The Inspections module allows residents, administrators, vendors, and MaintTech users to create, complete, and manage inspections for Move‑Ins, Move‑Outs, Transfers, and Other types. It integrates with Work Order Groups, AutoPost, and the MaintTech Portal to streamline property condition reporting and repairs.


TABLE OF CONTENTS



Inspection Work Order Group

2.1 Purpose

The Inspections Work Order Group enables reporting and tracking of room and item conditions at Move‑In/Move‑Out, as well as the creation and linking of repair work orders. Only one group can be defined with Group Type = Inspections.

2.2 Key Behaviors

  • Actual repair work orders are stored in the designated maintenance Work Order Group, not in the Inspection group. 
  • Inspections use templates that define Rooms → Items → Conditions. 

 

Inspection Templates

3.1 Structure

Each template contains:

  • Rooms – e.g., kitchen, porch, bathrooms, external areas. 
  • Items – sinks, windows, appliances, outlets, switches. Created once and reused across rooms. 
  • Conditions(4 types):
    • List‑Standard (default values)
    • List‑Single Value
    • List‑Multi Value
    • Text field for narrative description 

3.2 Default Conditions

  • Good – item is in good condition
  • N/A – not applicable
  • Note – comment required
  • Repair / Billable / Billable Repair – triggers creation of repair work orders or billing, depending on context (e.g., billable only used for Move‑Out).

3.3 Dynamic Room Creation

The Occurs option allows templates to auto‑create Bedroom 1, 2, etc., based on Unit Detail fields for Bedrooms/Bathrooms. 


Additional Inspection Settings

These options define inspection behavior at the Work Order Group level.

4.1 Automatic Inspection Triggers

  • Automatically create inspection on Move‑In
  • Automatically create inspection on Move‑Out
    • On Planned Move‑Out
    • On Executed Move‑Out
       Requires default Assign-To settings.

4.2 Default Templates

  • Required default templates for Move‑In and Move‑Out
  • If a default template becomes obsolete, settings must be updated.

4.3 Assign Templates at Property/Unit Level

Allows template assignment directly on Property/Unit notebooks.

4.4 Picture Requirements

Picture requirements can be enforced by Condition Category and Inspection Type (Move‑In/Move‑Out/Other).


Creating Inspections

5.1 Where Inspections Can Be Created

  • Inspections Navigator
  • RentRoll
  • Prospect Move‑In Activity
  • Move‑Out / Transfer workflows
  • Property, Unit, or Lease notebooks 

5.2 Steps to Create

  1. Select New Inspection or choose via Navigator/Notebook.
  2. Select Type: Move‑In, Move‑Out, or Other.
  3. Select Template (for “Other”).
  4. Assign To: tenant, vendor, PropertyBoss user, or Not Assigned.
  5. Review/edit Short & Long Descriptions.


Completing Inspections

6.1 Submissions via Web Activity

Submitted inspections arrive through Web Activity and must be executed in AutoPost.

6.2 Updating Conditions

Within the Condition Tab, users can:

  • Select Room → Item
  • Apply condition values
  • Enter Move‑In Conditions for Move‑Out comparison
  • Create Repair Work Orders
  • Enter notes & photos
  • Mark items Good, Repair, Billable, etc.

Leaving an inspection incomplete prevents new inspections of the same type for that unit/lease.


Managing Repair Work Orders

7.1 Work Order Creation

Repair Work Orders:

  • Created from the Inspection Condition tab.
  • Group items by default Assign To settings.
  • Are stored in the maintenance group, not the inspection.
  • Pull item notes into the Long Description (max 2000 chars). 

7.2 After Creation

  • Are accessible via the Related tab or Work Order Navigator.
  • Must be completed like standard work orders.
  • Changing a work order does not change billed transactions inside inspections. 


Billable Repairs & Tenant Billing

8.1 Condition Types

Billable repair conditions expand to:

  • Repair – work order, no billing
  • Billable Repair – Move‑Out only; creates work order and tenant bill
  • Billable – Move‑Out only; creates tenant bill, no work order [Portals -...ting Guide |

8.2 Billing Workflow

  1. Enter billable amount per item.
  2. Create bill individually or click Bill All Repairs.
  3. Post bill.
  4. Bills appear on Transactions tab. [Portals -...ting Guide |

8.3 Editing/Voiding Bills

Bills can be:

8.4 Common Areas (Student Housing)

Billable repairs may be split across tenants occupying a suite. [Portals -...ting Guide |

 


MaintTech Web Portal (MTP)

The MaintTech Portal enables field users to complete inspections, update work orders, add photos, and access tenant lookup depending on permissions. 

9.1 Setup Requirements

To use MTP:

  • Inspections & Work Orders must be published to MaintTech Web Portal.
  • Users must have:
    • Use MaintTech Portal
    • Update Work Order
    • Update Inspection
    • Optional: Use Tenant Lookup
       Permissions added via Security Settings → Add‑On Modules

9.2 Completing Inspections

MaintTech flow:

  1. User opens Inspection tab
  2. Selects inspection
  3. Completes all rooms
  4. All rooms must have green checks
  5. User submits and signs
  6. Inspection flows into AutoPost in PropertyBoss 

(Inspections must still be created inside PropertyBoss before being completed via MTP.) 

9.3 Troubleshooting Examples

  • Invalid customer ID → Portal not enabled yet
  • Missing Tenant Lookup → Permission not granted
  • Inspections/Work Orders not visible → Group not published to MTP


Inspections Navigator

10.1 Capabilities

The Inspections Navigator provides:

  • Status, description, assigned user, account
  • Ability to open/delete/change status
  • Graphs for:
    • New Inspections by Status
    • New by Type
    • Time to Completion 

10.2 Toolbar Actions

  • New
  • Open
  • Actions menu
  • Start Checklist
  • Define Repeated
  • Email
  • Excel export 


Printing & Emailing Inspections

11.1 Print Options

  • Inspection Form (worksheet)
  • Reported Conditions (with optional pictures)
     Move‑Out reports include previous Move‑In conditions.

11.2 Email Options

Sends W310 report to:

  • Vendor
  • Tenant
  • Owner
     Includes customization options, media copies, logging options.