Purpose Statement

This article explains how to add or update contacts and create an addendum on a completed inspection in First Due. These features allow users to maintain accurate contact records and document post-inspection updates for compliance, communication, and record-keeping purposes.

Background Information

After an inspection is completed, users may need to:

• Update missing or incorrect contact information
• Add new contacts for communication or emergency access
• Document additional findings or updates through an addendum

This functionality ensures inspection records remain accurate and actionable without requiring a full reinspection.

Required Permissions

To perform these actions, the following permissions must be enabled in Rules & Permissions:

• Add Contact After Completing Inspection
• Edit Contact After Completing Inspection

Without these enabled, users will not be able to modify contact information post-completion.

Video

Step-by-Step Guide

A. Add or Edit Contacts on a Completed Inspection

1. Verify Permissions
   • Navigate to Rules & Permissions
   • Ensure both contact-related permissions are toggled ON
     
2. Open the Completed Inspection
   • Locate the inspection
   • Click the Review (eyeball icon) to open it
      
3. Navigate to Contacts Section
   • Scroll to the Contacts section within the inspection
     
4. Edit an Existing Contact
   • Update fields such as:
     • Phone number
     • Email address
     • Contact type
   • Click Save
     
5. Add a New Contact
   • Click Add New
   • Enter required details:
     • Name
     • Email (required to receive reports)
     • Phone number
     • Contact type (e.g., keyholder)
   • Add notes if needed
   • Click Save
     
6. Set Contact Roles
   • You can mark a contact as Primary
   • You cannot mark a contact as the Inspection Contact (grayed out)
     
7. Understand Limitations
   • Contacts can be edited but not deleted
   • Vendor contacts cannot be added after inspection completion
     

B. Add an Addendum to a Completed Inspection

1. Access Addendum Section
   • Within the completed inspection, locate the Add Addendum option
     
2. Enter Required Information
   • Select a Date (can be backdated if needed)
   • Your name auto-populates
   • Enter Addendum Notes
3. Add Images
   • Click to upload images
   • Add one or multiple images
   • Click Apply to add another Addendum
     
4. Save the Addendum
   • Confirm details and save
     
5. Edit Existing Addendum (Optional)
   • Option changes to Edit Addendum
   • Reopen to modify notes or images
      

Best Practices

• Always include an email address for contacts who need inspection reports
• Use contact types (e.g., key holder) for clarity in emergency situations
• Add notes to provide context (e.g., proximity, availability)
• Keep addendum entries clear and specific for audit and compliance purposes
• Use addendums instead of modifying original inspection data for transparency

Troubleshooting & FAQs

Q: Why can’t I edit contacts after completing an inspection?
A: Ensure the required permissions are enabled in Rules & Permissions.

Q: Why is “Inspection Contact” grayed out?
A: This field cannot be modified after the inspection is completed.

Q: Can I delete a contact?
A: No, only editing is allowed post-inspection.

Q: Why can’t I add vendor contacts?
A: Vendor contacts cannot be added to completed inspections.

Q: Why can’t I send an inspection report?
A: An email address must be entered for the contact before reports can be sent.

Additional Considerations

Use Case Examples

• Updating a missing phone number after inspection
• Adding a key holder for emergency access
• Documenting new findings via an addendum

Compliance & Reporting

• Addendums provide a clear audit trail without altering original inspection data
• Ensures accurate and defensible records