Purpose Statement
This guide explains how to configure System Options within the Inspections Module. These settings control inspection workflows, scheduling behavior, notification preferences, permit handling, inspector assignment functionality, annual inspection date resets, and contact verification requirements to align with your department’s operational and compliance requirements.
Background Information
The System Options page is the central configuration hub for inspection-related processes. These settings directly affect how inspections are created, scheduled, reviewed, and managed across both field and administrative users.
Proper configuration helps:
- Streamline inspection workflows
- Ensure consistent enforcement of violations and reinspections
- Improve scheduling accuracy
- Support permit management and reporting
- Enable advanced functionality such as inspector assignments
- Manage annual inspection scheduling based on completed reinspections
- Encourage accurate contact information through verification requirements
Some settings—such as inspector assignment and annual inspection date resets—have dependencies or may significantly impact existing workflows, so careful planning is recommended before enabling.
Required Permissions
- Administrator or System Configuration permissions are required to access and modify System Options.
- Users configuring “Ready for Review” must ensure:
- Field users do NOT have the “Complete Inspection” permission enabled.
- Permissions related to permits, inspection scheduling, and reporting may also impact functionality of certain toggles.
Video
Step-by-Step Guide
- Navigate to System Options
- From the main dashboard, click Inspections.
- Then click Inspection Setup.
Click System Options.
Configure General Inspection Settings
Toggle the following options as needed:
- Enable Transfer of Open Issues on New Inspections
- Allows open issues or violations from previous inspections to be transferred to a new inspection.
- Users can select the open issues they want to transfer, which will then appear in the new inspection checklist.
- Enable “Ready for Review” Status
- Allows inspectors to submit inspections for review instead of completing them.
- Ensure proper permission configuration so inspectors do not have the Complete Inspection permission if they are required to submit inspections for review.
- Show Previous Inspections When Starting New Inspections
- Displays previous inspections when starting or scheduling a new inspection.
- Includes information such as previous inspection dates, scheduled times, and statuses.
- Require Reinspection for Open Violations
- Requires inspectors to schedule a reinspection when open violations exist.
- This includes failures, citations, or custom questions linked to failures or citations that trigger a reinspection.
- A scheduling window appears when completing the inspection, requiring the inspector to schedule a reinspection.
- Show “Will Call” Option for Reinspections
- Allows inspectors to select Will Call when scheduling a reinspection instead of assigning a specific date and time.
- This is useful when waiting for violations to be corrected or when a scheduling date has not yet been determined.
- Will Call inspections can be located using filters in the Inspections List and scheduled later individually or through bulk actions.
- Open Edit Permit Screen When Adding New Permit
- Automatically directs users to the permit editing screen when adding a new permit.
- Allows users to enter the necessary permit information.
- Show Original Inspection Time on Reinspections
- Displays the original inspection time on subsequent reinspections.
- For example, if the original inspection was scheduled for 10:00 AM, that time will appear on the reinspection.
- Disable Email Notifications for Self-Scheduled Inspections
- Prevents automatic email notifications when users schedule their own inspections.
- This helps reduce unnecessary email notifications for inspections scheduled directly by the user.
- Link All Permits by Default When Sending Inspection Reports
- Automatically selects all linked permits when sending an inspection report.
- When disabled, users must manually select the option to include linked permits with the report.
- Use Multi-Permit Form by Default
- Uses the Multi-Permit Form Builder by default when sending multiple permits with an inspection report.
- This allows multiple permits to be included in the same form.
- Enable Inspector “Scheduled To” Field
- Allows inspections to be scheduled and assigned to specific inspectors or teams.
- This is useful for managing workloads, assigning inspections to available personnel, and ensuring inspections are completed on time.
- Important: Once enabled and used, this feature cannot be disabled until all existing inspector assignments have been removed.
- Review the dedicated Knowledge Base article before enabling this feature.
- Annual Inspection Date Reset
- Allows the next recurring inspection date to be calculated based on the completion date of the last reinspection rather than the original inspection date.
