Create & Manage Inspections

Inspections are created at the record level in Community Development (formerly CivicGov). The inspection system is similar in design throughout all modules.

The inspection feature links directly to the Scheduling Tool system and to the mobile inspection and field operation processes. Users can manually enter inspection start dates and times and select inspectors. However, a complete calendar system provides an easy way to track availability, avoid double booking, and present an easy way to manage the entire inspection scheduling process.

Important Notes

• Keep in mind that if you are or will be using the Citizen Portal, staff should be using the scheduling system. Not using this component reduces the power and effectiveness of the system.
• The inspection status should not be changed from Open until the inspection is complete. Even if you do not want your inspectors in the field to have system access, the office staff can use the calendar to manage the inspections for all field staff.

Add & Schedule an Inspection

1. Sign in to your site
2. Navigate to the applicable module and select List
   
   
3. Search for and select a record from the list
   
4. Click Edit (Permitting & Project Systems only)
   
5. Select the Inspections tab and click Add New to create an inspection
   
6. An Inspection Details window will open and the record is assigned the next available Inspection #
   
   
7. Choose the Inspection Type from the drop-down list which will populate with the available options for the module
   
   
   Note: CivicGov has the ability to automatically associate specific inspection types to the permit type and use selected. This automated process would limit the list of inspection types shown in the drop-down to only those associated with the permit/project type and use. Contact Support if you would like to discuss setting up this advanced feature.
8. Use one of the following two options to schedule the inspection: 
   • Schedule an inspection using the calendar (used when the inspection is being scheduled in advance)
     
     1. Click Calendar
        
        
     2. The calendar will open in a pop-up window with a list of all inspectors for the location and already scheduled inspections for the current date
        
        
        Note: See the Scheduling Manager section for information on all the fields and processes available.  
     3. Use the Jump to date or the arrows to move to a specific date to check inspector availability
        
     4. Once the correct date and time are located, simply click on a date box
        
     5. The system will populate the start date and time selected inside the inspection record
        
   • Or, schedule an inspection without using the calendar system
     1. Choose an Inspector from the drop-down (must have an account in the system)
        
     2. Select the Start At date for the inspection and enter the time you want to allow for the inspection
        
        
        Note: 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.
9. 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.
   
   
   Note: 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.
10. Fill out additional inspection fields, as needed
11. Scroll down and click Save Inspection
    
    
12. The inspection will be added to the inspection system, an email (if enabled) will be sent to the inspector, and the inspection shall be added to the inspector's calendar and action items listed in the dashboard

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Update & Complete an Inspection

1. Sign in to your site
2. Navigate to the applicable module and select List
   
   
3. Search for and select a record from the list
   
4. Click Edit (Permitting & Project Systems only)
   
5. Navigate to the Inspections tab, select the applicable inspection, and click Edit
   
   
6. Scroll down to the Inspection Details and adjust the Status as needed
   
   
   Note: Selecting incomplete will keep the inspection marked as open in the system. 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.
7. Check the Status Value box if you are using inspection checklists and would like to update the inspection status based on the checklist
   
8. Select the Final Flag only if the inspection record you are working on is the final inspection that will be created for the current record
   
   
   Note: This flag controls several internal automated operations such as tracking the date/time of the final inspection that may be required on certain certificates of occupancy and similar, on specific inspection reports, and also controls if the system will display a warning message if a certificate creation is attempted before a final inspection is completed.
9. In the Comments field enter your inspection results/comments
   
   
   Note: These comments will appear in inspection results letters and similar forms/letters exactly as you type them. For mobile processing, inspectors can use voice recognition and enter their notes in the comments field without having to type. This is available from any mobile device.
10. Upload any supporting documents/images for the inspection
    
11. Complete any Checklists, as applicable
    
12. Click Save Inspection
    
    
13. Print any letters/forms of the inspection as required
    
14. If the inspection failed, schedule a re-inspection

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Inspection Fields

• Inspection Details:
  
  
  • Inspection #: Will automatically populate with the next available number in the system
  • Type: The drop-down list will populate with the available inspection types for the module
  • 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.
  • Inspector: Choose an inspector from the drop-down (this will auto-populate if using the Calendar to schedule)
  • Signatory Title: This is the signature and title that will appear on the inspection (used in circumstances when the default title of the signatory must be changed to something else)
  • Secondary Inspector: Select a secondary inspector for the record, if applicable
  • Start / End At: Select the Start At 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.
  • Notify Flag: Check to select a group to notify
  • Requestor Email: If applicable, enter the email address for the requestor of the inspection
  • Canned Response: Choose to use a canned response for notifications
  • Contractor Name: If applicable, select the name of the contractor from the list
  • # of Units: Enter the number of units that are included in the inspection
  • Status Value: Check if you are using the electronic inspection checklists that can be attached to an inspection record. By checking this value, as you go through the electronic checklist items (customized for you), if you check any of the checklist items as a failure, once you save the checklist and save the record, the system will automatically fail the inspection based on the failed checklist item. If you want to use checklists in the system but do not want the system to automatically fail the inspection based on the checklist item results, leave the box unchecked.
  • Final Flag: The final flag checkbox is critical and should be checked only if the current inspection record you are working on is the final inspection that will be created for the current record. This flag controls several internal automated operations such as tracking the date/time of the final inspection that may be required on certain certificates of occupancy, on specific inspection reports, and also controls if the system will display a warning message if a certificate creation is attempted before a final inspection is completed.
  • Comments: Enter your inspection results/comments. These comments will appear in inspection results letters and similar forms/letters exactly as you type them.
  • Virtual Inspection: Check to schedule a virtual inspection
• Documents: Upload any documents that are required for the inspection or attach images directly from your mobile device directly to the inspection record. Learn more about attaching documents and images. 
  
• Checklists: Fill out any checklists, as applicable
  
• Code(s): If applicable, search for and add codes to the record
  

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Supporting Articles

• Inspection Checklists
• Create a Re-Inspection
• Inspections Overview