In this article, we will be looking at how to manage and carry out a Property Inspection through the mobile app.
Creating a Schedule
In order to initiate an Inspection, you can select an existing appointment or create and schedule a new appointment. A schedule can be created through a Property by selecting the option "Add Inspection".
Following is a screen capture to create an Inspection Schedule.
Direct Property Inspection: By selecting the option 'Direct property inspection', you are able to create an appointment, and directly initiate the inspection process immediately.
If you wish to go a scheduled inspection, deselect the option and define a date and time.
Reminder: The reminder feature acts both as a reminder and as a re-schedule.
When creating the inspection if you opt to go for the reminder feature you'll be requested to define the reminder interval. You can select one of the options like 15 minutes, 30 minutes, 1 hour or 2 hours.
Once the time is set, according to the option you've selected you'll be reminded of the inspection with an option to define if you'll be on time for the inspection or to inform of a delay.
If you've selected "No. I'll be late" and give a rough estimation of the delay time as 15 minutes, 30 minutes, 1 hour or 2 hours, the upcoming inspection schedule will be automatically rescheduled according to the delay time given while sending a notification to the Tenant, informing of the delay (The Tenant will be notified only for Routine and Exit inspections).
To start an inspection, you may click on the icon from an existing schedule or create a schedule and select 'Direct Property Inspection'. Once you do you'll be given the option to select one of the following options;
We'll talk about the easy one first.
The Basic Inspection
The idea of the basic inspection is actually quite simple. As displayed in the below screen capture, you'll be given the list of pre-defined components (if this is an Entry inspection), which you are able to drag up and down to re-order them for your convenience.
Note: Components refer to a section of the property e.g. Bedroom, Bathroom, Dining room, Office area etc...
Before proceeding to a separate action, please save the changes made as and when you've done it.
When you've re-ordered the components, tap on one of them to go to the audit view to make notes. Following is a screenshot of the audit view.
As you can see there are sections within the Bedroom component. These are referred to as features. Features are special characteristics/elements of a component that you can single out to document its condition. E.g. Ceiling type (wooden etc..), Floor type (hardwood floor, carpeted floor), Wall types (Brick wall, baseboards etc...), Windows (number of windows and its type).
For each feature you are able to document its condition by tapping on one of the criteria, adding comments and attaching pictures.
Once you complete it the component will be marked done, likewise, when you have covered all components, you can complete the inspection.
The Advanced Inspection
If you choose this option, you'll be directly taken to the list of components where you'll be able to edit features and assets in each before initiating the inspection.
Note: If you want to delete a component or edit the same, long-press on the respective component to enable the actions, and furthermore, we've given the flexibility to add an image thumbnail to the component, in order to identify which component is which.
When you click on a component, you'll be able to edit/audit its features and assets revising as required.
Following is a screenshot of the audit interface for assets of a component.
Here the list of assets will be shown which you can filter by Manufacturer, Model, Date of Purchase, Useful Life, Maintenance Cycle.
By tapping on one of the assets, you can view its details and then update it as well if necessary;
Following is a screenshot of the audit interface for features of a component.
When you are carrying out an inspection, if there is a change in the list of the features you are able to delete the same.
If during the inspection if you come across new component features or assets that needs to be logged in, then you can do before the inspection call by simply tapping on the plus (+) icon from the upper right corner, and enter the details.
Once you document the necessary changes, you are able to initialise the inspection video call component-wise, by tapping on "Start Inspection". This allows you to retain a recording of the state of the component as of that day.
Following are the functionalities you are able to perform during an inspection video call.
- Audit the respective features in the compartment.
- Take an image and add it to the component gallery.
- Take an image and draft it as an asset (to be completed later).
- Take an image and/or video and draft a maintenance request (to be completed later).
Let's go into detail one by one.
1. Auditing of the component features.
By selecting this item, you are able to see the list of features in the component (as shown below in the screenshot) and are able to audit while you are recording the component.
When you click on one of the component features, you are able to make a note (speech to text convenience is added to take notes) and update the status.
2. Add images to the component gallery
In order to take an image, click on the camera icon and you'll be presented with the following three options.
- Add to Gallery
- Add to Assets
- Add Maintenance Request
Out of the three functions, if you select "Add to Gallery" the image captured will be saved within a feature, upon selection of the same. You are also able to add multiple images by clicking on the + icon.
3. Add images to draft an asset
During the inspection, if you come across new assets that need to be recorded and documented, you are able to do so by taking an image of the new asset and selecting the option "Add to Assets". Once you've defined the action, in the background necessary information will be captured through our vision-machine-learning-tool and it will draft an asset for the respective compartment, with the information that is provided by the trained vision technology.
4. Add Maintenance Request
This option is provided to make your life easy. During the inspection, if you come across a damaged asset or a property that requires a maintenance job, you can simply capture an image of the same and "Add Maintenance Request". You are also able to make a note of the issue via speech-to-text and close it off. Just as the asset, the maintenance request will also be drafted in the background, while extracting information as much as possible from our trained vision technology, thereby reducing valuable time, saving you from filling job details.
5. Completion of the Component
Once the audit is done and you've completed recording a 360-degree video of the component, you are able to stop the video and mark the component as complete. The captured information and the video recorded will be saved to the respective component and shall be later-on used to compile the information in the inspection report.
6. Completion of the Inspection
You are able to replicate the same process for all the listed out components, and when the inspection is completed, click on the "Stop" icon and all the information captured during the inspection routine be uploaded and synced with the web platform.
Do not worry, you will not have to stay in the application until the information is uploaded. All the information will be uploaded as a background service allowing you to carry on with other applications and tasks after completing the inspection.
7. Sharing the Inspection Report
When you have completed the inspection report and would like to share it with the users, we have given space to add your own cover letter and any special notes you would like to convey to the owner, which will be attached to the Inspection report generated through the PDF format.