Purpose Statement
The Inspection Reminder bulk action allows users to send email notifications to property contacts for scheduled inspections directly from the Inspections List or My Inspections page. This feature streamlines communication with property owners and inspection contacts, helps reduce missed appointments, and supports timely completion of scheduled inspections.
Background Information
Inspection reminders help fire prevention teams communicate upcoming inspection requirements to property contacts. Using the bulk action workflow, users can send reminders to multiple occupancies at once rather than contacting each property individually.
Inspection Reminder emails can include:
- Customized subject and message content
- Inspection-specific data fields
- Saved email templates
- Supporting attachments such as Self Inspection forms
- Previous inspection documentation when applicable to a re-inspection
For successful email delivery, the appropriate property contact must have a valid email address on their Contact record.
Required Permissions
Users typically need permissions related to:
- Inspections Module Access
- View and Manage Inspections
- Bulk Actions
- Contact Information Access
- Email Communications
Permission names may vary depending on agency configuration.
Video
Step-by-Step Guide
1. Navigate to Inspections
- Navigate to the Inspections module.
2. Open an Inspection List
- Select Inspections List.
- Alternatively, select My Inspections.
3. Expand Advanced Search
- Select Advanced Search to display additional filtering options.
4. Filter for Scheduled Inspections
Helpful filters for preparing an Inspection Reminder campaign include:
- Set Inspection Status to Scheduled.
- Set Scheduled Date to the desired upcoming date range.
- Use the contact email options to identify:
- Primary Occupancy Contact
- Inspection Contact
- No Primary/Inspection Email
Note:
The No Primary/Inspection Email option identifies occupancies that do not have an applicable email address on file.
5. Apply Filters
- Select Apply to update the inspection list.
6. Select Inspections
- Select the checkboxes next to the scheduled inspections that should receive an Inspection Reminder.
7. Open the Inspection Reminder Bulk Action
- Select Bulk Actions.
- Select Inspection Reminder.
- Choose the recipient type for the emailed reminder.
- If needed, select Print for Mailing instead of sending by email.
8. Resolve Missing Email Addresses
If one or more selected contacts do not have an email address, a warning message will display.
To resolve missing contact information:
- Add an email address to the applicable Contact record.
- Ensure the contact is designated as the Primary Occupancy Contact, when appropriate.
- To send to an Inspection Contact, a previous inspection must have been recorded and the Inspection Contact must have an email address on the Contact record.
- Select Continue to send reminders only to contacts that have a valid email address on file.
9. Enter an Email Subject
- Enter the Subject for the Inspection Reminder email.
10. Create the Email Message
- Enter the email content in the message body.
- Add available data fields to personalize the reminder.
- Format the email text as needed.
11. Save the Message as a Template
- Select Save as Template if you want to reuse the email content.
- Up to 25 templates can be saved.
- Attachments are not stored as part of a template.
12. Name the Template
- Enter a name for the template.
- Select Save.
13. Add an Attachment
- Select Add Attachment.
- Choose the appropriate file, such as a Self Inspection Form.
14. Review the Attachment
- Confirm the correct attachment has been added before sending.
15. Send the Inspection Reminder
- Select Send.
Re-Inspection Attachment Behavior:
When an Inspection Reminder is sent for a re-inspection, the system also attaches the previous completed inspection in the series:
- For the first re-inspection, the initial inspection is attached.
- For the second re-inspection, the first re-inspection is attached.
- This continues based on the previous completed inspection in the series.
16. Review Email Status
- Sent Inspection Reminders appear in the Email Status modal.
- Use this modal to review the status of reminder emails.
17. Load a Saved Template
- To send an Inspection Reminder using previously saved content, select Load from Template.
18. Select a Template
- Choose the appropriate saved template.
19. Continue with the Template
- Select Continue.
20. Add Attachments
- If the reminder requires an attachment, select Add Attachment.
- Add the appropriate file, such as a Self Inspection Form.
21. Review the Attachment
- Confirm the correct file is attached.
22. Send the Reminder
- Select Send.
Best Practices
- Use filters to identify Scheduled inspections before selecting the bulk action.
- Use No Primary/Inspection Email to identify missing contact information before sending a large reminder campaign.
- Keep contact email addresses and Primary Occupancy Contact designations current.
- Use clear, professional subject lines that identify the purpose of the reminder.
- Include inspection dates, locations, and relevant instructions in the email body.
- Create reusable templates for common inspection reminder workflows.
- Remember that attachments must be added each time, even when using a saved template.
- Review selected inspections and recipients before sending bulk emails.
Troubleshooting & FAQs
Why am I receiving a warning about missing email addresses?
One or more selected inspections do not have an eligible Primary Occupancy Contact or Inspection Contact with an email address. Update the Contact record or select Continue to send only to eligible recipients.
How can I identify occupancies without an email address before sending reminders?
Use the No Primary/Inspection Email filter in Advanced Search.
Why can't an Inspection Contact receive the reminder?
A previous inspection must have been recorded, and the Inspection Contact must have an email address in their Contact record.
Can attachments be saved with an email template?
No. Templates save the email content and formatting, but attachments must be added each time.
How many email templates can be saved?
Up to 25 templates can be saved.
What is attached when I send a reminder for a re-inspection?
The previous completed inspection in the re-inspection series is automatically attached.
Where can I check whether the reminders were sent?
Review the Email Status modal for sent Inspection Reminders.