Property inspections

An inspection belongs to a unit and names the person who inspected it. The inspection date, condition and evidence attachment give a manager the context needed to review what was observed. The unit link brings the property name and unit number into the review. The inspector link identifies a staff member or contractor in People, giving the team a route back to the responsible person.

The Business Overview page surfaces recent evidence from specialty work alongside leases and assigned maintenance. In the inspection evidence view, a manager can open a dated observation, check its unit and compare the condition with current status or open work.

• Selection. Property Coordinator identifies the unit and the person who will inspect it.
• Capture. Inspector records the date, condition and attachment against the selected unit.
• Review. A responsible reviewer looks at the evidence and unit context before deciding whether property work needs follow-up.

Agree what counts as a complete condition description and which evidence attachment formats staff will use. Decide how inspectors identify the unit in a building with similar numbers. A clear property name and unit number help prevent evidence for one space from being filed on another. Check who may add an inspection and who reviews the result.

Set a correction practice for evidence. If an inspector later finds an error, the team should retain the earlier observation and append clearly attributed successor evidence rather than changing the original. This matters when an inspection is used to explain a maintenance decision. The inspector and evidence attachment stay with the unit observation so the reviewer can follow the visit back to its source.

An inspector visits unit 2B after a repair. The coordinator selects the actual unit and inspector. The inspector records the visit date, writes the observed condition and adds a supporting attachment. Another person opens the inspection evidence list, checks the inspector and date, and follows the unit link to confirm the correct property and space.

If the condition suggests more work, the coordinator checks the unit’s service requests or starts a new request for the issue. The reviewer should be able to distinguish the inspection observation from the subsequent repair record. If the inspection is corrected, the team should be able to explain the change without losing the original evidence used for the first decision.

• Inspection evidence — Review dated condition, inspector and attachment for each unit.
• Unit availability — Check the current unit status during the inspection review.
• Service work board — See whether an observed issue has entered the repair queue.

Use the inspection evidence process for capture and review. The roles page explains who should see and change these records.