the signature box and the signing pad opens full screen, so there's proper room to sign. Handy for anyone with an unsteady hand. Write the name in whenever suits you — before you hand the phone over or after they've signed, either way round. The Signed by box stays open until the certificate is approved. When the customer signs, Mucka fills in the client's name for you, so most of the time there's nothing to type. If someone else signed, like the tenant or an agent, just type over it, or type their name before you hand the phone over. Nothing is filled in if nobody signs, so a record issued with nobody on site prints exactly as before. This works the same on every certificate with a customer signature.
Everything saves as you go, so you can put your phone down mid job and pick up where you left off, even on a different device.
Approve and send
Approve only appears once everything the record needs is filled in. Until then you'll see a To do button at the bottom instead, with a count beside it. Tap it for the list of what's left (a missing appliance location, a check with no result, the signature) and tap any item to jump straight to it. Fill the last one in and Approve appears.
On a phone with the new look, a certificate has the bottom of the screen to itself. Back, To do and Save & exit sit where Home, Diary, Contacts and Menu usually are, so the only buttons under your thumb are the ones for the record you're filling in. Leave with Back or Save & exit and the usual tabs come back.
Tap Approve when it's done. Mucka shows you the outcome (pass, pass with defects, or fail — or nothing at all if you set the result to N/A) and asks you to confirm. Approving locks the certificate as a legal record and generates the PDF. After that it can't be edited, only corrected (see below).
Then tap Send. Mucka pre-fills the landlord or agent from the property and attaches the PDF. Check the message, then send.
If you put the tenant's email on the certificate, there's a tick box under the To line: Also send the tenant their own copy. It's ticked already, so you don't have to change anything. The landlord's email goes exactly as before, and the tenant gets a separate email with the same message and the certificate. It's separate so neither of them sees the other's email address. Anything else you attach for the landlord, like an invoice, stays with the landlord. If the tenant's copy doesn't go through, the landlord's still has, and Mucka tells you what went wrong with the tenant's.
Need to fix an approved cert?
You can't edit a locked certificate, but you can tap Amend, on the certificate itself or along the bottom when you open it from a job, a customer or a property. That copies it into a fresh draft with a new serial number; once you approve the correction, the original is marked superseded and its PDF carries a "superseded" watermark. The original is never deleted, so your trail stays intact.
Renewal reminders
When an approved certificate gets within about four weeks of its next-due date, Mucka raises a renewal card in your Action Required area: "the CP12 at 14 Acacia Avenue is due on 3 July, book them back in?". Tap to approve and Mucka sends the client a friendly re-booking reminder (you can edit the message first, and nothing goes out until you approve it). It's the easy way to keep the recurring work coming back.
You can also ask Mucka any time:
"Which gas certificates are due for renewal soon?"
Ask Mucka
You can ask Mucka to get one started for you:
"Start a CP12 for the boiler service at 14 Acacia Avenue."
Mucka opens the draft and links it up, but it never approves or sends a certificate on its own. Filling in the checks, approving and sending are always your call.