Inspection settings

This screen decides what inspections ask: the kinds of inspection you run, the templates for each, and the questions each published version puts to a technician. Open it from Administration → Inspections.

If you don’t see this in your navigation, your administrator can switch the module on under Administration → Modules, or it may not be included in your plan.

The inspection configuration screen with a template expanded

The stat strip counts templates, types and templates that cannot be started because they have no published version — anything scheduled against those simply never appears. Who can change this. Add configuration entries and Edit configuration entries.

Templates

A template is the set of questions a round asks, for a kind of inspection — and, where you say so, for some classes of equipment and some sites only. Questions belong to a version, not to the template: a round already carried out keeps reading against the questions it actually asked, so editing a published version would rewrite what somebody signed. Each card shows the template’s name, its type, the asset categories and sites it is limited to, its estimated minutes, a regulatory tag where its type is required by law, the version number, how many questions it has and how many rounds have been done. Click a card to expand it; Edit changes its details.

Versions and questions

Version state	What it means
Published vn	In force — what a round raised now will ask. Changing a question here starts the next draft and changes it there
Draft vn — not in force	Being edited. Rounds raised now still ask the published version
Nothing published	The template cannot be started at all until a draft is published

The questions are grouped under their section headings, numbered, and tagged critical, raises a job and their answer type, with the passing range where there is one.

Action	What it does
Add a question	Adds a question. On a published version, saving it starts a new draft
Take a draft	Starts the next version from the published one
Drag a question	Reorders the draft
See it on a phone	Shows the draft as a technician meets it on the handset — order and wording. Nothing in the preview can be answered. Hide the preview closes it
Publish vn	Puts the draft in force for every round raised from then on, and retires the version it replaces. A round already open finishes against the questions it was shown. A draft with no questions cannot be published
Discard the draft	Throws the draft away

The template form

Field	What it means	Notes
Name	What the round is called — “Fire Pump Weekly Statutory Inspection”	Required
Inspection type	What kind of inspection this is	Required. Options come from inspection types. A regulatory type makes a round evidence rather than a checklist
Description	What the round is for
Estimated (minutes)	How long a round takes	So it can be scheduled realistically
Pass mark	The score needed to pass a scored round	Leave empty for the stricter rule: any failed mandatory question fails the round. Critical questions fail it regardless
Active	Whether the template is offered
Attach a drawing or photo	Reference material for the whole round
Asset categories (under Where it is offered)	The classes of equipment the questions were written for — an extinguisher check might name three	Empty means every category. A category covers everything filed beneath it. A template naming any category is one for equipment, so it is never offered for a round against a place
Sites	The sites the template is offered at	Empty means every site

Leave both empty to offer the template for anything, anywhere. When somebody starts a round by hand — in the browser or on the field app — they choose what the round is against first, and only the templates that fit it are offered. Rounds raised by a maintenance plan or a work order are not held to these lists: they named their template when they were set up, and narrowing a template today does not stop a plan raising its rounds.

The question form

Field	What it means	Notes
Section	Groups questions on the technician’s form — “Safety”, “Lubrication”	Type the same text on each question that belongs together
Prompt	The question as the technician reads it	Required. Ask one thing: “Guard in place and secure?”
Guidance	Shown when they tap for help	The tolerance, the torque figure, what “acceptable” means
Response type	What kind of answer is accepted: pass/fail, yes/no/not applicable, numeric, measurement, meter reading, text, single choice, multiple choice, photo, signature or barcode	Required. Decides the control the technician gets and which fields below apply
Mandatory	The round cannot be submitted with this blank	On by default
Unit, minimum and maximum	The reading’s unit and the limits outside which it fails	Shown for numeric, measurement and meter reading answers. Leave a limit empty for no bound
Answers and Passing answers	The choices offered, and which of them count as a pass	Shown for single and multiple choice. A question with no options cannot be answered on the phone
Weight	How much the question counts towards the score	Leave it at 1 unless one question genuinely matters more
Critical	Failing it fails the whole inspection, whatever the score	Critical findings appear on the dashboards until closed or waived
Requires note on fail	A failure has to be explained in words	On by default
Requires photo	A picture as well as the answer	Not offered when the answer type is already a photo
Failure creates work order	A failed answer raises a corrective job automatically	So the finding does not depend on somebody remembering
Failure priority	The priority that corrective job is raised at
Attach a drawing or photo	Reference for this question

Give questions a passing range wherever there is one. A question with no range records what somebody saw and judges nothing; with one, the grading is done the same way every time.

Inspection types

What kind of round this is. The defaults are Fire safety inspection, Condition monitoring and Pre-start check. The list shows Type, Behaviour (regulatory or nothing in particular), how many Templates use it and how many rounds have been Carried out.

Field	What it means	Notes
Name	What this kind of inspection is called — “Statutory”, “Condition survey”	Required
Required by law	Its records are kept under compliance retention and must be producible for an inspector	Shows as regulatory. A missed regulatory round is a compliance matter rather than an overdue task
Active	Whether the type is offered

Linking a template to a plan

A maintenance plan can name a template, so each round of the plan raises an inspection on schedule. A work order type marked Raises an inspection makes a plan raise the inspection instead of a work order.

Setting up

Configuration

Templates

Versions and questions

The template form

The question form

Inspection types

Linking a template to a plan