SharePortals Case Study
Compliance Solution for Kirkholm Properties
Upgrading manually tracked compliance obligations to an automated solution for Kirkholm Properties.
Study Overview
Organisation:
Kirkholm Properties
Sector:
Property management
Size:
SME - Commercial Property Portfolio
Location:
Glasgow, Scotland, UK
The Challenge
Compliance obligations (fire, PAT, gas safety, CO₂ testing) were tracked manually. Certificate expiry dates were often missed. Tenant queries depended on the owner’s memory or time spent searching. Stress levels were high, and business continuity was fragile.
The Solution
SharePortals was implemented as Kirkholm’s digital filing cabinet. The platform integrates with Microsoft 365 and holds structured records for:
Properties and individual units
Contractors
Tenant companies and contacts
Service calls and new tenant applications
Paper records were digitised and attached to the correct record. Dashboards track six different certification expiry dates for each property, with renewal alerts visible at a glance.
The Impact
Security: All property data now stored safely inside the company’s Microsoft tenant.
Efficiency: Owner no longer spends hours tracking renewals; upcoming tests flagged automatically.
Consistency: Every building record shows the same key data, with documents accessible in one place.
Adoption: As a single user, the owner quickly switched to SharePortals with minimal training.
