Inspection Record - Inspection Clock
Purpose Statement
The Inspection Clock feature provides fire and EMS departments with precise time tracking capabilities during inspections, enabling accurate documentation of on-site time, compliance with inspection duration requirements, and comprehensive logging of inspection activities for reporting and accountability purposes.
Background Information
The Inspection Clock is an integrated timing system that automatically tracks inspection duration and allows inspectors to distinguish between total elapsed time and actual "on-site" time. This feature is essential for departments that need to meet specific inspection time requirements, bill for inspection services, or maintain detailed records for compliance and quality assurance purposes. The system provides comprehensive logging, manual time adjustments, and reporting capabilities to ensure accurate documentation of all inspection activities.
Required Permissions
Users must have the following permissions to utilize the Inspection Clock feature:
- Inspection Module Access: Permission to access and conduct inspections
- Inspection Timer Configuration: Ability to activate and configure inspection timers
- Time Adjustment: Permission to manually adjust inspection times (typically restricted to supervisors or administrators)
- Report Generation: Access to generate and export inspection clock logs
Video
Step-by-Step Guide
1. The Inspection Clock is activated by the Inspection Type with this slider.
2. Start Clock dialog window displayed when starting an Inspection.
3. Click on Confirm to mark the time as "On-site."
4. Click on Cancel to not mark the time as "On-site."
5. Click on Pause to pause the Inspection Clock.
6. Click on Play to resume the Inspection Clock.
7. Click Confirm or cancel to mark the resumed inspection time as "on-site" or not "On-site."
8. Click on Options for the Inspection Clock options.
9. Click on Reset Timer to reset the Inspection Clock to 00:00.
10. Click on View Log to view the Inspection Clock Log.
11. Note: The Inspection Clock is paused while viewing the Inspection Clock/Timer Log.
12. View Automatically logged events. Checked marked entries are clocked as "On-site."
13. Click on Adjust Inspection Time to add or subtract Inspection time.
14. Click on Time.
15. Select to input Hours, Minutes, Seconds then Apply time to adjust.
16. Enter a reason for the time adjustment (not required).
17. Checkmark to track time as "On-Site."
18. Click on Add or Subtract to add or subtract the adjusted time to the Inspection Clock.
19. Time (Total Elapsed and On-site) totals displayed at bottom of the view timer dialog window.
20. Click on Send to email the Inspection Clock Log.
21. Click on Print to print the Inspection Clock Log.
22. Click on Add to report to add the Inspection Clock Log to the Inspection Report.
23. Click on "X" to close the Inspection Timer dialog window.
Best Practices
- Always activate the Inspection Clock at the beginning of each inspection to ensure complete time tracking
- Use the "On-site" designation consistently to distinguish between travel time and actual inspection time
- Document reasons for any manual time adjustments to maintain audit trail integrity
- Regularly review clock logs to identify patterns and improve inspection efficiency
- Pause the clock during extended breaks or when leaving the inspection site
- Ensure all team members understand the difference between total elapsed time and on-site time
- Export clock logs immediately after completing inspections to prevent data loss
Troubleshooting & FAQs
Common Issues:
- Clock not starting automatically: Verify the Inspection Clock is activated in the Inspection Type settings
- Time adjustments not saving: Confirm you have appropriate permissions for time modifications
- Log export failing: Check network connectivity and email configuration settings
- Clock continuing during breaks: Remember to manually pause the timer when leaving the inspection site
Frequently Asked Questions:
- Q: Can I adjust time after completing an inspection? A: Yes, time adjustments can be made through the Adjust Inspection Time feature with proper permissions
- Q: What's the difference between Total Elapsed and On-site time? A: Total Elapsed includes all time from start to finish, while On-site only counts time marked as being physically present at the inspection location
- Q: Are clock logs automatically saved? A: Yes, all clock activities are automatically logged and can be viewed, printed, or exported at any time
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