Inspection Record - Managing Inspection Contacts

Inspection Record - Managing Inspection Contacts

Purpose Statement

The Inspection Contacts feature allows users to manage contact information for individuals and vendors associated with specific occupancies during fire inspections. This feature ensures proper communication channels are established, enables automated inspection report distribution, and maintains accurate contact records that are shared between Pre-Plans and Inspections for consistency across the platform.

Background Information

Contact management is essential for effective fire inspection workflows, as it facilitates communication with property owners, occupants, and vendors throughout the inspection process. The system maintains shared contact databases between Pre-Plans and Inspections to eliminate duplicate data entry and ensure consistency. Each occupancy can have multiple contacts with different roles and attributes, including designated inspection contacts, primary occupancy contacts, and vendor contacts with signature capabilities.

Required Permissions

Users must have the following permissions to manage inspection contacts:

  • Inspection Module Access - Basic access to the Inspection module
  • Edit Inspection Records - Ability to modify inspection data including contacts
  • Contact Management - Permission to add, edit, and delete contact information
  • Vendor Directory Access - Access to view and manage vendor contacts (if using vendor features)

Video


Step-by-Step Guide

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1. When recording an Inspection, Click on Contacts. Current contacts will be in the contacts list. Contacts are shared between Pre-Plans and Inspections. Note the contact attributes column. See contact attribute information below.


When recording an Inspection, Click on Contacts. Current contacts will be in the contacts list. Contacts are shared between Pre-Plans and Inspections. Note the contact attributes column. See contact attribute information below.



2. Select to edit a contact.


Select to edit a contact.



3. Select to delete a contact.


Select to delete a contact.



4. To add a new contact, Click on Add.


To add a new contact, Click on Add.



5. Enter Contact Information as appropriate.


Enter Contact Information as appropriate.



6. Use slider to mark the contact as Inspection Contact. Required to have an Inspection Contact. Only one Inspection Contact can be marked per Occupancy.


Use slider to mark the contact as Inspection Contact. Required to have an Inspection Contact. Only one Inspection Contact can be marked per Occupancy.



7. Use slider to mark the contact as Primary Occupancy Contact. Only one Primary Occupancy Contact can be marked per Occupancy.


Use slider to mark the contact as Primary Occupancy Contact. Only one Primary Occupancy Contact can be marked per Occupancy.



8. Click on Receive email for inspection report. Any contacts that need to be sent the Inspection Report via email can be selected. An email address has to be entered to activate the check box.


Click on Receive email for inspection report. Any contacts that need to be sent the Inspection Report via email can be selected. An email address has to be entered to activate the check box.



9. Click on Save.


Click on Save



10. To add a Vendor Contact, select Vendor Contacts, then select Add Vendor Contact.


To add a Vendor Contact, select Vendor Contacts, then select Add Vendor Contact.



11. Enter a name or address of a Vendor, select the appropriate vendor and then Save.
  1. If the Vendor is not found, select Vendor Directory and add them to your Vendor List.
  2. The Vendor in your Vendor List is required to have a contact listed for this feature to function.

Enter a name or address of a Vendor, select the appropriate vendor and then Save.



12. Select Edit to update or add attributes for the Vendor Contact. This is a necessary step to include a signature block in the Signatures section of the Inspection Record.


Select Edit to update or add attributes for the Vendor Contact. This is a necessary step to include a signature block in the Signatures section of the Inspection Record.



13. Update Vendor Contact Attributes and then Save.
  1. Vendor Signature (places a Vendor Signature Block in the Inspection Signatures Section).
  2. Only one Vendor Contact can be selected for Vendor Signature.
  3. Check to receive emailed Inspection Report.

Update Vendor Contact Attributes and then Save.

Best Practices

Contact Information Management:

  • Maintain accurate and up-to-date contact information for effective communication
  • Regularly review and validate email addresses to ensure report delivery
  • Use consistent naming conventions for contact entries

Role Assignment:

  • Always ensure at least one Inspection Contact is designated per occupancy
  • Clearly define Primary Occupancy Contacts to establish clear communication hierarchy
  • Only assign Vendor Signature rights to authorized vendor representatives

Email Communication:

  • Verify email addresses before enabling automated report distribution
  • Consider creating contact groups for properties with multiple stakeholders
  • Document any special communication requirements in contact notes

Vendor Management:

  • Keep vendor directory current with active service providers
  • Ensure vendor contacts have proper authorization for signature responsibilities
  • Regularly audit vendor contact permissions and access levels

Troubleshooting & FAQs

Common Issues:

Q: Why can't I mark a second contact as the Primary Occupancy Contact? A: The system only allows one Primary Occupancy Contact per occupancy. You must first remove the designation from the current primary contact before assigning it to another contact.

Q: The email notification checkbox is grayed out. How do I enable it? A: An email address must be entered in the contact information before the email notification option becomes available.

Q: I can't find a vendor in the search results. What should I do? A: Use the Vendor Directory feature to add the vendor to your system first. Ensure the vendor has at least one contact person listed before attempting to add them as a vendor contact.

Q: Why can't I assign Vendor Signature rights to multiple vendors? A: The system restricts Vendor Signature designation to one vendor contact per inspection to maintain signature integrity and accountability.

Q: Are contacts shared between different modules? A: Yes, contacts are shared between Pre-Plans and Inspections to maintain consistency and reduce duplicate data entry.

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