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STRATIC InspectFlow

Set up and use InspectFlow

Six steps take you from a new account to your first scheduled inspection. The dashboard walks you through the same list.

  1. 1

    Choose your checklists

    After you sign up you are asked what you inspect. Add a checklist for each kind of work. Open one to change its items, or start a blank one.

  2. 2

    Add your company details

    Settings, then Company. Your name, address, phone and license number print at the top of every report.

  3. 3

    Bring in your customers

    Customers, then Import. Upload the spreadsheet you already have. Each customer's address becomes a site.

  4. 4

    List what is on each site

    Open a customer, then their site. Add each extinguisher, valve or panel once, or import a list. Set the kind to match the checklist, for example “Fire extinguisher”.

  5. 5

    Add your inspectors

    Settings, then Team. Each inspector gets a login for the mobile app. Add their license number and it prints beside their name.

  6. 6

    Make the inspection repeat

    Repeating work: choose the customer, the site, the checklist, how often, and the date it is first due. From then on it puts itself on the due list.

The due list

The due list shows everything coming due, soonest first, in three groups: overdue, due soon and not yet scheduled, and scheduled.

Open “Schedule the visit” on a row, pick the day and the inspector, and it goes on the schedule and onto that inspector's phone.

Later dates are counted from the first due date, not from when the work was done. A late visit does not move next year's date.

Running an inspection

The inspector opens the visit on their phone and taps Start inspection. The site's items come first, then one block for each asset.

Each item has Pass, Fail and N/A. “Pass the other” answers everything left in a section in one tap, with an undo.

A reading is typed on a number pad. If it is outside the range the checklist allows, it is marked failed as it is typed.

Failing an item opens the camera when the checklist asks for a photo, then asks for a note.

Complete lists anything still unanswered. After completing, the report is locked on the phone.

No signal

The phone keeps the day's sites, assets and checklists on it. Everything an inspector enters is saved on the phone first and sent when it finds a signal.

The badge at the top of the app shows how many changes are waiting. Tap it to see them and anything the office system did not accept.

A report completed with no signal shows “Draft” where its number will be. The number is given when it reaches the office.

Sending and correcting a report

A completed report waits under Inspections, Ready to send. Send report emails the customer a link to the report and its PDF.

Until it is sent, the office can reopen a report to change an answer.

A sent report cannot be changed. Issue a revision instead: a copy opens with every answer in place, you correct it and send it. It keeps the same report number with “revision 1”, the customer's link shows the newest one, and the earlier one stays on record. A revision is signed again.

Deficiencies and repairs

Every failed item becomes a deficiency when its report is completed. It stays on the Deficiencies list until it is fixed or dismissed.

Tick one or more for the same customer and choose Quote repairs to get an estimate with a line for each. Add your prices and send it.

Choose Create a repair job to put them on the schedule. When the work is done, mark each one fixed from the job.

Changing a checklist

Changing a checklist changes the next inspection. Reports already started or sent keep the items they had.

An item can be asked once for the site or once on every asset. It can be required, and a fail can require a photo, a note or both.

The starter checklists are written in plain words and are not a certified copy of any code. Check yours against the rules in force where you work.

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