User Guide: Inspection Result Recording & Notifications

Last updated: January 15, 2026

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Overview

This guide covers how inspectors record inspection outcomes, add notes and photos, and trigger notifications to applicants. Proper documentation ensures accurate records and clear communication with permit holders.

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Recording Inspection Results

Accessing the Inspection

1. Open the inspection from your daily schedule
2. Click on the inspection to view details
3. Click "Record Result" or "Complete Inspection"

Result Options

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Recording a Passed Inspection

Steps

1. Open the inspection
2. Click "Record Result"
3. Select "Passed"
4. Add completion notes (optional but recommended)
5. Attach photos (optional but recommended)
6. Click "Submit"

What Happens Next

• Inspection status updates to "Passed"
• Permit record updates automatically
• Applicant receives notification
• Next inspection may become available for scheduling

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Recording a Failed Inspection

Steps

1. Open the inspection
2. Click "Record Result"
3. Select "Failed"
4. Required: Add detailed notes explaining failures
5. Recommended: Attach photos documenting issues
6. Select correction requirements (if available)
7. Click "Submit"

Failure Documentation

Include in your notes:

• Specific code violations (reference sections)
• Location of issues in the structure
• What corrections are needed
• Safety concerns if any
• Required next steps

Example Notes:

Failed - Multiple deficiencies noted:

1. Electrical panel clearance insufficient (NEC 110.26) - requires 36" clear space, only 24" provided
2. Outlet spacing in bedroom exceeds 12' max (NEC 210.52)
3. GFCI protection missing in bathroom (NEC 210.8)

Corrections required before re-inspection.

What Happens Next

• Inspection marked as "Failed"
• Applicant receives notification with your notes
• Re-inspection required after corrections
• Permit workflow pauses pending re-inspection

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Adding Notes

Types of Notes

Completion Notes:

• Summary of what was inspected
• Items verified and approved
• Any conditions or limitations

Failure Notes:

• Specific deficiencies
• Code references
• Required corrections

General Notes:

• Site conditions
• Access issues
• Information for future inspections
• Communication with applicant

Writing Effective Notes

Do:

• Be specific and clear
• Reference code sections when relevant
• Describe location of issues
• State what correction is needed
• Use professional language

Don't:

• Use vague descriptions ("looks wrong")
• Include personal opinions
• Use unprofessional language
• Leave notes blank on failures

Note Visibility

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Adding Photos

Why Add Photos

Photos provide:

• Visual documentation of issues
• Evidence for compliance
• Reference for future inspections
• Support for failed inspection notes

How to Add Photos

1. In the inspection result form
2. Click "Add Photo" or camera icon
3. Take a photo (on mobile) or upload from device
4. Add caption describing what the photo shows
5. Repeat for additional photos
6. Photos attach to the inspection record

Photo Best Practices

For Passed Inspections:

• Document completed work
• Show code-compliant installations
• Capture overall project progress

For Failed Inspections:

• Clearly show each deficiency
• Include context (location, surroundings)
• Use angles that demonstrate the issue
• Add multiple photos if needed

Photo Captions

Add brief captions like:

• "Insufficient panel clearance - 24 inches shown"
• "Missing GFCI in bathroom"
• "Framing complete and ready for inspection"

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Notification Triggers

Automatic Notifications

When you record a result, the system can automatically send:

Notification Content

Applicants receive:

• Inspection type and result
• Date and time of inspection
• Inspector notes (summary)
• Next steps required
• Link to portal for details

Example Notification (Passed)

Subject: Inspection Passed - Foundation Inspection at 123 Main St

Good news! Your Foundation Inspection has passed.

Property: 123 Main Street Inspection Date: December 29, 2025 Result: Passed

You may now schedule your next inspection (Framing Inspection). Log in to the portal to schedule.

Example Notification (Failed)

Subject: Inspection Failed - Electrical Rough-in at 123 Main St

Your Electrical Rough-in Inspection was not approved.

Property: 123 Main Street Inspection Date: December 29, 2025 Result: Failed

Inspector Notes:

• Panel clearance insufficient (36" required, 24" provided)
• GFCI protection missing in bathroom

Please make the required corrections and schedule a re-inspection. Log in to the portal to view full details and schedule.

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Inspection Forms

Dynamic Inspection Forms

Some inspection types have specific forms to complete:

1. Open the inspection
2. Click "Start Inspection" or "Inspection Form"
3. Form opens with fields pre-populated:
   • Permit number
   • Property address
   • Applicant info
   • Inspection type
4. Complete required fields
5. Submit form
6. Form data saved to permit record

Form Types

• Checklist forms (items to verify)
• Result forms (pass/fail with conditions)
• Specialty forms (fire, health, etc.)
• Custom forms by permit type

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Re-Inspections

When Required

Re-inspection is needed when:

• Previous inspection failed
• Corrections have been made
• Applicant schedules follow-up

Re-Inspection Process

1. Applicant schedules re-inspection after corrections
2. Inspector receives re-inspection assignment
3. Review previous inspection notes
4. Verify corrections were made
5. Record new result

Reviewing Previous Results

Before re-inspection:

1. Open the inspection
2. View History or Activity Log
3. Read previous inspector notes
4. Review previous photos
5. Focus on noted deficiencies

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Special Scenarios

Partial Pass

When some items pass but others fail:

1. Select "Partial Pass" (if available) or "Failed"
2. Clearly note which items passed
3. Detail which items failed
4. Specify if partial work can continue

Unable to Complete

If you cannot complete the inspection:

1. Mark as "Requires Reinspection"
2. Note the reason (access, weather, scope change)
3. Provide guidance for rescheduling

Site Safety Issues

If you encounter safety hazards:

1. Document immediately
2. Do not put yourself at risk
3. Note safety issues in inspection record
4. Report to supervisor if urgent
5. May require separate safety notification

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Troubleshooting

Q: I can't submit the result - form won't save. A:

1. Check all required fields are completed
2. Verify internet connection
3. Try refreshing and re-entering
4. Contact support if persists

Q: Photos won't upload. A:

1. Check file size limits
2. Verify file format (JPG, PNG)
3. Try taking new photo
4. Upload from camera roll instead

Q: I submitted the wrong result. How do I correct it? A:

1. Contact your supervisor immediately
2. Provide correct result details
3. Supervisor can request correction
4. Admin can update record if needed

Q: Applicant says they didn't receive notification. A:

1. Verify applicant email is correct
2. Ask them to check spam folder
3. Confirm notification was sent (activity log)
4. Staff can resend notification if needed

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Best Practices

1. Document Thoroughly - Complete notes prevent confusion
2. Take Photos - Visual evidence supports findings
3. Be Specific - Reference codes and locations
4. Be Professional - Notes may be seen by applicants
5. Submit Promptly - Update results same day
6. Review History - Check previous inspections before re-inspection
7. Communicate Clearly - Notes should explain what's needed

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Related Features

• Inspector Scheduling & Route - Daily assignments
• Appointment Status Automation - Triggered notifications
• Audit Logs & History - Activity tracking

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Technical Notes

Activity Log Integration:

• All results logged with timestamp
• Notes stored in permit record
• Photos attached to inspection record

Form Integration:

• Dynamic forms rendered based on inspection type
• Form data saved to permit entity
• Supports custom field types

Notification Service:

• Email and SMS notifications
• Triggered by status change
• Customizable content templates

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For additional assistance, contact your System Administrator.