Inspections

Use the Inspections module to run structured workplace inspections, record findings consistently, assign accountability, and track whether an inspection is still in progress, overdue, or completed.

The current configuration is built around several inspection templates rather than a single generic checklist. This makes it easier to choose a form that matches the area being inspected while still using the same workflow, notification pattern, and scoring approach across the module.

Inspection templates

The module currently includes these inspection forms:

• General Workplace Inspection: a broad workplace inspection for common site, access, equipment, and control checks
• Office and Administration Inspection: focused on office ergonomics, shared work areas, office equipment, security, and emergency readiness
• Operational Area Inspection: suited to workshops, production areas, traffic interaction, plant, machinery, and safe work practices
• Housekeeping and Storage Inspection: focused on cleanliness, waste handling, racking, storage systems, and material control
• Emergency Preparedness Inspection: checks emergency equipment, exits, alarm points, evacuation information, and responder readiness
• Facilities and Amenities Inspection: focused on building condition, amenities, hygiene, welfare facilities, and general maintenance issues

Each template uses the same core record structure:

• a Details section for who, where, and when
• two required questionnaire sections with inspection questions
• a Results section showing the total score

What you can record

Every inspection form captures the same main record details:

• Location of Inspection
• Inspection Date
• Accountable
• Team
• Brief Description
• Specific Area / Department
• Conducted With
• Immediate Action Taken
• Comments
• optional people in Notify When Completed

The base required fields across the module are:

• Inspection Date
• Accountable
• Brief Description
• both questionnaire sections for the selected template

Inspection Date defaults to today for new records.

Several templates also include one extra scoping field to describe the area being checked:

• Work Area Type in Office and Administration inspections
• Operational Activity Observed in Operational Area inspections
• Storage Area Type in Housekeeping and Storage inspections
• Emergency System / Zone in Emergency Preparedness inspections
• Facility Area Type in Facilities and Amenities inspections

How the inspection questions work

Each inspection template uses two questionnaire fields. Every question is answered with:

• Yes
• No
• N/A

In the configured scoring model:

• Yes contributes a score of 1
• No contributes a score of 0
• N/A is ignored in the total score

The Total Scores field is configured as a percentage-based grand score across the two questionnaire sections for the chosen form. In practice, this means the score reflects the proportion of applicable questions that were answered positively, rather than penalising items marked N/A.

The questionnaire fields are also configured with linked-record behavior to the Actions module. This supports raising follow-up actions from inspection findings where further work is needed.

Common workflow

All six inspection forms use the same workflow:

• Draft
• Open
• Overdue
• Completed

The usual progression is:

1. Create the inspection in Draft.
2. Add the details and complete the required questionnaire sections.
3. Use Assign if the inspection needs to stay active in Open.
   • NOTE: Only Admin users can see drafts created by other users. If assigning an inspection to another user for completion, ensure you click "Assign".
4. Use Complete Inspection when the inspection is ready to close.
5. If a completed inspection needs more work, use Reopen to return it to Open.

Completed is configured as an archived step, so completed inspections may drop out of the main active view while still remaining available for history and reporting.

Overdue behavior

Inspection Date is not just a reference field in this module. It also drives automatic workflow progression:

• when the inspection date has passed and the record is still Open, it moves to Overdue
• if an overdue inspection date is updated so it is no longer in the past, the record can move back to Open

This means the module can be used both for inspections completed on the day and for inspections that need follow-up before final close-out.

Template focus areas

General Workplace Inspection

This form is designed for broad workplace checks across access, housekeeping, environmental conditions, equipment, materials, PPE, and whether previous issues have been addressed.

Its two questionnaire sections are:

• Work Environment & Access
• Equipment, Materials & Controls

Office and Administration Inspection

This form is best for office-based environments and shared administrative spaces. It covers workstation ergonomics, clutter and trip hazards, amenities, office equipment, electrical safety, emergency access, and document or visitor security.

Its two questionnaire sections are:

• Workstations & Office Environment
• Office Equipment, Electrical & Emergency

The optional Work Area Type field supports values such as Office, Reception, Meeting Room, Shared Workspace, and Records Area.

Operational Area Inspection

This form is aimed at operational, workshop, warehouse, plant, and production-style areas where traffic movement, machinery, guarding, permits, PPE, and contractor controls are important.

Its two questionnaire sections are:

• Traffic, Layout & Environment
• Plant, Equipment & Safe Work Practices

Housekeeping and Storage Inspection

This form focuses on cleanliness, spill management, waste segregation, storage discipline, racking condition, loading limits, manual handling, and safe material storage.

Its two questionnaire sections are:

• General Area Housekeeping
• Racking, Storage & Material Control

The optional Storage Area Type field supports values such as Warehouse, Storage Room, Workshop Storage, Yard Storage, and Office Storage.

Emergency Preparedness Inspection

This form is intended for emergency readiness checks, including fire protection equipment, exit routes, first aid readiness, evacuation diagrams, emergency contacts, and assembly arrangements.

Its two questionnaire sections are:

• Emergency Equipment & Systems
• Readiness, Procedures & Information

Facilities and Amenities Inspection

This form is suited to building condition and welfare checks, including external paths, internal finishes, leaks, ventilation, washrooms, kitchens, drinking water, lockers, furnishings, and maintenance requests.

Its two questionnaire sections are:

• Building Exterior & Interior Condition
• Amenities, Hygiene & Welfare Facilities

The optional Facility Area Type field supports values such as External Areas, Building Interior, Amenities, Welfare Facilities, and Mixed.

Creating an inspection

To create a new inspection:

1. Open the Inspections module.
2. Choose the inspection form that best matches the area or activity you want to inspect.
3. Enter the key details such as Location of Inspection, Inspection Date, Accountable, and Brief Description.
4. Add the relevant people in Team, Conducted With, or Notify When Completed if needed.
5. Complete both questionnaire sections for the selected inspection template.
6. Record any immediate response in Immediate Action Taken.
7. Add comments, attachments, or follow-up actions where needed.
8. Use Assign to keep the inspection active or Complete Inspection to close it out.

Notifications and follow-up

The current configuration includes notifications for common inspection events, including:

• when the Accountable person changes
• when the Team list changes
• when a new inspection moves into Open
• when an inspection is reopened
• when an inspection becomes overdue
• when an inspection is due tomorrow while still open
• when an inspection is completed

In general, these notifications are aimed at the accountable person, the inspection team, and any people listed in Notify When Completed, depending on the event.

Lists and tracking

The configured inspection list shows key information such as:

• workflow status
• Inspection Date
• Brief Description
• Location of Inspection
• Total Scores
• Accountable
• Team
• document number
• attachments

This makes it easier to scan inspection workload, see which inspections are overdue, and compare completion status and score at a glance.

Tips for better inspection records

• Choose the template that best fits the environment instead of forcing all inspections into the general form.
• Write Brief Description values so the inspection is easy to identify in record lists and emails.
• Use Immediate Action Taken to separate what was fixed on the spot from follow-up work that still needs tracking.
• Use N/A only when a question genuinely does not apply to the inspected area.
• Raise linked Actions for issues that need formal follow-up rather than relying only on comments.
• Keep the Inspection Date realistic, because it drives overdue status and reminder notifications.