Configuration Guide: Inspection Calendars

Version: 1.0 Last Updated: 2026-01-16 Audience: System Administrators Feature: Inspection Calendar Configuration for Permit Workflows

---

Overview

This guide walks you through configuring inspection calendars that enable citizens to schedule inspections for approved permits. It covers entity setup, form creation, calendar configuration, and the critical mapping between inspection codes, calendars, and permit entities.

What You'll Configure

1. Part 1: Entity Architecture - Inspection entity, inspection codes, and entity relationships
2. Part 2: Forms Setup - Inspection Review Form and Permit/Record Update Forms
3. Part 3: Calendar Configuration - Creating and configuring Round Robin calendars
4. Part 4: Inspection Code Mapping - Linking codes to calendars and permit types

Entity Dependency Map

Understanding how inspection entities relate to permit entities and calendars:

Key Relationships

Key Concept: Inspection Code to Calendar to Forms to Entity

Each inspection code is linked to exactly ONE calendar. Each calendar is linked to exactly TWO forms:

• Inspection Review Form (same form for all calendars, built on Inspection entity)
• Permit Update Form (different form per calendar, built on the parent permit entity)

This design allows:

• Multiple inspection codes to share one calendar
• Each calendar to update the correct permit entity type
• Inspectors to use consistent workflows across inspection types

---

Prerequisites

Before starting, ensure you have:

• Admin access to Entity Manager
• Admin access to Calendar Settings
• Understanding of which permit types require inspections
• Inspection codes populated in Inspection Codes entity
• Tax Map zones configured (if using zone-based inspector assignment)

---

Part 1: Entity Architecture

Step 1: Review Existing Master Entities

Before creating the Inspection entity, identify which master permit entities will have inspections:

---

Step 2: Create the Inspection Entity

The Inspection entity stores individual inspection records and links them to parent permits.

2.1 Navigate to Entity Manager

1. Open Entity Manager
2. Click Create New Entity

2.2 Configure Entity Basic Information

2.3 Add Entity Fields

2.4 Configure Status Field Options

2.5 Configure Result Field Options

2.6 Save Entity

1. Review all fields
2. Click Save to create the entity
3. Note the Entity ID for form creation

---

Step 3: Configure Two-Way Bindings

For each master entity, establish a two-way binding with the Inspection entity.

3.1 Add Association to Master Building Permit

1. Open Master Building Permit entity
2. Add new field:

1. Return to Inspections entity and verify building_permit field links back

3.2 Add Association to Master Trades Permits

1. Open Master Trades Permits entity
2. Add new field:

3.3 Add Association to Master License

1. Open Master License entity
2. Add new field:

---

Step 4: Configure Inspection Codes Entity

The Inspection Codes entity should already exist. Ensure it has the required fields:

4.1 Required Fields for Inspection Codes

4.2 Configure Category Field Options

---

Part 2: Forms Setup

Step 5: Create Inspection Review Form

This single form is used by all calendars for inspectors to record results.

5.1 Navigate to Form Builder

1. Open Entity Manager
2. Select Inspections entity
3. Go to Forms tab
4. Click Create New Form

5.2 Configure Form Settings

5.3 Add Form Fields

5.4 Save and Publish Form

1. Click Save to save form configuration
2. Click Publish to make the form available
3. Note the Form ID for calendar configuration

---

Step 6: Create Permit Update Forms

Create one Permit Update Form for each master entity type. These forms allow inspectors to update the parent permit record after an inspection.

6.1 Building Permit Update Form

Entity: Master Building Permit Used by: Building Inspections calendar

1. Open Master Building Permit entity > Forms tab
2. Click Create New Form

Form Fields:

6.2 Trades Permit Update Form

Entity: Master Trades Permits Used by: Electrical, Plumbing, Fire, HVAC/Mechanical calendars

1. Open Master Trades Permits entity > Forms tab
2. Click Create New Form

Form Fields:

6.3 License Update Form

Entity: Master License Used by: Rental Housing Inspections, Sign Inspections calendars

1. Open Master License entity > Forms tab
2. Click Create New Form

Form Fields:

---

Forms Summary

Total Forms Required: 4

---

Part 3: Calendar Configuration

Step 7: Access Calendar Settings

1. Navigate to Calendar in the left sidebar
2. Click Calendar Settings (gear icon)
3. Select Calendars tab
4. Click + Create Calendar

---

Step 8: Calendar Creation Wizard

Calendar creation is a 2-step wizard followed by post-creation configuration.

Step 8.1: Choose Calendar Type

Select Round Robin for inspection calendars.

Step 8.2: Basic Information

Click Create to finish the wizard.

---

Step 9: Post-Creation Configuration

After creating the calendar, configure the following tabs:

Tab Overview

---

Step 10: Meeting Details Tab

10.1 Field Reference

10.2 Meeting Distribution Options

10.3 Team Member Configuration

Click Select Team Members & Assign Meeting Location to add inspectors.

For each inspector, configure:

---

Step 11: Availability Tab

11.1 Timezone

Select the appropriate timezone (e.g., America/New_York for Eastern Time).

11.2 Weekly Available Hours

Configure business hours for each day:

11.3 Hours Configuration

11.4 Date Specific Hours (Holidays)

Add overrides for holidays and closures:

1. Navigate to Date Specific Hours section
2. Click Add Date Override
3. Select date and mark as unavailable

---

Step 12: Forms Tab

IMPORTANT: Both forms are required. The calendar cannot be saved without both configured.

