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Inspect Module - Administration

Overview

The Administration section is where you configure the core components that power your inspection system. This is where administrators create checklists, set up classifications, manage recommendations, and configure automated schedules. The templates and rules you build here determine how inspections are structured, what data gets captured, and how the system guides users in the field.

When you access Administration from the Inspect module navigation bar, you'll see options for four main sections: Checklists, Classifications, Recommendations, and Scheduler.

Checklists

Checklists are inspection templates that define the structure, sections, and questions used when conducting inspections. Inspections are created from checklists, which contain sections with questions. Administrators create and publish checklists in the Administration tab, making them available for users to select when creating inspections in the Results tab.

Accessing the Checklists Page

From the main navigation, select Administration, then click Checklists. You'll see all checklists in your system organized in a table.

Key Controls

New (+) - Create a new checklist template.

Published / Draft - Toggle between viewing published checklists (live and available to users) and draft checklists (still being edited).

Search Name - Find a specific checklist by entering its name.

Manage Question Types - Access question type settings to create or modify the types of questions available for use in checklists.

Checklist List Columns

The Checklists table displays key information about each checklist:

  • ID - Unique identifier for the checklist
  • Name - The checklist title (clickable to open for viewing or editing)
  • Status - Whether the checklist is in Draft or Published state
  • Created - The date the checklist was created

Understanding Draft and Published States

Checklists exist in two states that control their availability to users:

Draft - A working version of a checklist that is not yet deployed. Draft checklists are only visible to administrators and are not available for users to select when creating inspections. You can edit drafts freely without affecting any live checklists.

Published - A finalized checklist that is available for users to select when creating inspections. Published checklists are locked and cannot be directly edited.

Pro Tip: To update a published checklist, you create a draft version of it. You edit the draft, then publish it when ready. Users will see the new version the next time they sync (mobile) or refresh (web).

Creating a New Checklist

To create a new checklist:

  1. Click the New (+) button
  2. Enter the checklist name—this should describe what will be inspected (e.g., "Fire Safety Inspection," "Equipment Maintenance")
  3. Click Save

You can now add sections and questions to build out your template.

Editing a Checklist

To edit a draft checklist:

  1. Filter by Draft status
  2. Click on the checklist name
  3. You can now add and modify sections and questions

To create a draft of a published checklist:

  1. Click on the published checklist name
  2. Click Edit near the top of the screen
  3. Confirm that you want to create a draft version
  4. Navigate back to the Checklists list and filter for Draft status to find your new draft

Note: Creating a draft from a published checklist may take a moment to process. If you don't see it in your Draft list immediately, wait and refresh.

Publishing a Checklist

Once you've finished building or editing a draft checklist and it's ready for use:

  1. Open the draft checklist
  2. Review all sections and questions
  3. Click Publish

The checklist is now published and available for users to select when creating inspections.

Important for Mobile Users: Mobile app users must sync their data to access updated checklists. By default, mobile databases sync every 24 hours. New inspections will use the updated checklist once the device syncs, but inspections started before the update will continue using the previous version.

Once a checklist is published, you can generate a shareable link to it:

  1. Click on the published checklist name in the Checklists list
  2. Look for the option to generate a link
  3. The system will create a shareable link you can distribute. Anyone with this link can create and submit inspections using this checklist without requiring an SBN login—useful for contractors, vendors, or external stakeholders who need to complete inspections but don't have system accounts.

Deleting a Checklist

To delete a checklist:

  1. Locate the checklist in the Checklists list
  2. Click the trash icon on the far right of the row
  3. Confirm the deletion

Editing Checklists

When you create a new checklist or open an existing draft, you can add sections, questions, classifications, help information, and recommendations. You can also set a default template that pre-fills certain values.

When editing a checklist, you'll see two tabs:

  • Info - Where you build the checklist structure (sections, questions, help, recommendations, default template)
  • Conditionals - Where you set up logic-based rules that control question behavior based on inspector responses

Info Tab

The Info tab is where you perform all the checklist building tasks described in the sections below.

Checklist Sections

Sections help organize your checklist into manageable groups. For example, a Fire Safety checklist might have sections like "Exits," "Fire Extinguishers," and "Emergency Lighting." You can reorder sections using the arrow buttons between the Edit and Open buttons to arrange them in the correct sequence.

