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Inspection Record - Signatures and Service To

Purpose Statement

The Signatures and Service To features allow inspection personnel to capture required signatures during an inspection and document how inspection information was served to individuals associated with the property.

Signature requirements can be configured by Inspection Type and may include an Occupancy Contact, Vendor Contact, and Inspector signature. The Service To section provides a record of who received information, their relationship to the property, and the manner in which it was served.

Background Information

Signature and Service To requirements are determined by the configuration of the Inspection Type.

Depending on that configuration:

  • An Occupancy Contact signature may be required.
  • An Inspection Contact may be required.
  • A Vendor Contact may provide a signature.
  • An Inspector may sign manually or use a signature saved to their profile.
  • The Service To tab may be available for documenting delivery of inspection information.

A Vendor Contact Signature satisfies the Occupancy Contact Signature requirement when applicable.

Required Permissions

Permissions required to access or configure these features depend on agency role configuration. Users need the appropriate access to:

  • Complete or edit Inspection Records.
  • Capture required signatures.
  • Manage Inspection Contacts when applicable.
  • Add or edit Service To records.
  • Configure Inspection Type signature and Service To requirements when performing administrative setup.

Video

Step-by-Step Guide


1. Open Signatures

  1. While documenting an Inspection Record, select Signatures.

 

2. Open the Occupancy Contact Signature

  1. Select Occupancy Contact Signature.
Click on Occupancy Contact Signature
 

3. Capture the Inspection Contact Signature

  1. Select the Pen icon.
  2. Have the Inspection Contact sign the Inspection Record.
Click on the pen to have the Inspection Contact sign the Inspection Form.
 

4. Save the Occupancy Contact Signature

  1. After the contact signs, select Save.
Contact sign and select Save
 

5. Document an Unable to Sign Condition

  1. If the Inspection Contact cannot sign, select Unable to sign.
  2. Enter the reason the contact is unable to sign.

Note: A reason is required when Unable to sign is selected.

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

6. Capture a Vendor Contact Signature

  1. Have the applicable Vendor Contact sign.
  2. Select Save.

Note: A Vendor Contact Signature eliminates the requirement for an Occupancy Contact Signature.

Vendor Contact sign and Select Save 
 

7. Fill the Inspector Signature

  1. For the Inspector Signature, select Fill to use the signature saved in the Inspector's profile.
Inspector, click on Fill to sign with signature saved in profile.
 

8. Manually Capture the Inspector Signature

  1. Alternatively, select the Pen icon to manually sign.
Optionally, Inspector to click on pen to sign.
 

9. Save the Inspector Signature

  1. Complete the signature.
  2. Select Save.
Sign and select Save.
 

10. Configure Inspector Signature Requirements

  1. Navigate to the applicable Inspection Type.
  2. Configure the Inspector Signature Requirements.

Available options are:

  • None
  • Sign or Fill
  • Sign
 

11. Configure Inspection Completed By Options

  1. Within the Inspection Type configuration, locate the Completed By options.
  2. Select the appropriate option:
  • Blank
  • Selectable User
  • Signed in User, not editable
  • Signed in User, editable
 

12. Configure Contact Signature Requirements

  1. Within the Inspection Type, select the checkbox if a Contact Signature is required.
  2. When Contact Signature is required, the Inspection Contact requirement is automatically selected.
Check the box to require an Occupancy Contact to sign the Inspection Record. 
 

13. Configure Inspection Contact Requirements

  1. Select the Inspection Contact checkbox if an Inspection Contact is required for this Inspection Type.
  2. Leave it unchecked if no Inspection Contact is required.
 
 

14. Enable Service To

  1. Enable the Service To toggle within the applicable Inspection Type.
  2. Once enabled, a Service To tab will appear next to Signatures within the Inspection Record.
If the Service To toggle is on for the Inspection Type, there will be a tab next to the Signatures tab.
 

15. Open the Service To Tab

  1. Select Service To.
Click on Service To tab.
 

16. Add a Service To Record

  1. Select Add.
Click on Add
 

17. Enter Service Information

  1. Enter the applicable information.
  2. Date and Name are required.
 

18. Select Relationship to Property

  1. Open the Relationship to Property dropdown.
  2. Select the applicable option:
  • Director/Office of Corporation
  • Occupant - Named
  • Occupant - Other
  • Other
  • Owner - Named
  • Owner - Other

Note: Relationship to Property is required.

​

19. Select the Manner of Service

  1. Open the Manner of Service dropdown.
  2. Select the applicable option:
  • Certified Mail
  • Email
  • Fax
  • Other
  • Personal
  • Posted
  • Regular Letter Mail

Note: Manner of Service is required.

Choose from the dropdown for the Manner of Service (Required). Options are Certified Mail, Email, Fax, Other, Personal, Posted, or Regular Letter Mail.
 

20. Add Notes

  1. Enter additional information in the Notes section if needed.
Put notes in the Notes section if needed.
​

21. Complete Other Relationship Information

  1. If Other is selected for Relationship to Property, an Other Reason for Relationship to Property field will appear.
  2. Complete the field.

Note: This field is required when Other is selected.

If Other for Relationship to Property is chosen then Other Reason for Relationship to Property (Required) box will populate and must be filled in.
​

22. Save the Service To Record

  1. Review the information.
  2. Select Add.
Click on Add
​

23. Manage Existing Service To Records

  1. Review the saved Service To records.
  2. From the Actions column:
    • Select the Edit icon to update a record.
    • Select the Delete icon to remove a record.
      The Service To will be able to be edited or deleted by using the icons in the Actions column.

Best Practices

  • Configure signature requirements at the Inspection Type level before inspections are performed.
  • Capture required signatures before leaving the property when possible.
  • Use Fill for Inspector Signatures when a saved profile signature is available.
  • If a contact cannot sign, document a clear reason using Unable to sign.
  • Verify the appropriate Inspection Contact is assigned before attempting to collect an Occupancy Contact Signature.
  • Complete Service To information as soon as the service occurs.
  • Create separate Service To records when multiple individuals or entities need to be documented.
  • Review the relationship and manner of service before saving to ensure the record reflects how service occurred.

Troubleshooting & FAQs

What should I do if the Inspection Contact cannot sign?
Select Unable to sign and enter the required reason.

Does a Vendor Contact Signature replace the Occupancy Contact Signature?
Yes. When a Vendor Contact Signature is completed, the Occupancy Contact Signature requirement is eliminated.

Why don't I see the Service To tab?
The Service To toggle must be enabled for the applicable Inspection Type.

What options are available for Inspector Signature requirements?
The Inspection Type can be configured as None, Sign or Fill, or Sign.

What happens if Contact Signature is required?
When Contact Signature is selected as required, the system automatically selects the Inspection Contact requirement.

Which Service To fields are required?
Date, Name, Relationship to Property, and Manner of Service are required. If Other is selected as the relationship, Other Reason for Relationship to Property is also required.

Can I edit a Service To record after adding it?
Yes. Use the Edit icon in the Actions column.

Can I document service to more than one person?
Yes. Add a separate Service To record for each applicable person or entity.