Create & Schedule an Inspection

Overview

To schedule an inspection, open the property's Inspections card → click New inspection → choose the Report Type and Inspection Type → set the Inspection date, Start Time and End Time → click Save. Saving doesn't tell the tenant. Send the time separately from the inspection's Actions menu → Send time to tenant.

Schedule the inspection

1
Open New inspection
On the property's Inspections card, click New inspection. This opens the Schedule an inspection page for the property's current tenancy.
2
Choose the report type
Set the Report Type (required): Detailed guides you through a detailed inspection room by room, or Basic lets you inspect the property unguided. Both produce a report.
3
Choose the inspection type
Set the Inspection Type (required): Pre-tenancy, Routine or Final. A tenancy can have only one Pre-tenancy and one Final inspection, so those options grey out once one is already scheduled.
4
Set the date
Set the Inspection date. It defaults to today, and dates in the past can't be selected.
5
Set the time
Enter the Start Time (required, in 24-hour format) and optionally an End Time (it must be at or after the start). These pre-fill from your agency's default inspection times if you've set them. If the inspection date is today, the start time can't be in the past. Keyhook rejects it with "Please enter the start time earlier than the current time."
6
Save
Click Save. Keyhook creates the inspection and opens it. This does not notify the tenant. You send the time to them as a separate step below.

Note: You can only schedule an inspection while the property has a current tenancy. Without one, Keyhook shows "This property has no current tenancy to create an inspection for" instead of the form.

Send the inspection time to the tenants
1
Open the inspection
On the property's Inspections card, click the inspection in the table to open it.
2
Open the send action
Click the Actions button (top right) and choose Send time to tenant.
3
Review and add any notes
The Send time to tenant window shows the scheduled date and time and lists the Tenants who will be notified. Add a Notes message only if you want to send something other than the default template.
4
Send
Click Send to tenant. Keyhook emails each listed tenant the inspection time.
5
Print the notice if the tenancy needs one
Where the tenancy is set to need printed inspection notices, the Actions menu also offers Download printed notice and Print notice. A branded PDF on your agency letterhead, ready to post. One notice covers the tenancy, however many tenants are on it.

Note: Under the Residential Tenancies Act you may carry out a routine inspection no more than once every 4 weeks, and must give the tenant at least 48 hours' and no more than 14 days' written notice. Send the time far enough ahead to meet that notice period.

Reschedule or edit an inspection
1
Open the inspection
Open the inspection from the property's Inspections table.
2
Open Edit
Click the Actions button and choose Edit. Edit stays available until the inspection is complete or awaiting sign-offs.
3
Change the details
Update the Inspection date, Start Time or End Time (or the report and inspection type).
4
Update
Click Update to apply the changes. (On the edit form the button is labelled Update, not Save.)
5
Re-send the time
Use Send time to tenant again so the tenant gets the updated time. Editing on its own doesn't re-notify them.

Frequently asked questions

What's the difference between a Basic and a Detailed inspection?

A Detailed inspection guides you through the property room by room; a Basic inspection lets you inspect unguided. Both create an inspection report you can share and sign off.

Why weren't my tenants notified when I saved the inspection?

Saving only creates and schedules the inspection. It never emails the tenant automatically. Use the Send time to tenant action on the inspection afterwards to notify them.

Why can't I add another Pre-tenancy or Final inspection?

Each tenancy can have only one Pre-tenancy and one Final inspection, so those options are disabled once one exists. Routine inspections have no such limit.

What happens if the tenancy has no tenants?

The Schedule an inspection form shows a warning that there are no tenants in the tenancy and that any notifications won't be sent to anyone. You can still create the inspection, but there's no one to send the time to until a tenant is added.

A tenant has no email address. How do I give them notice of an inspection?

Turn on Requires printed inspection notices on the tenancy, under Set Up Tenancy → Rent & Bond. Once the inspection's time is confirmed, its Actions menu offers Download printed notice and Print notice, giving you a branded PDF to print and post. Tenants who do have an email address are still emailed as usual.

Why isn't Download printed notice on the Actions menu?

Three things have to be true, and the options are hidden rather than greyed out when any of them isn't:

  • The tenancy is set to need printed inspection notices (Set Up Tenancy → Rent & Bond).
  • The inspection's time is confirmed. An inspection with no date and time set yet has nothing to put on a notice.
  • You're signed in as a property manager.

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