Inspections List - Bulk Action: Sending Inspection Reminder

Inspections List - Bulk Action: Sending Inspection Reminder

Purpose Statement

The Inspection Reminder bulk action allows users to efficiently send email notifications to property contacts for scheduled inspections directly from the Inspections List or My Inspections pages. This feature streamlines communication with property owners and contacts, helping ensure inspections are completed on schedule and reducing no-shows. The system automatically includes relevant inspection data and can attach supporting documents like self-inspection forms.

Background Information

Inspection reminders are a critical component of effective fire prevention programs, helping maintain compliance schedules and improving communication between fire departments and property owners. This bulk action feature enables users to send personalized email reminders to multiple properties simultaneously, significantly reducing administrative workload compared to individual notifications.

Key Requirements:

  • Inspections must have a "Scheduled" status
  • Primary Contact or Inspection Contact must have a valid email address on file
  • Users must have appropriate permissions to access inspection data and send communications

Common Use Cases:

  • Weekly reminder campaigns for upcoming inspections
  • Follow-up notifications for overdue inspections
  • Automated communication workflows for large inspection programs
  • Template-based messaging for consistent departmental communication

Required Permissions

To successfully send inspection reminders, users must have the following permissions:

  • Inspections Module Access: View and manage inspection records
  • Email Communications: Send emails from the platform
  • Contact Management: Access contact information and email addresses
  • Bulk Actions: Execute bulk operations on inspection lists

Video


Step-by-Step Guide

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1. Navigate to Inspections.


Navigate to Inspections.



2. Then select Inspections List.
  1. Alternatively, you can select My Inspections.


Then select Inspections List.



3. Expand Advanced Search.


Expand Advanced Search.



4. Helpful filters to utilize for sending the email Inspection Reminder:
  1. Select Scheduled in the Inspection Status dropdown.
  2. Scheduled Date within the next X days.
  3. Contacts with Email: Primary Occupancy Contact, Inspection Contact, No Primary/Inspection Email.
  4. NOTE: No Primary/Inspection Email will identify those Occupancies missing an email address.






5. Click on Apply.


Click on Apply.



6. Select Scheduled Inspections to be included in the Inspection Reminder.


Select Scheduled Inspections to be included in the Inspection Reminder.



7. Select Bulk Actions (#1).
  1. Select Inspection Reminder (#2)
  2. Select recipient(s) for the emailed Inspection Reminder.






8. Warning Message if one or more Contact(s) do not have an email address in the Contact record.
  1. To resolve, enter an email address and mark the contact as the Primary Occupancy Contact.
  2. To email the reminder to an Inspection Contact, a previous inspection has to have been recorded and the Inspection Contact has to have an email address in the contact record.
  3. Selecting Continue will send the Inspection Reminder to Contacts with an email address on file.







9. Enter a subject.


Enter a subject.



10. Enter text for the body of the email (#1).
  1. Add data fields to text (#2) as desired.
  2. Format the text as needed (#3).





11. To save as a Template, select "Save as Template."
  1. Up to 25 templates can be saved.
  2. Attachments cannot be saved in a template.






12. Enter a name for the template and select Save.


Enter a name for the template and select Save.



13. Click on Add Attachment to add an attachment to the email such as a Self Inspection Form.


Click on Add Attachment to add an attachment to the email such as a Self Inspection Form.



14. Example attached Self Inspection form.


Example attached Self Inspection form.



15. Click on Send.
  1. ​When the FD user sends an Inspection Reminder, if the reminder is for a re-inspection, we also attach the last completed inspection of the series. If it’s the 1st re-inspection, we send the initial inspection, if it’s the 2nd re-inspection, we send the 1st re-inspection, and so on.


Click on Send.



16. The sent Inspection Reminders will display in the Email Status modal:






17. To send the Inspection Reminder email from a template, click on Load from Template.


To send the Inspection Reminder email from a template, click on Load from Template.



18. Select the correct template to send.


Select the correct template to send.



19. Click on Continue.


Click on Continue.



20. Click on Add Attachment if you are sending an attachment such as a Self Inspection form.


Click on Add Attachment if you are sending an attachment such as a Self Inspection form.



21. Attached example Self Inspection Form.


Attached example Self Inspection Form.



22. Click on Send.


Click on Send.

Best Practices

Email Content Guidelines:

  • Use clear, professional subject lines that indicate urgency and purpose
  • Include specific inspection dates, times, and locations
  • Provide contact information for questions or rescheduling
  • Maintain consistent branding and departmental messaging

Timing Recommendations:

  • Send initial reminders 7-10 days before scheduled inspection
  • Follow up with secondary reminders 2-3 days prior
  • Consider business hours when scheduling automated reminders

Template Strategy:

  • Create templates for different inspection types (annual, follow-up, re-inspection)
  • Develop role-specific templates for different contact types
  • Include merge fields for automatic data population
  • Test templates before large-scale deployment

Contact Management:

  • Regularly audit and update contact email addresses
  • Verify Primary Occupancy Contact designations
  • Maintain backup contact information when possible

Troubleshooting & FAQs

Common Issues:

Q: Warning message appears about missing email addresses A: Use the "No Primary/Inspection Email" filter to identify and update missing contact information before sending reminders.

Q: Template won't save with attachments A: Templates can only save text content and formatting. Attachments must be added manually each time the template is used.

Q: Some contacts aren't receiving reminders A: Verify that contacts have valid email addresses and are designated as either Primary Occupancy Contact or Inspection Contact with previous inspection history.

Q: Email delivery fails A: Check the Email Status modal for delivery confirmations and error messages. Verify email addresses are properly formatted.

Performance Issues:

  • Large bulk operations may require processing time
  • Consider breaking large reminder campaigns into smaller batches
  • Monitor system performance during peak usage periods

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