Property Inspection Workflow

How do I set up this workflow for our property team?

Publish the Property Inspection template in assess.one and it's live immediately — there's no setup project. Add your inspectors and maintenance staff as users, adjust the status labels or fields to match your process, and you can run your first inspection the same day.

How long does implementation actually take?

Publishing the template takes minutes, not weeks. Once it's published your team can create inspection records and start scheduling on-site visits straight away — there's no software to install and no IT project to wait on.

Who needs access to this workflow?

At minimum you need inspectors to conduct inspections and update status, plus whoever handles maintenance assignments. Property owners or tenants don't need platform access — they receive findings by email, so you can keep the internal workflow tight while still keeping external parties informed.

Can we customise the steps, like adding our own inspection checklist fields?

Yes. You can edit fields, add custom inspection checklist items, change status names, and adjust who gets assigned maintenance actions directly inside assess.one. Notification content and email templates for owner and tenant findings are also editable without any developer involvement.

What happens when an inspection finds issues?

The workflow routes automatically to the Issues Identified path, setting status accordingly and triggering a maintenance action assignment step. Maintenance details are recorded and persisted against the inspection, and the findings email sent to the owner or tenant reflects that issues were found, including what's being done about them.

How does the follow-up inspection get scheduled?

After findings are emailed, the workflow checks whether a follow-up is required on either the issues or no-issues path. If yes, it schedules the follow-up inspection, sets status to Awaiting Follow-up, and restarts the inspection cycle for that visit — all tracked as a linked record.

Do we need separate emails for issues vs. no issues found?

The workflow includes two distinct email steps — one for when issues are found and one for a clean inspection — so owners and tenants get a message that matches the actual outcome. You can edit the content and tone of each template inside assess.one to match your brand voice.

What does sign-off and closure actually involve?

Once maintenance actions are complete and any required follow-up inspection is done, the inspector or manager signs off on the record, which triggers final closure. This locks the inspection record with its full history — conditions, photos, readings, issues, assignments and emails — as a permanent audit trail.

Are there compliance or audit considerations built in?

Every status change, assignment, and email sent is recorded against the inspection record automatically, giving you a timestamped history for each property. This is useful for landlord-tenant disputes, insurance claims, or regulatory inspections where you need to prove what was checked and when.