Inspection Confirmation Settings let you automate how inspections are marked as Confirmed or Unconfirmed — both internally and for your contacts. You can also allow tenants to confirm or request a reschedule directly via email, helping you manage scheduling more efficiently and reduce unnecessary back-and-forth.
With these settings, teams can streamline workflows, ensure consistent confirmation rules, and give tenants an easy, self-service way to respond to appointments.
Ideal for agencies, clerks, and property managers who want smarter control over inspection scheduling.
Getting Started
Log in to your online dashboard and click Settings (top-right).
Under the Reports section, scroll to the Confirmation option.
Confirmation Emails' Settings
Setting | Description | Available Options |
Enable confirmation
| Turns the confirmation workflow on or off for inspections. | Off / On |
Default setting for internal confirmation
| Choose whether all newly created inspections should automatically start as:
This ensures consistency across your organisation and removes the need for manual adjustment each time you create an inspection. | Unconfirmed / Confirmed |
Default setting for contact confirmation | Set the default confirmation status for each contact type — e.g., Tenant, Landlord, Agent. You can choose whether their confirmation state is automatically set to:
This is especially useful when certain contact types typically require an active confirmation step before proceeding. | Unconfirmed / Confirmed |
Auto-Confirmation Rules | Choose when inspections should automatically be marked as internally confirmed:
This setting reduces manual updates and helps maintain clean workflow states. | On Fetch / On Active |
Allow tenants to confirm or reschedule via email | Enable this to allow tenants to interact with their inspection invitation email. The tenant notification email includes:
This makes scheduling faster and more transparent for all parties. | Off / On |
When are Confirmation Emails Sent?
Confirmation emails are only sent if specific conditions are met.
These conditions differ slightly depending on whether the inspection is newly created, updated, or if you are resending the confirmation email manually.
When an Inspection Is Created
When creating an inspection, the system checks whether Notify is ticked for the contact, the inspection is internally confirmed, and that the appointment is set in the future.
Step 1: Is “Notify” ticked for the contact?
No → Email is not sent (skip).
Yes → Move to Step 2.
Step 2: Is the inspection internally confirmed?
Unconfirmed → Email is not sent (skip).
Confirmed → Move to Step 3.
Step 3: Is the conduct date in the future?
No → Email is not sent (skip).
Yes → Email will be sent.
Notifications when inspection is created only send if:
✔ Notify is ticked
✔ Internal confirmation is set
✔ The inspection is scheduled for a future date
When an Inspection Is Updated
When updating an inspection, a confirmation email is only sent if Notify is ticked, the inspection is internally confirmed, and the inspection date has changed.
If the date stays the same, even with other updates, no confirmation email is sent.
Step 1: Is “Notify” ticked for the contact?
No → Email is not sent (skip).
Yes → Move to Step 2.
Step 2: Is the inspection internally confirmed?
No → Email is not sent (skip).
Yes → Move to Step 3.
Step 3: Has the conduct date changed?
No → Email is not sent (skip).
Yes → Email will be sent.
A confirmation email is only sent if:
✔ Notify is ticked
✔ Internal confirmation is set
✔ The date of the inspection has changed
When Resending the Confirmation Email
When resending manually, the only condition is that Notify is ticked — the email will be sent immediately.
Step 1: Is “Notify” ticked for the contact?
No → Email is not sent (skip).
Yes → Email is sent immediately.
Summary for resend:
✔ If Notify is ticked → Email always sends
✘ If Notify is not ticked → Email cannot send
ℹ️ There are no additional checks here — it does not matter whether the date changed, whether the inspection is confirmed, or whether it's in the future.
Managing Reschedule Requests
When tenant notifications are enabled, tenants can confirm or request a new inspection date directly from their email. This allows them to quickly accept the appointment or propose an alternative with comments.
Reschedule requests automatically move the inspection to Unconfirmed and notify your team, helping you respond promptly and keep scheduling accurate and up to date.
1. To enable tenant confirmations, first navigate to your Report Settings → Confirmation Settings and switch Allow tenants to confirm or reschedule via email to ON.
2. Once enabled, any confirmation email sent out to a tenant (marked as Notify) will receive an email allowing them to either confirm the inspection or request a new date with optional comments.
If the Tenant Clicks “Confirm”
The inspection will remain in the Confirmed state.
The internal team can proceed with scheduling as normal.
If the Tenant Clicks “Reschedule”
The tenant will be prompted to:
Pick a proposed new date via a date selector.
Add comments or reasons for the change (optional).
Once submitted by the Tenant:
- The inspection is automatically moved to Unconfirmed and the date is updated to the suggested date.
- The tenant’s comments are sent to the clerk and appear under Internal Messages.
- Your team can review the request and update the appointment accordingly.