To add a section:

  1. Click (+) Section
  2. Enter the section name
  3. You can now either:
    * Click Create to create the section and be taken to where you can add questions and classifications
    * Click Help Info to add a resource
    * Go to the Recommendation Library to add a recommendation or add a group of recommendations
  4. Once created, click Open next to the section to add questions

The section appears in your checklist, ready for questions to be added.

Managing Question Types

The Manage Question Types menu allows you to create and configure the question types that will be available when building checklists. These are pre-configured question sets that define what kind of responses inspectors can provide. Question types must be created here first before they appear as options when adding questions to checklist sections. This menu can be accessed at the main Checklists page and within the checklist editing page.

Common question types you can create include:

  • Text - Short text entry for alphanumeric responses
  • Text Area - Larger text box for longer responses
  • Integer - Whole numbers only
  • Decimal - Numbers with decimal points
  • Boolean - True or False only
  • Date - Date entry only
  • Date Time - Both date and time entry
  • Tally - A counter (increment/decrement values)
  • List: Single Select - Dropdown where inspectors pick one option
  • List: Multi Select - List where inspectors can pick multiple options
  • Photo - Attach a photo
  • Signature - Capture a digital signature

Question Workflow Options are also found in the Manage Question Types menu. These options control inspector behavior when answering questions:

  • Hide Photo button - Removes the option to attach photos
  • Hide Note button - Removes the option to add notes
  • Hide Exception button - Removes the option to create exceptions
  • Hide Exception button when Zero Exceptions - Hides exception creation when no exceptions exist
  • Disallow Exception photos - Prevents photos from being attached to exceptions
  • Hide Exception Classifications - Removes classification options from exceptions
  • Disallow freeform Exception text - Prevents inspectors from entering custom exception text
  • Ignore default Exception Priority - Disables automatic priority assignment
  • Hide Recommendations Library - Removes access to recommendations during inspections
  • Default Due Date Offset - Sets a default number of days for exception due dates

To add a new question type:

  1. Click Manage Question Types
  2. Click New (+) in the top left
  3. Enter a name for your question type
  4. Select a data type from the available options
  5. Select any needed question workflow options
  6. Click Save

To edit an existing question type:

  1. Click Manage Question Types
  2. Scroll through the list of question types
  3. Click Edit next to the question type you want to modify
  4. Make your changes (name, data type, workflow options)
  5. Click Save

Creating Lists for Single/Multi Select Questions

When you create a List: Single Select or List: Multi Select question type, you need to have a list of answer options available.

To create a new list:

  1. Click Manage Question Types
  2. Click the Add List tab
  3. Enter the list name
  4. Click the + button to add answer values
  5. Enter each answer value (e.g., "Pass," "Fail," "N/A")
  6. Click Save

To edit an existing list:

  1. Click Manage Question Types
  2. Click the Edit List tab
  3. Select the list from the dropdown
  4. Modify the answer values as needed
  5. Click Save

Adding Questions to Sections

Once you've created a section, you need to open it to add questions and classifications.

To add a question to a section:

  1. Click Open next to the section where you want to add questions
  2. The section expands showing columns for #, Text, Type, Required, Classification, and Actions
  3. Click Add Question at the bottom of the section
  4. You'll be taken to a menu where you can configure the question:
    * Enter the question text
    * Select the question type from the dropdown—you'll see the pre-configured question types that have been created in the Manage Question Types menu
    * Check Required if the question must be answered before completing the inspection
  5. Click Save

The question now appears in your section.

Adding Classifications to Questions

Classifications are data tags that allow you to label and organize exception data for reporting purposes. When inspectors create exceptions from questions that have classifications attached, those classifications automatically carry over to the exceptions, enabling you to filter and analyze issues by category.

To add a classification to a question:

  1. In the expanded section view, locate the Classification column for your question
  2. Click to select a classification
  3. The classification is now linked to the question

When inspectors answer this question and create exceptions from their findings, the classification data will automatically carry over for reporting and analysis.

Adding Help Information

Help information provides guidance to inspectors when they're answering questions. You can add help at the checklist level or section level. Help can include descriptions, URLs, or uploaded files.

