Falaah Falaah AI

Inspections

Register the recurring tests, services and certifications a facility owes, see what is next due, and record each completion so the next date rolls forward.

Inspections is the register of recurring tests, services and certifications your facility owes, with the next due date for each one and who is accountable for getting it done.

When you’d use this

  • A fire marshal asks when the sprinkler system was last inspected and you need the date and the report.
  • The kitchen hood cleaning, the elevator certification and the backflow test all fall on different intervals and nobody is tracking them together.
  • An inspection was performed last week and you want the next due date to move on its own.
  • You need to see what is overdue right now, by owner.

Register an inspection

  1. Go to Sidebar → Compliance → Obligations → Inspections.
  2. Click Add inspection. (The button only appears if you have create permission on licenses and permits.)
  3. Fill in the form. Name and Interval in months are required:
Field What to enter
Name What the obligation is called on site, for example “Sprinkler ITM: annual”.
Category Fire suppression · Fire alarm · Fire extinguisher · Kitchen hood · Emergency lighting · Backflow prevention · Elevator · Boiler or pressure vessel · HVAC · Generator · Structural · Other
Asset or location The thing being inspected, or where it is.
Requiring authority The regulator or code body that requires it.
Code reference The clause, if you cite one.
Service provider The contractor who does the work.
Interval in months 1 for monthly, 12 for annually, 144 for a twelve-year test. Range 1 to 240.
Lead days How far ahead it starts reporting as due. Range 0 to 365.
Measured from “The day the work was done” rolls forward from each completion. “A fixed calendar date” keeps the same anchor every cycle.
Fixed schedule anchor Required when you choose a fixed calendar date.
Owner The person accountable. The overdue task lands on them.
Notes Anything the next person needs to know.
  1. Click Add inspection. The row appears on the register with a status badge and a next due date.

Record a completion

  1. Open the inspection from the register, or follow the link on the task you were sent.
  2. Click Mark done.
  3. Enter Date performed: the day the work was actually done, not today by default. This is required, and it is what the next due date rolls forward from.
  4. Choose a Result: Pass, Pass with deficiencies, or Fail.
  5. Fill in Performed by, attach the inspection report under Evidence (upload it, or pick a file already in Documents: attach as many as the test produced), and add a Note.
  6. Click Record completion. The next due date moves forward by the interval and the completion joins the history card.

Read the register

The list shows Inspection · Status · Next due · Owner · Interval. Status is one of Overdue, Due now, Scheduled, Paused or Retired, and the due cell also reads “N days late” or “in N days”.

Three filters narrow it:

  • Filter by due status: All inspections · Overdue · Due now · Upcoming · Done this cycle
  • Filter by due date: Any date · Next 30 days · Next 90 days · Next 12 months
  • Filter by owner: Any owner, plus every owner present in the rows

The search box matches name, asset or authority.

What it affects

  • An overdue inspection raises a task for its Owner. Reassigning the owner on the detail page moves the task.
  • Completions and their attached evidence stay on the inspection’s Completion history card, which is what you show an inspector.
  • Archiving stops the inspection appearing on the register and stops it raising overdue tasks. Recorded completions are kept and the same name can be registered again later.

When it goes wrong

What you see What it means How to clear it
“No inspections match this view” Either nothing is registered yet, or your filters exclude everything. Clear the three filters. If the register really is empty, click Add inspection.
“The register could not be loaded” The compliance service is not answering. Reload the page. If it keeps failing, the service is down: your data is intact.
A red banner inside the Add form The server rejected a field. The form does not validate in the browser, so the message in the banner is the authoritative one. Fix the field the message names. The usual causes are an interval outside 1 to 240 and a fixed anchor left blank after choosing “A fixed calendar date”.
“This inspection could not be loaded” It was archived, or it belongs to another workspace. Click Back to inspections.
“Nothing recorded yet” on the history card No completion has been entered. The next due date is still running off the registration, not off real work. Press Mark done once the work has been performed.

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