- For example, if an initial inspection occurs in January but the final reinspection is not completed until November, enabling this option can move the next annual inspection to November of the following year.
- This setting applies to all inspections when enabled.
- Important: Enabling this option may shift established inspection schedules into different months. Departments that want to maintain consistent annual inspection dates should leave this setting disabled.
- A separate Knowledge Base article provides additional information about this feature.
- Enable Contact Verification Before Inspection Completion
- Requires inspectors to select a contact verification status before completing an inspection.
- When enabled, the Contacts section of the inspection checklist displays three verification options:
- Contacts Verified
- N/A
- Not Recorded
- Inspectors must select one of these options before the inspection can be completed.
- If no selection is made, the system prevents inspection completion until a verification status is selected.
This feature serves as a reminder for inspectors to review and verify contact information during the inspection process.
- Enable Transfer of Open Issues on New Inspections
- Configure Scheduling Preferences
- Select days of the week to exclude from Auto Recurring Scheduling (e.g., weekends).
- If an inspection falls on an excluded day, it will move to the next available day.
For example, if Friday, Saturday, and Sunday are excluded, an inspection that would normally fall on Friday will move to Monday.
- Configure Holiday Exclusions
- Select U.S. or Canadian holidays to exclude from Auto Recurring Scheduling.
- Applies to recurring inspection schedules.
- Inspections that fall on excluded holidays will move to the next available scheduling day.
A red X indicates that the holiday is excluded from recurring inspection scheduling.
Save Changes
- Click Save to apply all updates.
Best Practices
- Review each setting carefully before enabling to ensure alignment with department workflows.
- Test major workflow changes (e.g., “Ready for Review”) with a small group before full rollout.
- Communicate scheduling rule changes to field personnel to avoid confusion.
- Be cautious when enabling Inspector Scheduled To Assignment, as it may require cleanup before disabling.
- Regularly review scheduling exclusions and holiday settings for accuracy.
- Before enabling Annual Inspection Date Reset, evaluate how changing recurring inspection dates may impact annual inspection schedules and department workloads.
- If your department requires annual inspections to remain in the same month each year, consider leaving Annual Inspection Date Reset disabled.
- Enable Contact Verification Before Inspection Completion to encourage consistent contact information review and improve record accuracy.
- Remind inspectors to review the Contacts section of the inspection checklist before attempting to complete an inspection.
- Document configuration decisions for training and future reference.
Troubleshooting & FAQs
Q: “Ready for Review” is not functioning correctly
A: Confirm that users do not have the “Complete Inspection” permission enabled.
Q: Transfer Open Violations is not showing in the Inspection Checklist
A: Verify that “Enable Transfer of Open Issues” is turned on.
Q: Unable to disable Inspector Scheduled To Assignment feature
A: Remove all assigned inspectors from existing inspections before attempting to disable.
Q: Inspections are scheduled on excluded days
A: Check both day exclusions and holiday settings, and confirm recurring scheduling is configured correctly.
Q: Email notifications are still being sent for self-scheduled inspections
A: Ensure the self-schedule notification setting is saved and verify no other notification rules override it.
Q: Multi-Permit Form is not being used
A: Confirm the setting is enabled and users have appropriate permit permissions.
Q: Why are my annual inspections being scheduled in different months?
A: Check whether Annual Inspection Date Reset is enabled. When active, the next recurring inspection date may be based on the completion date of the last reinspection rather than the original inspection date.
Q: Does Annual Inspection Date Reset apply only to specific inspection types?
A: No. When enabled, this setting applies across all inspections. The next inspection interval still depends on the applicable inspection type.
Q: Why am I unable to complete an inspection without selecting a contact verification status?
A: The Enable Contact Verification Before Inspection Completion setting is enabled. Navigate to the Contacts section of the inspection checklist and select Contacts Verified, N/A, or Not Recorded before completing the inspection.
Q: Does Contact Verification require inspectors to update contact information?
A: The setting requires inspectors to select a contact verification status before completing an inspection. It serves as a reminder to review contact information but does not require the inspector to select Contacts Verified, since N/A and Not Recorded are also available options.