12.1 Field Reference

12.2 Configure Forms

1. Inspection Review Form: Select "Inspection Review Form" (built on Inspections entity)
2. Permit Update Form: Select the appropriate form based on calendar type:

---

Step 13: Payment Tab (Optional)

If collecting inspection fees:

---

Part 4: Inspection Code Mapping

Understanding Code-to-Calendar Mapping

Inspection codes are mapped to calendars via the category field. When a citizen schedules an inspection:

1. System looks up the inspection code's category
2. Category determines which calendar handles the booking
3. Calendar's Record Update Form determines which entity gets updated

Mapping Strategy

---

Step 14: Verify Inspection Code Categories

Ensure all inspection codes have the correct category assigned:

14.1 Navigate to Inspection Codes

1. Open Entity Manager
2. Select Inspection Codes entity
3. Click View Records

14.2 Verify Each Code

For each inspection code record, verify:

14.3 Example: Building Codes

14.4 Example: Electrical Codes

---

Handling Multiple Entities with Same Inspection Type

Scenario: Same Inspection Code, Different Parent Entities

In some cases, the same inspection type may apply to different permit entities. For example:

• A "Final Building" inspection could apply to both a Master Building Permit AND a Master Trades Permit

Solution: Inspection Record Links to Correct Parent

The Inspection entity has three parent association fields:

• building_permit (FK to Master Building Permit)
• trades_permit (FK to Master Trades Permits)
• license (FK to Master License)

Only ONE of these fields is populated per inspection record. The system determines which field to populate based on:

1. Which permit the citizen is scheduling an inspection for
2. The permit entity type of that record

Example Workflow

1. Citizen has Building Permit #BLD-2025-001

2. Citizen schedules "Footings Inspection" (code 207)

3. System creates Inspection record with:

   • building_permit = BLD-2025-001
   • trades_permit = null
   • license = null
   • inspection_code = 207

4. Inspector completes inspection

5. Inspector fills out Inspection Review Form (on Inspection entity)

6. Inspector fills out Building Permit Update Form (on Master Building Permit)

7. Building Permit record is updated with inspection results

---

Calendar Configurations

Calendar 1: Building Inspections

Associated Codes: 200-221, 402-403, 485-489 (24 codes)

---

Calendar 2: Electrical Inspections

Associated Codes: 300-310 (11 codes)

---

Calendar 3: Plumbing Inspections

Associated Codes: 705-732 (17 codes)

---

Calendar 4: Fire Inspections

Associated Codes: 500-512 (12 codes)

---

Calendar 5: HVAC/Mechanical Inspections

Associated Codes: 600, 603 (2 codes)

---

Calendar 6: Rental Housing Inspections

Associated Codes: TBD per county requirements

---

Calendar 7: Sign Inspections

Associated Codes: 902 (Sign Footings)

---

Quick Reference Summary

---

Configuration Verification Checklist

Entity Configuration

• Inspections entity created with all required fields
• Two-way binding configured: Inspections ↔ Master Building Permit
• Two-way binding configured: Inspections ↔ Master Trades Permits
• Two-way binding configured: Inspections ↔ Master License
• Inspection Codes entity has category field populated for all codes

Forms Configuration

• Inspection Review Form created on Inspections entity
• Building Permit Update Form created on Master Building Permit
• Trades Permit Update Form created on Master Trades Permits
• License Update Form created on Master License

Calendar Configuration

For each of the 7 calendars:

• Calendar created (Round Robin type)
• Meeting Details configured (name, URL, distribution)
• Team members assigned with Tax Map zones
• Availability configured (hours, slot interval, capacity)
• Both forms linked (Inspection Review + Permit Update)
• Payment configured (if applicable)

Inspection Code Mapping

• All Building codes (200-221, 402-403, 485-489) have category = "Building"
• All Electrical codes (300-310) have category = "Electrical"
• All Plumbing codes (705-732) have category = "Plumbing"
• All Fire codes (500-512) have category = "Fire"
• All HVAC codes (600, 603) have category = "Mechanical"
• Sign code (902) has category = "Sign"
• Rental codes (TBD) have category = "Rental"

---

Troubleshooting

Calendar Won't Save - "Required Field" Error

Cause: Both Inspection Review Form and Permit Update Form are required.

Fix:

1. Navigate to Forms tab
2. Select appropriate forms for both fields
3. Save again

Inspection Codes Not Appearing for Permit

Cause: Inspection code category doesn't match the expected mapping.

Fix:

1. Open Inspection Codes entity
2. Verify the code has correct category assigned
3. Verify the code is marked as active

Wrong Permit Entity Being Updated

Cause: Calendar is linked to wrong Permit Update Form.

Fix:

1. Open calendar configuration
2. Navigate to Forms tab
3. Verify Permit Update Form matches the permit entity type
4. Use the mapping table in Step 12.2 as reference

Inspectors Not Being Assigned

Cause: Tax Map zones not configured or inspectors not assigned to zones.

Fix:

1. Verify Tax Maps are configured in Calendar Settings > Tax Maps
2. Verify inspectors are added to calendar with Tax Map assignments
3. Verify property address geocodes to a configured Tax Map zone

---

Related Documentation

• End-to-End Permit Workflow - Complete permit setup
• Entity Builder - Creating entities
• Form Builder - Building forms
• Associations & Lookups - Entity relationships
• Automation Builder - Workflow automation
• Calendar Configuration Wizard - Basic calendar setup

---

For additional configuration assistance, contact your System Administrator.