Purpose Statement
Inspection Types allow agencies to standardize inspection workflows, scheduling, signatures, assignments, and checklist requirements within the Inspections module. Creating and managing Inspection Types ensures consistency across inspections, improves compliance tracking, and supports efficient scheduling and reporting for Fire and EMS agencies.
Background Information
Inspection Types are used to define how inspections are conducted, assigned, scheduled, and completed within the platform. Each Inspection Type can include scheduling defaults, signature requirements, inspection levels, assignment rules, and checklist configurations.
Inspection Types can also be cloned, activated, deactivated, downloaded, or deleted depending on usage status. Agencies commonly use Inspection Types to support:
- Annual fire inspections
- High-hazard occupancy inspections
- EMS facility inspections
- Reinspection workflows
- Specialized compliance inspections
- Internal station or apparatus inspections
Inspection Types that have already been used in active workflows cannot be deleted. Additionally, Inspection Types currently in use cannot be deactivated.
Required Permissions
Users typically require the following permissions or access levels:
- Access to the Inspections module
- Permission to manage Inspection Types
- Administrative or supervisory permissions for configuration changes
- Field Management permissions (if configuring Inspection Levels)
Additional permissions may be required depending on agency configuration and role restrictions.
Video
Step-by-Step Guide
Access Inspection Types
- Navigate to Inspections.
- Select Inspection Types.
Search and Filter Inspection Types
- Use the available search filters to locate specific Inspection Types.
- Available filter options include:
- Inspection Type name
- Created By
- Last Edited By
- Created On
- Last Edited On
- Active or Inactive status
- Community Connect availability
- High Hazard portal availability
- Select Search to apply filters.
- Select Reset to clear all filters.
Manage Inspection Type Status
Activate or Deactivate an Inspection Type
- Locate the Inspection Type.
- Select the Activate/Deactivate icon.
- Inspection Types currently in use cannot be deactivated.
- Inactive Inspection Types can be reactivated at any time.
Delete an Inspection Type
- Locate the Inspection Type.
- Select the Delete icon.
- Inspection Types can only be deleted if they have never been used.
- Once an Inspection Type has been used, the delete option is no longer available.
Clone an Inspection Type
- Locate the Inspection Type.
- Select the Clone option.
- A duplicate version of the Inspection Type will be created.
- Update the cloned version as needed.
- Agencies commonly use cloning to create updated versions of existing inspections without impacting active workflows.
- Once the new version is ready:
- Activate the new Inspection Type
- Deactivate the old Inspection Type if necessary
Download an Inspection Checklist
- Locate the Inspection Type.
- Select the Download Checklist option.
- Save or share the checklist as needed.
Create or Edit an Inspection Type
- Select Add New Type to create a new Inspection Type.
- Or select the Edit pencil icon on an existing Inspection Type.
Configure Inspection Type Settings
Inspection Type Name
- Enter the Inspection Type Name.
- This field is required.
Default Schedule
- Select the default inspection frequency.
- Available scheduling options range from:
- Weekly
- Monthly
- Annual
- Up to every six years
- This schedule serves as the default when inspections are scheduled.
- Users may adjust the schedule during individual inspection scheduling.
Schedule Next Inspection From
- Select one of the following scheduling options:
- Scheduled At
- Completed Date
- Scheduled At:
- Uses the originally scheduled inspection date for future scheduling.
- Completed Date:
- Uses the actual completion date to calculate the next inspection.
- Using Completed Date may shift inspections later in the calendar year if inspections are completed late.
Created and Edited Information
- The system automatically populates:
- Created Date
- Created By
- Last Edited Date
- Last Edited By
Inspection Timer
- Enable the Inspection Timer if time tracking is required.
- When Edit Auto Events is enabled, users can:
- Edit auto events
- Delete timer events
Active Status
- Enable or disable the Inspection Type using the Active checkbox.
- Agencies may choose to keep new Inspection Types inactive until configuration is complete.
Inspection Level
- Select the appropriate Inspection Level.
- The default level is typically Basic.
- Additional Inspection Levels can be configured in Field Management.
- Inspection Levels can be used to restrict access based on user roles and permissions.(See KBA for more details on Restricting Inspection Types by Inspection Level)
Signature Requirements
- Configure Inspector signature requirements using the dropdown options:
- None
- Sign or Fill
- Sign Only
- Configure Inspection Contact signature requirements:
- Enable or disable contact signatures
- Require contact signatures if needed
- If Contact Signature Required is enabled, the Inspection Contact signature option is automatically enabled.
Inspection Completed By Options
- Configure how the completed-by field behaves:
- Blank/User Selectable
- Signed-In User (Not Editable)
- Signed-In User (Editable)
- Signed-In User Editable is recommended when using shared or unit-based devices.
Assigned To Team Required
- Configure assignment behavior:
- Keep original assigned user/team
- Change to logged-in user upon completion
Service Options
- Enable Service To options if service tracking is required.
- Refer to the Service To Knowledge Base article for additional configuration guidance.
Additional Inspector Signatures
- Configure Additional Inspector signature requirements:
- None
- Sign or Fill
- Sign Only
Default Reinspection Assignee
- Select the default reassignment behavior for reinspections:
- Assigned To
- Scheduled To
- Logged-In User
Description
- Enter a description for the Inspection Type.
- Include details such as:
- Intended use
- Applicable occupancies
- Compliance purpose
- Internal workflow guidance
- Save the Inspection Type once configuration is complete.
Best Practices
- Use clear and consistent naming conventions for Inspection Types.
- Include detailed descriptions to help users select the correct inspection workflow.
- Clone existing Inspection Types when creating updated versions.
- Keep unfinished Inspection Types inactive until testing is complete.
- Review signature requirements carefully to ensure compliance.
- Use Inspection Levels to control access for specialized inspections.
- Periodically review inactive Inspection Types and archive outdated workflows.
- Test scheduling logic before deploying new inspection schedules agency-wide.
Troubleshooting & FAQs
Why can’t I delete an Inspection Type?
Inspection Types cannot be deleted after they have been used in an inspection workflow. (Option: Deactivate)
Why can’t I deactivate an Inspection Type?
Inspection Types currently being used in active inspections cannot be deactivated.
What is the difference between Scheduled At and Completed Date?
- Scheduled At uses the original scheduled inspection date.
- Completed Date uses the actual completion date to determine the next inspection.
Why should I clone an Inspection Type?
Cloning allows agencies to update inspection configurations without affecting active inspections already using the original version.
What happens if I use Signed-In User Not Editable?
The inspection completion field will automatically use the logged-in user and cannot be changed.
When should I use Signed-In User Editable?
Use this option when devices are shared among multiple personnel or when unit-based logins are used.
Can I require multiple signatures?
Yes. Agencies can require:
- Inspector signatures
- Inspection contact signatures
- Additional inspector signatures
Where are Inspection Levels configured?
Inspection Levels are configured within Field Management settings.