This guide provides complete, step‑by‑step instructions for managing inspections in PropertyBoss.


TABLE OF CONTENTS


Inspections Architecture Overview

Inspections in PropertyBoss are built around the following components:

  • Inspections Work Order Group (one per database)
  • Inspection Templates
  • Additional Inspection Settings
  • MaintTech Portal
  • Inspection Work Orders

An Inspection is a specialized type of Work Order that includes:

  • Rooms
  • Items
  • Conditions
  • Notes
  • Media (photos)
  • Billable and Billable Repair options


Inspections Work Order Group Setup

Path: Setup Preferences → System Settings → Work Order Groups → Inspections


Critical Rules

  • Only ONE Inspection Work Order Group is allowed per database.
  • All inspection templates and inspection‑specific settings live inside this group.
  • Maintenance or repair work orders generated from inspections must belong to a maintenance‑type work order group— not the inspection group.

Inspection Group Configuration Options

  • Group Name (default: Inspections)
  • Group Type: Inspections
  • Label Override (renames “Inspection”)
  • Work Order Prefix (default: I)
  • Require Completion Comments
  • Show on Resident Portal
  • Print Tenant Info on Owner Work Orders

Inspection‑Only Sections

The following sections exist only within the Inspections group:

  • Inspection Templates
  • Additional Inspection Settings

These settings control:

  • Which templates are used for Move‑In and Move‑Out inspections
  • Whether photos or notes are required
  • Whether obsolete templates can be used


Inspection Templates

Inspection templates define the structure of every inspection, including:

  • Rooms
  • Items within rooms
  • Condition types (Good, Fair, Poor, Repair, Billable, etc.)
  • Note requirements
  • Billable rules

Template Modification Rules

  • Once an inspection is created, it becomes static.
  • Editing a template does not update existing inspections.

To correct a template that was used incorrectly:

  1. Delete the inspection
  2. Update the template
  3. Recreate the inspection
  4. Reassign the inspection

Required Template Structure

A valid inspection template must include:

  • Rooms (e.g., Kitchen, Bedroom 1, Hallway)
  • Items within each room (e.g., Sink, Walls, Flooring)
  • Conditions (configured within Additional Inspection Settings)

If any part is missing:

  • The Conditions tab will be blank
  • Inspection items may not load correctly


Additional Inspection Settings

This section controls global inspection behavior, including:

  • Required photo rules (e.g., photos required when condition ≠ “Good”)
  • Required note rules
  • Default templates for:
    • Move‑In
    • Move‑Out
  • Other inspection behavior settings

Key Troubleshooting Notes

  • If the wrong template is auto‑created, verify defaults in Additional Inspection Settings.
  • If a template is obsolete, ensure it is removed from all default assignments.


Completing an Inspection (Conditions & Restrictions)

Missing Conditions (Billable/Billable Repair)

These condition options appear only if:

  • The inspection is created at the lease level, and
  • The lease has an active tenant

They will not appear for:

  • Move‑In inspections
  • Property‑level inspections
  • Unit‑level inspections

6.2 Required Photos or Notes

  • Controlled entirely by Additional Inspection Settings
  • Default behavior:
    • Any condition other than “Good” requires a note
    • Photos may be required depending on configuration


Assigning Inspections

Inspections must be assigned to a user who:

  • Has a valid email address in their User ID settings
  • OR is a properly configured Non‑PropertyBoss User

Common Assignment Issue

Some employees are created as both:

  • A PropertyBoss User
  • A Non‑PropertyBoss User / Vendor record

If the inspection is assigned to the wrong record, the MaintTech Portal will not sync.

Always Verify:

  • Assigned To = the correct user identity
  • Email address is populated
  • User is properly configured for the MaintTech Portal


MaintTech Portal Overview

The MaintTech Portal requires:

  • An active PropertyBoss domain
  • A valid MaintTech Portal link

MaintTech Portal user types include:

  • PropertyBoss Users
  • Non‑PropertyBoss Users

The portal allows maintenance and inspection work to be completed in the field and synced back to PropertyBoss—eliminating paperwork and duplicate data entry.


Residents / Tenants / Students / Members

Requirements:

  • Must register for the Resident Web Portal
  • Registration automatically updates the Contact Notebook with email
  • Portal email and password are used for MaintTech Portal access

Contacts Not Tied to a Lease

Commonly used for:

  • Third‑party inspectors
  • RA / Student Assistants

Setup requirements:

  1. Create a Contact record
  2. Enter a Web Portal email address
  3. Add the user under: Security Settings → Create Non‑PropertyBoss Users
  4. Assign the appropriate portal role
  5. User must complete portal registration

Vendors

  • Vendors are not intended to use the MaintTech Portal, but may if properly configured
  • Vendor email syncs automatically to the Vendor Notebook
  • Vendors must be set up as Non‑PropertyBoss Users
  • Inspections assigned to vendors appear under their Non‑PropertyBoss User name

PropertyBoss Users (Staff)

A. PropertyBoss Users With Web Portal Access

Requirements:

  • Email address in Security Settings
  • Permission to access the relevant portal
  • Portal registration completed

B. Non-PropertyBoss Users 

  • Can log directly into MaintTech Portal
  • Must register using the username created by the admin
  • For multiple domains:
    • User must be set up in each domain
    • Registration is required per domain
    • Access is granted only to registered domains


Inspections Troubleshooting

Issue 1: Inspection does not update after template changes

Cause: Inspections are static.
Resolution: Delete and recreate the inspection.


Issue 2: Billable / Billable Repair conditions missing

Cause: Conditions only appear on lease‑level inspections with an active tenant.
Not available on:

  • Property‑level inspections
  • Unit‑level inspections
  • Move‑In inspections


Issue 3: Photos or notes required unexpectedly

Cause: Additional Inspection Settings

  • Default rule: all conditions other than “Good” require notes
  • Photos may also be enforced per condition


Issue 4: Incorrect template assigned automatically

Check:

  • Additional Inspection Settings → Default Templates
  • Ensure obsolete templates are not set as defaults


Issue 5: Inspection not appearing on mobile device

Verify all of the following:

  • Assigned to the correct User, not a Vendor record
  • User email address exists
  • Non‑PropertyBoss User is set up and registered properly


Issue 6: Work Order Group not appearing for repairs

Cause: Only maintenance‑type Work Order Groups appear for Repair Work Orders.


Issue 7: Missing rooms or items in template

  • No rooms = no inspection structure
  • Rooms without items = empty Conditions tab