Workflow Template
Property Inspection Workflow
Manages scheduling, execution, and follow-up of property inspections: schedules the inspection and notifies the tenant, has the inspector record condition/photos/meter readings/issues and maintenance need, emails the owner a summary, arranges maintenance actions with the property manager if needed and notifies the tenant, then signs off and notifies the property manager.
Property inspections often stall between scheduling, capturing findings, and chasing maintenance follow-up, leaving owners and tenants in the dark. This workflow schedules the inspection and notifies the tenant, has the inspector record condition, photos, meter readings and issues, emails the owner a summary, and routes maintenance work to the property manager with tenant notification before signing off. Property managers and inspectors run it from a submitted request through to a completed, signed-off record.
Business Outcomes
- Helps reduce delays between inspection scheduling and completion
- Supports clearer communication with owners and tenants at each stage
- Makes it easier to track maintenance actions and follow-up inspection dates
- Reduces manual chasing by assigning maintenance tasks with a 3-day due date
- Improves visibility into inspection status and history through the record timeline
Workflow Steps
Steps
- 1Create inspection recordcreate record
Creates the inspection record from the submitted form data.
- 2Set status to Scheduledupdate record
Updates the inspection status to Scheduled.
- 3Email tenant the inspection datesend email
Notifies the tenant of the scheduled inspection date.
- 4Set status to Inspectingupdate record
Updates the inspection status to Inspecting when the inspection begins.
- 5Inspector: conduct inspectioncreate task
Assigns the inspector a task to record the condition of each area, photos, meter readings, issues found and whether maintenance is needed.
- 6Save inspection findings to recordupdate record
Persists the inspector's findings and maintenance need to the record.
- 7Email owner inspection summarysend email
Sends the owner a summary of the inspection findings.
- 8Route on maintenance needed
Checks whether maintenance is needed and routes accordingly.
maintenance_needed: "Yes"→Property manager: arrange maintenancemaintenance_needed: "No"→Set status to CompletedDefault→Set status to Completed - 9Property manager: arrange maintenancecreate task
Assigns the property manager a task due in 3 days to record maintenance actions, responsibility, and follow-up inspection date.
- 10Save maintenance details to recordupdate record
Persists the maintenance actions, responsible party, and follow-up inspection date to the record.
- 11Email tenant the maintenance actionssend email
Notifies the tenant of the maintenance actions required.
- 12Set status to Completedupdate record
Updates the inspection status to Completed and signs off the inspection.
- 13Email property manager sign-off confirmationsend email
Notifies the property manager that the inspection is signed off.
Fields
Show all 15 fieldsShow fewer fields
FormProperty Inspection Request
- Property Manager Name*· Text
- Property Manager Email*· Email
- Property*· Text
- Inspection Type*· Choice
- Inspection Date*· Date
- Owner Email*· Email
- Tenant Email*· Email
TaskInspector: conduct inspection
- Condition of Each Area· Long text
- Meter Readings· Long text
- Issues Found· Long text
- Maintenance Needed· Choice
TaskProperty manager: arrange maintenance
- Maintenance Actions· Long text
- Maintenance Responsible· Choice
- Follow-up Inspection Date· Date
Other fields
- Inspection Status· Choice
- Property Manager Name*
- Property Manager Email*
- Property*
- Inspection Type*
- Inspection Date*
- Owner Email*
Forms
Property Inspection Request
7 fields
Data Views
Inspections Overview
property, inspection_type, inspection_date, maintenance_needed +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
How do I get this Property Inspection workflow running for my team?
Publish the template in your workspace and it's ready to run immediately, no setup project needed. Property managers submit the request form with the property, inspection type, date, and owner and tenant emails, and the workflow takes over from there.
What information do I need before starting an inspection?
You need the property manager's name and email, the property, inspection type, inspection date, and the owner's and tenant's email addresses. These are captured on the initial request form and used to create the inspection record.
Who is responsible for each step in this workflow?
The inspector completes a task to record condition, photos, meter readings, issues found, and whether maintenance is needed. If maintenance is required, the property manager gets a task due in 3 days to record the actions, who's responsible, and any follow-up inspection date.
What happens if the inspector finds no maintenance is needed?
The workflow checks the maintenance need at the routing step. If it's marked No, the maintenance task and related tenant email are skipped, and the inspection moves straight to Completed status with a sign-off notification to the property manager.
Can I customise the steps or emails in this workflow?
Yes. You can describe the change you want in plain English or edit the steps directly in the workflow editor, and earlier versions are kept so you can review changes. This covers adjusting emails, task details, or adding steps to fit your process.
Do tenants and owners need an account to receive updates?
No. Tenants and owners are notified by email at each relevant stage, such as the scheduled date, inspection summary, and maintenance actions. They take part through emailed forms or a public request form without needing to log in anywhere.
What gets saved to the inspection record?
Everything the inspector enters on the inspection task, since the workflow waits for it, is saved to the record: condition of each area, photos, meter readings, issues found, and maintenance need. The property manager's maintenance actions, responsible party, and follow-up date are saved the same way once that task is completed.
How long does the maintenance step take?
The property manager's task to arrange maintenance is due in 3 days from when it's assigned. The workflow waits for that task before emailing the tenant about maintenance actions and moving toward sign-off.
How do I track the status of an inspection?
Each inspection is a record with a reference number, a status such as Scheduled, Inspecting, or Completed, and a timeline showing what's happened. Table views and dashboards let you see inspections grouped by status across your workspace.
Does this workflow help with inspection compliance requirements?
The workflow records inspection statuses, inspector findings, and the actions staff enter throughout the process, all kept in the record's timeline. Each business should confirm its own compliance obligations against what's recorded here.
Ready to use this workflow?
Create a free account and customise this workflow for your business.