How to use Inspections

From template (or no template) to a completed audit trail. Six paths into the same data shape — whichever way an inspection is captured, it ends up in Reports → Inspections with status, photos, notes and (where applicable) a checklist of answers.

1. Build a template (optional but recommended for recurring work)

1. Open Workspace → Inspection Templates → New.
2. Add one or more sections (e.g. "Cabin", "Brakes", "Lights").
3. Inside each section, add items. Each item is a label + a question, with a fail behaviour: Fail (caution) is noted; Fail (critical) auto-flags the completion for follow-up.
4. Optional: an Inspector Brief shown at the start of every run from this template.

No template? That's fine. Use Add ad-hoc inspection below for one-off records like a vendor brief or third-party audit. Templates are only required when you want a repeatable checklist.

2. Pin the template to the record

1. Open the Asset or Site / Organisation record.
2. Switch to the Inspections tab.
3. Click Link inspection template → pick a template.
4. Optionally set Recurring every N days. Leave blank for ad-hoc / on-demand use.

3. Run from the asset / site tab (recommended)

1. On the Inspections tab, click Run on a pinned row.
2. Mark each item Pass / Fail (caution) / Fail (critical) / N/A.
3. Add comments per item and an overall completion note. Submit.
4. FlecBase creates an Inspection entity, links it to the record, writes the completion, stamps the link's last-completed date so the recurring clock resets, and opens the completion page for photos + PDF export.

4. Add an ad-hoc inspection (no template)

For one-off cases — a third-party vendor visit, a manual condition note, an external audit. Just create the record and attach what you have.

1. On the Asset or Site's Inspections tab, click Add ad-hoc inspection.
2. Set the inspection name (e.g. "Annual fire-system audit — Vendor X"), an optional description / brief summary, and the date it happened.
3. Submit. FlecBase creates the Inspection entity (status Draft), links it to the record via the right relationship, and opens the entity edit page.
4. On the entity page, attach the vendor PDF as a File, write follow-up Notes, set status to Open / In Progress as the workflow continues, mark Complete when closed out.

5. Run on the mobile app

1. Field worker opens the FlecBase app, picks the asset/site, picks a template.
2. Completes the checklist offline — answers + comments + photos.
3. On reconnect, the app syncs the submission via the same path as the desk run, so the recurring clock advances and the completion appears in Reports → Inspections.

6. Recurring auto-schedule

1. Pin a template with a frequency (e.g. "Brake check, every 90 days").
2. The nightly scheduler runs at 05:30. For each link whose next-due date has passed AND hasn't already been auto-scheduled since the last completion, it: creates a planned Inspection entity (status open, due date set, name "{template} — {asset/site}"), links it to the record via the right relationship type, and writes a notification.
3. The assignee opens the planned Inspection from the calendar or the Reports → Inspections list and runs it. Last completed advances; the cycle continues.

Idempotent — the scheduler skips links whose last_scheduled_at is already at or after the current anchor, so re-running mid-day after a missed cron is safe.

7. Review

1. Open Reports → Inspections — the whole-workspace list.
2. Status filter ships pre-ticked with Draft / Open / In Progress (active work). Toggle to see Complete / Closed.
3. Open a row to see the record. For template-driven runs you can see the per-question answers, raise or resolve follow-ups, and export a PDF. For ad-hoc inspections you see the description, attached files, and notes.
4. There's no + New here on purpose — every Inspection belongs to an Asset or Site. Create them on those records' Inspections tabs.

← Back to Inspections overview