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Knowledge Center

Inspection Type: Creating and Editing an Inspection Checklist

Purpose Statement

Inspection Checklists allow departments to create standardized workflows for completing inspections. Administrators can organize checklist items into sections, select response types, associate codes, configure violation tracking, create notification emails, and add Occupancy fields for inspectors to verify or update.

Proper checklist configuration helps departments maintain consistent inspection documentation and supports violation and reinspection workflows.

Background Information

Inspection Checklists are configured within an Inspection Type. A checklist can contain multiple sections and checklist items, also referred to as questions.

Available response types include:

  • Standard Inspection — Supports violation tracking.
  • Single Select — Allows one response and does not create violation tracking.
  • Multi Select — Allows multiple responses and does not create violation tracking.
  • Free Text — Provides a text field and does not create violation tracking.
  • Custom Response — Supports customized responses and violation tracking.
  • Group Name — Creates subcategories within a checklist section.
  • Field Update — Adds Occupancy fields to the checklist for verification or updating.

Important: Standard Inspection and Custom Response are the only response types that trigger violation tracking.

Required Permissions

Based on the provided documentation, users configuring Inspection Checklists need access to:

  • Inspection Management
  • Inspection Type creation and editing
  • Code association
  • Email configuration when configuring associated emails
  • Field Update functionality when adding Occupancy fields

When using Field Update, verify that inspectors have permission through Roles & Permissions to update each selected Occupancy field.

Video

Step-by-Step Guide

1. Navigate to Inspection Types

  1. Select Inspections.
  2. Select Inspection Types. 

 

2. Create or Edit an Inspection Type

  1. To create a new Inspection Type and Checklist, select Add New Type.
  2. To modify an existing Inspection Type, select Edit.

An existing checklist can be edited at any time.

To create a new Inspection Type and Checklist, click on Add New Type.
 

 

3. Open the Checklist

  1. Select Checklist.

 

4. Create a Checklist Section

  1. Select Add Checklist Section.

 

5. Managing Checklist Sections

  1. Enter a name for the section and Save.
  2. Reordered using drag-and-drop.
  3. Activated or deactivated.
  4. Edited.
  5. Deleted.

Warning: Deleting a section also deletes all Checklist Items contained within that section.


 

6. Expand or Collapse Checklist Sections

  1. Select icon to hide or show Checklist Sections.

 

7. Add a Checklist Item

  1. Select the section where the question should appear.
  2. Select Add Checklist Item.
  3. Enter the Checklist Item text.

Note: Checklist Item text is limited to 2,500 characters.

 

 

 

8. Configure Mandatory Responses

Enable Mandatory Response when an inspector must provide a response to the Checklist Item.

A bulk checklist option is also available to require all Checklist Items to be completed.


 

9. Select a Response Type

Select the appropriate Response Type:

  • Standard Inspection
  • Single Select
  • Multi Select
  • Free Text
  • Custom Response
  • Group Name
  • Field Update

The response type determines how inspectors answer the question and whether violation tracking is available.

Configuring Standard Inspection Responses

10. Select Standard Inspection

  1. Select Standard Inspection as the Response Type.
  2. Select the responses that should be available to inspectors.

At minimum, the source recommends enabling Pass and Fail. Additional responses should be configured according to agency policy.

Important: Enable every response that may be needed during both the initial inspection and subsequent reinspections. For example, if inspectors may need to issue a Citation during a reinspection, Citation must already be enabled for the Checklist Item.

 

11. Associate Codes

Associated Codes can be configured for all response types except Group Name and Field Update.

  1. Select Associated Codes.
  2. Use Advanced Search to locate the appropriate code.
  3. Select one or more codes.
  4. Select Save.

Select one or more codes to associate with the Checklist Item.
After selecting the appropriate code(s), click on Save.
 

12. Associate Violation Emails

Associated Emails are available for Standard Inspection and Custom Response items.

  1. Select Associate Emails.
  2. Configure:
    • Applicable response
    • CC Inspector, if needed
    • Include Inspection Report, if needed
    • Default recipient(s)
    • Subject
    • Email message body
  3. Format the email message as needed.

 

 

13. Save the Checklist Item

  1. Select Save when configuration is complete.

 

14. Reorder Checklist Items

  1. Drag and drop a Checklist Item to change its position.
  2. Existing Checklist Items can also be activated/deactivated, duplicated, or deleted.

Note: Checklist Items can only be reordered within the same checklist section.


 

Configuring Other Response Types

Single Select

Use Single Select when inspectors should select only one answer.

  1. Enter the Checklist Item.
  2. Enable Mandatory Response, if needed.
  3. Select Single Select.
  4. Add response choices using the + button.
  5. Remove responses using the - button.
  6. Associate Codes, if needed.
  7. Select Save.

Single Select does not trigger violation tracking.


 

Multi Select

Use Multi Select when inspectors can select more than one answer.

  1. Enter the Checklist Item.
  2. Enable Mandatory Response, if needed.
  3. Select Multi Select.
  4. Add the applicable responses.
  5. Associate Codes, if needed.
  6. Select Save.

