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Transforming Fire Risk Management for Post Office Ltd

December 11, 2025

Introduction

Post Office Ltd, a cornerstone of the UK’s retail and financial services landscape, has long prioritised the safety and security of its extensive estate. In 2011, Post Office Ltd forged a strategic partnership with Kings Secure Technologies (KST) to enhance its security and risk management capabilities. This collaboration took a significant leap forward in 2022 with the deployment of KST group company, Quidvis Ltd’s advanced Fire Risk Assessment (FRA) and Fire Door Inspection (FDI) service, addressing critical compliance and operational challenges across 150 high-risk and strategically important sites.

Client Background

Post Office Ltd operates a vast network including high-risk secure sites, training offices, head office locations, directly managed branches and cash centres. To date, the value of the fire risk management project stands at £225,000, covering 150 locations nationwide. The scale and complexity of Post Office Ltd’s estate necessitate a robust, reliable and evidence-based approach to fire safety compliance and risk management.

Challenges Before the Quidvis Solution

Prior to implementing the Quidvis solution, Post Office Ltd and its previous fire risk management provider had already established a robust foundation for compliance and reporting. Through the existing portal, evidence-based assessments were conducted, clear processes for remedials were followed, and documentation standards were maintained. These measures ensured structured workflows and supported compliance initiatives effectively.

However, despite these solid foundations, there were still areas where further improvements could be made:

  • While documentation and reporting were structured, opportunities existed to further streamline how information was retrieved and shared across teams.
  • The process of job delegation and follow-up on remedial actions, though clearly defined, could benefit from greater efficiency and automation.
  • Some reliance on paper-based or manual systems remained, which could result in occasional delays and made achieving a fully comprehensive audit trail more challenging.

These challenges highlighted areas where an intuitive, real-time digital solution like QuidvisRisk could deliver additional value.

Solution Overview: FRAs and FDIs from Quidvis Ltd

KST group company, Quidvis Ltd introduced a digital-first, intelligence-led approach to fire risk management. Quidvis specialises in evidence-based Fire Risk Assessments and Fire Door Inspections, underpinned by proprietary technology and a cloud-based risk management portal—QuidvisRisk. The solution is delivered by highly qualified and directly employed assessors, all holding at least a Level 3 Award in Fire Risk Assessment, and supported by BAFE SP205 Gold Standard certification.

Implementation Process

Transitioning from a paper-based system to a digital platform required careful change management. Quidvis and KST facilitated this through:

  • Comprehensive training sessions, including one-to-one coaching for Post Office Ltd colleagues
  • Leveraging Microsoft Teams to deliver remote training, reducing travel and associated costs
  • Providing step-by-step guides and an accessible help section within the QuidvisRisk portal
  • Rolling out the system to both Post Office Ltd and KST teams to ensure consistency

This approach minimised disruption, empowered users and ensured a smooth migration to the new digital platform.

Key Features and Benefits of the Quidvis Solution

  • Evidence-Based, Consistent Reporting: Assessors use the QuidvisRiskApp to capture detailed, photographic evidence of fire risks and door defects. Reports are generated automatically, ensuring consistency, accuracy and traceability.
  • Comprehensive Digital Platform: QuidvisRisk eliminates paper and Excel reports, offering a single, cloud-based platform for assessment, reporting and remedial management. The “Golden Thread” of information is maintained for full auditability.
  • Real-Time, Live Documentation: Reports and remedial actions are instantly available, enabling rapid follow-up and resolution of outstanding issues. Asset tagging of doors further streamlines compliance tracking.
  • Environmental Benefits: The move to a fully electronic, cloud-based system reduces the carbon footprint, aligning with Post Office Ltd’s sustainability objectives.
  • Cost and Time Savings: Automated reporting and digital workflows free up assessors to focus on on-site assessments, reducing administrative burdens and expediting compliance processes.
  • User-Friendly Interface: The platform is intuitive, easy to navigate, and supports multiple permission levels for user access. Images and visual data enhance the clarity and usability of reports.
  • Integrated Remedial Management: Clients can allocate jobs to internal or external contractors, track progress and maintain a complete audit trail with photographic evidence of completed works.
  • Competitive Pricing and Proprietary Technology: QuidvisRisk is competitively priced and owned by the KST group, ensuring ongoing innovation and support.

