The Dictionary system powers faster, more consistent report writing by helping you quickly select rooms, items, descriptions, and conditions. Use our preloaded library—or tailor it to suit your needs by adding your own phrases and comments. You also have the ability to customise your dictionary, ensuring reports match your style while aligning with industry standards.
Understanding the Dictionary
Our built-in dictionary stores standardised terms used across your reports, including items, rooms, descriptions, conditions, and more. With preloaded entries and smart auto-save as you work, it helps you maintain consistency, accuracy, and speed when completing inspections.
1. Navigate to the Settings tab at the top of your online dashboard, and click on the Dictionary tab.
2. The system includes standard dictionary types preloaded with commonly used terms, making it easy to get started with consistent, detailed reporting.
Dictionary Type | Use | Notes |
Conditions | Used to describe the state of an item (e.g., good, worn, damaged). | Global list, and can be associated to specific items. |
Descriptions | Used to add details about an item’s appearance or features. | Global list, and can be associated to specific items. |
Items | List of objects found in rooms (e.g., sofa, light switch, curtain). | Global list, and can be associated to specific rooms.
Items added in reports will auto-save to the Dictionary. |
Rooms | Used to name and identify different areas of the property. | Items can be associated to specific rooms.
Rooms added in reports will auto-save to the Dictionary. |
Keys | Used to log and track keys related to the property. |
|
Meters | Used to list meter types for readings (e.g., gas, electric). |
|
Manuals | Used to log any manuals left for appliances or systems. |
|
Alarms | Used to list types of alarms present (e.g., smoke, carbon monoxide). |
|
Image Captions | Standard phrases for labeling photos in reports. | Helps with consistent photo labeling across reports. |
Property Types | Used to define the type of property (e.g., flat, house, bungalow). | Appears in dropdowns when adding/editing a property. |
Contact Types | Used to categorise contacts (e.g., landlord, tenant, contractor). | Appears when adding/managing contacts within an inspection.
Also editable when managing contacts within an inspection (under Other). |
Location of Keys | Used to specify where keys are kept or stored. |
|
Key Return | Used to record how and when keys are returned. |
|
Action Responsibilities | Used for clarity on who handles post-inspection actions. |
|
Property Furnishings | Used to note if a property is furnished, part-furnished, or unfurnished. |
|
💡 The default Dictionary terms are available for all users to use or remove as needed. These terms may be updated periodically, with new entries added based on usage trends or recommendations from professional bodies such as ARLA, APIP, AIIC, and other relevant associations.
3. Click on the three-dot menu to open the Dictionary Settings.
4. Here, you can choose whether dictionary terms are separated by a semicolon or a space.
5. Changes applied take effect instantly across your account.
Adding Terms to the Dictionary
You can customise your Dictionary by adding new terms to match your specific reporting needs. Simply select the Dictionary Type, enter the term in the text field, and click Add. Once added, you can edit or delete the term at any time — helping you speed up report writing with consistent, reusable language.
1. Select a Dictionary Type, type your term in the second column, and click Add.
2. After adding a term, use the third column to edit or delete it.
💡Some dictionary types, like Rooms and Item terms, update automatically as you add new terms while working on your report.
Assigning Conditions and Descriptions to Specific Items
You can link specific Conditions or Descriptions directly to individual Items in your Dictionary. This means that when you add that Item to a report, only the relevant, pre-set Conditions and Descriptions will appear as suggestions — keeping your entries consistent, relevant, and fast to complete.
1. Click into the Conditions or Descriptions dictionary, then select the term you want to assign to a specific item.
2. In the Specific Details column, select the item(s) you want to link to that term.
3. Once you assign Items to a specific term, the globe icon disappears — meaning the term will now only appear for that Item, not globally across all items.
4. Terms linked to specific items appear at the top of the dictionary list, marked with a star for easy visibility.
Assigning Items to Specific Rooms
You can link specific Items directly to individual Rooms in your Dictionary. This means that when you add that Room to a report, only the relevant, pre-set Items will appear as suggestions — helping you build out sections quickly, consistently, and with room-specific accuracy.
1. Click into the Items dictionary, then select the term you want to assign to a specific room.
2. In the Specific Details column, select the room(s) you want to link to that term.
3. Once you assign Items to a specific term, the globe icon disappears — meaning the term will now only appear for that Item, not globally across all items.
4. Items linked to specific rooms appear at the top of the dictionary list, marked with a star for easy visibility.
Customising Dictionaries from Template Editor
You can now create your own dictionary type directly within the template editor. This allows you to add and manage specific dictionary types, streamlining your workflow and ensuring consistent, relevant terminology across all future reports.
❗You can create a custom dictionary and link it to your chosen field, but you'll need to add your dictionary items separately via the Dictionary tab.
1. Navigate to the Settings tab at the top of your online dashboard, and click on the Templates tab, and click on Edit Template.
2. Locate the section you'd like to customise, click on the three-dot menu on the right, and select Configure Section.
3. Click on Add New Field, or edit an existing field.
4. If you select the field type as Text or Text Area, you'll have the option to add a custom dictionary. Click the dropdown under Dictionary.
5. Scroll to the bottom to select Create Custom Dictionary. Add your Dictionary name and click on Create.
❗You can create a custom dictionary and link it to your chosen field, but you'll need to add your dictionary items separately via the Dictionary tab.