This guide covers how to properly configure and use Inspections in PropertyBoss. The goal is to create a consistent inspection process that works for move-ins, move-outs, and property condition tracking while avoiding common setup issues.


TABLE OF CONTENTS

Inspection Setup

Step 1: Access Inspection Templates

  1. Open PropertyBoss.
  2. Navigate to: Setup → Preferences → Work Order Groups
  3. Select the Inspections Work Order Group.
  4. Click Edit Work Order Group.

This area contains all inspection templates used throughout the system.

Configure Additional Inspection Settings

Step 2: Review Default Inspection Templates

Inside the Inspection Work Order Group:

  1. Open Additional Inspection Settings.
  2. Review:
    • Default Move-In Template
    • Default Move-Out Template

Best Practice

Use one master inspection template for both move-ins and move-outs.

For example:

  • If your largest property is 5 bedrooms and 2 bathrooms, build a 5-bedroom template.
  • If your largest property is 6 bedrooms and 6 bathrooms, build a 6-bedroom template.

Avoid creating separate:

  • 1 Bedroom Templates
  • 2 Bedroom Templates
  • 3 Bedroom Templates
  • 4 Bedroom Templates

Instead, build one comprehensive template and use N/A for rooms that do not exist. A single template allows PropertyBoss to:

  • Compare move-in inspections against move-out inspections.
  • Show condition changes between occupancy periods.
  • Generate consistent reporting.

Designate Resident Inspector

Step 3: Configure Resident Assignments

Review: Default Assigned To For Move-In Resident


If residents complete move-in inspections:

  • Leave the setting assigned to the resident.


Important Notes

  • Only the primary resident completes resident inspections.
  • Additional occupants do not complete separate inspections.

Configure Picture Requirements

Step 4: Review Required Picture Settings

Within Additional Inspection Settings, click: Update Required Picture Settings


You will see picture requirements for:

  • Move-In Inspections
  • Move-Out Inspections


If Residents Are Completing Move-In Inspections, require pictures when:

  • Note is selected
  • Repair is selected

This ensures documentation is provided for damage or concerns.


If Staff Completes Move-Out Inspections, picture requirements should be optional. Because staff members control the process, requiring every picture may create unnecessary work.

Build One Master Template

Create one template that contains:


Exterior

  • Yard
  • Landscaping
  • Fencing
  • Gutters
  • Driveway

Living Areas

  • Walls
  • Floors
  • Windows
  • Doors

Kitchen

  • Appliances
  • Cabinets
  • Counters
  • Flooring

Bathrooms (Include your maximum number needed.) Example:

  • Bathroom 1
  • Bathroom 2
  • Bathroom 3
  • Bathroom 4

Bedrooms (Include your maximum number needed.) Example:

  • Bedroom 1
  • Bedroom 2
  • Bedroom 3
  • Bedroom 4
  • Bedroom 5


Properties with fewer rooms simply mark extras as N/A.

Template Structure Best Practices

Step 5: Standardize Template Design

The root cause of many inspection issues is inconsistent template construction. Every inspection item should follow the same structure.


Best Practice

  • Allow N/A at the Room Level. Each room should have:  ☑ Allow N/A
    • Example: Bedroom 4
      • Allow N/A = Yes
    • Bedroom 5
      • Allow N/A = Yes
    • This allows unused rooms to be skipped easily.
  • Allow N/A on Every Inspection Item. If a room allows N/A: Every item beneath that room should also allow N/A.
    • Example: Bedroom 4
      • Walls
      • Ceiling
      • Carpet
      • Windows
      • Closet
    • Each item should:  ☑ Allow N/A
    • This allows unused items to be skipped easily.
  • Room and item settings must remain consistent. If one allows N/A and another does not:
    • Reporting issues occur.
    • Completion issues occur.
    • Inspection comparison issues occur.

Use List Standard Everywhere

Step 6: Verify Item Types

  1. Open any inspection item. Examples include: Keys, Mailbox, Carpet, Ceiling, Walls
  2. Review the Type field.
    1. Required Setting - Use List Standard for every inspection item.


Why List Standard?

