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Knowledge Center

Managing Inspection Requests from Community Connect and Business Portal

Purpose Statement

This article explains how inspection requests submitted through Community Connect, High Hazard, or the Business Portal are received, located, and managed within the Inspections Module.

Users can locate incoming requests using the Request Number, review request information, and schedule inspections to the appropriate team or person without unintentionally starting the inspection process.

Background Information

Inspection requests can be submitted externally through Community Connect, High Hazard, or the Business Portal. Once an inspection request is submitted, it appears with a Pending status until it is scheduled.

An email notification is also generated for users configured to receive notifications for the applicable inspection type. The notification includes the Request Number and a link to the inspection.

Users can open the inspection directly from the email link or use the Request Number to locate it from the Inspections List. Using the Inspections List allows the request to be reviewed, modified, assigned, and scheduled without opening the inspection directly from the email.

Once the inspection is scheduled, updated scheduling information is communicated back to the requester. The updated status, scheduled date, and time can also be viewed from the applicable Community Connect or Business Portal account.

Required Permissions

To access and manage inspection requests, users should have the appropriate permissions for their assigned responsibilities, including:

  • Access to the Inspections Module
  • Permission to view applicable inspections and inspection requests
  • Appropriate permissions to edit or update inspections
  • Appropriate permissions to schedule inspections
  • Access to the applicable team or inspection records

Note: Available actions may vary based on the user's assigned role and permissions.

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Step-by-Step Guide

1. Receive the Inspection Request Notification

  1. When an inspection request is submitted through Community Connect, High Hazard, or the Business Portal, the request is created with a Pending status.

  2. An email notification is generated for the applicable users configured to receive notifications for that inspection type.

  3. Locate the inspection request notification in your email inbox.

  4. Review the information included in the notification, including the Request Number and link to the inspection.

2. Understand the Inspection Link Behavior

  1. The notification email includes a link that provides direct access to the inspection.
  2. Selecting the link opens the associated inspection directly.

  3. If you do not want to open or begin the inspection at this time, copy the Request Number from the email instead and locate the request through the Inspections List.

3. Navigate to the Inspections List

  1. Copy the Request Number from the notification email.
  2. Log into First Due.
  3. Navigate to Inspections Module → Inspections List.
  4. Use the Inspections List to locate and manage the request without opening it directly from the email link.

4. Filter by Request Number

  1. From the Inspections List, expand the Filters panel using the down arrow.
  2. Locate the Request Number filter.
  3. Enter or paste the Request Number from the notification email.

  4. Click Apply.

  5. The matching inspection request will appear in the results.

5. Modify and Schedule the Inspection Request

Once you locate the inspection request, you can modify and schedule it.

  1. Select the inspection request and use the Bulk Action to modify the inspection or use the available Edit option.

  2. Review the request information, including any notes submitted with the request.

  3. Change the inspection from a will-call request to a scheduled inspection, as applicable.

  4. Select the appropriate inspection date.

  5. Set the appropriate inspection time.

  6. Assign the inspection to either:
    • An individual user

    • A team

  7. Review the information for accuracy.

  8. Click Save.

The inspection is now scheduled for the selected date and time and assigned to the appropriate user or team.

 

6. Review Scheduling Updates in the Business Portal

When a request submitted through the Business Portal is scheduled, the updated information is communicated back to the Business Portal.

  1. Return to the Business Portal.
  2. Navigate to the area containing the submitted inspection request.
  3. Refresh the page, if necessary.
  4. Review the updated inspection information. The request will now display as Scheduled.
  5. The Business Portal user can view information including:
    • Request Number
    • Inspection status
    • Status date
    • Scheduled date and time

    • Assigned inspector, when applicable

The Business Portal user who submitted the request also receives an email with the updated scheduling information.

 

7. Review Scheduling Updates in Community Connect

Scheduling information is also communicated back to users who submit inspection requests through Community Connect.

  1. Return to Community Connect.
  2. Locate the applicable Community Connect user or account.
  3. Navigate to the Inspections section.
  4. Locate the inspection request.
  5. Confirm that the inspection now displays as Scheduled.

  6. Review the scheduled date and time displayed for the inspection.

 

Best Practices

  • Use the Request Number from the notification email to quickly locate an inspection request from the Inspections List.
  • Use the Inspections List when you need to review, modify, assign, or schedule the request without opening the inspection directly from the email.
  • Verify the request details and any submitted notes before scheduling.
  • Assign the inspection to the appropriate individual user or team based on your agency's workflow.
  • Confirm the correct date and time before saving the scheduled inspection.
  • Ensure inspection notification settings are configured so the appropriate users receive new request notifications.
  • Schedule incoming requests promptly so requesters receive updated scheduling information.
  • Verify that the inspection displays the expected scheduled information after saving your changes.

Troubleshooting & FAQs

I didn't receive an inspection request email. What should I check?

Verify that you are configured to receive notifications for the applicable inspection type.

What happens if I select the inspection link in the notification email?

The link opens the associated inspection directly. If you need to locate and manage the request from the Inspections List instead, copy the Request Number from the email and use the Request Number filter.

I cannot find the inspection request in the Inspections List. What should I do?

Confirm that the Request Number was entered correctly in the Request Number filter and that you selected Apply.

Can I see notes submitted with the inspection request?

Yes. When modifying the inspection request, you can review notes that were submitted with the request.

Can an inspection request be assigned to a person or a team?

Yes. When scheduling the inspection, it can be assigned to an individual user or an applicable team.

What happens after I schedule a request submitted through the Business Portal?

The request is updated with its scheduling information. The Business Portal user can view the scheduled status, date, and time from the Business Portal and receives an email with the updated scheduling information.

Does Community Connect also show the scheduled inspection information?

Yes. Once the request is scheduled, the Community Connect user can view the updated status and scheduled date and time from the Inspections section.