Inspections

The Inspections screen lists every inspection round: a set of checks with expected answers, run against one asset or one place. Unlike a work order’s checklist, a round is graded — each answer is judged against what it should have been, and the round gets a score and a verdict. Open it from Work → 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.

Templates and rounds

A template is the set of questions: what to check, the expected range or the passing answers, which checks are mandatory or critical, and which failures raise corrective work. Templates are built and published under inspection settings, where each one also has an inspection type (such as condition monitoring or fire safety), can be marked statutory, and can name the asset categories and sites it is for. A template naming categories is offered only for assets in those categories or beneath them, and never for a round against a place; one naming sites is offered only at those sites. A template that names neither is offered everywhere. A round is one run of a template against one asset or place. A round always records the template version it was raised against, so publishing a correction to a template never rewrites a round already raised — only rounds raised afterwards pick up the change. Rounds are raised in three ways:

How	When
By a maintenance plan	A plan whose type raises an inspection raises a round, and nothing else, each time it falls due. A plan with an ordinary type can also name a template, and then raises a round beside each work order. See How plans raise work.
From this screen	New round, described below.
From the field app	A technician can start a round at the asset, even without signal. See rounds on the field app.

Who can do what

Permission	What it lets you do
View inspection rounds and what was recorded on them	See Inspections in the navigation, the list and every round.
Edit work orders	Raise a round, answer checks, submit a round, and raise corrective work from a finding. A round is work somebody does, so it is governed by the same permission as a job.
Complete and close work orders	Waive a finding.
Approve or reject a submitted inspection round	Approve or reject a round once it has been submitted. Supervisors, managers and planners hold it by default, and so does any role that already approves permits to work. The inspector who carried out the round cannot review their own.
Export work order data	Export the list.

The list

Element	What it shows or does
rounds	How many rounds match the current filters.
failed	How many of them ended Fail or Critical fail.
overdue	How many are past their due date and not submitted.
Export	Downloads the rounds that match the filters, with the columns you are showing.
New round	Opens the form to raise a round by hand.
Still open	Shows only rounds not yet submitted.
Views, Filter, Columns	Save and reopen views, filter on any column, and choose columns.

Rows that failed are tinted red, and overdue rows amber. The list is sorted newest round first.

Columns

Shown by default:

Column	What it means
Round	The round’s number. Click it to open the round. Numbers come from your numbering settings.
Template	The template the round was raised from, with statutory underneath when the template is a statutory one.
Asset	The asset inspected, linking to it. A dash for a round against a place.
Where	The site, with the area underneath.
Status	The round’s status (see Round statuses).
Outcome	The verdict once submitted. Before that it says not submitted, or how many mandatory checks are still unanswered. Hover a verdict to see what it means.
Score	The score out of 100 once graded.
Due	The due date, in red when overdue.

Available from Columns:

Column	What it means
Type	The inspection type, from the template.
Inspector	Who carried out the round.
Statutory	Whether the template is statutory.
Checks	How many checks the round has.
Passed, Failed	How many checks passed and failed.
Critical failures	How many critical checks failed.
Unanswered	How many mandatory checks are still unanswered.
Origin	What raised the round — a maintenance plan, or somebody by hand.
Scheduled	When the round was scheduled for.
Submitted	When it was submitted.
Reviewed	When it was reviewed.
Overdue	Whether it is overdue.

Custom fields your organisation has added to inspections can also be shown.

Outcomes

Outcome	Means
Pass	Every check answered within limits.
Pass with observations	Nothing failed, but something was noted worth looking at.
Fail	One or more checks failed, or the score fell below the template’s pass mark.
Critical fail	A check marked critical failed — the score is irrelevant.

Raising a round

New round opens a form under the header.

Field	What it means	Notes
Asset	The machine to inspect.	Search, or use the scan button to read its label. Choosing an asset clears and disables the place.
Or a place	The site, or an area inside one, that the round covers.	For a round against the building — fire doors, emergency lighting, housekeeping. Used only when no asset is chosen.
Template	The checks the round will ask.	Required. Asked second, because which templates fit depends on what the round is against: until an asset or place is chosen the box reads Choose the asset or place first. Then only active templates with a published version that are offered for that asset’s category and site (or for that place) are listed, shown as name — vN, with (statutory) on statutory ones. The answers are pinned to that version. If only one fits it is chosen for you. If none fits, the note under the box says “No published template is offered for this. A template says which asset categories and sites it is for.”

