Create & Manage Fire/Safety Inspections

Inspections can be added to a property that is already maintained in the fire/safety system (a previous fire/safety record has been created). You can also add another inspection record to a property with a previous inspection. The only difference is in the process of where the inspection record is created. This guide assumes that an inspection is being scheduled for a future date and that the inspection will be managed using the scheduling system.

Add a Fire/Safety Inspection

1. Sign in to your site
2. Navigate to Fire/Safety Inspections and select Add Record
   
   
3. On the pop-up screen, Search for the Parcel
   
   
4. Select the parcel and click Add Inspection
   
   
5. Select the Inspection Type from the drop-down
   
   
6. Click the Inspector/Calendar link to use the scheduling system
   
7. Use the Scheduling Tool to select an available inspector, date, and time for the inspection
   
8. The record will populate with the selected information
   
9. If the inspection relates to an occupant at a specific location, ensure the Occupant Information is completed
   
10. Click Save Inspection to save and schedule the inspection
    
    
11. Complete the steps below to continue processing the inspection record

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Edit an Existing Fire/Safety Inspection

1. Navigate to Fire/Safety Inspections, select List, and select a record
   
2. If needed, adjust the Status
   
   
   Note: This drop-down controls the overall status of the record and is linked directly to the Status tab
   • Open: The record remains in the master list. The open record is tracked in reports and search requests for open records. Users cannot create a recurring inspection or create a re-inspection on an open record. 
   • Fail: The record is marked as failed, closed, and placed in the record archive with a link to the property. The record will not display in the inspection module list unless "display all" is selected in the search list screen. A failed inspection status allows the user to create a re-inspection. Failing an inspection will trigger the system to ask if you wish to create a violation record based on the failure. If you say yes the system will take you to a new violation record for you to complete the required process.

   • Incomplete: To be used when an inspection has been started but has not been finished for various reasons

   • Closed: This is used when the user does not want the inspection to result in a pass or fail but needs to remove the inspection from the open list.

   • Requested, Reschedule Request, To Be Canceled, and Canceled: Used when the citizen portal is activated for a customer. The public can request inspections, cancel requested inspections, and request to reschedule inspections.

3. Configure the remaining Inspection fields, as needed
4. Navigate through the remaining tabs and fill out as needed:
   
   • Codes: This tab is identical to the Codes tab in the Violation (citation) module and allows municipalities to manage the violation of specific local, state, or national codes within a fire safety record. 
     
   • Contacts: View associated contacts for the record and add additional contacts if needed
     
     
   • Tickets: Add any relevant court tickets to the record
     
   • Equipment: View related equipment for the fire/safety inspection
     
   • Checklists: Fill out any applicable checklists for the inspection. The checklist is linked to the specific inspection type selected. The difference between the Fire/Safety checklist process and other modules' checklists is that within Fire/Safety, the checklists are under a separate tab within the inspection record. Learn how to Create Checklists. 
     
   • Fees/Invoices: Add and manage fees, create invoices, and apply payments to the record. Individual fees can be linked to the actual inspection record to allow for the billing of recurring inspections related to occupancy, licensing, and fire/safety annual or other cycle billing. 
     
     
   • Documents: Attach files to the record, if needed
     
     
   • Certificates: Add and manage certificates for the inspection
     
     
   • Status: The Status tab is used to control the routing to the required departments for review and approval prior to the inspection being approved
     
5. Click Save Inspection
   
   

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Inspection Fields

• Inspection #: Will automatically populate with the next available number in the system
• Status: If you are scheduling an inspection for the calendar in advance of the inspection date, leave the Status field as Open. If you have already completed the inspection, change the status field as required. Failing an inspection, once you save it, will trigger the system to ask if you wish to create a violation record based on the failure. If you say yes the system will take you to a new violation record for you to complete the required process.
• Inspection Type: The drop-down list will populate with the available inspection types for the module
• Next Inspection Date: The next inspection date is used to schedule the next recurring inspection based on a completed inspection that has been identified with a status of "Pass". 
• # of Units: Enter the number of units that are included in the inspection
• Resolve By Date: Set the date that the inspection will need to be resolved by
• Inspector / Calendar: Choose an inspector from the drop-down or use the Calendar link to schedule
• Signatory Title: The signatory title field is used to identify the title of the person issuing the approval. The signatory title allows the issuing user to select what title is needed for the specific record.
• Secondary Inspector: Select a secondary inspector for the record, if applicable
• Inspection Start / End: Select the start date for the inspection and enter the time you want to allow for the inspection (if not using the Calendar to schedule). The system defaults to 1 hour from the start time (or what time the user had set up during implementation). The end date and time are critical for final inspections as that is the date that is tracked in all reports and some placards.
• Requestor Email: If applicable, enter the email address for the requestor of the inspection
• Canned Response: Choose to use a canned response for notifications
• Inspection Comments: Inspectors should enter detailed information about the inspection results including any actions required to comply with applicable regulations and clear the failure. For inspections that pass, the inspector should at least note that "no issues were identified" in this field. By default, this text field will print on many of the forms and letters.

• Occupant Information: This data will be stored in the property record at the parcel level.

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