There are two ways to add help:

Method 1: Using the Add Help button

To add help at the checklist level:

  1. Look for Add Help at the top of the checklist
  2. Click and configure your help information (description, URL, or file)
  3. Click Update
  4. Your help will be available to all questions in the checklist

Method 2: Using (+) Section and navigating to Help Info

When creating a new section:

  1. Click (+) Section
  2. Enter the section name
  3. Click the Help Info tab
  4. Click Add Resource
  5. Configure your help information (description, URL, or file)
  6. Click Update
  7. Then click Create to create the section with help already configured

Pro Tip: The Information question type is also useful for providing prominent guidance within a checklist. This question type doesn't accept answers and is primarily used to visually break up sections or display important instructions that inspectors should read before proceeding.

Setting a Default Template

You can set a default template at the checklist level to pre-fill certain values when inspections are created from this checklist. The default template also defines the format that PDF reports use when users generate a PDF of an inspection from this checklist.

To set a default template:

  1. Look for the Default Template option in your checklist
  2. Configure the default values you want to apply
  3. Click Save

These default values will be applied when users create new inspections using this checklist.

Linking Recommendations

Recommendations are pre-written suggestions that appear to inspectors based on their findings. You can link recommendations at the checklist or section level. When inspectors create exceptions (follow-up items) during an inspection, they can select from these linked recommendations to quickly populate exception details with standardized corrective actions.

To add recommendations to a section:

Method 1: When creating a new section

  1. Click (+) Section
  2. Enter the section name
  3. Click the Recommendation Library tab
  4. Choose either:
    * Add a Recommendation - Select and add individual recommendations
    * Add a Group of Recommendations - Add an entire group at once
  5. Click Update
  6. Then click Create to create the section with recommendations already configured

Method 2: When editing an existing section

  1. Click Edit next to the section
  2. Click the Recommendation Library tab
  3. Choose either:
    * Add a Recommendation - Select and add individual recommendations
    * Add a Group of Recommendations - Add an entire group at once
  4. Click Update

To add recommendations at the checklist level:

  1. Look for Add Recommendations at the top of the checklist
  2. Click and select your recommendations

Conditionals Tab

The Conditionals tab allows you to set up logic-based rules that control question behavior based on how inspectors answer other questions. This avis enables users to build dynamic checklists that adapt to inspection findings.

Setting up conditional logic:

  1. Click the Conditionals tab at the top of the checklist
  2. Click Add Condition
  3. Add a Description for the conditional rule
  4. Click IF + to add a new conditional rule
  5. Configure the condition:
    * Select the question you want to create a condition on
    * Select an operator from the dropdown (options include "is" or "is not")
    * Select the value to test against (e.g., True, False for boolean questions)
  6. Configure the action:
    * In the THEN section, select what should happen from the dropdown:
    • hide - Hides the specified questions
    • require - Makes the specified questions required
    • disable - Disables the specified questions
  7. Select which question(s) the action should apply to
  8. Click Save

Example: If a question asks "Is equipment locked out?" and the answer is "No," you can configure a conditional to show (unhide) a follow-up question asking "Why is lockout not required?" This ensures inspectors only see relevant questions based on their previous answers.

The conditional rule is now active. When inspectors answer questions that meet your IF condition, the system will automatically perform the THEN action on the specified questions.

Classifications

Classifications are data tags used to label and organize inspection and exception data for reporting and analysis. When you attach a classification to a question in a checklist, that classification data automatically carries over to any exceptions created from inspector findings, making it easy to filter, analyze, and report on data by specific categories.

For example, you might create a classification called "Fire Extinguisher" with values like "Update Serial Number," "Obstructed," "Unit Missing," "Inspection Needed," "Incorrect Unit Type," "Recharge," and "Damaged Valve or Gauge." When inspectors answer questions with this classification and create exceptions, those exceptions are automatically tagged with the relevant Fire Extinguisher value, enabling you to run reports filtered by specific fire extinguisher issues.

Accessing the Classifications Page

From the Administration section, select Classifications to view all available classifications.

The Classifications page displays a list of all classifications in your system. When you click Values next to a classification, the page displays that classification's values.

Key Controls

New (+) - Create a new classification.

