Inspections can be added to properties already in the Fire and Safety system. This means a fire and safety record for that property already exists. Another inspection record can also be added to a property that has an earlier inspection. The only change is how the inspection record is created. This guide assumes the inspection is for a future date. It also assumes the inspection will be managed using the scheduling system.
Add a Fire/Safety Inspection
Sign in to your site
Navigate to Fire and Safety Inspections and select Add Record
On the pop-up screen, fill out any applicable information in the search fields. Then click the Search button
Select the parcel and click Add Inspection
Select the Inspection Type from the dropdown
Click the Inspector and Calendar link to use the scheduling system
Use the Scheduling Tool to select an available inspector, date, and time for the inspection
The record will populate with the selected information
If the inspection relates to an occupant at a specific location, ensure the Occupant Information is completed
Note:
If the occupant’s information is the same as the owner’s information, click the link Click Here to copy the owner’s information.
Click Save Inspection to save and schedule the inspection
Complete the steps below to continue processing the inspection record
Edit an Existing Fire and Safety Inspection
Sign in to your site
Navigate to Fire and Safety Inspections, select List, and select a record
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 status is used when an inspection will not have a pass or fail result. It also removes the inspection from the open list.
Requested, Reschedule Request, To Be Canceled, and Canceled: When the Citizen Portal is activated for a customer, the public can use it. The public can request inspections. They can also cancel or ask to reschedule inspections.
Configure the remaining Inspection fields as needed
Navigate through the remaining tabs and fill them out as needed:
Codes: This tab is identical to the Codes tab in the Violation (citation) module. It lets municipalities manage code violations. This includes 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
Checklists: Fill out any applicable checklists for the inspection. The checklist is linked to the specific inspection type selected. For fire and safety, checklists are found under a separate tab. This is different from how other modules handle checklists. The tab is inside the inspection record. Learn how to Create Checklists.
Fees and Invoices: Add and manage fees, create invoices. Then, apply payments to the record. Individual fees can be linked to the actual inspection record. This allows billing for recurring inspections. This includes billing for occupancy, licensing, and fire/safety. It covers 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 helps control how inspections move. Inspections go to the right departments for review and approval. This happens before the inspection gets final approval.
Click Save Inspection
Inspection Fields
Inspection # (Number): Will automatically populate with the next available number in the system
Status: If an inspection is scheduled in advance on the calendar, leave the status field as open. If the inspection has already been completed, change the Status field as needed. If an inspection fails and is then saved, the system will ask a question. It will ask if a violation record should be created based on the failure. If the user confirms “yes”, the system will take them to a new violation record. There, they can 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. This happens based on a completed inspection. That completed inspection must have 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 and 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 and End: Select the Start At date for the inspection. Then, enter the time needed for the inspection. Do this if the calendar is not used for scheduling. The system defaults to 1 hour from the start time. This can also be the time that was set during implementation. The end date and time are very important for final inspections. This is because that date is tracked in all reports. It is also tracked in 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. For failed inspections, this includes actions needed to meet the rules and fix the failure. For inspections that pass, the inspector should at least note: "no issues were identified" in this field. By default, this text field will print on many forms and letters.
Occupant Information: This data will be stored in the property record at the parcel level.