Inspections App
The Inspections App guides service technicians and inspectors through multi-point checks and Standard Operating Procedures tied to your customers' equipment. Every inspection runs off a reusable template — structured step-by-step tasks for daily, monthly, quarterly, or annual checks — with a complete report generated automatically at the end.
🆚 How Inspections Differ from Other Task Apps
| Walkthrough | Audit | Inspection | Survey | |
|---|---|---|---|---|
| Purpose | Quick observation | Document installed assets | Assess equipment condition | Evaluate compliance |
| Structure | Informal | Structured asset capture | Checklist-driven | Formal engineering |
| Depth / Duration | Low · 15–45 min | Medium · 2–6 hrs | Medium–High · 1–4 hrs | High · 1–3 days |
| Data captured | Photos, notes | Serial numbers, config | Condition measurements | Engineering analysis |
| Outputs | Visit notes, leads | Asset registry | Inspection report | Engineering audit report |
| Typical trigger | Sales visit | Onboarding new plant | Maintenance schedule | Performance project |
🖥️ The Dashboard
Three summary charts at the top of the page give you an immediate view of inspection activity across your accessible assets.
📊 Inspection Status Summary
Shows the current distribution of all inspections across three states.
| Status | Color | Meaning |
|---|---|---|
| Due | 🔴 Pink | Inspection has been assigned and is waiting to be started |
| In-Progress | 🟡 Orange | Inspection has been started but not yet completed |
| Complete | 🟢 Green | Inspection has been finished and a report generated |
✅ Inspection Report Status Summary
Shows the overall pass/fail rate across all completed inspection reports.
| Status | Color | Meaning |
|---|---|---|
| Pass | 🟢 Green | All required tasks completed and all validation rules met |
| Fail | 🔴 Pink | One or more required tasks failed their validation check |
💡 Use this chart to spot trends — a rising Fail rate across a template type indicates a systemic issue worth investigating.
📋 Inspection Template Status Summary
Shows the health of your available inspection templates.
| Status | Color | Meaning |
|---|---|---|
| Active | 🟢 Green | Template is ready to use for new inspections |
| Inactive | 🟡 Orange | Template has been deactivated and is not available for new assignments |
📋 The Inspection List
Below the charts, the inspection list is organized into three tabs.
START NEW Tab
Lists all inspection templates available to you — these are the starting points for new inspections.
What does each column mean?
| Column | Description |
|---|---|
| Inspection ID# | The template reference identifier |
| Inspection Title | Name of the inspection or checklist |
| Tags | Category labels (e.g., Inspection, FSR, Test) |
| Allocated To | Whether this template is assigned to assets or systems |
| Create Date | When the template was created |
| Report Status | N/A until an inspection is started from this template |
| Action | Start a new inspection from this template |
IN-PROGRESS Tab
Lists all inspections that have been started but not yet completed.
What does each column mean?
| Column | Description |
|---|---|
| Inspection ID# | Template reference |
| Inspection Title | Name of the inspection |
| Label | The unique instance label generated when the inspection was started (e.g., INS-XXXXXX) |
| Tags | Category labels |
| Status | In-Progress badge |
| Assigned To | The technician responsible for completing this inspection |
| Allocated To | The specific asset or system this inspection instance is linked to |
| Start Date | When this instance was started |
| Report Status | N/A until complete |
| Action | Resume the inspection or delete |
COMPLETED Tab
Lists all finished inspections with their final results.
What does each column mean?
| Column | Description |
|---|---|
| Inspection ID# | Template reference |
| Inspection Title | Name of the inspection |
| Label | Unique instance label |
| Tags | Category labels |
| Status | Complete badge |
| Assigned To | Technician who completed the inspection |
| Allocated To | The asset or system inspected |
| Completed On | Date and time of completion |
| Report Status | ✅ Pass or 🔴 Fail |
| Action | View report, duplicate, or delete |
Available tools: Search by title or ID · Filter by tags or status · Toggle between grid, list, and card views · Request Data to export
▶️ Starting an Inspection
There are two ways to start an inspection depending on whether it is part of scheduled maintenance or a standalone check.
Method A — From the Maintenance App (Scheduled Work)
Inspections that are part of a recurring maintenance plan are most efficiently started from the Maintenance App.
