Inspections

Note: Click on the images to enlarge them. 

Accessing the Inspections Module

Maintenance, Management, and Security Officer users can access the Inspection module by navigating to the Maintenance Tab and clicking on Inspections.

On the Inspections Dashboard, you can see Upcoming Inspections taking place on the current day and the next two days. You'll also be able to see any Completed Inspections, Schedule Inspections, and Create New Checklists. 

Creating Checklists

To create a new inspection checklist, click the Create New Checklist button to a new inspection details menu. 

Start by adding a name for your checklist, such as "Fitness Center" or "Daily Common Area Cleaning." Specify the email address for anyone who may want to be notified when an inspection is completed using the checklist. You can keep your checklist organized by adding headings for checklist items. A checkbox and notes field will automatically be added for each checklist item created, along with the ability to add a photo and enter a maintenance request.

If you need to reorder headings or checklist items, click and hold the three lines to drag the label to the desired place. Once the checklist is completed, click Save Changes.

Cloning Checklists

Easily create new checklists with similar items by clicking on the Clone button next to an existing checklist under the Inspection Checklists section of the Inspections Dashboard. 

Editing and Deleting Checklists

If you need to change or delete an existing checklist, click the Edit button for that checklist under Inspection Checklists to open the checklist edit menu.  

You can edit any component of an existing checklist as well as add or remove items, headers, or email addresses. 

You can also delete headers and checklist items individually or delete the checklist.

Scheduling Inspections

Once your checklist is created, click the Schedule Inspection button on the Inspections Dashboard to open the scheduling menu. 

Specify the checklist you'd like to use when scheduling an inspection. Specify if the inspection will take place in a specific unit or leave it blank and specify the area of the building the inspection will take place. If there is a specific employee who will be responsible for conducting the inspection you can assign the inspection to that employee. Lastly, select the date the inspection should take place as well as the frequency at which the inspection should occur on a daily, weekly, monthly, or yearly basis and click Schedule.

A confirmation will pop up to confirm the inspection details. 

Completing Inspections

Inspections are conducted using the GEO by BuildingLink mobile app only and cannot be completed via the website. 

The Inspections icon looks like a magnifying glass. Note: Depending on the setup of your building, there might be numerous tiles on your GEO home screen, so you may have to scroll down to find the icon.

When staff members click on the Inspections icon in the app, they will see any currently scheduled inspections assigned to them and any inspections that are scheduled but unassigned for anyone to claim. Upcoming Inspections can be viewed by clicking on the Upcoming tab, while completed Inspections can be viewed by clicking the Completed tab. 

To start an Inspection, tap on the Inspection in the list or click on the + to perform an unscheduled Inspection.

For scheduled Inspections, click Start Inspection. 

When performing unscheduled Inspections, select the checklist that should be used. You may enter the unit number and/or area where the inspection will take place before clicking Start Inspection.

You can use the checkboxes to indicate whether an item has been inspected and add any notes or photos that may be important for record-keeping. 

You can enter a maintenance request for any items requiring a follow-up. If a note has been added, this information will automatically appear in the description section of the generated maintenance request. These requests will appear in open maintenance requests for you or your maintenance team to address. 

Once added to the checklist item maintenance request has been completed, the number of requests associated with that checklist item will display inline on the checklist. 

If you need to pause or cancel an inspection, click on the back arrow in the top left. You'll be able to discard the inspection or save the Inspection so you can finish it up later. 

Once the inspection is complete, click on Submit in the top right. Any emails set up to be notified after you complete your inspection will be sent a notification. 

Viewing Submitted Inspections

Submitted inspection details can be found on the Inspections Dashboard and in GEO. 

Any work order added to an inspection can be viewed simply by clicking on Completed Inspection and then on the request in the displayed details.

Downloading a PDF file of a completed Inspection  

On a PC, hover your mouse pointer over the completed Inspection and click on the PDF option that appears, or click on the PDF icon in the inspection details. 

Collecting Signatures

If you require a signature when completing an inspection for things like Move-Ins or Move Outs you can set up an Event Type called "Move-In Inspections" or "Move-Out Inspections". After the inspection, a signature can be captured by clicking on the Event Log icon in the GEO app. Click the + button to record the Event.