Inspections App Overview

Inspections

1. What it is

Inspections lets your team conduct workplace inspections, safety audits, and quality checks from the field or the floor. Inspectors work through scored checklists or sweep a facility layout aisle by aisle, with photo evidence, GPS capture, and electronic signatures. Failed items can automatically create corrective actions, and completed inspections can route through a multi-stage approval workflow before they close.

• Enablement: Inspections requires a license. An admin enables it from the Apps Marketplace and configures it under Apps → Inspections → Settings.
• What it is not: Inspections tracks your own team’s internal checks and recurring audits. For recording visits by external surveyors, auditors, or agencies (and tracking their findings and plans of correction), turn on the Visit Log module inside the same app — it is off by default.

2. Standing it up

1. Go to Apps Marketplace, find Inspections, and enable it for your organization.
2. Go to Apps → Inspections → Admin → Settings. Review the module toggles — the app ships with four core modules on by default (Checklist Inspections, Facility Coverage Sweeps, Corrective Actions/Approvals/Reporting, and Regulatory Knowledge Base) plus the Visit Log module off by default.
3. Go to Admin → Templates and create at least one inspection template. Choose a category (Safety, Quality, Compliance, Equipment, Food Safety, Environmental, or General), add checklist items, and set a pass threshold (default 80%).
4. Assign the template to your team by either:
   • Creating an Inspection Cycle (a time-bounded period such as monthly or quarterly) under Team → Inspection Cycles, or
   • Creating a Schedule (a recurring rule that auto-generates inspections) under Admin → Schedules, or
   • Letting inspectors start ad-hoc inspections from the template.
5. To confirm it works, ask an inspector to open My Inspections — they should see any scheduled or cycle-started inspections waiting for them.

Silent-until-paired: A template by itself does not create any inspections. You must also create a cycle, a schedule, or start one manually before an inspector has work to do.

3. How it fits together

Templates — A template is the reusable checklist (or rack-question set) every inspection is built from. Templates belong to a category and carry a pass threshold, optional weighted scoring, photo-evidence and signature requirements, training prerequisites, and an optional approval workflow. Templates are authored by admins; inspectors consume them.

Inspections — An individual inspection is one completion of a template by one inspector. It moves through statuses: Draft → Scheduled → In Progress → In Review → Completed (or Cancelled). When submitted, the score is calculated from the weighted items the inspector answered. If the score meets or exceeds the template’s pass threshold the inspection passes; if any item flagged as auto-fail is marked failed, the inspection fails regardless of score. When the template has an approval workflow attached, the inspection enters In Review before it can complete.

Cycles — A cycle is a time-bounded inspection period (monthly, quarterly, annual, or custom dates). A cycle uses one of three generation modes:

• Notify only — announces the period; each inspector starts their own inspection.
• Per item — auto-creates one inspection per registered item (imported via CSV or from assets), assigned via a strategy (location manager, single assignee, round-robin, or claim pool).
• Coverage sweep — seeds one facility sweep per selected layout (see below).

Once active, a cycle’s generation mode is locked. Cycles can close manually, on the end date, or when all linked work is completed.

Schedules — A recurring rule (daily, weekly, monthly, quarterly, or annually) that auto-generates inspections for a location and template. A daily job creates the next inspection when the schedule is due. Unlike a cycle, a schedule has no bounded period — it keeps generating indefinitely until deactivated.

Facility Coverage Sweeps — An aisle-by-aisle walkthrough of a facility layout (managed in AssetPro). Inspectors record only exceptions (failures), not passes. Coverage rolls up per aisle and per sweep. Sweeps run inside a coverage-sweep cycle and can route through an approval workflow before sign-off.

Corrective Actions (CAPA) — A follow-up action created when an inspection item fails or a visit-log finding needs remediation. Each action has a priority (Low, Medium, High, Critical), an assignee, a due date, and a status (Pending → In Progress → Completed or Cancelled). When the setting Auto-Create Corrective Actions is on (the default), a corrective action is created automatically for every failed item. Actions can also be linked to an optional task in the Tasks app.

Visit Log (independent module, off by default) — An internal record that an external party visited one of your locations. Tracks the agency, surveyor names, visit type (Routine, Complaint, Follow-up, Licensure, Audit, or Other), attached report documents, individual deficiency findings with citation codes, and the plan-of-correction lifecycle. Access can be restricted to managers or admins only.

Training integration — Templates can require that the inspector has completed specific training courses before they may start an inspection. If an inspection fails, the template can auto-enroll the inspector in a remediation training course.

4. Running it

Conducting an inspection

1. The inspector opens My Inspections and selects a scheduled or in-progress inspection (or starts a new one from a template or cycle).
2. They answer each checklist item. Supported item types include yes/no, checkbox, rating, text, number, slider, date/time, photo, signature, single-select, multi-select, and instruction-only.
3. Items can require a photo before the inspector can proceed. GPS location is captured automatically if available.
4. On submission, the score is calculated and the inspection either passes or fails. If the template requires a signature, the inspector must sign before submission.
5. If the template has an approval workflow, the inspection moves to In Review and appears in the reviewer’s Approvals queue.