Values - Click next to any classification to view and manage its values.

Edit - Click to edit a classification name or a value name.

Delete (trash icon) - Click to delete a classification or value.

Creating a Classification

To create a new classification:

  1. Click the New (+) button
  2. Enter the classification name (e.g., "Fire Extinguisher," "OSHA Code," "Equipment Type," "Hazard Category")
  3. Click Create

The classification is created and appears in the classifications list, ready for values to be added.

Adding Values to Classifications

Values are the specific tags within a classification that users can apply to inspections and exceptions.

To add a value:

  1. Click Values next to the classification you want to add values to
  2. The page displays the values view for that classification
  3. Click the New (+) button
  4. Enter the value name (e.g., "Update Serial Number," "Obstructed," "Unit Missing")
  5. Click Create

The value now appears in the classification's values list. Repeat to add as many values as needed.

Editing Classifications and Values

To edit a classification name:

  1. Locate the classification in the list
  2. Click Edit next to the classification name
  3. Update the name
  4. Click Update

To edit a value name:

  1. Click Values next to the classification to view its values
  2. Click Edit next to the value you want to modify
  3. Update the value name
  4. Click Update

Deleting Classifications and Values

To delete a classification:

  1. Locate the classification in the list
  2. Click the trash icon next to the classification
  3. Confirm the deletion

To delete a value:

  1. Click Values next to the classification to view its values
  2. Click the trash icon next to the value you want to delete
  3. Confirm the deletion

Recommendations

Recommendations are pre-written suggestions that appear to inspectors based on their findings during inspections. Users can use recommendations as templated descriptions for exceptions, helping ensure consistent responses and corrective actions across your organization. You can use classifications to further track recommendations when creating exceptions.

For example, instead of inspectors typing out corrective actions each time, you can create a recommendation titled "Fire extinguisher requires servicing" with detailed text explaining the issue and required action. Tag it with relevant classifications like "Fire Equipment / Protection" and group it appropriately so inspectors can quickly find and apply it consistently across all inspections.

Accessing the Recommendations Page

From the Administration section, select Recommendations to view all available recommendations.

The Recommendations page displays all recommendations in your system. Each recommendation shows:

  • ID - Unique identifier
  • Title - The name of the recommendation
  • Text - The full text that will appear when the recommendation is selected
  • Classifications - Any classification values tagged to this recommendation
  • Groups - Groups this recommendation belongs to if it was added to a group

Key Controls

New (+) - Click to create a new recommendation.

Bulk Actions - Perform actions on multiple selected recommendations at once. Available actions include:

  • Apply Classification
  • Remove Classification
  • Apply Group
  • Remove Group

Search Title - Find a recommendation by its name.

Filters - Narrow down recommendations by name, text, or classification.

Manage Groups - Organize recommendations into logical groups.

Creating a Recommendation

To create a new recommendation:

  1. Click the New (+) button
  2. Enter a Title - This is the name users will see when searching for recommendations (e.g., "Move fire extinguisher," "Schedule maintenance")
  3. Enter the Text - This is the full text that will appear when the recommendation is selected by an inspector
  4. Choose if it's Editable or not:
    * Editable \= True - Inspectors can modify the recommendation text if needed
    * Editable \= False - Inspectors must use the recommendation exactly as written
  5. Associate any Classifications if desired - Tag this recommendation with classification values so you can filter and report on it later
  6. Assign to Groups if desired - Organize this recommendation into one or more groups (e.g., "Fire Safety," "Equipment Maintenance")
  7. Click Create

The recommendation is now created and available to link to checklists and sections.

Editing a Recommendation

To edit an existing recommendation:

  1. Find the recommendation in the list and click its name
  2. Change the title, text, editable setting, classifications, or group as needed
  3. Click Update

Using Bulk Actions

Bulk Actions allow you to apply or remove classifications and groups from multiple recommendations at once.