A round needs an asset or a place and a template; Raise round stays disabled until it has both, and hovering it says what is missing. Rounds raised by a maintenance plan or alongside a job are not held to a template’s categories and sites, because they named their template when they were set up. Raising the round opens it. Cancel closes the form.

Answering a round

A submitted inspection round with its checks

The header

Above the round’s title (the template name) is its number. Beside it are the round’s status, its verdict once graded, a statutory badge where it applies, the asset or place it is about (linking to the asset), and on its work order when the round was raised beside a job.

Button	What it does
Document	Produces the inspection report as a document from your organisation’s document templates. Available whether or not the round is finished, so a half-done round can be printed and carried. Shown only when a template exists.
Submit round	Opens the submit form. Shown only on a round not yet submitted, and disabled while any mandatory check is unanswered (hover it to see how many).
Approve / Reject	Review a submitted round. Shown on a Submitted round to people with Approve or reject a submitted inspection round. See Reviewing a round.

The Checks tab

The tab shows how many mandatory checks are still unanswered, or Ready to submit. At the top are the template’s description and any files For the whole round, such as a drawing. Checks are grouped under the template’s section headings, in order. Each check shows its number and question, and beneath it:

Shown	Means
mandatory	The round cannot be submitted until this is answered.
photograph expected	A photograph must be attached before the round can be submitted.
critical — a failure fails the whole round	Failing this check makes the round a Critical fail, whatever the score.
expected 8 … 12 BAR	The acceptable range for a reading.
Guidance	The template author’s instructions for answering, such as where to measure.
Files	Reference pictures attached to the question.
out of range	A recorded reading is outside its limits (before grading).
pass, fail	The check’s outcome once graded.

Answering each kind of check

Every check has a Note box (Note — required on a failure) beside its answer.

Kind of check	How you answer
Number, measurement or meter reading	Type the reading, then Record. A reading outside the expected range fails.
Pass / fail	Pass or Fail.
Yes / no / not applicable	Yes, No or N/A. N/A is recorded as answered and left out of the score — for a check this asset does not have.
Text or barcode	Type the answer, then Record. Recording something satisfies the check.
Single choice	Pick from Choose one, then Record. It passes if the answer is one the template marks as passing.
Multiple choice	Tick every answer that applies, then Record. It passes if every ticked answer is a passing one.
Photograph	Take a photograph (opens the camera on a phone or tablet) or Choose a file. The file is the answer.
Signature	Attach the signature as an image. The signature is the answer.

A check that also asks for a photograph shows Take a photograph and Choose a file under its answer. Photographs can be removed with the bin icon until the round is submitted, and are shown as thumbnails you can open. Where your administrator has switched on capture stamping, photographs carry the time and place they were taken. Once an answer is recorded the button reads Change. Answer in any order, over as long as you need; nothing is graded until the round is submitted.

Cards and Table

The Cards and Table switch above the checks chooses how to answer. Cards is one check at a time, as described above. Table puts the whole round on one screen: type or paste down a column, drag a cell’s corner to repeat a value to the rows below, and the answers save together a moment after you stop. Grading is still done when the round is submitted. A check that needs a photograph or signature has no cell for it and sends you to the card view for that one check. Your choice is remembered for next time. Answering at the asset is usually done on the handset — see rounds on the field app.

Submitting

Submit round opens a short form:

Field	What it means	Notes
Who carried out the round	The technician who did the inspection.	Required. Recorded against the round, which is what makes it evidence. Pre-filled where the round already names an inspector.
Notes	Anything about the round as a whole.	Optional. Shown on the About tab.

Submit and grade grades the round and freezes the answers. Failures become findings, and any the template marks for follow-up raise a corrective work order. After submission the Checks tab says Submitted … — answers are frozen and shows every answer, note and photograph read-only.