Multi Select does not trigger violation tracking.


 

Free Text

Use Free Text when inspectors need to enter a written response.

  1. Enter the Checklist Item.
  2. Enable Mandatory Response, if needed.
  3. Select Free Text.
  4. Associate Codes, if needed.
  5. Select Save.

Free Text does not trigger violation tracking.


 

Configuring Custom Responses

Custom Responses allow agencies to create agency-specific answer choices while mapping those choices to Standard Responses.

  1. Select Add Response.
  2. Enter the custom response.
  3. Link it to the appropriate Standard Response.
  4. For Fail and Citation response types, configure whether the response should trigger a reinspection.
  5. Repeat for additional responses.
  6. Associate an email, if needed.
  7. Select Save.

A Custom Response can create violation tracking when a code is associated with the Checklist Item, even when that response is configured not to trigger a reinspection.


 

Creating Groups and Subcategories

Use Group Name to organize Checklist Items into subcategories.

  1. Create or select the appropriate Checklist Section.
  2. Select Add New Checklist Item.
  3. Enter the subcategory name.
  4. Select Group Name as the Response Type.
  5. Select Save.
  6. Repeat for additional subcategories.
  7. Add Checklist Items to the applicable groups.

 

 

 

 

Configuring Field Updates

Field Update allows Occupancy fields to be included in the checklist so inspectors can verify or update property information.

  1. Create a new Checklist Item.
  2. Select Field Update as the Response Type.
  3. Search for and select the Occupancy field or fields.
  4. Add multiple Field Updates when needed.
  5. Verify inspectors have permission to update the selected fields through Roles & Permissions.

Available fields include Occupancy information from categories such as:

  • Demographics
  • Occupancy Load
  • Area
  • Construction
  • Access
  • Risk Assessment

Examples include Business Name, Occupancy Status, Property Use, Occupancy Class, Year Built, Occupancy Load, Total Area, Construction Type, Number of Units, Fire Sprinklers, Standpipe Systems, Hazard Index, and Risk Classification.

Additional Checklist Options

Require All Checklist Items

Enable Require All to require completion of all Checklist Items.

Checklist option - Set Check Require All checklist items to be completed.
 

Additional checklist options include:

  • Allow to add Ad-hoc violations for this checklist
  • Allow the use of Severity Level 
  • Allow the use of Compliance Date
Enable the Ad-Hoc Violation option to provide an area where inspectors can document code violations that are not specifically included in the configured checklist.

 

Results Options

Use Results Options to apply Standard Inspection responses across Standard Inspection Checklist Items.

  1. Select Results Options.
  2. Select the Standard Inspection responses to add.
  3. Select Save.
Click on Results options - Bulk Action to add Standard Inspection Checklist Result Options to the entire checklist.
 
Select Standard Inspection Type Responses to add to all Standard Inspection Type items in the entire Checklist and then Save.
 

Section Bulk Actions

Within a selected section:

  • Activate All activates all Checklist Items.
  • Duplicate All duplicates all Checklist Items.
Activate All - Activates all Checklist Items in the selected section.
 
Duplicate all - Duplicates all Checklist Items in the selected section.
 

Saving the Checklist

  1. Select Save to save your changes.

Or:

  1. Select Close.
  2. When prompted to save your changes, select the appropriate option.
Click on Save to save your data.
 
Select Close to close the Edit Checklist Window.
 
Prompted to Save - Yes or No.

Best Practices

  • Organize Checklist Items into logical sections that match the inspector's normal workflow.
  • Use Standard Inspection or Custom Response when violation tracking is required.
  • Configure every response that inspectors may need during initial inspections and reinspections.
  • Associate the appropriate codes with items that require code references or violation tracking.
  • Use Group Name to make large checklists easier to navigate.
  • Use Field Update when inspectors should verify or update Occupancy information as part of an inspection.
  • Verify Roles & Permissions before deploying Field Update items.
  • Review email recipients, subjects, and message content before enabling automated violation notifications.
  • Use Ad-Hoc Violations when inspectors may encounter violations that are not explicitly represented by existing Checklist Items.

Troubleshooting & FAQs

Why isn't a Checklist Item creating violation tracking?
Only Standard Inspection and Custom Response response types trigger violation tracking. For Custom Responses, verify the appropriate code association and response configuration.

Why isn't Citation available during a reinspection?
Responses needed during subsequent reinspections must be enabled on the Checklist Item. Verify that Citation or the other required response was configured.

Why can't an inspector update an Occupancy field from a Field Update item?
Verify the inspector's Roles & Permissions allow the selected Occupancy field to be updated.

Can Checklist Items be moved between sections?
The provided documentation states that Checklist Items can only be reordered within the same section.

What happens when I delete a Checklist Section?
All Checklist Items within that section are also deleted.

Why aren't violation emails being sent?
Verify that the email is associated with the applicable Standard Inspection or Custom Response and that the configured recipients and email information are correct.

How long can a Checklist Item be?
Checklist Item text has a maximum length of 2,500 characters.

Which response types support Associated Codes?
Associated Codes apply to all documented Response Types except Group Name and Field Update.