Request, schedule, and record inspections

The Inspections tab (under Docs & Legal) runs the whole workflow - request → schedule → pass/fail - with notifications along the way.

1. 1On the Inspections tab, click Request Inspection (a site manager or sub can do this).
2. 2Pick the inspection type, the date you need it by, and assign who books it. Under that field the form names everyone who will actually be notified - read it before you send.
3. 3When the work is actually done, the sub hits Mark Ready / Work is ready from My Jobs (or anyone can from the Inspections tab) - whether or not it has been booked yet. Whoever requested it and whoever books it are told, and it lands in the job history. If it is not booked, the message says to book it; if it is, the message gives the date and says there is nothing else to do.
4. 4Whoever is booking it CALLS the jurisdiction. The inspection lists the numbers already on the job, and says plainly that SyteNav does not contact the inspector for you.
5. 5Back from the call, press Book it and fill in the date they gave you, the time or window, who you spoke to, and the confirmation number if there was one. That is what marks it Scheduled, and the requester is notified back with the date.
6. 6After the visit, upload the inspector's card/paper on the inspection - AI reads it and fills any blank details. It only ASKS about the result: nothing is marked passed or failed until you say so, and the completion date recorded is the one printed on the card, not the day you uploaded it.
7. 7Mark it Passed or Failed on the card - the requester (and scheduler) are notified of the result. Those two only appear once it is booked; you cannot pass an inspection nobody arranged.

WHO DOES WHAT, IN ORDER. Only the GC requests an inspection - a subcontractor cannot, from My Jobs or anywhere else. The GC requests it, somebody at the GC rings the jurisdiction and books it, and the SUB presses "Work is ready" when the work is actually finished. Booking normally happens before the work is done, because you ring the township days out, so "ready" is a separate thing from "booked" and either can come first.

WHO ACTUALLY HEARS ABOUT IT. Assigning somebody ADDS them - it does not replace anyone. The people your company routed inspections to (Settings → Notifications → Who gets told) are told as well, every time, and so are whoever requested it and whoever is on booking it. You can leave "Who schedules this?" blank and the request still reaches the people who manage inspections; an unassigned inspection is the one somebody else most needs to see.

A REQUEST NEEDS THE INSPECTION AND A DATE. You are asking somebody to book something, so it will not send without which inspection it is and the date you need it by. Both used to be optional - and because the dropdown started on "Foundation", an empty form sent a real request for a Foundation inspection to everybody who books them.

TWO DATES, AND THEY MEAN DIFFERENT THINGS. "Needed by" is the date the field asked for. "Confirmed for" is the date the jurisdiction actually gave you. They used to be one field called Scheduled Date, so a request nobody had acted on read like a confirmed appointment - and showed up as one on the Master Calendar and in any subscribed Outlook or Google feed. Only a booked inspection appears on those calendars now.

MARKING ONE SCHEDULED MEANS SOMEBODY BOOKED IT. Pressing Scheduled opens the booking form, and it needs the confirmed date and who you spoke to - the office or the person at the desk. Without a name it is still just the date you asked for. Putting an inspection back to Requested clears the booking, and takes it off the calendars again.

WHO DO I CALL? An inspection waiting to be booked lists every number the job already knows: the issuing authority and inspector from your permits, and any inspectors in your Directory, each saying where it came from. If nothing is listed, add the issuing authority and inspector to the permit, or add an inspector in the Directory, and it will appear on every inspection from then on.

MARKING ONE FAILED ASKS WHY. Whatever the inspector called out goes on the card, into the notification, and into Job History - so the next person can see what to fix without ringing anybody. Sending it back for re-inspection clears the old completed date.

ONE ACTION ROW AT THE FOOT OF THE CARD. The button on the left is whatever the inspection needs next - Book it while it is a request, Mark ready once it is booked. Everything else is behind the ••• menu beside it: Change the booking, Add the inspector's card, Needs re-inspection, Back to requested (which clears the booking), Edit and Void. There is no longer a row of status pills, and no second way to mark something Scheduled.

INSPECTIONS ARE VOIDED, NEVER DELETED. Voiding keeps the record, notes who voided it and when, and takes it out of the working list. Tick "Show voided" above the list to see them, and Restore to put one back. You need edit access to inspections to void one.

JOB HISTORY HAS ALL OF IT. Every request, edit, booking, pass, fail, re-inspection, void and restore is written to the project's Job History with who did it and when - which is the record you would actually want if somebody ever disputed the work.

EACH ROW SAYS HOW SOON IT IS - "Today", "Tomorrow", "In 4 days", or "Overdue" in red once the day has passed with no result recorded - and the list runs soonest first. The chip turns amber when that inspection is inside the warning window and nobody has marked the work ready, which is the same rule the email uses, so the screen and your inbox never disagree. Nothing is shown for a visit more than a fortnight out; the date on the row says that better.

OPEN A ROW AND THE CONFIRMED DATE IS THE BOLD ONE - it is the fact you came for. "Booking recorded" beside it is a different thing: the day somebody wrote the booking down, which can be well after the visit if it was entered late. And if the inspector's name matches a contact in your Directory, it is a link straight to their card. Names typed as initials or half-remembered do not link, on purpose - the wrong contact card is worse than none.

YOU ARE WARNED TWO BUSINESS DAYS OUT. If an inspection is booked within two working days and nobody has marked the work ready, SyteNav tells whoever asked for it, whoever is booking it, and whoever your company routes "Inspection coming up and not ready" to - in the app and by email. BUSINESS days, so a Monday inspection warns you on Thursday rather than over the weekend, and the warning goes out at 7:30am rather than overnight. Weekends are skipped; public holidays are not, so a warning either side of one arrives a little early. Two days is enough to finish the work or ring the jurisdiction and move the trip. Marking it ready silences it, and re-booking to a new date arms it again.

BY DEFAULT IT REACHES THE PEOPLE WHO CAN ACT ON IT - anyone who can mark work ready, which includes your field supervisors and workers, not just the office. Change that on Settings > Notifications > Who gets told, where you can pick roles or name specific people.

WHO MAY MARK IT READY, AND TAKING IT BACK. "Mark work ready" is its own permission, separate from Inspections: running inspections is office work, and saying the work is finished is a report from the site. It is on by default for field supervisors, workers and subs - who cannot see the Inspections tab at all - as well as the office, and an admin can change that in Settings under roles. The record names whoever pressed it. Pressed by mistake? The ••• menu has "Not ready any more" - it tells nobody, and Job History keeps both the claim and its withdrawal.

WHAT IS ON TODAY. The top of a job's Overview - and of the job in My Jobs - shows what is happening today: inspections booked for today, who is on site, tasks due, and anything still waiting to be booked. The Master Calendar is a month view for admins and managers; this is the day, on the screen the field already opens.