Inspection Scheduler allows you to create a reusable set of rules for future or recurring inspections.
You can decide:
How often the inspections should take place.
How many inspections should be created.
Which inspection type and report source should be used.
Which clerk should be assigned.
Once the schedule has been created, it must be applied to one or more properties before it can begin creating inspections.
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, which can be added to any plan.
The Team Pro plan, which includes the Pro modules.
You should also make sure that any inspection types, templates, and clerks you want to use have already been added to your account.
You can learn more about Inventory Base Pro modules on the Inventory Base Pro page.
Open Inspection Scheduler
Select Properties from the top menu.
Select the Schedules tab.
Select Create New Schedule.
Name the Schedule
Enter a clear name that helps you identify what the schedule will be used for.
For example:
Quarterly Routine Inspections
Weekly Cleaning Checks
Annual Property Review
Monthly Safety Inspection
Select Create to continue.
ℹ️ A schedule can be reused across multiple properties, so choose a name that will make sense when viewing it later.
Configure the Schedule
Each row within the schedule controls one type of inspection that the Scheduler will create.
You will need to configure the following settings:
Setting | What It Controls |
How often the inspection should be scheduled | |
The maximum number of inspections the schedule should create | |
The type of inspection that will be created | |
The template or previous inspection source used to initialise the report | |
The clerk who will be assigned to the inspection |
1. Choose the Frequency
Use the Frequency menu to choose how often inspections should take place.
The available options include:
Daily
Weekly
Monthly
Periodically
Custom
Trigger
Depending on the frequency selected, you may also need to choose a weekday, interval, or other scheduling detail.
For example, when selecting Weekly, you must choose the weekday on which the inspections should take place.
ℹ️ For a full explanation of each option, see Inspection Scheduler: Understand Frequency and Occurrence.
2. Set the Occurrence
The Occurrence field controls the maximum number of inspections the schedule can create.
For example:
Weekly with an Occurrence of 5 means the schedule can create up to five weekly inspections.
Monthly with an Occurrence of 12 means the schedule can create up to twelve monthly inspections.
ℹ️ Notes
Leave the Occurrence field blank when you want the schedule to continue indefinitely until it is removed from the property.
The inspections created when the schedule is first applied count towards the Occurrence limit.
3. Select the Inspection Type
Use the Inspection Type menu to choose the type of inspection the schedule should create.
The options available will depend on the inspection types configured on your account.
4. Select the Template or Source Report
Use Template/Source Report to choose how the new inspection report should be initialised.
Available options may include:
Continue from previous (Structure Only)
Template
Load from Property (specific property)
Load from Inspection (specific inspection)
ℹ️ Notes
When selecting Template, choose the specific template that should be used.
When selecting Most Recent Inspection, the Scheduler will use the most recent inspection available for that property as the report source.
5. Assign a Clerk
Use the Clerk menu to assign the inspections to a specific clerk.
You can also assign to:
Save the Schedule
Once all the required settings have been added, select Save.
The schedule will now appear in your Property Schedules list.
ℹ️ Notes
Creating the schedule does not apply it to any properties automatically.
You must link it to the required property or properties before inspections can be generated.
Edit an Existing Schedule
To open an existing schedule:
Go to Properties > Schedules.
Select the name of the schedule.
Update the required settings.
Select Save.
⚠️ Important
Changes made to schedules that are already linked to properties may affect future scheduling.
Review the linked properties before making significant changes.
What To Check If Something Does Not Work
🔽 Select a heading below to expand the instructions.
The Schedules Tab Is Not Visible
The Schedules Tab Is Not Visible
Check that your Inventory Base account has access to either:
The Properties Pro module.
The Team Pro plan.
Contact your Account Manager or Support if you are unsure what is included with your account.
The Schedule Will Not Save
The Schedule Will Not Save
Check that all required fields have been completed, including:
Frequency.
Inspection type.
Any required template or source report information.
Any additional settings required by the selected frequency.
No Inspections Have Been Created
No Inspections Have Been Created
Creating a schedule does not create inspections by itself.
The schedule must first be applied to a property.
ℹ️ See Inspection Scheduler: Apply and Manage Schedules on Properties for the next steps.
What To Do Next
Once the schedule has been saved, apply it to the property or properties where it should run.
You will be asked to select the relevant start date when applying the schedule.
➡️ Continue to: Inspection Scheduler: Apply and Manage Schedules on Properties
Need Help?
If you cannot create or save a schedule, contact the Support team through the chat icon in your Inventory Base account.
Please include:
The name of the schedule.
The frequency you selected.
The inspection type being used.
A screenshot of the schedule settings.
Full details of the issue you are having.
Any supporting screenshots or screen-recordings of the issue.