Inspection Scheduler includes advanced options for inspection processes that do not follow a standard daily, weekly or monthly pattern.

You can use:

Custom frequencies to set your own interval.
Triggers to begin scheduling after a specific event.
Conditions to control when the schedule should run.

Once the schedule has been configured, it must still be applied to the relevant property or properties.

Looking for another Inspection Scheduler guide?

This guide is part of our Inspection Scheduler collection. You may also find these helpful:

Before You Start

Inspection Scheduler is available in Inventory Base with either:

The Properties Pro module.
The Team Pro plan.

Before creating an advanced schedule, make sure that any inspection types, templates, tags and custom fields you plan to use have already been added to your account.

ℹ️ For help with the standard schedule settings, see Inspection Scheduler: Create a Schedule.

Create a Custom Frequency

Use the Custom frequency when the inspection should repeat at an interval that is not covered by the standard frequency options.

For example:

Every 2 weeks.
Every 3 months.
Every 6 months.

To create a Custom schedule:

Go to Properties > Schedules.
Create a new schedule or open an existing one.
Select Custom under Frequency.
Enter the interval.
Select the required unit, such as days, weeks or months.
Complete the remaining inspection settings.
Select Save.

Select the Custom Schedule Start Date

When applying a Custom schedule to a property, select the date from which the schedule should begin.

The Scheduler uses this date together with the Custom interval to calculate the inspection dates.

For example:

Start date: 1 August
Custom interval: Every 3 months

The schedule will create inspections at three-month intervals from the selected start date.

ℹ️ Notes

Custom schedules create inspections according to their advance-creation window and occurrence limit.
For more information, see Inspection Scheduler: Understand Frequency and Occurrence.

Create a Trigger-Based Schedule

Use the Trigger frequency when the schedule should respond to a specific event instead of following a fixed calendar pattern.

To create a Trigger schedule:

Go to Properties > Schedules.
Create a new schedule or open an existing one.
Select Trigger under Frequency.
Select the required Trigger Type.
Complete the interval and inspection settings shown.
Select Save.

Available Trigger Types

Trigger Type	What It Does
Inspection Complete	Activates the schedule when the selected inspection type is marked Complete
Inspection Closed	Activates the schedule when the selected inspection type is marked Closed
Custom Field Value Created	Activates the schedule when the selected custom field value is created
Custom Field Value Updated	Activates the schedule when the selected custom field value is updated
Tag Added	Activates the schedule when the selected tag is added
Tag Deleted	Activates the schedule when the selected tag is removed

ℹ️ The additional settings shown will depend on the trigger selected.

For example, an inspection trigger will require you to select the relevant inspection type.

Add Conditions to a Schedule

Conditions allow you to control whether a schedule should run based on tags and/or custom field values.

To add a condition:

Open the required schedule.
Select Add Condition.
Select the condition type.
Enter the required tag or custom field details.
Save the schedule.

Available Condition Types

Condition Type	What It Controls
If an Entity Has a Tag	Allows the schedule to run when the selected tag is present
If an Entity Does Not Contain a Tag	Allows the schedule to run when the selected tag is not present
If a Custom Field Has a Specific Value	Allows the schedule to run when the selected custom field matches the required value
If a Custom Field Is Not a Specific Value	Allows the schedule to run when the selected custom field does not match the excluded value

🔽 Select a heading below to expand the instructions.

Use a Tag Condition

When adding a tag condition:

Choose whether the tag relates to the property or inspection.
Select whether the tag should be present or absent.
Enter or select the required tag.

For example, you could configure a condition so that the schedule only runs when an inspection does not contain the tag Reinspection Needed.

Use a Custom Field Condition

When adding a custom field condition:

Select the custom field type.
Select the required custom field.
Choose whether the value should be equal or not equal to the specified value.
Enter the value the schedule should check.

Available custom field types may include:

Property
Clerk
Client
Inspection
Account

For example, a schedule could run when an inspection custom field called Inspection Status is set to Fail.

Apply the Schedule to a Property

Creating a Trigger or adding conditions does not automatically apply the schedule to any properties.

Once the schedule has been saved:

Open the required property.
Find Linked Schedules.
Select Manage.
Select the schedule.
Confirm the start date where required.
Select Apply Schedules.

The schedule will then run according to its frequency, trigger and conditions.

ℹ️ For full instructions, see Inspection Scheduler: Apply and Manage Schedules on Properties.

What To Check If Something Does Not Work

🔽 Select a heading below to expand the instructions.

The Trigger Did Not Create an Inspection

Check that:

The schedule is linked to the correct property.
The correct Trigger Type was selected.
The relevant inspection type, tag or custom field was selected.
The trigger event occurred as expected.
The occurrence limit has not already been reached.

Further inspections are processed during the overnight Scheduler run, so the inspection may not appear immediately.

The Condition Was Not Met

Check that:

The correct property or inspection was selected as the entity.
The required tag is present or absent as expected.
The custom field contains the exact value used in the condition.
The schedule is linked to the property.

The Custom Schedule Created Unexpected Dates

Review:

The selected start date.
The Custom interval.
The selected unit, such as days, weeks or months.
The occurrence limit.

The start date and interval work together to calculate the future inspection dates.

What To Do Next

Once the schedule has been saved and tested, apply it to any other properties that use the same inspection process.

ℹ️ You can also review all properties using the schedule by selecting View Linked Properties from the schedule.

Need Help?

If a Custom, Trigger or conditional schedule is not working as expected, contact Support through the chat icon in your Inventory Base account.

To help us investigate, please include:

Your account name and full email address.
The property’s full address and the URL shown while viewing the property.
For an inspection issue, the property address and the URL from the inspection’s Info page.
The schedule name and selected trigger or condition.
Screenshots or a screen recording showing the issue.

Inspection Scheduler: Use Custom Frequencies, Triggers and Conditions