Create & Manage Fire/Safety Inspections

  • Updated on Aug 7, 2025
  • Published on Jul 16, 2025
  • 5 minute(s) read
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Inspections can be added to properties already in the Fire/Safety system. This means a Fire/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

  1. Sign in to your site

  2. Navigate to Fire/Safety Inspections and select Add Record The expandable menu labeled Fire / Safety Inspections, then the option labeled Add Record.

  3. On the pop-up screen, Search for the Parcel The text entry fields and drop down menus under the Search Parcels header, and the button labeled Search at the bottom of the pop up window.

  4. Select the parcel and click Add Inspection The parcel in the table with the first column labeled Parcel number sign, then the button labeled Add Inspection above the table.

  5. Select the Inspection Type from the drop-down The drop down menu labeled Inspection Type with Select Inspection Type text in the drop down field.

  6. Click the Inspector/Calendar link to use the scheduling system The URL labeled Inspector / Calendar.

  7. Use the Scheduling Tool to select an available inspector, date, and time for the inspection An example image of the scheduling tool calendar.

  8. The record will populate with the selected information An example image of the populated record.

  9. If the inspection relates to an occupant at a specific location, ensure the Occupant Information is completed The Name, Address, Email, and Phone fields under the Occupant Information header.

  10. Click Save Inspection to save and schedule the inspection The button labeled Save Inspection.

  11. Complete the steps below to continue processing the inspection record

Edit an Existing Fire/Safety Inspection

  1. Navigate to Fire/Safety Inspections, select List, and select a record The expandable menu labeled Fire / Safety Inspections, then the option labeled List, and finally the URL for the record in the column labeled Inspection Number Sign.

  2. If needed, adjust the Status The drop down menu labeled Status and the list of selectable statuses.

    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.

  3. Configure the remaining Inspection fields as needed

  4. 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.The tab labeled Codes.

    • Contacts: View associated contacts for the record and add additional contacts if needed The tab labeled Contacts.

    • Tickets: Add any relevant court tickets to the record The tab labeled Tickets.

    • Equipment: View related equipment for the fire/safety inspection The tab labeled Equipment.

    • Checklists: Fill out any applicable checklists for the inspection. The checklist is linked to the specific inspection type selected. For Fire/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.
      The tab labeled Checklists.

    • Fees/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.The tab labeled Fees / Invoices.

    • Documents: Attach files to the record, if needed The tab labeled Documents.

    • Certificates: Add and manage certificates for the inspection The tab labeled Certificates.

    • 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.The tab labeled Status.

  5. Click Save Inspection The button labeled Save Inspection.

Inspection Fields

An example image of the text entry fields in the Inspection tab.

  • Inspection #: 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 / 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 / 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.

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