Inspection Overview for the Cleaning Company

This is an Overview of the setup process for Inspections. Inspections are used when a separate person will inspect after the cleaner has checked out of a property. You can create categories, items and give each item a weight so you can create a score for each inspection. You will also be able to add notes and photos to each item on the inspection for the inspector to see.

You can create a different inspection template for each property and/or each service. Or you can have some general templates that apply to many properties, such house, condo, house with pool, etc.

Turn on Inspections

First, make sure your inspections are turned on. You can do by by clicking on your profile initials in the top right of the screen then My Account. 

Click on Additional Features in the blue box.

Next toggle on the Status for Inspections

How do I add an Inspection Template?

Click on Setup and choose Inspection Templates

From here you can upload a template or add your template manually. 

• To upload your template, you should first download the sample template to make sure the one you will upload is in the correct format. To download your template, click on Upload Template in the blue box, then Download Sample File. Save this file on your computer. Once you have added the inspection categories, items and scores, you can then drag and drop or click the box to upload it.
• If you have already have the file ready to go, just drag and drop it into the box or click on the box to choose the file from your files.

• Once you add your template, you need to give it a title and apply it to your regions/areas as well as decide if you want your inspector to be notified via text notification when the housekeeper has checked out and property is ready to be inspected.

• Click SAVE. Your template is now ready to be applied to your properties.

How do I add an Inspection Template to a Property?

Go to the Properties >> Price Config page

1.  Choose the blue box on the right side of the screen to Expand All so you can see the details of each property.
2. For each property and service you want to inspect, choose the inspection template from the drop down box for CL Inspection. PRO TIP: When creating different templates, make sure to name them something that will identify which property and/or service they go with, such as Beach House I Departure Inspection OR Beach House I Deep Clean Inspection, etc.
3. Repeat this for each property AND each service you want to schedule inspections for.
4. If you want ALL services to automatically have an inspection scheduled, be sure to check the Cleaner Inspection box for each property.
5. If you want to schedule inspections ONLY when you want to inspect, and not assign the inspection for all appointments, leave the Cleaner Inspection box unchecked.  NOTE: If an inspection is scheduled, the Housekeeper can not complete an appointment. The appointment can be completed by
   • The inspector completing the appointment
   • Through the Status Center or several other options on the browser

You do not need to save the changes. When the box turns green, this indicated the changes have been saved.

How do I turn ON Inspections for an Appointment?

Go to the Appointments  >> View and click on the inspection icon. When this icon is orange, an inspection is assigned for that appointment.

How do I add an Inspector?

Click on Staff >> View and choose Staff Management

1. Click on Add Staff
2. Click the check box for Inspector
3. Enter the Inspector’s name
4. Enter the Inspector's phone number (If you have the Alert Inspector On Checkout check marked when you set up your Inspection Template, the Inspector will receive a text message when the Housekeeper clicks the check out button on their app)
5. Select the Property Region & Area Access, Time Zone, App future days, create a User Name and enter any other details as you would for any other staff member. 
6. Click the blue Save button

How do I deactivate an Inspector?

If an Inspector no longer works for you or just needs to be deactivated for the off season, follow these simple steps:

Click on Staff >> View 

1. Click on the Action button to the right of the Inspector
2. Choose Deactivate

They are simply hidden away in the “Inactive” list and can be reactivated at any time.

How do I assign my Inspectors?

Click on Staff and choose Assign Staff

1. It will display the Appointments for the current day
2. Expand your Date Range
3. Choose your desired filters for a more custom view with the Search Filter section
4. Click the blue Search button 
5. Choose your desired filters for a more custom view with the Search Filter section
6. Click the blue Save button
7. Click the Inspector drop down 
8. Select the Inspector for each appointment. The drop down displays all the active Inspectors 
9. The box will highlight green to save the housekeeper or group assigned to the appointment.If the Inspector drop-down is disabled, this means the appointment has not been tagged for an inspection. To tag an appointment with an Inspection.
   1. As long as an inspection template is added to the service you can add an inspection by selecting the inspection icon on the appointment.

How does my Inspector see their schedule?

Your inspector will use their User Name and Password to log in to the RC App to get their schedule.  The app will default to the current day, but the Inspector can click on the magnifying glass at the top right of the screen and click on the picture of the calendar to change the date range, based on the number of future days you have allowed in the staff profile. The Inspector can also look at past inspections by changing the date range to the past.

The list of inspections are displayed and are categorized according to the status of the appointment.

1. No Activity: All appointments for today are shown here.
2. Housekeeper Checked In: Once the housekeeper “Checks In,” the time is displayed to the inspector and inspection moves to this category
3. Ready for Inspection: Once the housekeeper “Checks Out” of an appointment for the current day, the inspection moves to “Ready for Inspection.”
4. Completed Inspection: Once the inspection has been completed, the appointment will move to this category.
5. Overdue Inspection: Any appointment from a previous day that has not been completed will be in "Overdue Inspection"

Once the inspector opens the Inspection Checklist, they can “Pass” or “Fail” each item as well as add Notes and Photos.

If maintenance is needed, the inspector can “Report and Issue” to report the issue.

If the Inspector is not satisfied and needs the housekeeper to return to the property, they will “Issue a Callback.”  This will identify the callback items and will alert you that a callback has been requested so you can assign the housekeeper to send back.

If the Inspector is satisfied, they can mark the inspection as “Complete.”  The inspector can fail as many items as they need to and still mark the inspection as “Complete.”  For example, if the inspector is not happy with an item but cleans up the mess or corrects the issue themselves, they can still “Fail” that item.  The housekeeper’s grade on that inspection will be reflected but they may not need to have the housekeeper come back to the property.

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