To use Bulk Actions:

  1. Select the checkboxes next to the recommendations you want to modify
  2. Click Bulk Actions
  3. Choose an action:
    * Apply Classification - Add a classification to selected recommendations
    * Remove Classification - Remove a classification from selected recommendations
    * Apply Group - Add selected recommendations to a group
    * Remove Group - Remove selected recommendations from a group
  4. Follow the prompts to complete the action

Deleting a Recommendation

To delete a recommendation:

  1. Locate the recommendation in the list
  2. Click the trash icon next to the recommendation
  3. Confirm in the pop-up that you want to delete it

Warning: Once deleted, the recommendation cannot be recovered. However, deleting a recommendation does NOT affect exceptions or inspections that already used it—those records keep the text as it was.

Schedules

Schedules allow you to automate tasks in Inspect. You can:

  • Schedule CSV reports for any Inspection, Exception, or Question to be sent to recipients via email
  • Schedule email notifications with a list of records that need to be reviewed or looked at, with each email containing clickable links to the records
  • Schedule a variety of actions to be taken on records, such as automatically creating inspections on a recurring basis

Accessing the Schedules Page

From the Administration section, select Scheduler to view all scheduled tasks.

The Schedules page displays all scheduled tasks in your system. Each schedule shows:

  • Name - The name of the scheduled task
  • Description - Optional description of what the task does
  • Owner - The person responsible for the schedule
  • Type - The type of task (Notifications, Reports, or Actions)
  • Start Date - When the schedule begins
  • End Date - When the schedule ends (or the end of the recurring period)
  • Recurrence - How often the task runs (Daily, Weekly, Monthly, Yearly, or One-Time)
  • Tasks - The number of tasks associated with this schedule

Key Controls

New (+) - Click to create a new schedule.

Search - Find a schedule by name.

Owner - Filter schedules by owner.

Recurrence - Filter schedules by recurrence pattern (Daily, Weekly, Monthly, etc.).

Start - Filter by start date.

End Recurring Date - Filter by end date.

Plus (+) - Allows you to add tasks to an existing schedule.

Edit - Allows you to edit the title, start date, end date, description, recurrence, and owner of an existing schedule.

Creating a Schedule

To create a new schedule:

  1. Click the New (+) button
  2. Enter a Title - The name of your schedule (e.g., "Monthly Fire Safety Inspection")
  3. Enter a Start Date - When you want the schedule to begin (format: MM/DD/YYYY HH:mm:ss)
  4. Enter an End Date (optional) - When the schedule should stop running
  5. Enter a Description (optional) - Additional details about the schedule
  6. Set the Recurrence (optional) - How often the task should run:
    * Click "Click to add a rule" to set up recurrence
    * Options include: Daily, Weekly, Monthly, Yearly, or custom patterns
  7. Select the Owner - Who is responsible for this schedule
  8. Click Create Schedule

After creating the schedule, you'll be prompted to configure what the schedule does.

Three Types of Scheduled Tasks

When you create a schedule, you choose what the schedule will do:

CSV Reports - Schedule CSV reports for any Asset, Inspection, Exception, or Question. This report will get sent to a recipient's email.

Notifications - Schedule an email notification with a list of records that need to be reviewed/looked at. This email will contain links to each record.

Actions - Schedule a variety of actions to be taken on records. Click inside to see actions available to you.

CSV Reports

CSV Reports allow you to schedule automated reports that export data in CSV format and send them via email on a recurring basis.

CSV Report Types

When you choose CSV Reports, you select which type of data to report on:

  • Inspection CSV - A CSV report of Inspections that meet a certain criteria
  • Exception CSV - A CSV report of Exceptions that meet a certain criteria
  • Question CSV - A CSV report of Questions that meet a certain criteria

Creating a CSV Report Task

To create a CSV report task (using Inspection CSV as an example):