- Open the Maintenance App and go to the Dashboard
- Locate the due maintenance item that has an inspection linked to it
- Click Complete Job on that maintenance row
- In the dialog, click Complete Task to launch the associated inspection (if you already started it, the button will say View Task instead)
- You are taken directly into the inspection
📌 An inspection can only be linked to a specific asset when it is part of a Maintenance Plan. If you need the inspection record associated with a particular asset, start it through the Maintenance App.
Method B — From the Inspections App (Ad-hoc Work)
For standalone inspections not tied to a maintenance schedule:
- Open the Inspections App and go to the START NEW tab
- Find the template you want to use
- Click the Start action icon on that template row
- A confirmation dialog appears showing the inspection title and today's date
- A unique Label is automatically generated (e.g., INS-XXXXXX) — you can edit this if needed
- Select whether this inspection is for an Asset or a System from the dropdown
- Click START
The inspection opens immediately and appears in the IN-PROGRESS tab.
📝 Completing an Inspection
Once inside an inspection, the interface is split into two panels.
Left panel — the full inspection checklist showing all groups and individual steps. Steps are organized into collapsible groups. Your current position is highlighted. Each step shows a status icon indicating whether it is complete, in progress, or pending.
Right panel — the active step's input area, where you record your findings for the currently selected task.
Navigating Steps
- Click any group title or step name in the left panel to jump directly to that task
- Use Back and Save & Next buttons at the bottom to move through steps sequentially
- The step counter (e.g., 5 / 20) shows your progress through the total number of steps
- Click Show Instructions at the top of any step to reveal detailed guidance for that task
Input Types
Inspection templates support a wide range of input types to capture different kinds of field data.
| Category | Input Types |
|---|---|
| Simple Inputs | Text entry, Number entry (e.g., meter readings), Text area (for longer notes and comments) |
| Selections | Dropdown (select from a custom list), Checkbox, Yes/No, Pass / Failed / NA |
| Media & Proof | Upload an image, take a photo directly in the app, upload an external report |
| Guidance | Show video (how-to), Show document (linked PDF or manual), Show text (written instructions), Show image (diagrams or reference photos) |
| Closing | Customer signature capture, Rating (1–10 scale), Recommendation / NPS score |
Mandatory Tasks and Validation
- Tasks marked as mandatory must be completed before the inspection can be submitted
- Number inputs can be configured with validation rules (greater than, less than, between specific values). If the entered value does not meet the rule, that task is marked as failed
- An inspection only receives a Pass report status when every required task has been completed and every validation rule has been satisfied
⚠️ Non-obvious: If any mandatory task is incomplete or any validated input fails its rule, the inspection will receive a Fail report status — even if all other tasks passed.
📄 Inspection Reports
When an inspection is completed, a full report is generated automatically. Access it from the COMPLETED tab by clicking the view icon on any completed inspection row.
Report Layout
The report is organized into three header panels followed by the full responses.
Asset Information
What does each field mean?
| Field | Description |
|---|---|
| Assigned User | The technician who completed the inspection |
| Asset | The asset that was inspected |
| Serial # | Asset serial number |
| Telematics # | Asset TSN |
| Owner | Asset owner organization |
| Model | Asset model |
| Representative | Field representative if applicable |
Inspection Summary
What does each field mean?
| Field | Description |
|---|---|
| Title | The inspection template name |
| Type | Inspection category |
| Tags | Labels applied to this inspection |
| Description | Template description |
| Status | Complete |
Report Status
What does each field mean?
| Field | Description |
|---|---|
| Start Date | When the inspection was started |
| End Date | The template's scheduled end date |
| Completed On | When the inspector submitted the final step |
| Report Status | ✅ Pass or 🔴 Fail |
Below the header panels, the full responses to every step are displayed in their original group structure.
Report Actions
| Action | Function |
|---|---|
| Show Flagged Only | Toggle to display only the steps that were flagged during the inspection — useful for quickly reviewing issues without scrolling through the full report |
| Enable Thumbnails | Toggle to show photo thumbnails inline within the report |
| Download PDF | Generate and download the complete inspection report as a PDF for records, compliance documentation, or sharing with the customer |
🔁 Repeating a Completed Inspection
Once an inspection is marked Complete, it can be repeated to create a fresh instance using the same template — useful for recurring checks on the same asset.
Click the Repeat button on any completed inspection row. A new inspection instance is created automatically with In-Progress status, pre-populated from the same template. The original completed record is preserved and the new instance begins immediately.
