Inspection Templates

Learn how to create inspection forms for your equipment.

Overview

Inspection templates define what gets checked during an inspection:

• Questions and checkpoints
• Pass/fail criteria
• Required documentation
• Inspection intervals

A well-designed template ensures consistent, thorough inspections.

Accessing Templates

1. Navigate to Admin > Inspection Templates
2. View all available templates

The Template List

The list shows:

Column	Description
Name	Template name
Items Using	Number of item types using this template
Elements	Number of inspection elements
Default Interval	How often inspections are required
Status	Active or Draft

Creating a Template

Basic Setup

1. Click Add Template
2. Enter the template name (e.g., "Fire Extinguisher Monthly Check")
3. Add a description
4. Set as Draft to work on it, or Active to use immediately
5. Save

Template Naming

Good Names	Why
Fire Extinguisher - Monthly	Clear purpose and frequency
Ladder Pre-Use Inspection	When it's used
Vehicle Daily Checklist	Specific and clear

Inspection Elements

Elements are the individual items to check during an inspection.

Adding Elements

1. Edit the template
2. Click Add Element
3. Configure the element (see types below)
4. Save

Element Types

Pass/Fail

Simple yes/no or pass/fail checkbox.

Use for:

• Safety checks ("Guard is in place")
• Condition checks ("No visible damage")
• Compliance items ("Tag is attached")

Configuration:

• Label (the question/statement)
• Fail value (what triggers a failure)
• Required (must be answered)

Example:

Label: "Safety pin is intact"
Fail condition: "No" or "Fail"
Required: Yes

Text

Free-form text entry.

Use for:

• Observations ("Describe any damage")
• Notes ("Additional comments")
• Serial numbers to verify

Configuration:

• Label
• Placeholder text
• Required
• Minimum/maximum length

Number

Numeric input with optional range validation.

Use for:

• Measurements ("Tire pressure (PSI)")
• Readings ("Temperature")
• Counts ("Number of items")

Configuration:

• Label
• Unit (PSI, kg, etc.)
• Minimum value
• Maximum value
• Fail if outside range

Example:

Label: "Pressure reading"
Unit: "PSI"
Minimum: 100
Maximum: 200
Fail if: Below 100 or above 200

Multiple Choice

Select from predefined options.

Use for:

• Condition ratings ("Good / Fair / Poor")
• Categories ("Action: None / Repair / Replace")
• Statuses

Configuration:

• Label
• Options (list)
• Allow multiple selections
• Fail values (which options trigger failure)

Photo

Image capture or upload.

Use for:

• Documentation ("Photo of equipment")
• Evidence ("Photo of any defects")
• Before/after comparison

Configuration:

• Label
• Required
• Minimum photos
• Maximum photos

Date

Date selection.

Use for:

• Expiry verification ("Calibration expiry date")
• Last service dates
• Next action dates

Configuration:

• Label
• Required
• Fail if past date (for expiry dates)

Signature

Digital signature capture.

Use for:

• Inspector acknowledgment
• Supervisor approval
• Compliance sign-off

Configuration:

• Label
• Required
• Who must sign (Inspector, Supervisor)

Section Header

Organize elements into logical groups.

Use for:

• Separating inspection areas
• Grouping related checks
• Improving readability

Element Order

Elements appear in the order you define:

1. Drag elements to reorder
2. Use section headers to group
3. Put critical items first
4. Logical flow (top to bottom, front to back)

Required Elements

Mark elements as required when:

• The check is critical for safety
• Data is needed for compliance
• The inspection is incomplete without it

Don't make everything required—it can slow inspectors down.

