Purpose Statement
Team Inspections enables multiple fire inspectors to collaborate on a single inspection at the same location. Inspection teams can divide responsibilities across different areas of large buildings or complex properties, allowing inspectors to work simultaneously while maintaining comprehensive documentation in one consolidated inspection report.
Team Inspections also support configured Compliance Date, Severity Level, and checklist numbering settings, helping ensure compliance information and findings are consistently documented across primary and secondary inspectors.
Background Information
Traditional single-inspector workflows can be time-consuming for large commercial buildings, industrial facilities, multi-story structures, and other complex properties. Team Inspections allow a primary inspector to invite secondary inspectors to work simultaneously on different portions of the same inspection.
Each inspector completes their assigned checklist independently. Once all secondary inspectors complete their work, their findings are consolidated with the primary inspector's findings into the final inspection report.
Common Use Cases:
- Large commercial buildings requiring multiple inspectors to cover different floors or wings
- Complex industrial facilities with specialized areas
- Time-sensitive inspections where multiple inspectors can work simultaneously
- Inspections requiring compliance tracking across multiple inspectors
- Training scenarios where experienced inspectors mentor newer team members
Prerequisites:
- The inspection must be in In Progress status to request secondary inspectors.
- All inspectors must have the appropriate permissions.
- For organizations with data sharing enabled, inspectors must have access to the specific location.
- Team Inspections are available for initial inspections. Secondary inspectors cannot be invited to re-inspections.
Required Permissions
Primary Inspector — Requesting Secondary Inspectors:
- Team - Inspection Request
- Fire Inspection - Complete Inspection
- Fire Inspections - Create
Secondary Inspector — Participating in a Team Inspection:
- Fire Inspection - Complete Inspection
- Fire Inspections - Create
Note: For organizations with data sharing enabled, only inspectors with access to the specific location will appear in the inspector selection list.
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Step-by-Step Guide
For Primary Inspectors: Requesting Secondary Inspectors
- Start the inspection using your normal inspection workflow.
Navigate to the Checklist tab within the active inspection.
Select + Request Inspectors. This option is available when the inspection is In Progress and the user has the appropriate permissions.
Select one or more secondary inspectors from the dropdown menu. Only inspectors with the appropriate permissions and, when applicable, location access will appear.
- Select Request to confirm the invitations.
Secondary inspector assignments are saved immediately after the invitations are confirmed. The primary inspector does not need to save the inspection before the secondary inspectors can access their assigned checklists.
Secondary inspectors receive both an email notification and a Notification Center alert.
- Continue working on the primary inspection. Invited secondary inspectors can immediately access their assigned checklists and begin working in parallel.
Monitor the progress of secondary inspectors using the Request Inspector area to refresh and view the current status of the secondary inspections.
- Review secondary inspector findings using the arrow buttons to view each secondary inspector's checklist in read-only mode.
The Assigned To column in Review Violations identifies which inspector documented each issue.
- Verify that all secondary inspections show a Completed status before completing the primary inspection.
The system validates that all secondary inspections are complete before allowing the primary inspector to add signatures or finalize the inspection.
If an inspection is later cancelled when cancellation is permitted, associated secondary inspector assignments are automatically removed.
For Secondary Inspectors: Participating in Team Inspections
- When invited to a Team Inspection, check your email or Notification Center for the assignment.
Access the inspection by selecting the Notification Center alert or by copying the plain-text URL from the email and pasting it into a browser where you are already logged into First Due.
- Access the inspection online before working offline. Initial online access is required to download the inspection data to the device.
Complete your assigned checklist items, adding codes, remarks, and photos as needed to document your findings.
- If Compliance Date, Severity Level, or both settings are enabled for the inspection type, complete the required compliance information when applicable.
When you mark a checklist item as Fail or Citation, the configured compliance fields are displayed.
- Select a Compliance Date using the inline date picker when required.
- Select a Severity Level from the dropdown when required.
- Complete all required compliance fields before submitting the checklist.
If the response is changed from Fail or Citation back to Pass or N/A, the associated compliance fields are automatically removed and their values are cleared.
Use remarks to identify location context when needed. For example, enter 2nd Floor East Wing or Mechanical Room B so other inspectors can identify the area associated with the finding.
- Work offline if necessary after initially accessing the inspection online. Sync indicators display the connection status, and inspection data syncs when connectivity is restored.
- Mark your inspection complete after finishing your assigned portion of the checklist.
