Creating and Importing an Inspection Checklist

Creating and Importing an Inspection Checklist

Purpose Statement

This feature enables fire departments and EMS agencies to create standardized inspection checklists by importing them from Excel templates. This streamlines the inspection process, ensures consistency across all inspections, and reduces manual setup time while maintaining compliance with local codes and regulations.

Background Information

The Import XLS feature allows departments to bulk-create inspection checklists rather than building them item by item within the system. This is particularly valuable for departments with extensive inspection requirements, multiple inspection types, or those migrating from paper-based or other digital systems. The template-based approach ensures all required fields are properly formatted and reduces data entry errors during initial setup.

Required Permissions


Users must have Administrator or Inspection Manager permissions to access the Inspections module and import inspection checklists. Standard field users cannot create or import inspection types but can use existing checklists for conducting inspections.


Video


Step-by-Step Guide

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1. Click on Inspections.


Click on Inspections.



2. Click on Inspection Types.


Click on Inspection Types.



3. Click on Import XLS to download the template.


Click on Import XLS to download the template.



4. Click on Download sample spreadsheet.


Click on Download sample spreadsheet.



5. Sample Spreadsheet with example data.


Sample Spreadsheet with example data.



6. Column A - Inspection Type.
  1. Enter a name for the new Inspection Type.
  2. Copy and paste for all rows added to the checklist.

Column A - Inspection Type.



7. Column B - Section.
  1. Enter checklist Section names.


Column B - Section.



8. Column C - Question.
  1. Enter Checklist Item (Inspection Question).
  2. Enter a name for the Sub-category to create a subcategory in your checklist.
  3. Character count for the Question is 2,500.

Column C - Question.



9. Columns D, E & F - Code Set, Edition Year & Code Number.
  1. Enter data as needed to associate a code with the Checklist Item.
  2. This step is non-mandatory.





10. Column G - Question Type.
  1. Enter a question type as displayed for each Checklist Item.
  2. Note formatting with the underscore between words.
  3. Examples:
    1. standard_inspection
    2. single_select
    3. multi_select
    4. free_text
    5. group_name (Used to create Subcategories)
  4. Note that data is ignored for the Free Text question type in Column H.
  5. Note that data is ignored for the Group Name question type in columns D, E, F, H, & I.

Column G - Question Type.



11. Column H - Answers.
  1. Enter answers for single select and multi select with a comma between answers.
  2. Enter Standard Inspection Responses with an underscore between text.
  3. NOTE: Spelling has to match you set-up for Standard Inspection Responses.

Column H - Answers.



12. Column I - Mandatory.
  1. Yes for mandatory response for the checklist item.
  2. No or no data will make the Checklist item non-mandatory.

Column I - Mandatory



13. Save your checklist template as a .xlsx file type.


Save your checklist template as a .xlsx file type.



14. To import your checklist, click on Import XLS.


To import your checklist, click on Import XLS.



15. Select Choose File and select the file to import.


Select Choose File and select the file to import.



16. Click on Import.


Click on Import.



17. You should see this banner upon successful importation of the Checklist.


You should see this banner upon successful importation of the Checklist.



18. If errors are present in your template, you will see this error message.
  1. Fix the error(s) noted and reimport.


If errors are present in your template, you will see this error message.



19. Click on Edit to complete the set-up of the Inspection Type and Checklist.


Click on Edit to complete the set-up of the Inspection Type and Checklist.


20. Update Inspection Type, if desired.


Update Inspection Type, if desired.


21. Select a Default Schedule, if desired.


Select a Default Schedule, if desired.


22. Click on Inspection Timer, if desired.


Click on Inspection Timer, if desired.


23. Update Signature requirements as desired.


Update Signature requirements as desired.



24. Click on Billing and set your Billing option.


Click on Billing and set your Billing option.



25. Click on Checklist to edit your checklist as needed.


Click on Checklist to edit your checklist as needed.



26. Click on Forms , set Default Answers for the form and select which form(s) to use.


Click on Forms , set Default Answers for the form and select which form(s) to use.



27. Click on Email and set your email options.


Click on Email and set your email options.



28. Click on Save.


Click on Save.


Best Practices

Template Preparation:

  • Review existing inspection requirements before creating your template
  • Group related questions into logical sections for easier field use
  • Use clear, specific language for inspection questions
  • Test your template with a small sample before importing large checklists

Question Types:

  • Use standard_inspection for most pass/fail scenarios
  • Reserve free_text for situations requiring detailed explanations
  • Group related items using group_name to improve checklist organization

Error Prevention:

  • Double-check spelling in Column H against your Standard Inspection Responses
  • Ensure consistent Inspection Type names across all rows
  • Verify question types use proper underscore formatting
  • Save files in .xlsx format only

Troubleshooting & FAQs

Import Errors: If you receive error messages during import, common issues include:

  • Incorrect question type formatting (missing underscores)
  • Mismatched Standard Inspection Response spelling
  • Invalid file format (must be .xlsx)
  • Missing required data in mandatory columns

Template Issues:

  • Character limit exceeded: Questions over 2,500 characters will cause import failures
  • Formatting problems: Ensure question types match exactly as specified
  • Missing data: Verify all required columns contain appropriate information

Post-Import Configuration:

  • Checklist not appearing: Verify the import success message appeared
  • Questions out of order: Edit the checklist manually to reorder items
  • Missing answer options: Check Column H formatting and re-import if necessary

Frequently Asked Questions:

  • Q: Can I edit the checklist after importing? A: Yes, use the Edit function to modify questions, add items, or change settings
  • Q: What happens to existing inspection data if I update a checklist? A: Existing completed inspections retain their original data; changes only affect new inspections
  • Q: Can I import multiple inspection types at once? A: No, each inspection type requires a separate import process

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