Havn Digital Property Ledger

The HAVN Property Ledger is organized to separate what belongs to a specific home from what applies across all homes. This makes it easier to find the right information without searching through unrelated material.

At a high level, the system is built around two information types:

1. Property-specific information

Organised by location and unit. Each location represents a physical site, and within each site, individual cabins have their own dedicated pages. These pages contain all records tied to that specific unit and include a reporting option for logging work carried out on site.

1. Shared documentation

This documentation is not linked to a single property, but instead applies across the full HAVN portfolio. It includes Standard Operating Procedures (SOPs) and shared guidance that describe how work should be carried out, regardless of location or unit.

This structure keeps unit history and shared standards clearly separated, while allowing them to work together.

If you’re accessing the HAVN Property Ledger as an external partner, you’re likely here for one of three reasons:

1. to find information about a specific unit

2. to report work that has been completed

3. to understand how a task should be carried out.

The Asset Ledger is designed so you don’t need to search through everything. Instead, you follow the route that matches what you need to do.

Route 1: If you’re looking for documentation related to a specific unit

If your task is tied to a particular cabin.

1. Open Property Ledger from the homepage

2. Select the relevant property location

3. Choose the unit you’re working with

Each unit page contains all documentation related to that specific cabin, including:

• property information and description

• manuals and instructions

• technical documentation

• quality and acceptance records

• inventory and site maps

This route is best used when your work requires unit-specific context such as reviewing documentation, confirming specifications, or understanding the condition and setup of a particular cabin before or during an activity.

Route 2: If you want to report an event in the maintentance log

This can include things like inspection, cleaning, service visit, maintenance task, or handover.

1. Open Properties

2. Select the relevant property location

3. Open Report form

This route should be used after completing work on site to ensure activities are properly recorded and linked to the correct location and units, creating a clear and shared operational history.

Route 3: If you need guidance on how to carry out a task

If your question is not about a specific unit, but about how something should be done, for example cleaning standards, maintenance procedures, or turnover routines.

1. From the homepage, open Master Files

2. Select the relevant Standard Operating Procedure (SOP)

3. You’ll be redirected to the detailed guidance in Notion

This route is intended for situations where guidance is needed before work begins, helping ensure tasks are carried out in line with HAVN standards across all locations.

The HAVN Property Ledger is a shared system. It works best when everyone who uses it treats it as a living record rather than a static archive.

You don’t need to capture every detail, but you do need to record what actually happened. Small, timely updates are far more valuable than detailed records added weeks later. If work has been carried out, if something has changed, or if an issue has been observed, it should be reflected in the ledger.

When using the ledger, keep the following in mind:

• Use the information that’s relevant to your task — not everything will apply every time

• Record activities once they are completed, not while they are still in progress

• Add photos or notes when they help clarify what was done or observed

• Flag gaps, issues, or uncertainty rather than working around them

The ledger is not about control or oversight. It exists to support continuity, reduce assumptions, and ensure that everyone working with HAVN homes has access to the same reliable information.

If you have questions, some of them may already be answered directly within the Digital Property Ledger homepage.

If your question isn’t covered there, or if something feels unclear or missing, please don’t hesitate to reach out to the HAVN operations team.

We’re always happy to help clarify, guide you to the right place, or improve the ledger where needed.

For easy access, the most commonly used parts of the HAVN Digital Property Ledger are linked below:

• Digital Property Ledger homepage

• Properties

• Report an activity

• Master Files

These links are intended to help you quickly find what you need without searching through the full system.

The HAVN Property Ledger is structured around two complementary types of information:

1. Property-specific records, tied to individual cabins and locations

2. Shared standards and guidance, used across all HAVN houses

Together, these ensure that anyone working with a HAVN property can quickly understand what exists, what applies to a specific unit, and how work is expected to be carried out.

Property Specific Records

Property unit pages hold everything that is unique to a specific cabin.

If your work, question, or task relates to one particular unit, this is where you’ll find the most relevant information.

Each unit page follows the same structure across all locations, making it easy to navigate even if you are unfamiliar with the site.

What you’ll find inside a unit page

1. Cabin identification

At the very top of the page, you’ll find the unique house code and cabin name.

These identifiers are the primary reference used across the Property Ledger, documentation, and reporting. They ensure everyone, internal teams and external partners alike are referring to the same unit when reviewing information or logging work.

2. Cabin imagery (exterior & interior)

Directly below the identifiers, you’ll find exterior and interior photos of the cabin.

These images provide quick visual context and help you:

• confirm you’re looking at the correct unit

• understand the cabin’s layout and condition

• orient yourself before or during on-site work

  
  

They are intended as a practical reference rather than marketing imagery.

3. Property information

The Property Information section contains the key factual details that define the unit.

This includes:

• location

• size

• model

• manufacturer

• current status (for example: installed or in operation)

  
  

Together, these details provide a reliable snapshot of the cabin and help ensure consistency across records, especially when multiple teams or partners are involved.

4. Property description

Following the factual information, the Property Description adds context.

This short narrative explains what type of cabin it is, how it is designed to be used, and how it fits within the wider site. It helps orient readers who may be unfamiliar with the location or unit and provides background that supports the technical and operational records that follow.

5. Site map and orientation

Each unit page includes a site map with clearly numbered units.

This allows you to quickly identify where the cabin is located on site and understand its relationship to surrounding units.

The map is intended as a practical on-site reference as well as a planning tool when reviewing documentation remotely.

6. Property-specific records

Below the general information, the page transitions into the core documentation for that specific unit.

These records form a complete, traceable history of the cabin over time and are organized into clear sections, including:

• Technical documentation

• Manuals

• Inventory

All documentation links lead to structured folders in Google Drive, where files can be viewed or downloaded as needed.

Shared Standards

While individual unit pages focus on what is specific to a single cabin, Shared Standards bring together the documentation and resources that apply across all HAVN properties.

If your question is not about one specific unit, but about how something should be done at HAVN, this is the right place to look.