List Standard provides consistent condition options. Examples include:

  • Good
  • N/A
  • Repair
  • Billable Repair
  • Not Billable
  • Note

These options work correctly across:

  • Move-In Inspections
  • Move-Out Inspections
  • Inspection Comparisons
  • Reporting


Avoid Mixed List Types

Do not mix:

  • Multi Lists
  • Yes/No Lists
  • Custom Lists
  • Pet Lists
  • Specialized Condition Lists

Examples of bad setups:

  • Yes / No
  • Cat / Dog
  • Pass / Fail

Using different list types causes:

  • Reporting inconsistencies
  • Comparison problems
  • Inspection completion issues

Removing Unneeded Items

Step 7: Delete Inspection Items

If an item should not exist:

  1. Highlight the item.
  2. Click Remove Item.


Important

  • Deleting an item from a template does not permanently destroy it.
  • The item goes back into the shared item pool and can be reused later.

Cleaning Up Old Templates

Step 8: Remove Duplicate Templates

If multiple bedroom templates exist:

  • One Bedroom
  • Two Bedroom
  • Three Bedroom
  • Four Bedroom
  • Five Bedroom

Keep only the master template.


Note: PropertyBoss will not allow deletion if inspections are still using the template. If you receive a warning that a template is in use:

  1. Identify the inspections using it.
  2. Update or remove those inspections.
  3. Delete the unused template afterward.

Understanding Existing Inspections

Template changes only affect:

✅ Future inspections


Template changes do NOT update:

❌ Existing inspections already created


Once an inspection exists, it keeps the original template structure.

Completing Existing Problem Inspections

If older inspections were created with bad templates:

  1. Open the inspection.
  2. Go to the Conditions tab.
  3. Review items individually.

For items that are preventing closure:

  • Change them to Good
  • Or change them to N/A


This allows older inspections to be completed and closed. The old inspections will not automatically inherit your corrected template settings.

Move-In vs Move-Out Comparisons

Why Use the Same Template?

Using the exact same inspection template for:

  • Move-In
  • Move-Out

This allows PropertyBoss to compare the inspections.


Example:

Move-In

Living Room Wall = Good


Move-Out

Living Room Wall = Damaged


PropertyBoss can clearly display the difference.


This helps support:

  • Damage claims
  • Security deposit deductions
  • Resident disputes
  • Historical property condition tracking

Testing Before Deployment

Step 9: Create Test Inspections

Before using the new setup in the field, create at least two test inspections.


Test Process

  1. Create a move-in inspection.
  2. Complete it.
  3. Create a move-out inspection.
  4. Complete it.
  5. Review comparison reporting.

Verify:

  • N/A options work properly
  • Conditions save correctly
  • Billable repairs display correctly
  • Pictures upload correctly
  • Reports generate correctly


Best Practice

Always test in the office before performing inspections at properties.

Recreating Existing Inspections

If current inspections were built using incorrect templates, delete the inspections and recreate them using the master template. Follow these steps: 

  1. Identify inspections that need replacement.
  2. Take a screenshot or list of those inspections.
  3. Have them deleted.
  4. Recreate them using the new master template.
  5. Send or assign them again as needed.

Cell Phone and Tablet Use

Cell Phone

The MaintTech Portal can generally be accessed from any smartphone with an internet browser and cell service and/or Wi-Fi connection. 


Compatibility depends on:

  • Browser configuration
  • Internet connection
  • Cellular service or Wi-Fi availability

An active internet connection is required.


Tablet

Compatibility depends on:

  • Browser configuration
  • Internet connection
  • Cellular service or Wi-Fi availability

An active internet connection is required.


If inspecting a vacant property:

  • Use Wi-Fi if available.
  • Use a phone hotspot.
  • Use a cellular-enabled device.

Inspection Best Practices Summary

  • Use one master template
  • Set the same template for move-ins and move-outs
  • Allow N/A on rooms
  • Allow N/A on all room items
  • Use List Standard for every inspection item
  • Remove duplicate templates
  • Create office test inspections before field use
  • Use Good or N/A to close problematic legacy inspections
  • Remember that template changes only affect future inspections
  • Keep inspection structures consistent across the entire portfolio


Following these standards will provide consistent inspections, more reliable reporting, easier move-out charging, and better move-in versus move-out comparisons throughout PropertyBoss.