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Knowledge Center

Inspection Record - Signatures and Service To

Purpose Statement

This feature enables inspection personnel to capture required signatures from various contacts during inspections and document service delivery to property stakeholders. The signature functionality ensures proper authorization and acknowledgment of inspection activities, while Service To tracking maintains compliance with legal notification requirements for inspection documentation.

Background Information

The Signatures and Service To functionality is essential for maintaining proper documentation chains and legal compliance during inspection processes. This feature supports multiple signature types including Occupancy Contact, Vendor Contact, and Inspector signatures, each serving specific regulatory and operational purposes. The Service To component tracks how inspection notices or results were delivered to property stakeholders, which is often required for legal compliance and follow-up procedures.

Common use cases include fire safety inspections, code compliance reviews, and routine property assessments where formal acknowledgment and proper service documentation are required.

Required Permissions

  • Inspection Management: Access to view and modify inspection records
  • Signature Configuration: Permission to configure signature requirements at the Inspection Type level
  • Contact Management: Ability to add and manage inspection contacts
  • Service Documentation: Permission to add and edit Service To records

Video


​Step-by-Step Guide




1. Click on Signatures.


Click on Signatures



2. Click on Occupancy Contact Signature.


Click on Occupancy Contact Signature
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3. Click on the pen to have the Inspection Contact sign the Inspection Form.
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Click on the pen to have the Inspection Contact sign the Inspection Form.



4. Contact sign and select Save.


Contact sign and select Save



5. Check Unable to sign if the Inspection Contact cannot sign and enter a reason unable to sign (required).


Check Unable to sign if the Inspection Contact cannot sign and enter a reason unable to sign (required).
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6. Vendor Contact sign and Select Save.

  1. A Vendor Contact Signature will eliminate the requirement for an Occupancy Contact Signature.


Vendor Contact sign and Select Save



7. Inspector, click on Fill to sign with signature saved in profile.


Inspector, click on Fill to sign with signature saved in profile.



8. Optionally, Inspector to click on pen to sign.


Optionally, Inspector to click on pen to sign.



9. Sign and select Save.


Sign and select Save.



10. Inspection Signature Options: Navigate to Inspection Type to select Inspector Signature Requirements. Options are None, Sign or Fill, or Sign.





11. Select Inspection Complete by Options: Navigate to Inspection Type to select Completed Options. Options are Blank, Selectable User; Signed in User, not editable; and Signed in User, editable.





12. Contact Signature
  1. Check the box to make it required for this Inspection Type.
  2. If the box is checked, it will automatically check the Inspection Contact box since a signature is required.
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Check the box to require an Occupancy Contact to sign the Inspection Record.
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13. Inspection Contact
  1. If an Inspection Contact is required, check the box; otherwise, no Inspection Contact is needed for this Inspection Type.
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14. If the Service To toggle is on for the Inspection Type, there will be a tab next to the Signatures tab.
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If the Service To toggle is on for the Inspection Type, there will be a tab next to the Signatures tab.
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15. Click on Service To tab.
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Click on Service To tab.
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16. Click on Add.
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Click on Add
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17. Fill in the information: Date and Name are required.
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18. Choose from the dropdown which type of Relationship to Property (Required). Options are Director/Office of Corporation, Occupant - Named, Occupant - Other, Other, Owner - Named, or Owner - Other.
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19. Choose from the dropdown for the Manner of Service (Required). Options are Certified Mail, Email, Fax, Other, Personal, Posted, or Regular Letter Mail.
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Choose from the dropdown for the Manner of Service (Required). Options are Certified Mail, Email, Fax, Other, Personal, Posted, or Regular Letter Mail.
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20. Put notes in the Notes section if needed.
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Put notes in the Notes section if needed.
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21. If Other for Relationship to Property is chosen then Other Reason for Relationship to Property (Required) box will populate and must be filled in.
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If Other for Relationship to Property is chosen then Other Reason for Relationship to Property (Required) box will populate and must be filled in.
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22. Click on Add.
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Click on Add
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23. The Service To will be able to be edited or deleted by using the icons in the Actions column.
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The Service To will be able to be edited or deleted by using the icons in the Actions column.

Best Practices

  • Pre-configure signature requirements at the Inspection Type level to ensure consistency across similar inspections
  • Always capture signatures before leaving the property to avoid return visits for documentation
  • Use the "Fill" option for inspector signatures when possible to maintain consistency and save time
  • Document inability to sign with specific reasons to maintain compliance and support follow-up actions
  • Complete Service To documentation immediately while details are fresh and accurate
  • Verify contact information before finalizing Service To records to ensure proper legal service
  • Use appropriate service methods based on urgency and legal requirements for your jurisdiction

Troubleshooting & FAQs

Q: What happens if I can't get an Occupancy Contact signature? A: Check the "Unable to sign" box and provide a detailed reason. Consider obtaining a Vendor Contact signature as an alternative, which eliminates the Occupancy Contact requirement.

Q: Can I change signature requirements after creating an inspection? A: Signature requirements are set at the Inspection Type level. Changes to the Inspection Type will affect new inspections but may not retroactively change existing inspection requirements.

Q: What if the Service To toggle isn't visible? A: The Service To functionality must be enabled at the Inspection Type level. Contact your system administrator to enable this feature for the specific Inspection Type.

Q: How do I handle multiple people who need to be served? A: Add separate Service To records for each individual or entity that requires service documentation.

Q: Can I edit Service To records after they're created? A: Yes, use the edit icon in the Actions column. However, be mindful of audit trails and legal requirements when modifying service documentation.

Related Articles

  • Managing Inspection Contacts: Learn how to add, edit, and manage contacts associated with inspection records
  • Inspection Type Configuration: Complete guide to setting up and customizing inspection types and their requirements
  • Digital Signatures Setup: How to configure and manage digital signature settings in user profiles
  • Inspection Workflow Overview: Understanding the complete inspection process from creation to completion
  • Compliance Documentation: Best practices for maintaining regulatory compliance through proper documentation
  • Contact Management System: Comprehensive guide to managing all contact types within the platform
  • Inspection Reporting: How to generate and customize reports that include signature and service documentation