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Knowledge Center

Inspection Record - General Information

Purpose Statement

To provide guidance on navigating and completing the General Information section of an inspection record, including key features such as inspection timing, scheduling, assignment, attachments, and auto-save functionality. This ensures accurate documentation and efficient inspection workflows for Fire/EMS personnel.

Background Information

The General Information section is the starting point for all inspection records and captures essential metadata such as inspection type, schedule, assigned inspector, and status. It also includes automation features like inspection timers and auto-save to reduce manual effort and prevent data loss.

This section plays a critical role in compliance, reporting, and operational tracking. Understanding how to properly use these fields ensures inspections are completed accurately and consistently across the department.

Required Permissions

Users will need the following permissions:

  • Inspection Creation – Start new inspections
  • Inspection Edit – Modify inspection details
  • Inspection Assignment – Assign or reassign inspections
  • File Upload – Add attachments to inspection records
  • Video Conferencing – Initiate remote inspections (if enabled)

Video

Step-by-Step Guide

Note: The Auto-Save for inspections is initiated after selecting the Inspection Type.

Manually Created Inspections:

  • From the Inspections List, select Start an Inspection
  • Enter the address or select Start Inspection from the Actions column for unscheduled items
  • Choose the Inspection Type to activate auto-save

Scheduled Inspections:

  • Select the Inspect (Inspect/Play/Start) action from the list
  • The Inspection Type will be pre-filled
  • Auto-save begins upon initial interaction with the inspection

Auto-Save Details:

  • Inspection data (Occupancy, Inspection, Contact) is saved to the device cache every minute when changes are detected (e.g., typing, clicking, adding photos, signatures, etc.)
  • This feature requires Offline Inspections to be enabled
  • Data is saved to the server when selecting Save, Submit, or Complete

Performance Recommendation:

  • Use the browser version instead of the mobile app for better stability
  • If the app crashes, cached data may be lost
  • For offline inspections, the browser provides more reliable caching and reduces risk of data loss


1. Start or Open an Inspection

  • Navigate to Inspections List
  • Select Start Inspection or open an existing scheduled inspection
  • Enter or confirm the address



2. Select Inspection Type

  • Choose an Inspection Type from the dropdown
  • If the inspection type includes a timer:
    • Click Confirm to start the On-Site timer
    • Click Cancel to proceed without timing



3. Review and Update Schedule Type

  • Select a Schedule Type (e.g., Annual, Quarterly)
  • The system will go to the default based on inspection type but can be changed



4. Verify Assigned Inspector

  • The system auto-assigns the logged-in user
  • To reassign:
    • Search and select another User or Team



5. View Inspection Contacts

  • Select an Inspection Contact from the dropdown list
  • Contacts are pulled from the associated occupancy record



6. Review Status and Completion Fields

  • Status automatically updates to In Progress
  • Completed Date/Time will populate upon completion



7. Assign Additional Details (Optional)

  • Select a Shift
  • Assign a Station
  • Choose Zone/District (if applicable)



8. Add Notes

  • Enter internal notes as needed
  • Note: These do not appear on printed reports



9. Add Attachments

  • Click the paperclip icon
  • Drag and drop files or double-click to upload
  • Uploaded files can be:
    • Downloaded
    • Removed
  • Attachment count will display on the record



10. Start Video Conference (Optional)

  • If enabled, select Start Video Conference
  • Use for remote inspections or virtual collaboration (see KBA for more details)



11. Link Permits or Invoices

  • Use the top navigation to link:
    • Permits
    • Invoices
  • Refer to related KBAs for detailed steps



12. Save the Inspection

  • Click Save at any time
  • System auto-saves approximately every minute when changes are detected



13. Close the Inspection

  • Click Close
  • If not completed, status remains In Progress

Best Practices

Auto-Save Optimization

  • Work in a web browser instead of the mobile app for better reliability
  • Ensure offline inspections are enabled for caching
  • Allow auto-save to run by interacting with the form regularly

Workflow Efficiency

  • Pre-schedule inspections when possible
  • Keep contacts and assignments up to date
  • Link permits and invoices during the inspection process

Data Accuracy

  • Use clear, concise notes for internal reference
  • Double-check inspection type before proceeding
  • Confirm timer usage when prompted

Troubleshooting & FAQs

Q: Why did my inspection data disappear?
A: This can occur if using the mobile app and it crashes. Use the browser version for better data retention.

Q: How do I know if the inspection timer is active?
A: You will receive a confirmation prompt when selecting an inspection type with timing enabled.

Q: Can I change the assigned inspector?
A: Yes, use the assignment field to search and select another user or team.

Q: Why aren’t my notes showing on the report?
A: Notes in this section are for internal use only and do not appear on printed inspection reports.

Q: When does auto-save occur?
A: Approximately every minute when the system detects user interaction (typing, clicking, etc.).