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Equipment Inspections
The Equipment Inspections feature provides a structured workflow for conducting, recording, and tracking equipment inspections on-site. Admins build custom inspection forms, assign them to equipment lists, and all users can conduct inspections, view current equipment status, and track open deficiencies.
Tab overview
Equipment Inspections has two tab groups:
All Users
| Tab | Purpose |
|---|---|
| Conduct Inspection | Browse forms and submit a new inspection |
| Equipment Status | View the current inspection status of all equipment units |
| Deficiencies | See all open deficiencies logged across the organization |
Admin only
| Tab | Purpose |
|---|---|
| Form Builder | Create and manage inspection form templates |
| Equipment Lists | Manage named lists of equipment units |
Conducting an inspection
1. Select a form
Open Equipment Inspections → Conduct Inspection. You'll see a list of available inspection forms. Use the filter bar at the top to search by form name, description, or list name.
Tap a form to begin.
2. Select a unit (if applicable)
If the form is linked to an equipment list, you'll be prompted to choose a specific unit. Use the filter bar to search across all unit fields. Archived units do not appear in this list.
3. Warning screen
If the selected unit has a previous failed inspection that hasn't been cleared, a warning screen appears showing the open deficiencies from that inspection. You can:
- Proceed — continue with a new full inspection
- Report Down — quickly log that the unit is still out of service with a description and optional photos (without completing the full form)
4. Complete the form
Fill out each field in the inspection form. Required fields are marked — the form will not submit until they are all complete.
Inspection Point fields have three outcomes:
| Outcome | Meaning |
|---|---|
| Pass | Item is in acceptable condition |
| Report Only | Item has a minor issue — logged but does not fail the inspection |
| Fail | Item has a deficiency that fails the inspection |
For failed or report-only inspection points, you can add a deficiency description and attach photos.
Other field types include short text, long text, number, date, time, dropdown, checkbox group, and standalone photo capture.
5. Attendees and notes
Before submitting, you can add additional attendees (name and email) and overall inspection notes. Your name is pre-filled as the primary inspector.
6. Submit
Tap Submit Inspection. The outcome banner shows the overall result:
- Pass — all inspection points passed
- Fail — one or more inspection points failed; a deficiency record is created for each
Reviewing your inspection history
From the Conduct tab, tap My History to see your past submissions. Tap any entry to see the full inspection record including all field responses, outcomes, photos, and attendees.
Equipment Status
The Equipment Status tab shows every unit across all equipment lists with its current inspection status.
Each row shows:
- Unit details (from the list columns)
- Status badge: Active (no failed inspection) or Failed (open deficiency from a past inspection)
- Last inspection outcome and inspector name
- When it was last inspected
Sorting: Click any column header to sort ascending or descending.
Column order: Drag column headers left or right to reorder them. Your preferred column order is saved per device.
Deficiencies
The Deficiencies tab provides a live view of all open deficiency records across the organization.
Summary statistics
At the top, cards show:
- Total open deficiencies
- Fail count (deficiencies that failed the inspection)
- Report Only count
- Units affected (unique equipment units with at least one open deficiency)
- Age breakdown by bucket: < 7 days, 7–30 days, 30–90 days, > 90 days
Click the Fail or Report Only cards to filter the list to that severity.
Deficiency list
Each row shows:
- Which inspection form the deficiency came from
- The specific field that was flagged
- The unit it belongs to (from the equipment list)
- Severity badge
- Age since it was logged
Use the search bar to filter by field name, description, unit, or form name.
TIP
A deficiency is cleared when a subsequent inspection of the same unit is submitted with that field passing — the unit's status returns to Active.
Form Builder (Admin)
Admins create and manage inspection templates in the Form Builder tab.
Creating a form
- Tap New Form
- Give it a name and optionally link it to an equipment list
- Tap Open Builder to start adding fields
INFO
If you link a form to an equipment list, users will be prompted to select a unit before filling out the form. This is required for tracking inspection history and deficiencies per unit.
Field types
| Type | Description |
|---|---|
| Inspection Point | Pass / Report Only / Fail outcome per item |
| Text (short) | Single-line text entry |
| Text (long) | Multi-line text entry |
| Number | Numeric input with optional unit label |
| Date | Date picker |
| Time | Time picker |
| Dropdown | Single selection from a predefined list |
| Checkbox Group | Multi-selection from a predefined list |
| Photo | Standalone photo capture |
Organizing with sections
Fields can be grouped into named sections. Sections appear as visual dividers in the inspection form and help inspectors navigate longer forms.
Drag fields up and down within a section to reorder them.
Form settings
Open Settings from the builder to:
- Rename the form
- Change the linked equipment list
- Configure which users receive a push notification when a failed inspection is submitted
Duplicating forms
From the form list, tap Duplicate on any existing form to create an editable copy. Useful for building similar forms for different equipment types.
Equipment Lists (Admin)
Equipment lists define the pool of units available for inspection. Each form can be linked to one list.
Creating a list
- Tap New List and give it a name
- Open the list and add equipment units
Managing columns
Tap Manage Columns to define which fields appear for each unit. Column names are customized per list. All columns appear in the unit selection screen during inspections and in the Equipment Status table.
Adding and editing units
Add units manually or import from a CSV. Each unit has a status (Active or Archived). Archived units do not appear in the inspection unit selection list.
Importing from CSV
Tap Import CSV and upload a file matching the list's column structure. Existing entries are not overwritten — the import only adds new rows.