Inspection Scheduler

One of our most useful features - learn how to schedule future and/or recurring inspections for a property.

Adelle Naidoo avatar
Written by Adelle Naidoo
Updated over a week ago

Key Features: customise your schedule by setting the frequency, choosing a template or adding the last inspection and assigning any report type. Create daily, weekly and monthly appointment schedules and reminders either for the future or recurring inspections or regular cleaning tasks on the property.

Key Benefits: auto-pilot scheduling enables oversight of all reports and inspections types to manage the property efficiently, task key trades, identify shortfalls and provide your clients with the reassurance that the property is being expertly managed.

πŸ’‘ Click here to see our updates to the inspection scheduler.

In order to set a recurring schedule for inspections you need to follow a simple two-step process:

  1. Create the Schedule

  2. Apply the Schedule to Properties as needed.

How to Create an Inspection Schedule:

  1. 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 inspections (eg. 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:

4. Customise your schedule by configuring the following four elements:

  • Frequency - When and how often the inspection should be scheduled.

  • Inspection Type - The inspection type to be scheduled.

  • Template/Source Report - Which template the system should use when scheduling the inspection.

  • Clerk/Inspector - Who it should be assigned to.

4.1. Frequency

Select the report 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, or Custom.

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 - You also now have the option to customise the date and frequency of your schedule.

1. You set the fist date of your custom schedule under 'Pick Date'.

2. Then you choose the custom frequency, eg. Repeat every X {Day(s)/Month(s)/Year(s)}

When a Custom schedule is applied to a specific property, it uses the first date on the schedule to create the inspection; or if that date is now in the past, it will use today's date.

From this point, it will only create the next inspection in the frequency (eg. in 2 weeks) once the current inspection is marked Complete.

4.2. Inspection Type

You can select the type of inspection that you are scheduling.

4.3. Template/Source Report

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.

4.4. Clerk

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.

5. Once you have configured the inspection requirements, click Save, to save the inspection.

Feel free to create multiple schedules based on your inspection needs.

Example, you can have a Cleaning Checklist schedule (weekly) and an Move-In / Move-Out inspection (annually).

Apply a Schedule to a Property

Now it's time to link the schedule you created to your property. Click on the 'Properties' tab at the top of your dashboard and find the corresponding property:

Click on the property. On the right side of the screen, you will see the 'Linked Schedules' option. Click on 'Manage':

Find the schedule you'd like to link to the property and tick the small box on the left.

Once you've ticked the box, click on 'Apply Schedules'.

If you'd like the schedule to be linked immediately, ensure that the 'Apply Now' box is also ticked.

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.

The succeeding inspection/s will be created when the scheduled inspection is marked 'Complete'.

πŸ’‘ New Features with our 2.0 upgrade:

  • Periodic/Custom schedules: choose the specific repeat date when applying the schedule

  • Apply schedules in bulk to properties:

What's Next?

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