Inspection Types control the different types of reports your team can create in Inventory Base.
Your account includes default inspection/report types, but you can also create your own to suit your business workflows. This gives you more flexibility over what your team can book, complete, and deliver to clients.
You can also organise inspection types into categories, choose how each type behaves in the tenancy lifecycle, and decide what kind of deliverable is created.
What Are Inspection Types?
Inspection Types are the report options available when creating an inspection.
Examples include:
Inventory & Check In
Check Out
Midterm Inspection
Standalone Inspection
Risk Assessment
Custom report types created by your team
Each inspection type can have its own settings, including:
Name
Description
Duration
Lifecycle type
Deliverable type
Default template
Default Inspection Types
Your account may include pre-loaded inspection/report types, such as:
Inventory & Schedule of Condition
Typically the first report completed on a property. It includes fixtures, fittings, and the overall condition of the property and its contents.
Check In
Used when moving new tenants into a property where an Inventory already exists.
Update
Used to update an existing Inventory outside of the tenancy lifecycle.
We do not recommend using this mid-tenancy unless this fits your internal process.
Check Out
Used when the tenant is moving out. This compares the current condition of the property against the original Inventory and/or Check In.
Inventory & Check In
Used to complete a full inventory of the property at the same time as the tenant moving in.
Midterm Inventory
Used to create a mid-tenancy report with a comparison column showing differences between the current report and the original Inventory and/or Check In.
Standalone Inspection
Used for standalone or interim inspections that do not need to follow the full tenancy lifecycle.
Risk Assessment
Used to complete a risk assessment for a property.
Deliverable Types
When creating or editing an inspection type, you can choose what kind of deliverable the inspection should produce.
Deliverable Type | Notes |
Web Report | An interactive report with embedded photos and videos. |
Document | Used for document-based outputs, such as:
|
Gallery | A photo and video gallery of all uploaded media. |
Task Only | Used for internal tasks where no final report needs to be shared.
Examples could include:
|
Web Report PDF | A document or certificate-style, web-based PDF. |
Where to Manage Inspection Types
To manage inspection types:
Go to Settings
Select Reports
Open the Inspection Type Library
From here, you can create, edit, disable, and re-enable inspection types.
Understanding the Inspection Type Library
The Inspection Type Library is split into three main areas:
1. Categories
1. Categories
Groups your inspection types, such as Tenancy Lifecycle, Inspections, or custom categories.
Default Categories
Your Inspection Type Library may include default categories such as:
Tenancy Lifecycle
Inspections
Disabled Types
Creating a New Category
To create a new category:
Go to Settings > Reports
Open the Inspection Type Library
In the Categories section, click the + button
Enter the category name
Save your changes
Once created, you can add inspection types into that category.
2. Inspection Types
2. Inspection Types
Shows the inspection types within the selected category.
To create a new inspection type:
Go to Settings > Reports
Open the Inspection Type Library
Select the category where you want the inspection type to sit
Click the + button next to Inspection Types
Complete the inspection type details
Click Save
3. Information
3. Information
Shows the details and settings for the selected inspection type.
When creating or editing an inspection type, you can configure the following:
Name | The name of the inspection type shown to your team. |
Default Title |
|
Short Code | A short reference for the inspection type. If left blank, Inventory Base will create one automatically. |
Description | A short explanation of when this inspection type should be used. This is useful as a reminder for your team when selecting the correct report type. |
Duration | The default time the inspection will reserve in the calendar. This can still be adjusted when creating the inspection booking. |
Lifecycle Type | This controls how the inspection type behaves within the tenancy lifecycle. |
Deliverable | Choose what type of output should be created. |
Category |
|
Default Initialisation | Choose the default template that should be used for this inspection type, where applicable. |
Default Typist |
|
Self-Service |
|
Clients |
|
Manage Report Settings |
|
Manage Emails |
|
Managing an Existing Inspection Type
To edit an existing inspection type:
Go to Settings > Reports
Open the Inspection Type Library
Select the category
Select the inspection type
Update the details in the Information panel
Save your changes
Depending on your setup, you may also see options to:
Manage report settings
Manage email settings
Update templates
Adjust how the inspection type behaves
Disabling an Inspection Type
Inspection types cannot be permanently deleted, as they may already be linked to existing inspections, reports, or historical data. Instead, you can disable an inspection type.
This is useful when:
The inspection type is no longer used
You want to prevent users from selecting it by mistake
You want to clean up the active list without losing the setup
To disable an inspection type:
Select the inspection type
Click Disable
The inspection type will move into the Disabled Types category
Disabled inspection types will no longer appear as active options when creating inspections.
Re-Enabling an Inspection Type
Disabled inspection types can be restored at any time.
To re-enable an inspection type:
Go to Settings > Reports
Open the Inspection Type Library
Select the Disabled Types category
Choose the inspection type you want to restore
Click Enable
The inspection type will become available again for your team to use.
Important to Know
Inspection types are disabled, not deleted
This protects existing inspections and reports linked to that inspection type
Disabled inspection types can be re-enabled when needed
Custom inspection types should be reviewed regularly to keep your library tidy and easy to use
Best Practice
Keep your Inspection Type Library simple and organised.
We recommend:
Using clear names your whole team will understand
Adding descriptions to explain when each inspection type should be used
Disabling old or unused inspection types
Avoiding duplicate inspection types unless there is a clear business reason
Reviewing your inspection types regularly as your workflows change