When adding a Contact to an inspection, you can choose how Inventory Base communicates with them.
The available options are:
Notify
SMS
Deliver
Signee
Each option serves a different purpose. You can select more than one option for the same Contact.
Looking for another People & Contacts guide?
This guide is part of our People & Contacts collection. You may also find these helpful:
Managing Property And Inspection Contacts
Contact Settings, Preferences And Data Management
Importing Property Contacts Via CSV
Before You Start
Check that the Contact has the correct details before enabling communication options.
A valid email address is required for email notifications, report delivery, and remote signing.
A valid mobile number and country code are required for SMS notifications.
The inspection must be marked Complete before signatures can be collected or the completed web report can be sent.
The Signature and Declaration section must be enabled for Signee signature lines to appear within the report.
Understanding the Contact Options
Option | What It Does |
Adds the Contact as a report signer and includes them in the signature process. | |
Sends the Contact standard inspection emails when the inspection is booked, updated, cancelled, or requires confirmation. | |
Sends the Contact an automatic SMS confirmation before the conduct date. | |
Sends the Contact a link to the completed web report. |
Signee
Signee
Select Signee when the Contact must sign the inspection report.
When enabled:
The Contact is listed as a signer.
Their details appear within the Signature and Declaration section, where enabled.
They appear during the in-app signature process.
Their signing status can be tracked from the inspection.
⚠️ Selecting Signee does not by itself send the Contact an automatic email.
To automatically email the report and signing link, select both:
Signee
Deliver
Notify
Notify
Select Notify when the Contact should receive standard inspection notifications.
Notifications may be sent when:
The inspection is booked
The inspection date or conduct time changes
The inspection is cancelled
The Contact is asked to confirm or reschedule the appointment
Inventory Base sends the standard inspection notification automatically.
SMS
SMS
Select SMS when the Contact should receive an automatic SMS confirmation before the inspection.
The SMS is sent:
24 hours before the conduct date and time
Immediately, if the inspection is created or updated less than 24 hours before the conduct time
The Contact must have:
A valid mobile number
The correct country code
SMS selected against their inspection Contact
ℹ️ Automatic SMS notifications use the account’s SMS credit balance.
Customers can view their SMS balance under:
Settings > General > SMS Reminders
For full SMS guidance, including direct outbound messages and Contact replies, see SMS Notifications.
Deliver
Deliver
Select Deliver when the Contact should automatically receive the completed report.
By default, Inventory Base sends the Contact:
An email
A unique link to the web report
Inventory Base does not attach a PDF copy of the report to the email.
The exact delivery trigger depends on the account’s Report Delivery Options.
How the Contact Options Work Together
Selected Options | What Happens |
Notify only | The Contact receives standard inspection booking, update, cancellation, or confirmation emails. |
SMS only | The Contact receives an automatic SMS confirmation before the inspection. |
Deliver only | The Contact receives the completed web report by email. |
Signee only | The Contact is listed as a signer but does not automatically receive the report by email. |
Signee and Deliver | The Contact is listed as a signer and receives the web report by email. |
No options selected | The Contact remains linked to the inspection but receives nothing automatically. |
Report Delivery Options
Inventory Base automatically sends reports when an inspection reaches a selected status.
These options can be configured under Report Settings and can also be customised by Inspection Type.
When Reports Are Sent
Customers can choose:
When Completed
When Closed
When Completed and When Closed
Automatic sharing disabled
Which Report Is Sent
Customers can choose:
Full Report
Changes Only Report
Actions Only Report
Customers can also add additional notes to the delivery email.
Sending an Updated Report
If an inspection is reopened, updated, and marked Complete again, Inventory Base can automatically send the updated web report again.
This depends on the configured Report Delivery Options.
For example, if reports are set to send When Completed, marking the inspection as Complete again triggers another delivery to eligible Contacts.
Sharing a Report Manually
A report can also be shared manually from the inspection.
Open the relevant inspection.
Select Share.
Choose the Contact or recipient.
Add any required message.
Send the report.
ℹ️ Manual sharing is useful when:
The Contact needs another copy
Automatic sharing is disabled
The report needs to be resent
A different recipient needs to receive the report
Viewing Email Activity in Share History
The Share History section records emails sent from the inspection.
Customers can view statuses such as:
Sent
Delivered
Opened
Errors
Share History can help confirm whether an email was sent and whether the Contact opened it.
ℹ️ Notes
Share History records email activity only.
It does not show SMS messages.
Sending a Direct SMS to a Contact
Where direct Contact SMS messaging is available, customers can send an SMS from the inspection’s Messages section.
To send an SMS:
Open the inspection.
Go to Messages.
Select the Contact.
Enter the message.
Select Send.
ℹ️ Notes
Only one Contact can be selected for each message.
Messages can be sent at any inspection stage, including when the inspection is Complete or Closed.
The Contact must have a valid mobile number, and the message uses the account’s SMS credit balance.
Replies from the Contact are added to the inspection’s Messages section.
This option may need to be enabled on the account. If it is not visible, contact our Support team or your Account Manager.
For the full SMS workflow, see SMS Notifications.
FAQs
Contact did not receive email
Contact did not receive email
Check that:
The Contact has a valid email address.
Notify is selected for inspection notifications.
Deliver is selected for report delivery.
The inspection has reached the correct delivery status.
Automatic sharing is enabled in Report Delivery Options.
The Contact is linked to the correct inspection.
Share History does not show an error.
Contact did not receive SMS
Contact did not receive SMS
Check that:
The Contact has a valid mobile number.
The correct country code is selected.
SMS is selected for automatic reminders.
The account has sufficient SMS credits.
The inspection has a valid conduct date and time.
Direct Contact SMS messaging is available on the account, where relevant.
Contact did not receive the report
Contact did not receive the report
Check that:
The Contact has a valid email address.
Deliver is selected.
The inspection has reached the configured delivery status.
The correct Report Delivery Option is enabled.
Share History does not show an error.
The report has been marked Complete or Closed, depending on the account settings.
The report can also be sent manually using Share.
What to do Next
You may also find these guides helpful:
Contact Settings, Preferences And Data Management
Need Help?
If a Contact does not receive a notification, SMS, or report, contact our Support team through the chat icon in your Inventory Base account.
Please include:
The property address
The inspection Reference
The Contact’s name and email address or mobile number
The options selected against the Contact
The current inspection status
A screenshot of Share History, where relevant