  1. From Schedule Information, choose CSV Reports as your schedule type
  2. Select the CSV report type (Inspection CSV, Exception CSV, or Question CSV)
  3. Enter a Report Name - What you want to call this report
  4. Select Recipients - Who should receive this email
  5. Choose whether to send sub-reports to owners of records - When enabled, the system sends the full report to the main recipients and also sends individual filtered reports to each record owner containing only the records they own. For example, a facilities team lead receives the complete report with all inspections, while individual inspectors receive separate emails containing only their own inspection records.
  6. Click Continue
  7. Select a Template for how the data is displayed (Standard is the default)
  8. Specify Filters - Which records to include in the report. You can filter by:
    * Checklist - Which checklist type
    * Inspection Status - Completed or Incomplete
    * Location - Specific locations
    * Inspector - Specific inspectors
    * Frequency - How often inspections are conducted
    * Submission Status - Draft or submitted
    * Workflow Status - Current workflow state
  9. Set Date Ranges for when to include records. You can select:
    * Due Date - Records with due dates in a specific range
    * Completed - Records completed in a specific range
    * Start Date - Records starting in a specific range
    * Each date field has Library (preset ranges) and Advanced (custom date ranges) options. Advanced options allow for greater finetuning of the date ranges of requested data
  10. Verify everything is correct on the final menu. You will see all of the task info provided, the returned selections, and you will have the option to send results if there are zero selections shown
  11. Click Create Task

Notifications

Scheduling notifications allows you to send an email with a list of records that need to be reviewed. The email that is sent will contain links to each record included in the notification.

Notification Types

When you choose Notifications, select which type of notification you want:

  • Inspection Notification - An email with a list of inspections that meet the selected criteria. The email will contain a clickable link to each record
  • Exception Notification - An email with a list of exceptions that meet the selected criteria. The email will contain a clickable link to each record

Creating a Notification Task

To create a notification task (using Inspection Notification as an example):

  1. Click New (+) in the main Schedules page
  2. Complete the Schedule information page to create a new schedule
  3. Choose Notifications as your schedule type
  4. Select the notification type (Inspection Notification or Exception Notification)
  5. Enter a Report Name - What you want to call this notification
  6. Select Recipients - Who should receive this email
  7. Choose whether to send sub-reports to owners of records
  8. Click Continue
  9. Select a Template for how the notification data should be formatted
  10. Specify Filters - Which records to include in the notification
  11. Set Date Ranges for when to include records. You can select:
    • Due Date - Records with due dates in a specific range
    • Completed - Records completed in a specific range
    • Start Date - Records starting in a specific range
    • Each date field has Library (preset ranges) and Advanced (custom date ranges) options. Advanced options allow for greater finetuning of the date ranges of requested data
  12. Verify everything is correct on the final menu. You will see all of the task info provided, the returned selections, and you will have the option to send results if there are zero selections shown
  13. Click Create Task

The notification email will include clickable links to each record for easy access.

Actions

Actions allow you to schedule automated actions to be taken on records. Currently in Inspect, the one available action is creating inspections.

Action Types

When you choose Actions, you select which type of action you want to perform:

  • Inspection - Schedule an inspection or series of inspections

Creating an Action Task

To create an action task:

  1. From Schedule Information, choose Actions as your schedule type
  2. Select Inspection as the action type
  3. You'll proceed through the following 3-step configuration:
    * Task Info / Filters / Review
  4. Enter a Task Name - What you want to call this action
  5. Click Continue
  6. Set default values for the Inspection. You can search by as many or as few fields as you desire:
    * Checklist - Select which checklist to use for the inspections
    * Location - Choose the location (with Display Inactive option)
    * Inspector - Select who will be assigned to the inspections
    * Duration - Set the inspection duration (can be in Month, Day, Hour, or Minute)
    * Notification Email - Choose whether to send notification emails
  7. Click Continue
  8. Verify everything is correct on the final Review menu. You will see the task name, the default inspection values that will be applied when the action runs, and the filters you've configured
  9. Click Create Task to complete setup and activate the action schedule

Managing Schedules

To manage an existing schedule, look for the controls on the right side of each schedule row:

Plus (+) - Click to add additional tasks to an existing schedule.

Edit - Click to modify the schedule (title, start date, end date, description, recurrence, or owner).

Multiple Tasks Per Schedule

A single schedule can have multiple tasks associated with it. This allows you to group related automated tasks together. The Tasks column shows how many tasks are currently assigned to each schedule.

Example: A monthly safety inspection schedule might have separate tasks to generate inspections for each site lead individually—one task creates the inspection for Site Lead A, another for Site Lead B, and so on. All tasks run on the same monthly cadence but create inspections assigned to different owners.

Deleting a Schedule

To delete a schedule:

  1. Select the checkbox to the left of the schedule name
  2. A delete button will appear at the top of the page
  3. Click it to remove the schedule permanently