Compliance Settings
Team Inspections support Compliance Date and Severity Level settings for secondary inspectors.
When either setting is enabled for the inspection type, secondary inspectors are presented with the same required compliance fields for applicable Fail and Citation responses.
Required compliance information must be completed before the applicable checklist response can be submitted.
This ensures compliance information is captured consistently regardless of whether a finding is documented by the primary inspector or a secondary inspector.
Requesting Inspectors with Compliance Settings Enabled
The Request Inspectors action remains available to authorized users when Severity Level, Compliance Date, or both settings are enabled for the inspection type.
Organizations can therefore use Team Inspections and Compliance Settings together without changing or disabling the inspection type's compliance configuration.
Checklist Numbering and Consolidated Reports
When checklist item numbering is enabled for the inspection type, applicable responses from both primary and secondary inspectors are assigned sequential item numbers in the final consolidated Team Inspection report.
Inspectors do not need to manually coordinate the numbering between their individual checklists.
After all secondary inspectors submit their portions and the primary inspector completes the inspection, checklist item numbers are automatically assigned during report consolidation.
This produces a single sequential numbering structure across the applicable checklist items in the completed Team Inspection report, making findings easier to reference during follow-up reviews and compliance discussions.
Existing checklist numbering behavior for individual inspections remains unchanged.
What Inspectors Can and Cannot Do
Secondary Inspectors CAN:
- Complete inspection checklist items
- Complete required Compliance Date fields when configured
- Complete required Severity Level fields when configured
- Add and edit photo captions
- Associate codes and remarks
- Create ad-hoc violations
- Clone checklist items
- Update Completed At/Time fields
- Work offline after initial online access
Secondary Inspectors CANNOT:
- Edit occupancy fields or pre-plan data
- Manage contacts
- Create permits or invoices
- Track time
- Send inspection reports
- Add signatures
- Schedule inspections
- Add attachments
- Invite additional inspectors
Key Features and Behaviors
Immediate Secondary Inspector Assignment
Secondary inspector assignments are saved as soon as the primary inspector confirms the invitation.
The primary inspector does not need to save the inspection before invited inspectors can access their assigned checklists. This allows the inspection team to begin working in parallel immediately.
If an inspection is later cancelled when permitted, associated secondary inspector assignments are automatically removed.
Inspector Switching
Primary inspectors can view secondary inspector checklists in read-only mode using the available arrow buttons. Each inspector's work remains separate while the inspection is underway but can be viewed by the primary inspector for coordination.
Completion Requirements
All secondary inspections must be completed before the primary inspection can be finalized. The system validates completion status when the primary inspector attempts to add signatures or complete the inspection.
Compliance Settings
Secondary inspectors can complete Compliance Date and Severity Level fields when those settings are enabled for the inspection type.
Applicable Fail and Citation responses require configured compliance information to be completed before submission.
Changing the response back to Pass or N/A automatically removes and clears the associated compliance fields.
Offline Support
Secondary inspectors must access the inspection online first to download the required data. After initial access, offline work is supported with syncing when connectivity is restored.
Unified Reporting
One comprehensive report includes findings from all inspectors. Primary and secondary inspector responses are consolidated while preserving the context of each inspector's work.
When checklist numbering is enabled, applicable checklist responses from both primary and secondary inspectors receive sequential item numbers during final report consolidation.
Re-inspections
Re-inspections merge previous inspectors' checklists into one view, showing primary inspection items along with answered items from secondary inspections. Duplicate answers are labeled as additional instances.
Note: Secondary inspectors cannot be invited to re-inspections.
Checklist Consistency
If a checklist template is modified after an inspection begins, inspectors continue working with the checklist version associated with the inspection when it was created. This maintains checklist consistency across the team.
Best Practices
For Primary Inspectors:
- Communicate with secondary inspectors before beginning and assign specific areas or responsibilities.
- Request secondary inspectors as early as appropriate so team members can begin working in parallel.
- Review secondary checklists before finalizing the inspection.
- Use the Assigned To column to identify which inspector documented each finding.
- Confirm all secondary inspections show Completed before attempting to finalize the primary inspection.
- When Compliance Settings are enabled, ensure inspectors understand when Compliance Date and Severity Level information is required.
For Secondary Inspectors:
- Access the inspection online before entering an area where connectivity may be limited.
- Use clear, descriptive remarks to identify the building area associated with each response.
- Add detailed photo captions to provide context for findings.
- Complete all required compliance information for applicable Fail and Citation responses.