Reviewing a round

A submitted round is evidence, and a statutory one in particular is not finished until somebody has signed it off. Approve and Reject in the header of a submitted round each open a short panel under it:

Action	What it asks	What happens
Approve	”Approve this round? Your name is recorded as who signed it off, and it closes as it stands.” Approve it confirms.	The round moves to Approved, with your name and the time recorded as its reviewer.
Reject	What needs doing again — required: “The round goes back to the inspector with this.” Send it back confirms.	The round moves to Rejected — redo required, with your name and your reason recorded.

Cancel closes either panel without deciding. The inspector who carried out the round cannot review it — a second person signing is the point. The About tab shows who reviewed the round and, for a rejected one, why it was sent back.

Grading

Grading is done when the round is submitted, so two people submitting the same answers get the same result.

What is decided	How
Each check’s outcome	A reading against its range; pass / fail and yes / no by the answer; a choice against the passing answers; text, photograph and signature checks pass when something is recorded.
The score	A weighted percentage: the weight of the checks that passed, out of the weight of every check that was judged. Checks answered N/A, and unanswered optional checks, are left out. Because checks can carry different weights, the score can differ from “passed out of total”.
The verdict	Critical fail if any critical check failed; otherwise Fail if any check failed or the score is below the template’s pass mark; otherwise Pass with observations if anything was noted; otherwise Pass.
Findings	One per failed check, recording what was read and what was expected.
Corrective work	A corrective work order is raised for each failed check that is critical, or that the template says should raise work — at the priority the template names, or one suggested from the severity.
The plan’s round	If the round came from a maintenance plan, it is completed.

Findings

The Findings tab lists every failed check, with a count on the tab. Critical findings are tinted red and open ones amber.

Column	What it means
Finding	The question and the inspector’s note, with what was read, what was expected, and critical where it applies.
Severity	critical for a critical check, otherwise medium.
Status	Open, Waived (hover to read the reason), or the number of the corrective work order raised for it, linking to the job.

An open finding with no work order offers two buttons:

Button	What it does
Raise work	Asks you to confirm, then Raise work order raises a corrective work order against the asset, carrying this finding as its reason. Offered only where your organisation has the work orders module; without it, a failure can still be waived.
Waive	Records that the failure is knowingly accepted — for example a reading the vendor has confirmed is within tolerance for that model. Why this is acceptable is required and is kept against the finding, so accepting it can be explained later. Waiving does not delete the finding.

A round with no findings says Nothing failed. Findings also appear on the asset’s Failures tab, so somebody looking at an asset sees what its inspections found, and they feed Reliability.

The About tab

Fact	What it means
Template	The template’s code and name.
Type	The inspection type.
Raised by	Where the round came from, in words: Maintenance plan, Work order (raised alongside a job), Manual (raised by hand), Event or Compliance.
Inspector	Who carried out the round.
Scheduled	When it was scheduled for.
Due	When it is due.
Started	When work on the round began.
Submitted	When it was submitted.
Reviewed	Who approved or rejected the round, and when. Shown once it has been reviewed.
Sent back because	The reason a rejected round was sent back.
Score	The score, with how many checks passed out of the total.
Critical failures	How many critical checks failed.

The notes given at submission follow, then any custom fields your organisation has added to inspections, which can be filled in here.

Round statuses

The defaults are below; your administrator can rename them or change the moves between them under statuses.

Status	Means
Draft	Started but not scheduled.
Scheduled	Raised and waiting to be answered.
In Progress	Being answered.
Submitted	Answered and graded. Submitting moves a round here whatever its outcome, and it waits here for its review.
Approved	Reviewed and accepted with Approve.
Rejected — redo required	Reviewed and sent back to be done again with Reject.
Cancelled	Withdrawn before it was done.

Inspection settings

Building templates, types, ranges and critical checks.

Rounds on the field app

Starting and answering a round at the asset, with no signal.

Get started

Work

Maintenance

Assets

Sites

Inventory

Procurement

Workforce

Vendors and contracts

Finance

Property

Gatehouse

Analytics

Knowledge base

The field app

Release notes

Templates and rounds

Who can do what