Inspection Type - Part 2: Creating and Editing an Inspection Checklist

Inspection Type - Part 2: Creating and Editing an Inspection Checklist

Purpose Statement

This article demonstrates how to create and edit comprehensive inspection checklists within the Fire/EMS software platform. Inspection checklists enable departments to standardize their inspection processes, ensure regulatory compliance, track violations systematically, and maintain consistent documentation across all inspection activities. These checklists support various inspection types including fire prevention, building safety, occupancy compliance, and specialized code enforcement inspections.

Background Information

Inspection checklists are structured questionnaires that guide inspectors through systematic property evaluations. They ensure consistency across multiple inspectors, provide legal documentation for violations, enable automated violation tracking, and support re-inspection workflows. The platform supports multiple response types including standard pass/fail questions, single and multi-select options, free text fields, custom responses, grouped categories, and direct field updates to property records.

Checklists integrate with violation tracking systems, automated email notifications, code enforcement databases, and re-inspection scheduling. They are essential for maintaining compliance with local fire codes, building regulations, and departmental standard operating procedures.

Required Permissions

Users must have the following permissions to create and manage inspection checklists:

  • Inspection Management - Required to access inspection configuration
  • Inspection Type Creation/Edit - Needed to create or modify inspection types and their associated checklists
  • Code Association - Required to link violation codes to checklist items
  • Email Configuration - Necessary for setting up automated violation notifications
  • Field Update Access - Needed if using Field Update response types to modify property data
  • Role Permissions Verification - Ensure inspectors have update permissions for any fields included in Field Update checklist items

Video


Step-by-Step Guide



1. Click on Inspections.


Click on Inspections.





2. Click on Inspection Types.


Click on Inspection Types.





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


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





4. Select "Edit" to edit a checklist for an existing Inspection Type.
  1. An existing checklist can be edited at any time.







5. Click on Checklist.








6. Click on Add Checklist Section.








7. Enter names for the sections as needed. This example will use the types of checklist items available and the Group Name feature.
  1. Note that the sections can be saved (#1), moved up or down using drag & drop (#2), deactivated/activated (#3), edited (#4), and deleted (#5).
  2. If a Section is deleted, all Checklist Items in that Section will also be deleted.







8. The Sections can be expanded or collapsed by selecting:








9. To add a Checklist Item (aka Question), select the section it is desired to place the question in.








10. Click on Add Checklist Item.






11.  Enter the text for the Checklist Item.
  1. NOTE: The text limit for a Checklist Item is 2500 characters.







12. Select Mandatory Response to require a selection to be made for the Checklist Item.
  1. There is a bulk action to set this requirement for entire checklist.





13. Select the Response Type.
  1. Standard Response Type - Creates violation tracking.
  2. Single Select - Allows selecting one answer - does not create violation tracking.
  3. Multi Select - Allows selecting more than one answer - does not create violation tracking.
  4. Free Text - Allows text to be entered - does not create violation tracking.
  5. Custom Response.
  6. Group Name - Allows the creation sub-categories with Checklist Items as needed.
  7. Field Update







14. Standard Response Type Example - Click on Standard Inspection.
  1. NOTE: The Standard Response Type and Custom Response are the only types of checklist items that will trigger violation tracking.







15. Select desired responses for the question.
  1. It is recommended that Pass and Fail be selected at the minimum. Other options needed will depend upon agency policy.

IMPORTANT: Any Response Type needed in the initial inspection and any subsequent re-inspection should be enabled.  Example: If it is needed to issue a Citation after 1 or more re-inspections, it has to be enabled for the Checklist Item or it will not be available on any re-inspections.







16. To associate a code to the question, select Associated Codes.  Steps 16-18 applies to all Response Types except Group Name and Field Updates.





17. Select one or more codes to associate with the Checklist Item.
  1. Use advanced search to find the correct code(s).
  2. Select the appropriate code(s).

Select one or more codes to associate with the Checklist Item.





18. After selecting the appropriate code(s), click on Save.


After selecting the appropriate code(s), click on Save.



19. To provide email notification for a violation, select Associate Emails.
  1. Available for Standard Inspection Response and Custom Response Types only.