Pass/Fail Conditions

How Failures Work

An inspection fails when any element meets its fail condition:

• Pass/fail element marked as "Fail"
• Number outside acceptable range
• Multiple choice with fail option selected
• Date past expiry (if configured)

Fail Actions

When an inspection fails:

1. Inspection is marked as failed
2. Notifications sent (if configured)
3. Item status may change (if configured)
4. Corrective action workflow may start

Configuring Fail Conditions

For each element, specify what triggers failure:

Element Type	Fail Condition Options
Pass/Fail	"No" or "Fail" selected
Number	Below minimum, above maximum
Multiple Choice	Specific options selected
Date	Past date selected

Template Settings

Inspection Interval

Set how often inspections are required:

Interval	Use Case
Daily	Pre-use checks, high-risk equipment
Weekly	Regular equipment checks
Monthly	Standard maintenance items
Quarterly	Seasonal equipment
Annually	Annual certifications
Custom	Specific requirements

Warning Period

How many days before due to show warnings:

• 7 days - Standard
• 14 days - Advance planning needed
• 30 days - Long lead time items

Grace Period

How many days after due before marking overdue:

• 0 days - Strict compliance
• 3 days - Some flexibility
• 7 days - More flexibility

Notifications

Configure alerts for this template:

Notification	Description
Due Soon	When inspection enters warning period
Due Today	Day of scheduled inspection
Overdue	After due date passes
Failed	When inspection fails

Linking to Item Types

Default Template

Associate a template with an item type:

1. Go to Admin > Item Types
2. Edit the item type
3. Select this template as the default
4. Save

Multiple Templates per Type

An item type can use multiple templates:

• Different inspection frequencies
• Different inspection depths
• Different regulatory requirements

The default is pre-selected; inspectors can choose others.

Versioning

Template Changes

When you modify a template:

• Past inspections keep their original structure
• Future inspections use the new template
• Changes are tracked in history

Major vs Minor Changes

Minor changes (safe anytime):

• Fixing typos
• Adding help text
• Reordering elements

Major changes (consider carefully):

• Adding required elements
• Changing fail conditions
• Removing elements

Creating a New Version

For major changes, consider:

1. Create a new template (v2)
2. Test with a few items
3. Update item types to use the new template
4. Archive the old template

Example Templates

Fire Extinguisher Monthly

Section: Visual Inspection
- [ ] Mounted in designated location (Pass/Fail)
- [ ] No visible damage or rust (Pass/Fail)
- [ ] Pressure gauge in green zone (Pass/Fail)
- [ ] Safety pin and tamper seal intact (Pass/Fail)

Section: Tag and Certification
- [ ] Inspection tag attached (Pass/Fail)
- Service date: [Date picker]
- Expiry date: [Date picker, fail if past]

Section: Documentation
- Photo of extinguisher: [Photo]
- Photo of tag: [Photo]
- Notes: [Text]

Section: Sign-off
- Inspector signature: [Signature]

Pre-Use Ladder Inspection

Section: General Condition
- [ ] No visible damage to rails (Pass/Fail)
- [ ] All rungs secure and undamaged (Pass/Fail)
- [ ] No cracks or splits (Pass/Fail)
- [ ] All hardware tight (Pass/Fail)

Section: Safety Features
- [ ] Non-slip feet present and in good condition (Pass/Fail)
- [ ] Locking mechanisms work (Pass/Fail)
- [ ] Warning labels legible (Pass/Fail)

Section: Assessment
- Overall condition: [Dropdown: Good/Fair/Poor]
- Notes: [Text]

Best Practices

Design Principles

1. Clear language - Anyone should understand
2. Logical order - Follow natural inspection flow
3. Appropriate depth - Match risk level
4. Photo evidence - When documentation matters

What to Include

Always Include	Consider Including
Safety-critical checks	Photo documentation
Regulatory requirements	Measurements
Pass/fail criteria	Notes fields
Inspector sign-off	Supervisor sign-off

What to Avoid

1. Too many elements - Inspections take too long
2. Vague questions - Results are inconsistent
3. Everything required - Slows inspectors down
4. No fail conditions - Failures not captured

Troubleshooting

Template Not Available

• Check template status is "Active"
• Verify item type association
• Check user has permission to use template

Inspections Not Scheduling

• Verify interval is set
• Check item is assigned this template
• Ensure scheduling is enabled

Pass/Fail Not Working

• Verify fail conditions are configured
• Check element is required
• Test with expected fail values

Importing/Exporting

Export Template

1. Click on template
2. Click Export
3. Download as JSON or PDF

Import Template

1. Click Import
2. Upload template file
3. Review and adjust
4. Save

Useful for sharing templates across organizations.

Next Steps

• Inspection Scheduling - Set up schedules
• Item Types - Link templates to types
• Performing Inspections - Use templates