InventoryBase provides a facility to store Landlord, Tenant and third-party Contact details on an Inspection, so that InventoryBase knows who to notify, deliver completed reports and request signatures.
Note: Contacts are in addition to Clients. A Client will automatically receive notifications and completed reports. See Adding Clients for more info.
To update Contacts, add their details when you create the inspection, or navigate to the Inspection Info page and you'll see a blue Manage link on the right hand side of the page next to the Contacts heading.
Clicking the blue Manage link will open the Contacts List form to enter name, email address and phone number.
There are different types of contact, and different options depending on what you want InventoryBase to do with them.
- Signee: Pre-fill contacts details to the signatures section to capture a digital signature
- Notify: Email the contact when reports are booked or re-scheduled
- Deliver: Send the final report to the contact when the inspection is marked complete
When Contacts have been added, you'll see indicators on the right hand side of the Inspection Info tab to show you if the expected signees have signed yet or not.
If you're completing the report using the App on-site, when you mark the report complete, any Contacts requiring a signature will automatically be shown on the Signatures page ready to sign against their name if they are present at the property.
When a report is marked Complete, all Contacts will automatically receive the email notification with a link to the final report. You'll also be able to track outbound emails via the Share Activity tab:
This gives you a complete audit trail of when emails were sent, when they were opened and read, to use in the event any disputes arise.
Contacts can also be added to a property so that with each inspection created, it will pull the contacts details. On the Info tab of the property, select Manage to add contacts
Click here to read about how to set up auto removal of contacts from a property