Reviewing and approving inspections

1. Reviewers open Team → Approvals to see inspections and sweeps pending their decision.
2. They can approve (the inspection completes) or reject (the inspection returns to the inspector for rework).
3. Approval workflows support up to 10 levels, optional escalation, and named approvers.

Managing corrective actions

1. Open Team → Corrective Actions to see all open actions, or My Actions for personal assignments.
2. Update the status, add resolution notes, attach completion evidence photos, and mark as completed.
3. Completed actions can be verified for effectiveness (a separate verification step with notes).

Running a facility coverage sweep

1. Create a cycle with generation mode Coverage sweep and select the facility layouts to sweep.
2. When the cycle activates, one sweep is seeded per layout, expanded into per-aisle units.
3. Inspectors open My Inspections to see their assigned sweeps, walk each aisle, and log exceptions only.
4. The Coverage dashboard shows real-time aisle-by-aisle completion and exception counts.

Viewing compliance and analytics

Managers and admins access Analytics → Analytics Dashboard, Compliance Dashboard, Reports, and related sub-pages for inspection pass rates, trends by location and category, inspector performance, and corrective-action aging.

5. Settings

Settings are at Apps → Inspections → Admin → Settings.

Module toggles

Setting	Default	What it changes
Enable Checklist Inspections	On	Ad-hoc and per-item inspections, recurring schedules, and Quick Scan.
Enable Facility Coverage Sweeps	On	Aisle-by-aisle rack sweeps, coverage dashboard, and exceptions ledger. Requires facility layouts in AssetPro.
Enable Corrective Actions, Approvals & Reporting	On	CAPA register, approval queues and workflows, compliance dashboards, analytics and reports. Requires at least one of the two execution modules above.
Enable Regulatory Knowledge Base	On	Curated regulatory reference content the AI assistant can cite.
Enable Visit Log	Off	External visit tracking, findings, plans of correction, and trend analytics. Runs independently of the core modules.

At least one execution module or the Visit Log must remain on — the app prevents disabling all of them.

Feature settings

Setting	Default	What it changes
Auto-Create Corrective Actions	On	Automatically creates a corrective action for every failed inspection item.
Default Pass Threshold (%)	80	The score an inspection must reach to pass, applied when creating new templates.
Corrective Action Default Days	7	Default due-date offset (in days) for new corrective actions.
Enable Scheduled Inspections	On	Recurring location- and asset-based inspection schedules (the Schedules nav entry and daily generation job).
Enable Quick Scan	On	Barcode/QR-code shortcut for starting an inspection on an asset. Requires the AssetPro app.
Allow Inspection Pickup	On	Members at an inspection’s location can pick up a scheduled inspection assigned to someone else.
Allow Deleting Inspections	Off	Lets inspectors and managers delete inspection records. Off by default to protect signed-off audit data.
Allow Managing Per-Inspection Visibility	Off	Lets admins and managers grant extra viewers to an individual inspection on top of default visibility.
Send Scheduled Notifications	On	Email notifications when new inspections are generated from schedules.
Show Facility Layouts link	Off	Adds a Facility Layouts shortcut in the Admin menu. Requires the AssetPro app.
Show AI Console in the sidebar	On	Shows the AI Console entry in the left navigation (admins and managers only).
Enable Live Assist	Off	Remote video inspection via Live Assist. Requires the Live Assist app and a configured meeting provider.

Team scoping

Setting	Default	What it changes
Scope Team Inspections by	Location	Determines whose inspections appear on the Team Inspections page — by the user’s assigned locations, by department, or no scoping (members see only their own).
Manager Visibility	Own locations	Own locations scopes managers like members; All locations gives managers full business-wide visibility.
Member Visibility	Location	Location lets members see their location’s inspections; Own only restricts them to inspections they personally conduct.

Visit Log settings

Setting	Default	What it changes
Visit Log tracking mode	Detailed	Detailed runs the full plan-of-correction lifecycle (status stepper, due dates, reminders). Simple files the survey and deficiencies as a record with no status workflow.
Visit Log access	Everyone	Who can open the Visit Log — everyone with app access, managers only, or admins only.

AI feature toggles

Setting	Default	What it changes
Enable AI Template Generation	On	AI-assisted creation of inspection templates.
Enable AI Reports	On	AI-generated inspection summary reports.
Enable Regulatory Q&A	On	AI-powered regulatory question answering from the Knowledge Base.
Enable Document to Template Conversion	On	Convert PDFs or photos of paper checklists into digital templates using AI.
Enable Inspection Analytics	On	AI assistant can analyze inspection data for patterns, trends, and failure rates.

6. More help

• Inspections FAQ — specific setup and operating questions, limits, and troubleshooting.
• Ask AI — the assistant answers questions about Inspections from these articles.