20. Enter information for the Associated Email:
  1. Applicable response
  2. CC Inspector - Optional
  3. Include Inspection report - Optional
  4. Default recipient(s)
  5. Subject
  6. Email Message Body (formatting text by selecting the text and the format desired).
  7. Select Save when done.





21. Select Save when done editing the Checklist Item.






22. Question options (applies to all Response Types):
  1. Deactivate/Activate Checklist Item.
  2. Duplicate Checklist Item.
  3. Delete Checklist Item.







23. Reorder the Checklist Item using drag and drop, if needed.
  1. NOTE: Checklist Items can only be reordered only within the same section of the checklist.







24. Click on the appropriate section.






25. Click on Add New Checklist Item.








26 This is an example of a Single Select question. Only one response can be selected.
  1. A Single Select Response Type checklist item will not trigger violation tracking.
  2. Associated Codes, if needed.
  3. Enter the text for the response and then select "+" to add any additional responses needed.
  4. Select Mandatory Response - Optional
  5. Response Type = Single Select
  6. Select "+" to add answers as needed and label them.
  7. Select "-" to remove an answer
  8. Select Save when done







27. This is an example of a Multi Select question. More than one response can be selected.
  1. A Multi Select Response Type checklist item will not trigger violation tracking.
  2. Enter the text for the response and then select "+" to add any additional responses needed.
  3. Select Mandatory Response - Optional
  4. Response Type = Multi Select
  5. Associated Codes, if needed.
  6. Select "+" to add answers as needed and label them.
  7. Select "-" to remove an answer
  8. Select Save when done








28. This is an example of a Free Text question. A text box will be presented in the checklist that text can be added to.
  1. A Free Text Response Type checklist item will not trigger violation tracking.
  2. Enter the text for the response and then select "+" to add any additional responses needed.
  3. Select Mandatory Response - Optional
  4. Response Type = Free Text
  5. Associated Codes, if needed.
  6. Select Save when done





29. Custom Response Example - Click on Add Response (#1).
  1. Enter your response (#2) and link to the correct Standard Response (#3).
  2. Fail and Citation response types can be set to trigger a reinspection (toggled on - green) or to not trigger a reinspection (toggled off - red) (#4).
  3. Repeat the process to add additional responses as needed.
  4. Custom Response creates violation tracking (when a code is associated with the checklist item) even when a reinspection is not triggered (see step #4).
  5. You can associate an email with the Custom Response (see steps 19 & 20).
  6. Save when done.







30. Group Example, Step 1. Enter an appropriate Group Name in the Checklist Section and select save.
  1. A Group can be set-up and sub-categories can be set-up in the Checklist Items, see below.







31. Group Example, step 2. Click on Add New Checklist Item.








32. Group Example, step 3. Enter an appropriate name for the sub-category and select Group Name in the Response Type dropdown.  Select Save when done.  Repeat to create the sub-categories you need.








33. Group Example, step 5. Click on Add New Checklist Item.


Group Example, step 5. Click on Add New Checklist Item.





34. Group example with two sub-categories created. Add Checklist items as needed for the Subcategories.









35. Field Update example:
  1. Allows adding an Occupancy Field to the Checklist for verification and updating.
  2. Select appropriate field(s) after selecting Field Update as the Response Type.  Note Search filter at top of list.
  3. Can add multiple Field Updates to one checklist.
  4. Verify  that the Inspector can update the selected field(s) in Roles Permissions.
Available Fields:

Demographics

Business Name

Occupancy Status

Description

Property Use

Additional Property Use

Property Value

Occupancy Class

Additional Occupancy Class

Local ID
Year Built

Notes

Occupancy Load

Daytime Occupancy Load

Evening Occupant Load

Overnight Occupant Load

Posted Occupancy Load

Area

Floors Above Grade

Floors Below Grade

Number of Common Areas

Total Area

Total Billable Area

Construction

Construction Type

Additional Construction Type

Access

Number of Units

Risk Assessment

Average Exposure Separation

Fire Department Access

Occupant Mobility

Warning Alarm

Exiting Systems

Regulatory Oversight

Human Activity

Experience

Capacity to Control

Fire Load

Hazard Index

Fire Sprinklers

Standpipe Systems

NFPA Five Year Inspection

Value to the Community

Risk Classification






36. Checklist option - Set Check Require All checklist items to be completed.
  1. Will require all Checklist Items to be required.

