Inspection Record - Signatures and Service To
Purpose Statement
This feature enables inspection personnel to capture required signatures from various contacts during inspections and document service delivery to property stakeholders. The signature functionality ensures proper authorization and acknowledgment of inspection activities, while Service To tracking maintains compliance with legal notification requirements for inspection documentation.
Background Information
The Signatures and Service To functionality is essential for maintaining proper documentation chains and legal compliance during inspection processes. This feature supports multiple signature types including Occupancy Contact, Vendor Contact, and Inspector signatures, each serving specific regulatory and operational purposes. The Service To component tracks how inspection notices or results were delivered to property stakeholders, which is often required for legal compliance and follow-up procedures.
Common use cases include fire safety inspections, code compliance reviews, and routine property assessments where formal acknowledgment and proper service documentation are required.
Required Permissions
- Inspection Management: Access to view and modify inspection records
- Signature Configuration: Permission to configure signature requirements at the Inspection Type level
- Contact Management: Ability to add and manage inspection contacts
- Service Documentation: Permission to add and edit Service To records
Video
Step-by-Step Guide
- A Vendor Contact Signature will eliminate the requirement for an Occupancy Contact Signature.
- Check the box to make it required for this Inspection Type.
- If the box is checked, it will automatically check the Inspection Contact box since a signature is required.
- If an Inspection Contact is required, check the box; otherwise, no Inspection Contact is needed for this Inspection Type.
Best Practices
- Pre-configure signature requirements at the Inspection Type level to ensure consistency across similar inspections
- Always capture signatures before leaving the property to avoid return visits for documentation
- Use the "Fill" option for inspector signatures when possible to maintain consistency and save time
- Document inability to sign with specific reasons to maintain compliance and support follow-up actions
- Complete Service To documentation immediately while details are fresh and accurate
- Verify contact information before finalizing Service To records to ensure proper legal service
- Use appropriate service methods based on urgency and legal requirements for your jurisdiction
Troubleshooting & FAQs
Q: What happens if I can't get an Occupancy Contact signature? A: Check the "Unable to sign" box and provide a detailed reason. Consider obtaining a Vendor Contact signature as an alternative, which eliminates the Occupancy Contact requirement.
Q: Can I change signature requirements after creating an inspection? A: Signature requirements are set at the Inspection Type level. Changes to the Inspection Type will affect new inspections but may not retroactively change existing inspection requirements.
Q: What if the Service To toggle isn't visible? A: The Service To functionality must be enabled at the Inspection Type level. Contact your system administrator to enable this feature for the specific Inspection Type.
Q: How do I handle multiple people who need to be served? A: Add separate Service To records for each individual or entity that requires service documentation.
Q: Can I edit Service To records after they're created? A: Yes, use the edit icon in the Actions column. However, be mindful of audit trails and legal requirements when modifying service documentation.
Related Articles
- Managing Inspection Contacts: Learn how to add, edit, and manage contacts associated with inspection records
- Inspection Type Configuration: Complete guide to setting up and customizing inspection types and their requirements
- Digital Signatures Setup: How to configure and manage digital signature settings in user profiles
- Inspection Workflow Overview: Understanding the complete inspection process from creation to completion
- Compliance Documentation: Best practices for maintaining regulatory compliance through proper documentation
- Contact Management System: Comprehensive guide to managing all contact types within the platform
- Inspection Reporting: How to generate and customize reports that include signature and service documentation
Related Articles
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, ...Inspection Record - Occupancy Section
Purpose Statement The Occupancy section within Inspection Records allows users to capture and update critical building occupancy information during inspection activities. This feature enables real-time data collection that automatically synchronizes ...Adding and Updating Contacts and Adding Addendum in Previously Completed Inspections
Purpose Statement This feature allows users to manage contact information and add supplementary documentation (addendums) to inspections that have already been completed. This functionality ensures that critical contact updates and additional ...Managing the Occupancy Record
Purpose Statement The Occupancy Record management feature allows fire department personnel to efficiently navigate, view, and update comprehensive property information including occupancy details, contacts, pre-planning data, permits, inspections, ...Inspection Record - Occupancy Log
Purpose Statement The Occupancy Log feature allows fire inspection personnel to document detailed records and chronological entries during property inspections. This tool enables inspectors to maintain comprehensive documentation of inspection ...