Measurable Impacts

Since the implementation of Quidvis FRAs and FDIs, Post Office Ltd has observed significant improvements across several core metrics:

  • Standardised and consistent approach to fire risk management across all sites
  • Faster, more reliable reporting with easy sharing of outstanding remedial actions
  • Enhanced productivity through reduced administrative workload
  • Improved visibility and prioritisation of high-risk sites
  • Live, up-to-date documentation that facilitates swift resolution of issues
  • Asset tagging and photographic records supporting compliance and audit requirements

The ongoing programme allows Post Office Ltd to control the number and priority of assessments, ensuring that the solution remains flexible and tailored to organisational needs.

Client Testimonial

Kate Giles, Property, Facilities and Safety Specialist at Post Office Ltd, highlights the strategic and operational value delivered:

“QuidvisRisk has made managing fire risk much easier by providing real-time visibility, streamlined workflows, and the intuitive dashboard is extremely useful and easy to navigate. Moving to a fully digital platform has improved efficiency, supported our sustainability goals, and made compliance simple and transparent.”

Conclusion: Ongoing Programme and Future Outlook

The partnership between Post Office Ltd, KST and Quidvis Ltd exemplifies the benefits of combining expertise, advanced technology and a commitment to continuous improvement. The cloud-based, evidence-driven approach has not only resolved legacy challenges but also positioned Post Office Ltd for ongoing compliance, operational efficiency and environmental responsibility. With a highly skilled support team, proprietary technology and a flexible, client-controlled programme, this partnership serves as a model for fire risk management in complex, multi-site organisations.

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What our Customers say

We wanted a smart-looking, contactless approach to access control here at Little Dot. We love the Openpath solution proposed by KST; it’s sleek, simple to use and has excellent reporting features. What’s more, KST’s inhouse commissioning team remotely configured the software to meet our requirements - including who goes where and when, through which doors, the reporting we need and integration to our fire alarm system. Thanks to this we have saved the cost of two days labour on install!

Greg Rochford
IT Manager - Little Dot Studios

KST has once again exceeded all expectations with their outstanding service. Safety is our number one priority for both our Post Masters and customers, therefore we are always on the lookout for new technologies and new ideas. Morphean platforms, along with the installation and maintenance provided by KST, has been the perfect decision for us due to our existing knowledge of their excellent services and competitive prices.

Mark Dinsdale
Security Programme Manager - Post Office Ltd

The mobilisation was smooth with little involvement required from ourselves. Communication, in particular, has been extremely strong with regular meetings. Monthly management information has been circulated and Clipper are using the real time management information that KST have provided with their DYMENSiON software. We also have working action plans on each site focusing on improvements and change management. All in all I would be happy to recommend KST to any company looking at contract award; our experience has been very positive and I am happy to endorse them.

John Welsh
Head of Bonded & Secure Operations - Clipper

The whole process of mobilisation and onboarding to KST was conducted in an exceptional manner, from start to finish. The preparation for the move between City Plumbing Supplies and KST was comprehensive. Collaboration was very good. The days of transfer were event free and smooth - with no major issues. The branches’ onboarding onto the KST system during the 12 weeks following the mobilisation was completed fully with excellent communication sessions conducted on a weekly basis. We are now looking forward to a long and effective partnership with KST.

Steve Kemp
Security, Audit & Loss Prevention Manager - City Plumbing Supplies

We’ve been delighted with the partnership between ISS and KST and the approach to transferring the access control contract. The teams have gelled quickly to understand our estate and we’ve seen significant service improvements.

Andy Southern
Head of Security - Santander Bank

Everything from the initial engagement with Quidvis to meeting the Fire Risk assessor on site, to receiving all the reports back in the SLA timeframe was second to none. The communication throughout the whole process has been so easy and the working relationship does not stop there. We now have one central system where we can view reports, add relevant building certificates and policies. Colleagues can access this incredibly user-friendly system and navigate with ease. I have been informed by several colleagues how easy the portal is to use. Even those less tech savvy have been more than impressed.

Carrie Owen
Fire Safety Officer - Shropshire Towns & Rural Housing
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