Easily customise your scheduling by setting frequencies, choosing templates, or adding previous inspections. You can create daily, weekly, or monthly appointments and reminders for future or recurring inspections and regular cleaning tasks. This automated scheduling allows you to efficiently oversee all reports and inspections, assign tasks to key trades, identify issues, and provide clients with reassurance that their property is being expertly managed.
In order to set a recurring schedule for inspections you need to follow a simple two-step process:
Create the Schedule
Apply the Schedule to Properties as needed.
Getting Started
Click on Properties found on the top row of your dashboard, then click on Schedules.
2. Once you click on Schedules, you'll see the below screen.
3. Here you can create a schedule for a collection of certain inspections (e.g.. routine cleaning, gardening, etc.) that can added to multiple properties, or a schedule for a particular property.
Input the name you'd like to call the schedule and click on Create.
Once you have created the schedule, it will appear as below. Click on the name to edit the schedule.
You can now edit the details.
Understanding the Schedule
Properly creating and setting your schedule is essential to ensure the system provides exactly what you need, helping to optimise efficiency and reduce the risk of errors.
Customise your schedule on four aspects:
Frequency
Inspection Type
Template/Source Report
Clerk/Inspector
ℹ️ Click on the heading to expand the section and view more details.
Frequency
Frequency
Depending on the frequency you choose, you will be able to add specifics as to when you'd like to schedule the inspections, i.e., Daily, Weekly, Monthly, Periodically, Custom or Trigger.
Example, if you choose Monthly, you will be able to choose on which day the inspection should recur.
Periodically
Here you can choose between scheduling quarterly, bi-annually, or annually. You will also need to choose a date that you would like the schedule to start. Thereafter, it will create the subsequent inspection(s) once the first is complete.
Custom
This option allows you to customise the frequency of your schedule to your specific timeline.
💡 You will have the option to choose the start date of the schedule when you apply the schedule to a property.
Trigger
Customise the scheduler to activate only when a specific trigger occurs—for example, when a custom field is updated or an inspection is marked as complete.
Trigger Type | Description |
Inspection Complete | Trigger the follow-up inspection once a specific inspection type is marked Complete. |
Inspection Closed | Trigger the follow-up inspection once a specific inspection type is marked Closed. |
Custom Field Value Created | Trigger the follow-up inspection once a specific custom field is created. |
Custom Field Value Updated | Trigger the follow-up inspection once a specific custom field is updated. |
Tag Added | Trigger the follow-up inspection once a tag is added. |
Tag Deleted | Trigger the follow-up inspection once a tag is deleted. |
Inspection Type
Inspection Type
You can select the type of inspection that you are scheduling:
Template/Source Report
Template/Source Report
Here you can choose which template is used for the inspection you schedule; you can choose a specific template, or you can choose 'Most recent Inspection' which will pull the last inspection's template:
Clerk
Clerk
Here you can choose if you want to assign a specific clerk/inspector to a schedule, or if you'd like to offer the First to Accept feature.
Once you’re done adding all the elements to the schedule, click on Save.
💡 You can add multiple types of inspections for a specific property. For example, you can set up a Cleaning Checklist to occur weekly and a Move-In/Move-Out inspection annually. All the inspections you’ve added will be listed below that schedule.
Understanding the Frequency
When creating a schedule for inspections on a property, the system will automatically generate inspections based on the frequency you choose. Inspections are displayed in advance up to 1 year, with the following rules for how many inspections will be created.
Frequency | Inspections Created | Notes |
Daily | 7 inspections | Inspections are created for the next 7 days. |
Weekly | 4 inspections | Inspections are created for the next 4 weeks. |
Monthly | 3 inspections | Inspections are created for the next 3 months. |
Quarterly | 3 inspections | Inspections are created for the next 9 months. |
Bi-Annual | 2 inspections | Inspections are created for up to 1 year. |
Yearly | 1 inspection (unless scheduled for today, then 2) | Only 1 inspection is created unless the first inspection is scheduled for today, in which case 2 inspections will be created. |
Custom | Based on the interval specified (multiplied by 3) | Custom schedule will show inspections based on the interval you set, multiplied by 3.
Example: if you set a custom schedule for every 2 weeks, it will show inspections for the next 6 weeks. |
💡Inspections beyond the current interval (e.g., beyond 7 days for daily, 4 weeks for weekly, or 3 months for monthly) will continue on the same schedule.
Example: Weekly Schedule
If you set a weekly schedule, the system will create inspections for the next 4 weeks.
After the initial 4 inspections, the system will continue scheduling weekly inspections as long as the schedule is active.
Linking the Schedule to a Property
1. Click on the Properties tab at the top of your dashboard and find the corresponding property.
2. Click on the property. On the right side of the screen, you will see the Linked Schedules option.
Click on Manage.
3. Find the schedule(s) you want to link to the property. Tick the box next to each schedule you wish to apply.
After selecting the schedules, click Apply Schedules to link them to the property.
4. The system will give you the option to choose the start date of the schedule.
5. You will now find that the schedule you created has been linked to that property.
💡 All contacts for a property will also pull through onto the future inspections created with the scheduler.
Viewing Properties Linked to a Schedule
1. To see all properties linked to a schedule, navigate to the schedule.
2. Click on View Linked Properties.
💡 Any properties linked to the schedule can be easily accessed by clicking on them in the list.
Scheduling for Multiple Properties
Easily manage scheduling across multiple properties from your online dashboard by using the filter options under the Properties tab. With just a few clicks, you can apply schedules to selected properties all at once. This saves time and ensures consistent management across your entire portfolio.
1. Under the Properties tab at the top of your online dashboard.
Use the filter options on the left of your screen to pull up the properties you want to apply the schedule to, and then click on the blue Select button on the right of the screen.
2. Tick each property, or click on the Select All button at the top of the list.
3. Once you have selected the properties, click on the dropdown list on the right of your screen, and select the Apply Property Schedule option.
4. Tick the schedule(s) and click on Apply.
Customizing Schedules with Conditions and Rules
Take control of your inspection workflows by adding conditions or rules to your inspection schedules. This allows you to automate when and where schedules apply based on specific tags or custom field values. The benefit? Smarter, more targeted scheduling that aligns with your property management needs.
1. Navigate to your schedule, and click on Add Condition.
2. Choose the condition from the dropdown list.
Available Condition Types:
3. After choosing your condition type, specify the exact details the condition should follow — such as the tag name or custom field value.
Condition Type | How It Works | Example |
Entity Has / Does Not Contain Tag | Choose whether the tag applies to a property or an inspection, then specify the tag. Use this to include or exclude entities based on tagging. | Apply a schedule only if an inspection does not have the tag “Reinspection Needed.” |
Custom Field Value | Select the custom field type (Property, Clerk, Client, Inspection or Account), choose the custom field, and define whether the value should be equal or not equal. | Apply the schedule when the inspection custom field |
💡Once your conditions are in place and the schedule is created, continue to the Linking a Schedule to a Property section to complete the setup.