Proactive maintenance starts with consistent checks. This guide will walk you through creating new inspections, setting custom frequencies, and organizing your tasks to ensure your team has a clear, actionable workflow.
Before You Start: Ensure you have Admin or Manager permissions to access the inspection management tools. Identify the specific buildings, spaces, or equipment that require inspection.
How to Add a New Inspection
Navigate to the Inspections page in the left-hand sidebar and click the + Add Inspection button. A three-step setup wizard will open on the right side of your screen.
Step 1: Main Info
In this step, define the core details of the inspection.
Name: Enter a clear, descriptive title (e.g., "Daily Restroom Check").
How often: Select Recurring for ongoing scheduled tasks or Once for a single event.
Recurring: Select an interval like Daily, Weekly, Quarterly, or Custom. Custom frequencies allow intervals from 1 to 99 weeks, months, or years.
Once: You will be prompted to choose one specific date for the inspection.
Category: Assign a category (e.g., Cleaning, Plumbing, Security) to organize your data for future reports.
Assigned user: Select the team member responsible for performing this inspection.
Estimated Work Hours: Enter the estimated amount of time the inspection is expected to take.
Description: Provide detailed instructions. You can also add clickable links to external resources such as Google Forms or Drive documents.
Location tracking: Choose Required if you want to ensure the user is physically present at the site to complete the form.
Once completed, click Next to proceed.
Step 2: Tasks and Spaces
This step defines exactly where the inspector needs to go and what they need to check.
Select spaces or equipment: Use the dropdown menu to choose the specific locations or assets included in this inspection.
Add tasks: Type the task name and select the input type (e.g., Text, Number, Checkbox, Multiple Choice, Image, Signature, QR Scan).
Set as required: Check this box if the task must be completed before the inspection can be submitted.
Conditional tasks: When using the Multiple Choice input type, click the Connected 3 Dots icon to create logic-based workflows. This allows you to trigger a follow-up task only when a specific answer is selected.
Add spaces with different tasks: Use this button if you need to perform different sets of checks in different areas within the same inspection.
Once completed, click Next to proceed.
Step 3: Order
The final step ensures the inspection follows a logical physical path through the building, saving your team time and effort.
Sorting: By default, selected spaces and equipment are sorted alphabetically. Click Sort by name to revert to this order at any time.
Manual Ordering: Click and drag items into your preferred order so the inspector can move efficiently from one area to the next.
Finalize: Click Add Inspection to save and activate the schedule.
How to Edit Inspections
In the Inspections page, select the Manage Inspections tab from the top bar.
Locate the specific inspection you would like to modify.
Click the three-dot icon in the corner of the inspection card, then select Edit.
This will open the three-stage editing window.
Stage 1: Main Information
Modify the general settings of your inspection.
Name and Frequency: Click on the inspection title to edit the name and select the desired frequency from a dropdown menu.
Assigned Users: Add or remove users by searching and selecting their names.
Change Category: Update the inspection's category to better organize and classify your inspections.
Add Description: Include a detailed description to provide additional context. You can add clickable links to external resources such as Google Forms or Drive documents.
Estimated Work Hours: Enter the estimated time the inspection is expected to take.
Location Tracking: Activate to require location services when closing the inspection, ensuring compliance and allowing you to verify where it was completed.
Stage 2: Customize Tasks and Spaces
Define exactly what needs to be checked and where.
Add More Spaces or Equipment: Click to add additional areas or assets.
Create New Tasks: Under each space or piece of equipment, add the specific tasks required.
Change Task Types: Click any task to change the response type (e.g., switch from Yes/No to Checkbox).
Reorder Tasks: Click and hold the drag handle next to a task to move it up or down.
Stage 3: Organizing Inspection Structure
Finalize the high-level organization of your inspection.
Rearrange Spaces: Drag and drop entire spaces or equipment blocks to change the order in which they appear for the technician.
Review Flow: Ensure the sequence matches the natural path a person takes through the building.
Save Changes: Click the Save button to apply all modifications.
Duplicating and Managing Inspection Status
Duplicate an Inspection
To create a similar inspection for a different site or piece of equipment, click the three dots in the inspection header and select Duplicate. You can then modify the copy for the new building or equipment.
Pause and Activate Inspections
Use the toggle in the inspection settings to switch between Paused and Active statuses.
Pausing an inspection only affects future rounds.
You cannot pause an inspection that is already open and pending completion.
Removing Inspections
Navigate to the Manage Inspections list.
Click the checkbox next to the inspection you wish to remove.
Click the trash bin icon to delete.
Note: Only Admins have the permission to remove inspections.
Bulk Assign Inspections
Efficiently assign or remove a user across multiple inspections at once without editing each one individually.
Navigate to the Manage Inspections tab.
Click the Quick Action button on the right-hand side and select Bulk Assign.
In the pop-up window, select the user and optionally filter by category and building.
Click Add to assign the user or Remove to relieve them of the duty.
Set Completion Order
Dictate the sequence in which inspections should be completed by your team.
Navigate to the Manage Inspections tab.
Click the Quick Action button and select Set Completion Order.
In the pop-up window, drag the inspection tasks into your preferred order.
Click Save to apply.
Changing Assigned Users in Open Inspections
You can update who is responsible for an inspection that is already in progress without editing the master template.
Open the specific active inspection in Open Inspections.
Click the three dots icon.
Select Assigned User.
Choose the new user or remove the current one.
Click Assign to user.
Note: These changes only affect the current round. Future rounds will revert to the originally assigned users.
Ready to perform an inspection? See How to View and Complete Open Inspections for a full walkthrough, including how to mark tasks and submit your results.
For an overview of the Inspections module tabs and navigation, see Navigating and Managing Inspections in Visitt.