- Check sync status when working offline to ensure inspection data is synchronized.
General Tips:
- Coordinate inspection areas before starting to reduce duplicate coverage.
- Ensure all inspectors understand the checklist structure and requirements.
- Plan for connectivity when inspecting areas with limited signal.
- Communicate issues or questions to the primary inspector promptly.
- When checklist numbering is enabled, use the consolidated report numbering when referencing findings after completion.
Use Case Examples
Example 1: Large Commercial Office Building
A 10-story office building requires an annual fire inspection. The primary inspector covers the first five floors while secondary inspectors are assigned the remaining floors and common or mechanical areas.
Because assignments are saved immediately after invitations are confirmed, secondary inspectors can begin their portions while the primary inspector continues working.
After everyone completes their assigned work, the findings are consolidated into one inspection report.
Example 2: Inspection with Compliance Tracking
During a Team Inspection, a secondary inspector identifies a failed checklist item requiring corrective action.
Because Compliance Date and Severity Level are enabled for the inspection type, the secondary inspector records the required compliance date and severity level directly from their assigned checklist before submitting the response.
The required compliance information is therefore included with the finding when the Team Inspection is completed.
Example 3: Consolidated Checklist Numbering
Multiple inspectors complete different portions of a Team Inspection where checklist numbering is enabled.
After the secondary inspectors submit their portions and the primary inspector completes the inspection, applicable checklist responses are assigned sequential numbers during report consolidation.
The completed report provides one consistent numbering sequence that inspectors can use when discussing findings or conducting follow-up reviews.
Example 4: Training and Mentorship
An experienced inspector serving as the primary inspector invites a trainee as a secondary inspector. The trainee completes assigned checklist sections while the primary inspector handles more complex areas.
The primary inspector can review the trainee's checklist while maintaining a unified inspection record.
Troubleshooting & FAQs
Why does a secondary inspector see Compliance Date or Severity Level when selecting Fail or Citation?
The inspection type has the corresponding Compliance Setting enabled. Secondary inspectors are required to complete the configured compliance fields for applicable Fail or Citation responses before submission.
What happens to compliance information if a secondary inspector changes Fail or Citation to Pass or N/A?
The associated compliance fields are automatically removed and their values are cleared.
Why don't I see the Request Inspectors option?
Verify that the inspection is eligible for Team Inspections, is in the appropriate status, and that your role has the required permissions. Secondary inspectors cannot be requested for re-inspections.
Can I request secondary inspectors when Severity Level or Compliance Date is enabled?
Yes. Authorized users can use Request Inspectors regardless of whether Severity Level, Compliance Date, or both settings are enabled for the inspection type.
Does the primary inspector have to save the inspection before secondary inspectors can begin?
No. Secondary inspector assignments are saved immediately after the invitations are confirmed. Invited inspectors can access their assigned checklists while the primary inspector continues working.
Secondary inspector can't access the inspection from the email link. What should they do?
Have the secondary inspector copy the plain-text URL from the email and paste it into a browser where they are already logged into First Due. Alternatively, they can access the inspection using the Notification Center alert.
Why can't I complete the primary inspection?
Verify that all secondary inspections show a Completed status. Refresh the secondary inspector statuses and confirm that each inspector has finished their assigned inspection. All secondary inspections must be completed before the primary inspection can be finalized.
Why is an inspector missing from the selection list?
Verify that the inspector has the required Fire Inspection - Complete Inspection and Fire Inspections - Create permissions. For organizations with data sharing enabled, also verify that the inspector has access to the specific location.
How does checklist numbering work with multiple inspectors?
When checklist numbering is enabled for the inspection type, applicable responses from the primary and secondary inspectors are assigned sequential item numbers when the final Team Inspection report is consolidated.
Can I reopen a Team Inspection after it is completed?
No. Reopening completed Team Inspections is not currently supported.
Can I use Team Inspections for re-inspections?
No. Secondary inspectors cannot be invited to re-inspections. Re-inspections can merge results from a previous Team Inspection, but the team collaboration functionality is limited to the initial inspection.
Feature Limitations
- Team Inspections support initial inspections only. Re-inspections can merge previous Team Inspection results but cannot use the team collaboration functionality.
- Reopening completed Team Inspections is not currently supported.
- Team Inspections cannot be edited after a secondary inspection is completed.
- Secondary inspectors have limited functionality compared with primary inspectors. See What Inspectors Can and Cannot Do for details.