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





37. Checklist option - Check Allow to add Ad-hoc violations for this checklist.
  1. Will place an Ad Hoc violation section to the Checklist. Great option to add code violations not specifically listed in your Checklist.

Checklist option - Check Allow to add Ad-hoc violations for this checklist.





38. Click on Results options - Bulk Action to add Standard Inspection Checklist Result Options to the entire checklist.


Click on Results options - Bulk Action to add Standard Inspection Checklist Result Options to the entire checklist.





39. Select Standard Inspection Type Responses to add to all Standard Inspection Type items in the entire Checklist and then Save.


Select Standard Inspection Type Responses to add to all Standard Inspection Type items in the entire Checklist and then Save.





40. Activate All - Activates all Checklist Items in the selected section.


Activate All - Activates all Checklist Items in the selected section.





41. Duplicate all - Duplicates all Checklist Items in the selected section.


Duplicate all - Duplicates all Checklist Items in the selected section.





42. Click on Save to save your data, os see Step 43.


Click on Save to save your data.





43. Select Close to close the Edit Checklist Window.


Select Close to close the Edit Checklist Window.





44. Prompted to Save - Yes or No.


Prompted to Save - Yes or No.

Best Practices

Checklist Organization

  • Group related items into logical sections for easier navigation
  • Use descriptive section and item names that inspectors can quickly understand
  • Order items in the sequence they would naturally be checked during an inspection
  • Limit checklist length to essential items to prevent inspector fatigue

Response Type Selection

  • Use Standard Response types for items requiring violation tracking and enforcement action
  • Reserve Custom Responses for agency-specific terminology or unique workflow requirements
  • Implement Single/Multi Select for informational questions that don't trigger violations
  • Use Free Text sparingly for items requiring detailed documentation

Code Association Strategy

  • Associate specific violation codes with every Standard and Custom response item
  • Ensure code associations align with local ordinances and enforcement procedures
  • Regularly review and update code associations when regulations change
  • Test code associations to verify proper violation tracking functionality

Re-inspection Planning

  • Enable all response types needed for both initial inspections and re-inspections
  • Consider the complete inspection-to-resolution workflow when configuring responses
  • Plan for escalation scenarios (warnings to citations to legal action)

Email Notification Management

  • Configure violation emails for consistent communication with property owners
  • Include inspection reports in emails for complete documentation
  • Use standard email templates to maintain professional consistency
  • Test email workflows to ensure proper delivery and formatting

Troubleshooting & FAQs

Common Issues and Solutions

Q: Checklist items are not triggering violation tracking A: Only Standard Response and Custom Response types create violation tracking. Verify the response type is set correctly and that violation codes are associated with the item.

Q: Inspectors cannot update property fields using Field Update items A: Check that inspectors have the proper permissions to update the selected fields in the Roles & Permissions configuration.

Q: Email notifications are not being sent for violations A: Verify that email associations are configured for the specific response that triggered the violation, and confirm that email settings include valid recipients.

Q: Checklist sections are not displaying in the expected order A: Use drag-and-drop functionality to reorder sections. Changes must be saved before they take effect.

Q: Previous responses are not available during re-inspections A: Ensure all needed response types are enabled during initial checklist configuration. Response types cannot be added retroactively for existing inspections.

Q: Bulk actions are not applying to all checklist items A: Bulk actions only apply to items of the same response type. Standard Response bulk actions only affect Standard Response type items.

Q: Deleted sections cannot be recovered A: Section deletion is permanent and removes all contained checklist items. Always duplicate important sections before making major changes.

Q: Text limit exceeded errors when creating checklist items A: Checklist item text is limited to 2,500 characters. Break lengthy questions into multiple items or use more concise language.

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Related Articles

  • Inspection Type - Part 1: Creating and Editing Inspection Type
  • Inspection Type - Part 3: Forms
  • Inspection Type - Part 4: Email
  • Inspection Type - Part 5: Billing
  • Inspection Type - Part 6: Community Connect
  • Inspections: Form Builder Basics

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