Inspection Type - Part 1: Creating and Editing Inspection Type

Inspection Type - Part 1: Creating and Editing Inspection Type

Purpose Statement

The Inspection Type feature allows Fire/EMS agencies to create standardized inspection processes for various property types and compliance requirements. This functionality enables departments to maintain consistent inspection protocols, automate scheduling, track completion times, and ensure proper documentation for regulatory compliance.

Background Information

Inspection Types serve as templates that define the structure, requirements, and workflow for conducting property inspections. They can be customized for different inspection categories such as fire safety, life safety, hazmat storage, or annual compliance checks. Each Inspection Type can include custom checklists, signature requirements, scheduling parameters, and billing configurations to match your department's specific operational needs.

Required Permissions

To create and edit Inspection Types, users must have the following permissions:

  • Inspections Management - Required to access the Inspections module
  • Create/Edit Inspection Types - Allows creation and modification of inspection templates
  • Can be assigned to inspections - Required for users who will conduct inspections using these types

Video



Step-by-Step Guide




1. Click on Inspections.


Click on Inspections



2. Click on Inspection Types.


Click on Inspection Types



3. To filter your Inspection Types list, select the appropriate filter and then select search.


To filter your Inspection Types list, select date to filter by and then select search.



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


To create a new Inspection Type, click on Add New Type



5. Import XLS

  1. Useful tool to Import an Inspection Type including a checklist.
  2. See the related KBA "Creating and Importing an Inspection Checklist".


Import XLS



6. Actions:

  1. Deactivate/Activate (X = Active, select to make Deactivated. ✔ = Deactivated, select to make active) Note: Inspection Types Scheduled or In-Progress cannot be made Deactivated.
  2. Edit - Any Inspection Type can be edited at any time.
  3. Delete - Inspection Types used for recording an inspection cannot be deleted (Trash Can Not Shown).
  4. Download - Useful tool to share Inspection Type with other First Due customers.
  5. Clone - Useful tool for creating a similar Inspection Type/checklist; duplicate an Inspection Type then edit to create a new version or replacement.






7. Click on Edit in the Actions column to edit an existing Inspection Type.
  1. An Inspection Type can be edited at any time.


Click on Edit in the Actions column to edit an existing Inspection Type. An Inspection Type can be edited at any time.



8. Enter a name for the Inspection Type (Required).


Enter a name for the Inspection Type (Required)



9. Select a Default Schedule, if desired.
  1. The system will schedule the next Initial Inspection Date using the selected interval when an inspection is set to Complete Status.


Select a Default Schedule, if desired. The system will schedule the next Initial Inspection Date using the selected interval when an inspection is set to Complete Status.



10. Schedule the next inspection from:

  1. Schedule At - Respects the original inspection date.
  2. Completed Date - Schedule the next initial inspection from the date of completion.






11. Click on Inspection Timer, if desired to track time spent on the Inspection Type.


Click on Inspection Timer, if desired to track time spent on the Inspection Type.



12. The Status default setting is Active.

  1. An Inspection Type has to be in Active Status to be used.


The Status default setting is Active.



13. Inspection Level (Required)

  1. Choose an inspection level for the Inspection Type.
  2. To set up Inspection Levels see the KBA on "Restrict Inspection Types based on Permissions by Level".


Inspection Level (Required)



14. Select the appropriate Inspector Signature Requirements.

  1. None will not require an Inspector Signature.
  2. Sign or Fill requires an Inspector Signature (Fill brings in the Signature form the Inspector's Profile).
  3. Sign requires an Inspector Signature.


Select the appropriate Inspector Signature Requirements.



15. Contact Signature
  1.  Check the box to make it required for this Inspection Type.
  2.  If the box is checked, it will automatically check the Inspection Contact box since a signature is required.





16. Inspection Contact 
  1. If an Inspection Contact is required, check the box; otherwise, no Inspection Contact is needed for this Inspection Type.





17. Select the appropriate Inspection Completed by Option.

  1. Blank, selectable user will allow any user with the "Can be assigned to inspections" Permission to be selected as the Inspector.
  2. Signed in user, not editable will be the signed in user and cannot be changed.
  3. Signed in user, editable will be the signed in user unless it is changed. This option is a good selection if your agency uses mobile devices signed in as a Unit user.


Select the appropriate Inspection Completed by Option.



18. Assigned to Team Option (Required):

  1. Keep the original assigned to:
    1. Retains the original assigned to: it doesn't matter if it's a Team or User.
    2. During the inspection, the user can reassign it to a different Team or User.
  2. Changed to Logged in User:
    1. For new and existing inspection types, the selected option will be “Use the logged-in user" (current system behavior).
    2. If the inspection was assigned to a Team, when they start the inspection, we assign the logged-in user.
    3. If the inspection was assigned to a User, the inspection stays assigned to that specific User, and we do not assign the logged-in User.






19. Click on Service To.


Click on Service To



20. Enter a Description for the Inspection Type (Optional).


Enter a Description for the Inspection Type (Optional).



21. Select "Save" to save your changes or "Close." When selecting "Close" if the system detects changes, you will be prompted to save your data.






22. Example of what it will look like when clicking on Close.
  1. Click on "Save" before leaving if you want changes saved.





23. See the Inspection Type - Part 2: Checklist Knowledge Base Article to continue your setup.
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Best Practices

  • Standardize naming conventions for Inspection Types to ensure consistency across your organization
  • Test new Inspection Types with a small group before full deployment
  • Use descriptive names that clearly indicate the inspection purpose and scope
  • Enable time tracking for performance analysis and resource planning
  • Configure appropriate signature requirements based on regulatory compliance needs
  • Set up Default Schedules for recurring inspections to automate workflow
  • Use Clone functionality to create variations of existing types rather than starting from scratch
  • Regular review and update of Inspection Types to maintain current standards and regulations

Troubleshooting & FAQs

Q: Why can't I deactivate an Inspection Type? A: Inspection Types that are currently Scheduled or In-Progress cannot be deactivated. Complete or cancel all pending inspections using this type before deactivating.

Q: I don't see the Delete option for my Inspection Type. Why? A: Inspection Types that have been used for recording inspections cannot be deleted. The system preserves these for data integrity and historical records.

Q: What happens if I change the Default Schedule on an existing type? A: The change only affects new inspections created after the modification. Existing scheduled inspections retain their original schedule.

Q: Can I modify an Inspection Type that's currently being used? A: Yes, Inspection Types can be edited at any time. However, changes only affect new inspections; active inspections continue using the original configuration.

Q: What's the difference between "Sign" and "Sign or Fill" for signatures? A: "Sign or Fill" allows the system to automatically populate the signature from the inspector's profile, while "Sign" requires manual signature entry each time.

Related Articles

  • Inspection Type - Part 2: Creating and Editing an Inspection Checklist - Configure custom checklists for your inspection types
  • Inspection Type - Part 3: Forms - Set up inspection forms and documentation requirements
  • Inspection Type - Part 4: Email - Configure email notifications and communications for inspections
  • Inspection Type - Part 5: Billing - Set up billing and fee structures for inspection services
  • Inspection Type - Part 6: Community Connect - Integrate inspection types with community portal features
  • Creating and Importing an Inspection Checklist - Detailed guide for importing existing checklists

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