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Inspection Record - Completing the Checklist

Purpose Statement

This guide demonstrates how to efficiently complete inspection checklists within the Inspection Record module. The checklist system enables fire and EMS personnel to conduct standardized inspections, document violations, add supporting evidence, and generate comprehensive reports while maintaining compliance with regulatory requirements and departmental protocols.

Background Information

The Inspection Checklist feature streamlines the inspection process by providing structured questionnaires with multiple response types including standard pass/fail options, single select, multi-select, and free text responses. This system supports bulk operations for efficiency, allows duplication of inspection questions for multiple locations, and provides comprehensive documentation capabilities through remarks, images, and associated code management. The feature is commonly used for fire safety inspections, equipment checks, facility assessments, and compliance documentation.

Required Permissions

Users must have the following permissions to complete inspection checklists:

  • Inspection Record access permissions
  • Checklist completion rights
  • Image upload capabilities (for photo documentation)
  • Associated code editing permissions (if modifying code visibility)

Video



Step-by-Step Guide

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1. Select Checklists and Checklist sections with Inspection Questions will display.


Select Checklists and Checklist sections with Inspection Questions will display.



2. Click on Standard Inspection and select Standard Inspection Response.


Click on Standard Inspection and select Standard Inspection Ressponse



3. Bulk Operation: Click on Pass or N/A. Will set all Standard Inspection Response items in the section to selection made ( e.g. Pass or N/A).
  1. NOTE: Will not effect any checklist responses selected prior to using the bulk action.





4. Click on Pass or N/A. Will set all Standard Inspection Response items in the section to selection made.






5. Click on i to view associated code(s).


Click on i to view associated code(s).



6. Select to Edit Associated Codes.
  1. Will determine which associated codes will appear on the print page for the inspection.

Select to Edit Associated Codes.



7. Edit Associated Codes:
  1. Show or not show all in the report (#1).
  2. Show individual code or not show the individual code in the report (#2).
  3. Edit the Code Description text (#3).
  4. Select Apply when done (#4).





8. Click on Collapse/Expand to collapse or expand the Inspection Question.





9. Click on Remarks to add notes regarding the violation. See the Related Article on how to add Standard Remarks to your checklist.
  1. Formatting Options:
    1. Font Size
    2. Bold
    3. Italics
    4. Underline
    5. Strike through
    6. Font Color
    7. Highlighting Color
    8. Numbered List
    9. Bulleted List
    10. Enter Link (Enter the name for the link, select the text, enter the link - make sure you put in http://www.--- or https://www.---, and then save)


Click on Remarks to add notes regarding the violation. See the Related Article on how to add Standard Remarks to your checklist.



10. Click Images to add images from file or camera with captions to the violation.
  1. If you are using an Android or Windows device select "Take Photo" to turn the camera (if present) on (#1).
  2. If you are using an Android or Windows device select "Choose Files" to bring in a file from your device storage folder (#2).
  3. If you are using an iOS device, the system will detect your camera automatically and turn it on for you.





11. Edit Photo Captions.
  1. Select the photo to edit the caption (#1).
  2. Select Edit (#2).
  3. Edit the text (#3) and save (#4).




12. Click on Duplicate to duplicate the Inspection Question. Valuable for noting different locations for the same violation.


Click on Duplicate to duplicate the Inspection Question. Valuable for noting different locations for the same violation.



13. Each instance of duplication will be noted (e.g. 2nd Instance). All Inspection Question Options are present.


Each instance of duplication will be noted (e.g. 2nd Instance). All Inspection Question Options are present.



14. Click on next section and make appropriate selection. This is an example of a Single Select Inspection Question.


Click on next section and make appropriate selection. This is an example of a Single Select Inspection Question.



15. Click on next section and make appropriate selection. This is an example of a Multi Select Inspection Question.


Click on next section and make appropriate selection. This is an example of a Multi Select Inspection Question.



16. Click on the next section. This is an example of a Free Text type Inspection Question.


Click on the next section. This is an example of a Free Text type Inspection Question.



17. Click on the next section. This is an example of a Group Name added with subcategories in the checklist.


Click on the next section. This is an example of a Group Name added with subcategories in the checklist.



18. Ad-Hoc Violations. See the related Knowledge Base Article for more information on Ad-Hoc Violations.


Ad-Hoc Violations. See the related Knowledge Base Article for more information on Ad-Hoc Violations.

Best Practices

  • Use Bulk Operations Strategically: Apply bulk pass/N/A selections to save time on routine inspections, but review individual items for accuracy
  • Document Thoroughly: Add detailed remarks and supporting images for any violations or notable findings
  • Leverage Duplication: Use the duplicate feature for recurring violations at multiple locations rather than creating separate entries
  • Organize with Groups: Utilize group categories to maintain systematic inspection flow
  • Caption Images Clearly: Provide descriptive captions that explain the violation or condition shown
  • Review Associated Codes: Verify that relevant codes will appear on the final report before completing the inspection

Troubleshooting & FAQs

Q: My bulk operation didn't affect some items. Why? A: Bulk operations only affect items that haven't been previously selected. Any responses made before using bulk operations will remain unchanged.

Q: Camera won't activate on my device. What should I do? A: For Android/Windows devices, manually select "Take Photo." For iOS devices, the camera should activate automatically. Ensure the app has camera permissions enabled in your device settings.

Q: Can I edit inspection responses after completing a section? A: Yes, you can modify responses, remarks, and images until the inspection record is finalized and submitted.

Q: How do I ensure the right codes appear on my printed report? A: Use the "Edit Associated Codes" feature to control which codes display on the final report. You can show/hide codes individually or in bulk.

Q: What's the difference between single select and multi-select questions? A: Single select allows only one choice per question, while multi-select enables multiple selections for comprehensive documentation of complex situations.

Related Articles

  • Adding Standard Remarks to Codes
  • Adding Ad Hoc Violations to a Checklist
  • Creating and Managing Inspection Records
  • Configuring Inspection Checklists
  • Generating Inspection Reports
  • Managing Associated Codes and Violations
  • Mobile Inspection Best Practices