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Knowledge Center

Inspection Record - Occupancy Log

Purpose Statement

The Occupancy Log feature allows fire inspection personnel to document detailed records and chronological entries during property inspections. This tool enables inspectors to maintain comprehensive documentation of inspection activities, interactions, observations, and any relevant incidents that occur during the inspection process, ensuring thorough record-keeping for compliance and follow-up purposes.

Background Information

The Occupancy Log serves as a detailed chronological record within the inspection workflow, capturing real-time entries that supplement the formal inspection report. This feature is particularly valuable for documenting conversations with property owners, noting specific observations, recording time spent on various inspection tasks, and maintaining a complete audit trail of inspection activities. The log integrates seamlessly with the inspection module while maintaining separate categorization for easy reference and reporting.

Required Permissions

To access and utilize the Occupancy Log feature, users must have the following permissions:

  • Inspection Module Access
  • Occupancy Log Creation/Edit permissions
  • File Attachment permissions (for adding supporting documents)

Video 

Step-by-Step Guide

 
 
1. Click on "Log."
 
 

 
2. Click on "Add Log."
 

 
3. Current date, can be edited.
 
Current date, can be editied.
 
4. Current Time, can be edited.
 
Current Time, can be edited.
 
5. Enter time in minutes (optional).
 
Enter time in minutes (optional).
 
6. Enter Involved Party (optional).
 
Enter Involved Party (optional).
 
7. Select Type of Log Entry.
 
Select Type of Log Entry.
 
8. Enter text for the entry.
 
Enter text for the entry.
 
9. Click on Add Attachment to add attachment(s).
 
Click on Add Attachment to add attachment(s).
 
10. Click on Create.
 
Click on Create
 
11. Log Entries made will display in the Module column with the originating Module displayed (Occupancy or Inspection).
 
 
Log Entries made will display in the Module column with the originating Module displayed (Occupancy or Inspection)
 

Best Practices

  • Document entries in real-time during inspections for accuracy
  • Use clear, professional language in log entries
  • Include specific details such as locations within the property, personnel involved, and exact times
  • Attach photos or documents that support your observations
  • Select the most appropriate log entry type to ensure proper categorization
  • Review all entries before finalizing the inspection to ensure completeness
  • Use the time tracking feature to monitor inspection duration for efficiency analysis

Troubleshooting & FAQs

Q: Can I edit a log entry after it's been created? 

A: Log entry editing capabilities depend on your user permissions and organizational policies. Check with your administrator for specific editing rights.

Q: What file types can I attach to log entries? 

A: Most common file formats are supported, including images (JPG, PNG), documents (PDF, DOC), and other standard file types. Contact support if you encounter file type restrictions.

Q: How do I differentiate between Occupancy and Inspection log entries? 

A: The system automatically categorizes entries based on the originating module, which is displayed in the Module column for easy identification.

Q: Is there a limit to the number of log entries I can create? 

A: There are typically no system-imposed limits on log entries, but check with your administrator regarding any organizational policies.