Help for Inspectors

Dashboard Overview

After logging in you land on Home. On a phone, a slim navy strip runs across the top; the greeting and two big buttons sit on the page just under it: Inspect a unit (teal) and Schedule a visit (orange).

Next up — the most urgent inspection scheduled for you, with Start.

My schedule · Drafts · History · Buildings — four cards; one that could not be read says *"Couldn't check"*, never a zero.

Pick up where you left off — unfinished inspections saved as drafts. Tap to resume.

The bottom bar is Home · Inspect · Schedule · History · More; the selected tab is orange. More holds Buildings, the 3D View (when your association uses it), Help, Account, a Switch to … view row for any other role you hold, and Sign out. On a tablet the same entries run along the navy bar at the top, with Help and your initials (Account, Switch, Sign out) on the right.

Starting an Inspection

1. Tap Inspect a unit at the top of Home (or the Inspect tab in the bottom bar). Anything scheduled for you is listed first — tap Start on it to go straight to the form.
2. Otherwise pick a building, then browse or search its unit list
3. Select a unit and choose an inspection template (e.g., Toilet, Mechanical)
4. The inspection form opens in a guided wizard format

Home's Next up card always shows the most urgent scheduled inspection (overdue ones first), and Pick up where you left off lists the drafts still on your phone.

Finding a Past Inspection

Your History tab lists your inspections newest first. Once you have a few hundred, scrolling is not the way to find one — use the search box at the top.

Start with the unit number. Typing "504" finds unit 4-504. You can also search by building name, inspection type or template ("plumbing"), and by result ("fail").

Words are combined. "504 plumbing" finds the plumbing inspection of unit 504, in either order.

Search follows the tab you are on. On *Saved / Incomplete* it searches your drafts; on *My team* (leads only) it searches the firm's work, including by colleague name.

Older inspections may not be loaded yet. The app holds your most recent inspections rather than every one you have ever filed, so the search covers what is loaded. When there are older ones, the page says so and offers Load older inspections — if a search comes up empty, that button widens it. You are never told "nothing matches" as though it were the whole story.

Whose Reports You Can Open

Every inspection on a unit is listed for every inspector who can inspect it — the type, the date, the pass/fail result and which firm did it. That is what stops two firms inspecting the same unit in the same week, so it is never withheld from you.

The report — the filled-in form, the photos and the PDF — opens for the inspector who wrote it, the lead of the firm that wrote it, lead maintenance staff, and management.

A report that is not yours to open still appears in the list, labelled *"Report held by <firm>"* (or *"the association"* for in-house work). It is never silently left out: a shortened list is how an inspector concludes a unit is clean when it is not. Across a firm boundary the row names the firm rather than the technician.

"Report unavailable" on a PDF means the app could not open the file — not that the report is missing. Try again, and tell management if it persists.

If no inspection firm is linked to your account you are association staff, and you see and open in-house work exactly as before.

Filling Out the Form

The form engine walks you through each section step-by-step:

Auto-filled fields: Unit number, building name, inspector name, and date are pre-populated.

Repeatable sections: Click "Add Another" for multiple items of the same type (e.g., toilets).

Photo capture: Tap the camera icon to take photos directly.

Signature: Draw your signature on the touch canvas (toilet inspections use the logged-in user as inspector of record).

Draft auto-save: Work is saved automatically as you go so you can resume later.

Reviewing & Submitting

1. After all sections, a Review screen shows all entered data
2. Verify the information
3. Click "Submit Inspection"
4. The app uploads photos, generates a professional PDF, and submits
5. A confirmation screen appears

The PDF includes header with building/unit details, section-by-section data, photos, and pass/fail result.

Failure Reasons & Per-Toilet Results

When marking a toilet as "Fail," select specific reasons, grouped by severity:

Water waste (red): Failed Dye Test, Double Flushing - Wastes Water, Running Toilet - Won't Stop, Wrong Parts - No Water Level Compensation.

Condition (yellow): Signs of Leak at Base, Toilet Moves - Needs Reset, Supply Line Corroded, Wrong Parts - Not Wasting Water, Wrong Flapper - Not Wasting Water.

Each toilet gets its own pass/fail from component assessments. The overall result is computed automatically — no manual assessment needed. Results display with color-coded labels on all dashboards.

Scheduling Inspections

Navigate to the Schedule tab from the bottom bar.

1. Pick a date (defaults to today)
2. Select a building
3. Select a unit
4. Select a template
5. The item is added to your schedule queue

Tap "Start" on any item to begin that inspection. Tap "Remove" to take it off your schedule. Duplicates are prevented.

Your schedule is saved — it is still there tomorrow and on another device. Submitting the inspection takes it off the list. Maintenance staff also see their scheduled inspections under Your work on the maintenance Home, and tapping one opens the inspection form for that unit.

Working Offline

You never have to wait for signal to finish an inspection.

Photos upload as you take them. Each thumbnail shows its state: a green tick when it has uploaded, a cloud while it uploads, an amber cloud when it is saved on the phone and waiting for signal.

Submit saves to your phone. Tapping Submit Inspection saves the whole inspection on the phone straight away — you can start the next unit at once. The photos, the PDF report and the record finish uploading in the background.

The status strip at the top of the app says what is still on the phone — for example *"2 inspections saved on this phone — waiting for signal"* or *"Uploading photo 3 of 6…"*. It disappears when everything has uploaded.

Nothing is lost if you close the app, lose signal or your battery dies. It carries on uploading the next time the app is open with signal.

Keep in mind:

- The office sees the inspection, its report and any repair items once it has uploaded.

- Don't sign out while the strip shows inspections waiting — they only upload once you sign back in on the same phone. The app asks before it lets you.

- Open the inspection form while you still have signal; once it is open you can finish it with none.

- If the strip says an inspection could not upload, it is still saved on your phone. Tell your manager — it usually means your access to that building changed.

Inspection History & PDF Downloads

Navigate to History from the bottom tab bar.

Drafts are shown with an amber "Draft" badge — tap to resume.

Completed inspections show the result (Pass/Fail/Conditional).

Click the download icon to view or download the PDF report.

Choosing a company (super admins)

If you administer more than one organization, you pick one company at sign-in and the whole app scopes to it — much like an accountant switching between client files.

Switch companies from the header. Platform mode is the unscoped view, for organization management and onboarding new customers.

This is a view convenience, not a security boundary. Choosing a company narrows what you are looking at; it is the underlying permission rules that decide what you may actually reach.

Members can switch too. An inspector contracting for several associations, or an owner holding units in two, gets the same switcher — but only when their own buildings genuinely span more than one company. There is no blended "all companies" view: exactly one is ever in scope, which is what stops one customer's data appearing alongside another's.