Purpose Statement
This article explains how to schedule inspections in First Due that do not require a physical address or an existing occupancy record. This functionality allows users to schedule inspections for standalone locations, pre-development projects, and special events.
Users can schedule these inspections directly from the Inspections List or from an existing Permit, providing flexibility when managing inspections for locations or activities that do not have a traditional address.
Background Information
First Due supports three inspection type location modes that allow inspections to be scheduled without a physical address or existing occupancy record.
- Standalone: Used for inspections involving individual units or spaces that do not require a traditional physical address.
- Pre-Development: Used for projects that have not yet been assigned a physical address.
- Special Event: Used for temporary events or activities that require an inspection.
Before scheduling an inspection, the appropriate inspection type must already be configured in First Due to support the applicable location mode.
There are two methods for scheduling these inspections:
1. From the Inspections List: Schedule an inspection by selecting an existing inspection type configured for a location that does not require an address.
2. From an Existing Permit: Schedule an inspection directly from a standalone, pre-development, or special event permit.
Both methods allow users to associate a business or vendor contact, configure scheduling information, and assign personnel.
Required Permissions
Users must have the appropriate permissions to access and schedule inspections within First Due.
Administrators should confirm that the user's role provides access to:
The Inspections List and inspection scheduling functionality.
The Permits module and applicable permit records when scheduling from an existing permit.
Inspection type configuration if the user is responsible for creating or modifying inspection types.
Note: Access to inspection type configuration may require additional administrative permissions. Verify the applicable permission settings before assigning access.
Video
Step-by-Step Guide
Method 1: Schedule an Inspection from the Inspections List
1. Navigate to the Inspections List.
Open the Inspections List in First Due.
Select Schedule an Inspection to open the inspection scheduling window.
2. Select the Inspection Type.
Locate the Inspection Type field.
Select an existing inspection type configured to support inspections without a physical address.
The scheduling form will display the applicable fields based on the selected inspection type.
Note: The inspection type must already be created and configured for the appropriate location mode before it can be selected.
3. Select or Create an Event Name.
Locate the Event Name field.
Select an existing event name from the available options.
If the event name does not exist, select the + icon to create a new event name.
4. Configure the Inspection Schedule.
Enter the appropriate scheduling information.
Select the calendar scheduling options as needed.
Configure any additional scheduling details applicable to the inspection.
5. Associate a Business or Vendor Contact.
Locate the required Contact field.
Choose whether to associate a Business or Vendor.
Begin typing the business name or address to search for an existing record.
Select the appropriate result to associate the contact with the inspection.
Note: A business or vendor contact is required for this scheduling workflow.
6. Assign the Inspection.
Locate the Assigned To field.
Select the appropriate user or team responsible for the inspection.
If applicable, assign the inspection to a Shift or Fire Station.
7. Save the Inspection.
Review the inspection information for accuracy.
Select Save to complete the scheduling process.
Method 2: Schedule an Inspection from an Existing Permit
1. Navigate to the Permit.
Open the applicable permit record in First Due.
Select an existing Standalone, Pre-Development, or Special Event permit or create one.
2. Open the Inspection Section.
Within the permit record, locate the Inspections section.
Select Schedule Inspection to open the inspection scheduling window.
3. Select the Inspection Type.
Locate the Inspection Type field.
Select an existing inspection type configured for the appropriate location mode.
Note: An inspection type must be selected before the inspection can be saved.
4. Associate a Business or Vendor Contact within the Permit Contact Section.
Locate the Business or Vendor contact selection.
Begin typing the appropriate business or vendor information.
Select the matching record from the search results.
Verify that the correct contact information populates the inspection.
5. Configure the Inspection Date and Time.
Locate the Scheduled Date and Time fields.
Enter the desired inspection date and time.
If applicable, configure a Recurring Schedule.
6. Assign Inspection Personnel.
Select the appropriate User or Team responsible for the inspection.
If needed, configure the associated Shift or Fire Station.
7. Enter Inspection Notes.
Locate the Notes field.
Enter any relevant information or special instructions associated with the inspection.
8. Save the Inspection.
Verify that the inspection type, contact, scheduling information, and assignments are correct.
Select Save to complete the scheduling process.
Confirm that the scheduled inspection appears within the permit's Inspections section.
Best Practices
- Configure Inspection Types in Advance: Ensure the appropriate inspection types have been created and configured for Standalone, Pre-Development, or Special Event locations before scheduling.
- Select the Correct Location Mode: Choose an inspection type that matches the purpose of the inspection to maintain accurate records.
- Verify Business or Vendor Information: Confirm that the correct contact is associated with the inspection, particularly when multiple businesses or vendors have similar names.
- Use Descriptive Event Names: Select or create event names that clearly identify the activity or location being inspected.
- Assign Inspections Appropriately: Verify that the inspection is assigned to the correct user, team, shift, or fire station.
- Include Relevant Notes: Add important details about the inspection, particularly when the location does not have a physical address.
- Review Scheduling Information: Confirm the scheduled date, time, and recurrence settings before saving.
- Schedule from the Permit When Applicable: When an inspection is associated with an existing permit, scheduling directly from that permit helps keep related information organized.
Troubleshooting & FAQs
Why can't I schedule an inspection without entering a physical address?
Verify that the selected inspection type has been configured to support a location mode that does not require a physical address. An inspection type configured for a traditional address-based inspection may still require an address.
Why isn't the inspection type I need available in the dropdown?
The inspection type may not have been created or configured for the appropriate location mode. Contact your First Due administrator to verify the inspection type configuration.
Can I create a new event name while scheduling an inspection?
Yes. When scheduling from the Inspections List, select the + icon next to the Event Name field to create a new event name.
Is a business or vendor contact required?
Yes. The demonstrated scheduling workflow requires users to associate a business or vendor contact with the inspection.
Can I assign an inspection to a team instead of an individual user?
Yes. The scheduling workflow supports assigning inspections to users or teams. Shift and fire station assignment options are also available.
Can I schedule recurring inspections?
Yes. The inspection scheduling window provides recurring scheduling options that can be configured when applicable.
Can I schedule an inspection directly from a permit?
Yes. Open an existing Standalone, Pre-Development, or Special Event permit and select Schedule Inspection within the Inspections section.
Why am I unable to save my inspection?
Verify that all required fields have been completed. In particular, confirm that an inspection type has been selected and that the required business or vendor contact information has been entered.
Will the inspection appear on the permit after scheduling?
Yes. When an inspection is scheduled from an existing permit and saved successfully, it appears in the permit's Inspections section.