⚠️ Non-obvious: The Repeat button only appears on completed inspections that have not already been used to generate a repeat. Each completed instance can only be repeated once — after that, the new instance must itself be completed before another repeat is available.
📑 Fillable PDF Form Inspections
In addition to step-by-step task-based inspections, the platform supports standard fillable PDF form inspections that can be completed directly in the browser without downloading or printing.
When an inspection template is built on a fillable PDF form, the experience differs from a standard checklist inspection:
- Opening the inspection loads the PDF in a built-in document viewer
- Form fields are pre-filled automatically with any default values configured in the template (customer name, site address, model, etc.) — so technicians do not need to re-enter repeated information
- Technicians fill in the remaining fields directly on screen
- Save Changes saves progress and returns the technician to the form later with all entries preserved
- Save & Finish locks the form, generates a non-editable PDF, and marks the inspection Complete
- The completed PDF is stored permanently and can be viewed or downloaded from the report at any time
💡 Fillable PDF inspections are ideal for regulatory compliance forms, manufacturer start-up reports, and any checklist that must be submitted in a specific document format.
🔐 Admin Capabilities
Administrators have additional capabilities not available to standard users.
| Capability | Description |
|---|---|
| Enroll on behalf of a user | Admins can start an inspection for any user and work through the steps on their behalf |
| Complete on behalf of a user | Admins can submit an in-progress inspection assigned to another user |
| Repeat on behalf of a user | Admins can initiate a repeat inspection for any user's completed record |
| Update completed inspections | Admins can edit the response data of a completed inspection after submission — standard users cannot modify submitted data |
🛠️ Building Inspection Templates (Admin)
Administrators can create and manage the templates that power all inspections. A template is a reusable structure — build it once and use it across unlimited inspection instances.
Accessing Templates
- From the Inspections App, click the ➕ icon to open the template list
- Click ➕ again in the template list to create a new template
4-Step Template Creation Wizard
Step 1 — Details
Define the template's core information.
What does each field mean?
| Field | Description |
|---|---|
| Title | The name of the inspection template |
| Description | A summary of what this inspection covers |
| Reference Id | An optional reference or tracking code |
| Type | The inspection type category |
| Tags | Labels for organizing and filtering templates (e.g., Annual, Safety, Electrical) |
| Status | Active (available for use) or Inactive (hidden from new inspections) |
| Author | The person responsible for this template |
| From / To | The date range during which this template is valid |
Buttons: CANCEL / SKIP / SAVE
Step 2 — Add Tasks
Build the inspection checklist using one of three methods via the tab selector.
| Tab | Purpose |
|---|---|
| TEMPLATE | Upload a pre-built template file to populate the inspection structure automatically |
| RICH MEDIA FORM | Build the inspection structure manually in the platform using a Groups → Tasks → Sub-Tasks hierarchy |
| PDF FORM | Upload a fillable PDF form. Optional pre-filled default fields can be configured so technicians don't re-enter repeated information each time |
Using the RICH MEDIA FORM tab:
Inspections are built in a three-level hierarchy:
- Groups — Top-level sections that organize related tasks (e.g., "System Information", "Safety Checks"). Each group has a Group Label and Group Description.
- Tasks — Individual checklist items within a group. Each task has a Title, Description, and a Repeatable checkbox (if enabled, the technician can complete this task multiple times within a single inspection instance).
- Sub-Tasks — The individual data-capture fields within a task. Each sub-task has:
- Label — the question or instruction shown to the technician
- Type — the input format (e.g., text, number, dropdown, photo, signature, etc.)
- Mandatory checkbox — if checked, the technician must complete this sub-task before the inspection can be submitted
Use + Add Sub-Task to add fields within a task, and + Add Task to add tasks within a group.
⚠️ Non-obvious: A task with the Repeatable checkbox enabled allows technicians to complete that task section multiple times in a single inspection — useful for multi-unit checks where the same set of questions applies to several identical components.
Buttons: BACK / SKIP / SAVE
Step 3 — Assignments
Select which users are pre-assigned to this template. This step uses a two-panel transfer list.
| Panel | Description |
|---|---|
| Choices | All available users in the platform |
| Chosen | Users selected to be assigned to this template |
- Select one or more users in the Choices panel and click → to move them to Chosen
- Select users in the Chosen panel and click ← to move them back
- Use the search bar in either panel to find users quickly
- A Select All checkbox at the top of each panel lets you move all users at once
⚠️ Non-obvious: The Assignments step is only active when the template's assignment type is set to All and its Status is Active. If the step appears greyed out, check the template's Status setting in Step 1.
