Inventory Base lets you assign individual sections or rooms within an inspection to specific Contacts.
When the completed report is shared, each Contact’s unique web report link will show:
The sections or rooms assigned to them
Any sections or rooms that have not been assigned to a specific Contact
This is useful for houses in multiple occupation (HMOs), shared tenancies, multi-party inspections, and properties where different occupants should see different parts of the report.
Looking for another Contacts Guide?
This guide is part of our People & Contacts collection. You may also find these helpful:
Before You Start
Before assigning rooms:
Add all relevant Contacts to the inspection.
Check that each Contact has the correct email address.
Select Deliver for Contacts who should receive the completed web report automatically.
Make sure the report contains the required sections and rooms.
ℹ️ For help adding Contacts, see Contacts: Managing Contacts
🔽 Some sections are collapsed to make this guide easier to scan. Select any heading with an arrow to expand the instructions.
How Contact Room Assignments Work
Room assignments control what each Contact sees when they open their unique web report link.
For example:
Assignment | What The Contact Can See |
Room 1 assigned to Tenant 1 | Tenant 1 can see Room 1. |
Room 2 assigned to Tenant 2 | Tenant 2 can see Room 2. |
Kitchen left unassigned | Both Contacts can see the Kitchen. |
ℹ️ Important: Leave shared areas unassigned when every Contact should be able to view them.
Assign A Contact To A Room
Open the relevant inspection.
Select Edit Report.
Find the section or room you want to assign.
Select the three-dot menu next to the section or room.
Select Manage Assigned Contacts.
Choose the Contact who should have access to that section or room.
Save your changes.
Repeat these steps for any other sections or rooms that require assignments.
Complete And Share The Report
Once all room assignments have been checked:
Finish editing the report.
Mark the inspection as Complete.
Inventory Base will send the completed web report to eligible Contacts according to the report delivery settings.
Each Contact receives their own unique web report link.
Their link will show:
The rooms assigned to them
Any rooms that have not been assigned to a Contact
To receive the report automatically, the Contact must have:
A valid email address
Deliver selected
ℹ️ For more information, see Contacts: Notifications And Report Delivery
Example Room Assignment
An inspection contains the following rooms:
Room 1
Room 2
Kitchen
Lounge
The assignments are configured as follows:
Room | Assigned Contact |
Room 1 | Tenant 1 |
Room 2 | Tenant 2 |
Kitchen | Unassigned |
Lounge | Unassigned |
When the report is completed:
Tenant 1 sees Room 1, the Kitchen, and the Lounge.
Tenant 2 sees Room 2, the Kitchen, and the Lounge.
Neither Contact sees the other tenant’s assigned room.
Best Practices
Add all Contacts before assigning rooms.
Assign private rooms to the correct occupant.
Leave shared spaces unassigned so all Contacts can view them.
Review every room assignment before completing the inspection.
Check that each Contact has the correct email address.
Confirm that Deliver is selected for Contacts who should receive the report automatically.
🔽 Select a heading below to expand the instructions.
What To Check If A Contact Can See The Wrong Room
What To Check If A Contact Can See The Wrong Room
Check that:
The room is assigned to the correct Contact.
The room has not been left unassigned.
The correct Contact was selected under Manage Assigned Contacts.
The report was completed after the room assignments were changed.
The Contact is opening their own unique web report link.
What To Check If A Contact Cannot See A Shared Room
What To Check If A Contact Cannot See A Shared Room
Shared rooms should be left unassigned.
If the room has been assigned to one Contact, other Contacts may not be able to see it through their unique report links.
Open the report editor and remove the room assignment if the room should be visible to everyone.
What To Check If A Contact Does Not Receive The Report
What To Check If A Contact Does Not Receive The Report
Check that:
The Contact has a valid email address.
Deliver is selected.
The inspection has been marked Complete or reached the configured delivery status.
The Contact is linked to the correct inspection.
Share History does not show an email error.
The report can also be sent manually using the inspection’s Share option.
What To Do Next
You may also find these guides helpful:
Need Help?
If room assignments or Contact report links are not working as expected, contact our Support team through the chat icon in your Inventory Base account.
Please include:
The property address
The inspection Reference (URL)
The Contact’s name and email address
The rooms assigned to the Contact
A screenshot or screen-recording of the room assignments
A brief explanation of what the Contact can currently see
Full details of the issue you are having.