Using the Inspections Table

Overview

To work your inspections, open the Inspections menu → Inspections, switch between the Open and Completed tabs, then use Search table, a Templates view or the column filters to find what you need, and select rows → Actions to send times, check out keys or print notices.

Open the inspections table

Open the table

In the left sidebar, open the Inspections menu and click Inspections. The agency-wide inspections table opens.

Choose the Open or Completed tab

At the top, switch between the Open tab (inspections still to be scheduled or carried out) and the Completed tab (inspections awaiting sign-off or already complete).

Note: An inspection sits on the Open tab until it's carried out, then moves to Completed once it's awaiting sign-off or finished. If one isn't where you expect, check the other tab.

Find and filter inspections

Search across the table

Type an address, suburb, owner or template into the Search table box to narrow the list as you type. (To find inspections by tenant, use the Tenants column filter instead. The search box doesn't match tenant names.)

Filter or sort a single column

Click the settings icon on a column header to open its filter and sort options, set what you want and click Apply (or Clear to remove it). The same menu also lets you Freeze column or Hide column.

Filter by date

On a date column such as Due Date or Scheduled Date, pick Is, Is not, Before, After or Between (which shows From and To date pickers), then Apply.

Clear everything

Click Reset (top right) to clear all column filters and the search box at once.

Switch to a built-in template

Open Templates

On the Open tab, click Templates (top right).

Pick a ready-made view

Under System, choose a built-in template to apply its filters and grouping in one click, To be scheduled, To be done, Overdue, Today, Tomorrow or This week.

Save your own view

Set up the filters, columns and grouping you use often, then in Templates click Save. A Save as Template dialog opens. Enter a Template Name (required), optionally tick Shared with team, then click Save Template. Saved views appear under Private (or Shared if you shared it with your agency).

Note: Built-in templates just apply a ready-made mix of filters, columns and grouping. The same as setting them by hand. They don't change the inspections themselves, and Reset returns you to the full list.

Choose which columns you see

Open Columns

Click Columns (top right) to open Configure Columns.

Show or hide columns

Tick or untick each column to show or hide it, and use Search columns... to find one quickly. Options include Template, Type, Sent to Tenant, Printed inspection notices, Owner, Key Number and the property's Sorting Code #1 and Sorting Code #2.

Reorder the columns

Drag a column by its handle to change the order it appears across the table.

Note: The Sorting Code #1 and Sorting Code #2 columns read from the property's Primary sorting code and Secondary sorting code set on its setup page. A blank cell means none is set on that property.

Group, sort and export the list

Group the rows

On the Open tab, click Group By (top right) and choose a column to group by (for example Suburb, Scheduled Date, Status or Owner) to see inspections gathered under headings. To remove grouping, open Group By again and click Clear. (Group By isn't available on the Completed tab, which loads from the server.)

Sort a column

Click a column's settings icon and, under Sort, choose Asc or Desc (Clear Sort removes it).

Export the list

Click Export (top right) and choose CSV, XLSX, PDF Portrait or PDF Landscape. The export includes the rows currently showing and the columns you have visible.

Act on the inspections

Open a single inspection

Click any row to open that inspection's detail page.

Select the ones you want

Tick the checkbox on each inspection you want to act on. The header checkbox selects everything currently in view. On the Open tab that's all filtered rows; on the Completed tab it's the current page, and when there's more than one page a banner appears to select all matching inspections across every page.

Run a bulk action

Click Actions (top right), choose the action you want (Send time to tenants, Set inspection times, Check out keys, Download printed notices or Print notices) then complete the pop-up that opens.

Note: Send time to tenants and Set inspection times are only offered on the Open tab (for inspections still to be scheduled or carried out). The Completed tab offers Check out keys, Download printed notices and Print notices.

Good to know

The table remembers your filters, columns, sorting and grouping for the rest of your browser session, so the view you left is the one you come back to. It always opens on the Open tab.
The Completed tab loads from the server as you page through it, so it stays fast even with a long inspection history.

Frequently asked questions

An inspection I expected isn't in the list. Where is it?

First check the other tab: inspections still to schedule or carry out sit under Open, and ones awaiting sign-off or finished move to Completed. If it's still missing, click Reset to clear any filters or search that might be hiding it.

What's the difference between Due Date and Scheduled Date?

Due Date is the estimated date the inspection is due. Scheduled Date is the confirmed date and time it's actually booked in for, once you've set a time.

Where do the sorting codes come from?

The Sorting Code #1 and Sorting Code #2 columns come from the Primary sorting code and Secondary sorting code on each property's setup page. A blank cell just means that property has none set.

How do I keep a filter I use all the time?

Set up the filters, columns and grouping you want, then open Templates and click Save to store it as your own view. It's remembered under Private so you can reapply it in one click.

Can I export the inspections to a spreadsheet?

Yes. Click Export and choose CSV, XLSX, PDF Portrait or PDF Landscape. It exports the rows currently showing (after any filters) and the columns you have visible, so filter and choose your columns first.

How do I print the notices for a day's inspections?

Show the Printed inspection notices column and filter it to the tenancies that need printing, tick the rows you want, then click Actions and choose Download printed notices (a zip file holding one PDF per notice) or Print notices (opens your print dialog for the whole batch at once).

Why does it say none of my inspections require printed notices when the column shows a green tick?

Because a notice needs two things, and that message only mentions one of them. The tenancy has to be set to need printed notices (the green tick) and the inspection's time has to be confirmed. An inspection with no time set yet has nothing to put on a notice, so it's left out even though the tenancy is ticked.

Check the Scheduled Date column: if it's empty, set the time first, then try again.

Why does it say no notices could be generated?

Your selection did include inspections that qualified, but Keyhook couldn't build a PDF for any of them. Nearly always this means your agency has no inspection notice template set up. The PDF is built from that template, so without one there's nothing to produce. Open Emails → Templates → Customise Automated Emails and check that Inspection Time Confirmed is set up.

To see the exact reason, run Download printed notice on a single inspection instead of in bulk. The single-inspection version names the problem; the bulk one doesn't.