There are two types of site inspections:
Pre-season inspection
Post-season inspection
Pre-season Inspections:
Done at the start of the season
Documents existing damage
Post-season Inspections:
Done at the end of the season
Documents any damage/ wear and tear done during service
Can be compared to the pre-season inspection
How to Configure and use a Site inspection form in Viaesys:
To configure a Site inspection form, navigate to “Site Inspection Forms” in the portal and click “Add”
Configuring a Site inspection form
Create a new form and give it a name
When a new form is created, you will see some default sections. These are set in the system in order to collect some basic information. The default section gives you the following information:
Inspection type: Pre or post season
Site Name
Damage Severity
Follow-up required or not
Notes
Below the Default sections is where you can configure the form to collect any additional information based on your requirements. This can range from pictures of different areas e.g. curb, fences, etc. to Numbers such as Number of flower beds etc.
You can configure the following types:
Note: You can also add labels to separate sections when configuring the site inspection form. The label type is available in the “type” drop-down under Form Fields.
Configuring Job Track access
For the users to be able to access the site inspection forms via jobtrack, they have to be given access to certain site inspection settings within their role.
Please reach out to a Viaesys support representative to configure this role for your team.
Submitting a Site inspection form via Jobtrack
JobTrack users can view and submit site inspections for sites that they have access to.(See Access Groups for details on how access is configured)
To submit a site inspection form after access has been configured, the user will log in to jobtrack and navigate to inspections from the menu at the bottom of the screen.
You will then see a list of sites that are available for inspection. Select the site you want to service and start a new inspection.
Select the site inspection from you want to fill
This will load the site inspection form on the app and you can start inspecting the site and filling the form as you go.
Once the site inspection is complete, you hit submit. You can also view past inspections on the same site.
From the jobtrack app, you can also view details of the submitted site inspection form.
When you select a site, if there have been past inspections on the same site, you will be able to view them under the “Past Inspections” section.
Reporting
Site Inspection report:
You can view all of the submitted inspections via the site inspection report in the portal.
The site inspection report shows:
The site name
The inspection form used
Damage severity
Who was it submitted by
Time of inspection
Type of inspection
You can toggle the images and breadcrumb to be shown on the map on the right.
Plot Images:
When toggled on, the plot images show the exact location on site of the captured images. This helps document the area where damages were already present before the site was serviced.
This is super important when comparing pre and post season damages (explained in “Map view for comparison”)
Plot Breadcrumb:
Depending on whether the GPS was turned on or off, a breadcrumb trail can be plotted based off of the path of the site inspection.
The moment the site inspection starts, the GPS starts sharing the location in regular intervals which the system then uses to plot the breadcrumb trail.
View Details:
This section shows the detailed submitted data through the site inspection form.
This will have all the information from the form fields you added when configuring the site inspection form along with the data from the default fields and any submitted images as well.
Within this section if you check the “share publicly” checkbox, a link of the inspection report will be generated which can be shared with the client.
The generated report has a concise summary of the site inspection along with all of the submitted images, notes, additional information, etc.
Map View for Comparison
Viaesys provides a convenient UI to compare reported damages/pictures from Pre and Post Site inspections. To view the comparison
Select a Site filter
Plot Images from Pre and Post inspection
The system chooses different colored pins for pre and post pictures. The colors be modified using the color picker.
Images from pre and post site inspections are run together:
If 2 images, one from pre-inspection and one from post-inspection align and are in the same location, that damage is most likely one that was already present pre-service
For any image that is not aligned with another, it may be a damage that was incurred during the seasonal service
Configure Picture Alert Options:
Picture alerts can be configured to allow users to tag pictures during a site inspection.
They can be configured in the portal by navigating to “Picture Alert options”.
Go to “Add” to create a new picture alert.
Give it a Name. Under Picture type you have two options, one for images taken during Site Inspections, one for images taken during jobs.
To add alert options that show up when taking site inspection pictures, select Picture Type = “Site Inspection”. You can also select the color that will be associated with each alert.
Once done, hit save and your picture alerts will now appear when you go to capture images during a Site inspection.
Filter