Inventory Base enables you to have reports shared automatically with clients and tenants the moment they're completed.
All recipients of an Inventory Base report will click a unique link in their email taking them to an Interactive version of the report in their web browser.
Each viewer of the report has the ability to share the report with others, download the report as a PDF, add comments (if enabled) to each line item within each room/section of the report, and sign online.
You will be able to view when Contacts have opened the report on your dashboard or from the Activity tab of the inspection.
To view a report, login to your Inventory Base Web Dashboard at https://my.inventorybase.com and click on the address under the Inspections tab.
Simply click on the View Report button on the upper right to open the interactive web version of the report.
Click the dropdown button to the right of the View Report button to access additional options:
Changes Only: This report is only applicable if you're revisiting the copying from a previous report. The Changes Only report will provide a condensed report showing only the items which have been updated since the last report.
Actions Only: This report will only summarise the Actions added to items within reports, such as cleaning or maintenance issues.
Download PDF: Open up the PDF generation page which will create a download link for the PDF version of the report.
Share Report: Open up the Share Dialog which will allow you to select which type of report you're sharing, add recipients and type a covering message.
Note: All emails will be sent from InventoryBase with the Reply-To address set to the master account email, so recipients can reply directly to you.
Viewing Report Share History
The Share History provides a complete audit trail of all recipients and report shares, helping you track when and by whom a report was opened or viewed.
Open the inspection from your dashboard.
Click the Share History tab.
You’ll see a list of all recipients, including:
Date and time the email was sent
Status showing whether the recipient opened the email
Any manual shares or unique report links generated
Why It’s Useful
Maintain a clear audit trail for accountability and dispute resolution.
Confirm that recipients (e.g., clients, tenants, landlords) have received and viewed reports.
Identify if any follow-up communication is needed.
💡 Tip: You can manually email a report by generating a unique report link for each recipient. Each link is tracked in Share History, allowing you to see exactly who clicked, when the report was viewed, and when emails were opened. This creates a complete audit trail, which is useful for accountability or resolving disputes.
This gives you a complete audit trail of when the report is viewed, to use in the event any disputes arise.