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Inspection Record: Occupancy Log

Purpose Statement

The Occupancy Log allows inspection personnel to create chronological entries documenting activities, observations, involved parties, and other relevant information associated with an occupancy or inspection. The log provides an additional record of inspection-related activity that can support follow-up and documentation needs.

Background Information

The Occupancy Log provides a running history of entries related to an occupancy or inspection. Users can document information such as:

  • Date and time of the activity
  • Time spent
  • Involved parties
  • Log entry type
  • Detailed notes
  • Supporting attachments

Log entries identify the module where the entry originated, making it easier to distinguish between entries created from the Occupancy and Inspection modules.

Required Permissions

Users typically need permissions related to:

  • Inspection Module Access
  • Occupancy Log Creation/Edit
  • File Attachments, when adding supporting files

Permissions may vary depending on agency configuration.

Video

Step-by-Step Guide

1. Open the Log

  1. From the applicable Inspection Record, select Log.

 

2. Add a Log Entry

  1. Select Add Log.

 

3. Review or Update the Date

  1. The current date will populate automatically.
  2. Update the date if needed.
Current date, can be editied.
 

4. Review or Update the Time

  1. The current time will populate automatically.
  2. Update the time if needed.
Current Time, can be edited.
 

5. Enter Time Spent

  1. Enter the applicable amount of time in minutes.

Note: This field is optional.

Enter time in minutes (optional).
 

6. Enter the Involved Party

  1. Enter the applicable Involved Party.

Note: This field is optional.

Enter Involved Party (optional).
 

7. Select the Log Entry Type

  1. Select the appropriate Type of Log Entry.
Select Type of Log Entry.
 

8. Enter the Log Details

  1. Enter the applicable information in the log entry text field.
Enter text for the entry.
 

9. Add Attachments

  1. Select Add Attachment.
  2. Add any applicable supporting attachments.
Click on Add Attachment to add attachment(s).
 

10. Create the Log Entry

  1. Review the information entered.
  2. Select Create.
Click on Create
 

11. Review Created Log Entries

  1. Created log entries will display in the log.
  2. Review the Module column to identify where each entry originated:
    • Occupancy
    • Inspection
Log Entries made will display in the Module column with the originating Module displayed (Occupancy or Inspection)

Best Practices

  • Create log entries as activities occur to improve documentation accuracy.
  • Use clear and professional language.
  • Include relevant details such as locations, involved parties, and times when applicable.
  • Select the most appropriate Log Entry Type for each entry.
  • Add supporting attachments when they provide useful context.
  • Use the optional time field when tracking time spent on inspection-related activities is beneficial.
  • Review log entries before completing the inspection to ensure important activities have been documented.

Troubleshooting & FAQs

Can I change the automatically populated date and time?
Yes. Both the current date and current time can be edited when creating the log entry.

Do I have to enter time spent or an involved party?
No. Both Time in Minutes and Involved Party are optional.

Can I add an attachment to a log entry?
Yes. Select Add Attachment while creating the entry.

How can I tell whether a log entry came from an Occupancy or an Inspection?
Review the Module column. It identifies the originating module as either Occupancy or Inspection.

Can I edit a log entry after it has been created?
Editing capabilities depend on the permissions and functionality available to your user. If editing is unavailable, contact your administrator.