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Allergen-safe catering and audit-ready operations across every site.
Ocapii helps schools, colleges, universities and multi-academy trusts replace paper checks, disconnected records and manual chasing with one intelligent operations platform, connecting catering, allergies, cleaning, maintenance, trips, sports areas, medical rooms, contractors, fire, water, bookings and policy sign-off into one live operating layer.
Built for the work education teams actually do.
Ocapii is not just a checklist app, catering tool, maintenance tracker or compliance folder. It connects people, processes, assets, documents, sensors, bookings, workflows, data and AI insights into one operational control layer, so a single check, booking, incident, substitution or reading can trigger the right downstream action automatically.
Catering compliance, food safety and allergens
HACCP opening and closing, cooking, cooling and reheating checks, goods-in and probe records, allergen and dietary records, supplier substitution approvals, fridge/freezer monitoring, waste and expiry logs and audit-ready reporting.
Cleaning, room readiness and site standards
Cleaning schedules, classroom and facility checks, toilet and hygiene checks, boarding and accommodation readiness, photo evidence and comments, failed-check escalation and a live view of open issues.
Maintenance, assets and estates
Move from reactive firefighting to clear visibility planned and reactive maintenance, asset inspections and equipment checks, contractor visit records, defect reporting from mobile, evidence capture and estate-level dashboards.
Fire, water, playground and sports checks
Fire and alarm checks, water temperature and flushing workflows, playground inspections, sports pitch and equipment checks, safety inspections, incident and near-miss reports, corrective actions and audit trails.
Trips, activities and events
Risk assessment forms, activity checklists, staff approval workflows, transport and equipment checks, event setup tasks, incident reporting and post-event review turned from static documents into owned workflows.
Documents, policies and staff sign-off
Policy sign-off, SOP version control, staff acknowledgement, document Q&A with Owlbert, training evidence, role-based access and audit trails so you can prove staff have seen the right policies and updates.
One view across every school, campus or trust.
For multi-academy trusts, colleges and universities, inconsistency across sites creates operational blind spots. Site teams get clear workflows. Leaders get live visibility which checks are complete, which sites have open corrective actions, which allergen updates need approval and which facilities, rooms or assets are unavailable across the estate.
- ✓ Which checks are complete which are overdue
- ✓ Which allergen updates or substitutions need approval
- ✓ Which sites have open corrective actions or incidents
- ✓ Which facilities, rooms or assets are unavailable
- ✓ Which campuses, schools or departments need attention today
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Hear Owlbert AI in action.
Education teams are mobile. They move between kitchens, classrooms, corridors, playgrounds, halls, sports areas, plant rooms, boarding spaces, student accommodation and campus buildings. Owlbert helps them complete operational work with less screen friction by voice or chat.
- ✓ Allergen question
- ✓ Site check
- ✓ Defect report
- ✓ Trip risk assessment
- ✓ Water check
- ✓ Policy question
Speak. Book. Trigger. Act. Prove. Improve.
Education operations are too connected to be managed in separate folders.
Paper checks and site folders
Catering records, cleaning checks, fire logs, water checks, playground inspections and sports area records are often captured manually hard to see live, hard to retrieve and inconsistent across sites.
Allergy and menu control gaps
Allergy records, menu updates and supplier substitutions can change quickly, but the workflow often depends on people remembering who needs to know. Substitutions need approval, catering teams need current records and parents need confidence.
Trip and activity risk assessments
Trips, activities, sports fixtures and events involve documents, approvals, staff sign-off, transport checks and incident planning document-heavy, slow to sign off and scattered across teams.
Maintenance and facilities blind spots
A defect may be reported by staff, students, cleaning teams or contractors through different routes, making ownership unclear, prioritisation slow and repeat issues hard to spot.
Safeguarding-adjacent operations
Visitor checks, contractor access, site procedures, medical room routines and incident workflows need clear evidence and visible policy sign-off without adding extra admin to staff.
No live trust or campus view
Multi-academy trusts, colleges and universities need consistent visibility across buildings, campuses, departments and teams. Reports arrive late, templates vary by site and leaders chase updates.
Turn bookings into operational workflows.
A classroom booking, hall hire, sports facility reservation, campus event, trip or contractor appointment should not sit separately from operations. The booking becomes the trigger. Ocapii automates the response and connects every reading, substitution, request and incident to the workflow that follows.
- ✓ Facility booking → setup, cleaning & handover
- ✓ Menu change → allergen review, approval & service update
- ✓ Trip approval → risk assessment, staff sign-off & evidence pack
- ✓ Contractor appointment → RAMS, access, permit & sign-off
Built around the outcomes education teams care about.
Reduce risk
Make missed checks, open incidents, overdue tasks, allergen updates and failed readings visible earlier.
Save time
Reduce manager chasing, repeated paperwork and manual evidence gathering with live workflows.
Cut waste
Use monitoring, stock visibility, demand planning, maintenance triggers and booking visibility to reduce avoidable waste.
Protect trust
Give parents, students, staff and leaders confidence that important operational controls are visible and acted on.
The use cases education teams reach for first.
Each runs on the same platform so capabilities compound instead of fragmenting.
Ready to connect your education operations?
Ocapii helps schools, colleges, universities and multi-academy trusts bring catering compliance, allergen control, cleaning, facilities, maintenance, trips, contractors, site checks, policy sign-off and reporting into one live operating layer.
Education common questions
No. Ocapii supports compliance, but it also connects operational workflows across catering, allergens, cleaning, facilities, maintenance, trips, documents, bookings, sensors and reporting.
Yes. Ocapii supports HACCP workflows, temperature checks, cleaning schedules, allergen records, menu/product control, substitution approvals and audit-ready reporting.
Yes. ocapii can help teams manage allergen-controlled menu and product records, link changes to approval workflows and give catering teams access to current information.
Yes. Site and estates teams can use ocapii for daily checks, maintenance workflows, asset inspections, water safety, fire checks, contractor records and corrective actions.
Yes. Ocapii can support trip and activity risk assessment forms, approvals, staff sign-off, document evidence and post-event follow-up.
Yes. ocapii gives site-level teams clear workflows while giving trust, college and university leaders live visibility across sites, departments, assets, incidents and trends.
Yes. Room, hall, sports facility, event, lettings and contractor bookings can trigger setup, cleaning, access, equipment checks, handover and post-use workflows.