Inspection Type - Part 6: Community Connect
Purpose Statement
This Knowledge Base Article demonstrates how to configure the Community Connect section for an Inspection Type, enabling community members to request inspections directly through the Community Connect portal. This feature streamlines the inspection request process by allowing external users to submit requests online, which are automatically converted into scheduled inspections with proper notifications and tracking.
Background Information
The Community Connect feature bridges the gap between your fire prevention team and the community by providing a public-facing portal for inspection requests. When properly configured, this integration allows citizens and business owners to submit inspection requests 24/7, reducing administrative burden while maintaining proper oversight and notification protocols. This is the final step in the six-part inspection type configuration process and requires completion of the previous setup steps to function properly.
Required Permissions
- Administrator or Fire Prevention Manager permissions
- Access to Inspection Types configuration
- User management permissions for assigning notification recipients
Video
Step-by-Step Guide
- Once the user saves, this creates a new inspection on the Inspections List with:
- Request Number = NEW autogenerated unique number in the system to identify the inspections generated through CC/HH as a scheduled inspection does not have an Inspection Number.
- Request Number column.
- Assigned To = empty
- Schedule to = "Will Call"
- Inspection Notes = The notes the CC user entered
- Status = Scheduled
- The CC/HH user will be added as an occupancy contact if they were not yet part of the occupancy.
- The CC/HH user will receive an email notification confirming the inspection was created. Later, they will receive an extra email when the date and time of the inspection are set (this will be sent each time there is a change in the date and time, not only the first time).
- Note: You will be prompted to save your changes when you select close even though you may have just saved your edits.
Best Practices
- Assign multiple users or teams to receive notifications to ensure coverage during absences
- Test the Community Connect portal after configuration to verify proper functionality
- Regularly review and update notification recipients as staff changes occur
- Monitor Request Numbers to track Community Connect usage and identify trends
- Establish clear protocols for responding to Community Connect requests within your department's standard timeframes
Troubleshooting & FAQs
Q: What happens if no users are assigned to receive notifications? A: Inspection requests will still be created, but no one will be automatically notified. Always assign at least one user or team.
Q: Can I modify the email notifications sent to Community Connect users? A: Email templates can typically be customized through the system's email configuration settings.
Q: Why does the system prompt me to save again when closing? A: This is a safety feature to ensure no changes are lost, even if you've recently saved.
Q: What's the difference between CC and HH users? A: This refers to different portal access levels - confirm with your system administrator for specific definitions in your implementation.
Related Articles
- Inspection Type - Part 1: Creating and Editing Inspection Type
- Inspection Type - Part 2: Creating and Editing an Inspection Checklist
- Inspection Type - Part 3: Forms
- Inspection Type - Part 4: Email
- Inspection Type - Part 5: Billing
- Inspection Request from Community Connect Portal
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