Buttons: BACK / SKIP / SAVE
Step 4 — Allocation
Control which assets, systems, or users this template is accessible for.
Select the Allocation Type from the dropdown:
| Allocation Type | Makes the template accessible for... |
|---|---|
| Assets | Specific individual assets |
| Systems | Specific systems |
| Users | Specific users |
| Asset Models | All assets belonging to selected models |
| Model Families | All assets belonging to selected model families |
Then use the Choices and Chosen transfer lists to select the specific entities:
- Select items in Choices and click → to add them to Chosen
- Select items in Chosen and click ← to remove them
The template will only be accessible for the entities listed in the Chosen panel.
Buttons: BACK / FINISH
📌 Clicking FINISH saves and activates the template. It will immediately appear in the START NEW tab for all users who have access to the allocated entities.
🔄 Common Workflows
Workflow 1 — Completing a Scheduled Inspection
- Open the Maintenance App → Dashboard
- Find the maintenance item with an inspection linked
- Click Complete Job → Complete Task
- Work through all steps using Save & Next
- Complete all mandatory fields and pass all validation checks
- Submit → inspection moves to Completed with a Pass or Fail report
✅ Result: A fully documented inspection report is generated, linked to the asset, and available for download as a PDF.
Workflow 2 — Starting an Ad-hoc Inspection
- Open the Inspections App → START NEW tab
- Find the appropriate template
- Click Start → confirm the label and select the asset or system
- Work through all steps
- Submit to generate the completed report
✅ Result: A standalone inspection record is created and appears in the Completed tab with its Pass/Fail report status.
Workflow 3 — Reviewing Pass/Fail Trends
- Open the Inspections App Dashboard
- Check the Inspection Report Status Summary chart — note the Pass/Fail ratio
- If Fail is rising, go to the COMPLETED tab and filter by Report Status: Fail
- Review the failing inspections — identify whether failures concentrate on a specific template, asset, technician, or time period
- Click the view icon on any Fail record to open the full report and use Show Flagged Only to isolate the specific steps that failed
✅ Result: Pattern analysis identifies whether failures are isolated incidents or systematic issues requiring template revision, technician training, or equipment investigation.
Workflow 4 — Resuming an In-Progress Inspection
- Open the Inspections App → IN-PROGRESS tab
- Locate the inspection by title, label, or assigned technician
- Click the Resume (▶) action icon
- The inspection opens at the last saved step
- Continue from where you left off and submit when complete
✅ Best Practices
- 📋 Use templates for everything repeatable. A well-built template ensures every inspector covers the same steps in the same order — eliminating variation across your team.
- 📸 Upload photos at key steps. Visual evidence attached to inspection steps creates a stronger record for compliance, warranty claims, and customer documentation.
- 🔴 Investigate Fail reports promptly. A failed inspection may indicate a safety issue, a non-compliant installation, or equipment in need of immediate service. Do not leave Fail reports unreviewed.
- 📄 Download PDFs for customer-facing records. The PDF report is formatted for sharing with customers, attaching to service records, or submitting to regulatory bodies. Generate and archive it at the time of completion.
- 🔁 Use the Repeat action for recurring visits. The Repeat button on a completed inspection creates a pre-populated starting point for the next visit to the same asset — saving setup time on recurring checks.
💡 Tips & Shortcuts
| Tip | How |
|---|---|
| Jump to any step | Click the step name in the left panel rather than navigating sequentially |
| See only failed steps | Toggle Show Flagged Only on a completed report |
| Download the full report | Click Download PDF on any completed inspection report |
| Find in-progress work | Go to the IN-PROGRESS tab and search by label, title, or technician |
| Export the inspection list | Click Request Data on any tab to download the current list |
| Check template availability | Review the Inspection Template Status Summary chart — Inactive templates cannot be used for new inspections |
🔗 Related Apps
- ✅ Checklists — Similar workflow for non-inspection task lists
- 🔧 Maintenance — Inspections triggered from maintenance plans
- ⚙️ Assets — Assets that inspections are assigned to
- 🎓 Training — Training courses with similar template structure