Resources/User Guide
Role Handbook

Inspector Handbook

Templates, scheduling, field execution, compliance certificates, and expiry monitoring.

Role Handbook10 min read

You run inspections, manage compliance certificates, and own the audit trail that proves a portfolio is operating to standard. This handbook covers template authoring, scheduling, field execution, review, and compliance certificates.

Your sidebar

  • Dashboard
  • Operations — Inspections, Compliance
  • Documents

You may also see portions of Maintenance if your role is combined.

Your dashboard focus

  • Scheduled Inspections (this week)
  • Overdue Inspections
  • Pending My Review — submitted inspections awaiting your sign-off
  • Compliance Certificates Expiring Soon (next 60 days)

Building an inspection template

Templates are reusable skeletons. An inspection fills in the values.

Creating a template

  1. Sidebar > Operations > Inspections > Templates > New Template.
  2. Give it a name, a category (Routine, Safety, Compliance, Condition, Move-in/out), and an optional description.
  3. Add sections — each section groups related items (e.g., "Kitchen", "Bathrooms", "Common Areas", "Mechanical Room"). Sections can be weighted if your template produces a score.
  4. Add items to each section. For each item, configure:
    • Question text (bilingual if you want)
    • Response type: pass/fail, rating (1–5), text, number, photo, multi-select
    • Required? (yes/no)
    • On failure — auto-create a follow-up WO (yes/no), priority for that WO
    • Guidance — extra text shown to the inspector (e.g., a photo of a good example)

Template scoring

If your template is scored:

  • Each pass/fail item contributes 0 or its section weight.
  • Rating items contribute (rating / 5) × section weight.
  • Text / number / photo items don't score unless you mark specific values as fail conditions.

The final score is a % out of 100. Set a pass threshold — inspections below the threshold move to Review instead of Approved.

Versioning

Templates are versioned. If you edit a template, existing scheduled inspections keep the version they started on; new schedules pick up the latest.

Scheduling an inspection

Ad-hoc schedule

  1. Sidebar > Operations > Inspections > Schedule Inspection.
  2. Pick the template.
  3. Pick the scope: building, floor, unit, or specific asset.
  4. Set scheduled date (when it should be done) and due date (the deadline).
  5. Assign an inspector (or leave unassigned for an open pool).
  6. Add notes if needed.
  7. Click Schedule.

Recurring schedule

On any scheduled inspection, click Make Recurring. Configure:

  • Recurrence pattern (RRULE format — every X days/weeks/months/years, or specific days of week/month)
  • End condition — never, after N occurrences, or on a specific date

Each occurrence is auto-created by the PM generator background processor at the right time.

Executing an inspection

In the field

  1. Open the inspection from your queue on mobile or desktop.
  2. Tap Start Inspection.
  3. Work through each section, item by item.
  4. For photo items, tap the camera icon — photo uploads immediately and attaches to that item.
  5. For rating items, tap the star (1–5).
  6. For pass/fail items, tap Pass or Fail. Failing an item that's configured to auto-create a WO prompts you to confirm before the WO is spawned.
  7. Save progress as you go — ArkanPM keeps your state even if you close the browser.

Handling failures

Three paths:

  • Minor, non-safety issue — fail the item, add a photo and note. No WO.
  • Requires corrective action — fail the item, let the auto-create WO fire. Review the pre-filled WO and adjust priority if needed.
  • Urgent safety issue — fail the item, manually create an Emergency WO with a note linking back to the inspection. Notify the facility manager directly too.

Submitting the report

  1. When all required items are answered, the Submit Report button becomes active.
  2. Tap it. A summary appears: score (if scored), failed items count, photos count.
  3. Confirm. The report moves to Submitted status and lands on the Facility Manager's review queue.

Reviewing an inspection (if you have review authority)

  1. Sidebar > Operations > Inspections > Reports > Pending Review.
  2. Click a report.
  3. Review the full report inline — all items, ratings, photos, notes, auto-created WOs.
  4. Click Approve or Reject with notes. Rejected reports return to the inspector's queue with your comments.

Compliance certificates

ArkanPM tracks regulatory certificates you already hold and flags those getting close to expiry.

Adding a certificate

  1. Sidebar > Operations > Compliance > Certificates > Add Certificate.
  2. Pick a regulatory requirement from the registry (e.g., Fire Safety, Health & Hygiene, Elevator Safety). If you need one that's not in the registry, a Tenant Admin can add it first.
  3. Fill in:
    • Certificate number
    • Issuing authority
    • Issue date
    • Expiry date
    • Scope — which building / which asset it covers
  4. Upload the certificate PDF.
  5. Save.

Expiry monitoring

The warranty/certificate expiry monitor (a background processor) runs daily and flags anything within your configured window:

  • Default: alert at 60 days, warn at 30 days, escalate at 7 days
  • Alerts land on the compliance dashboard and on the Facility Manager's dashboard
  • Escalations notify leadership if action isn't taken

Renewing a certificate

  1. Open the certificate.
  2. Click Renew.
  3. Enter the new certificate number, new issue/expiry dates.
  4. Upload the new PDF.
  5. The old record is archived in the history tab (audit-trailed).

Regulatory requirements registry

Sidebar > Operations > Compliance > Requirements is the catalog of regulatory frameworks applicable to your tenant. Each entry has:

  • Requirement name
  • Category (Fire Safety, Health, Building Code, Accessibility, Environmental, etc.)
  • Applicable scope (building type, jurisdiction)
  • Typical frequency (annual, biannual, etc.)
  • Notes / guidance

Tenant Admins curate this list. You use it when logging certificates so the right requirement is linked.

Working with inspection data

Exporting a report

On any inspection report page, click Export PDF. The PDF contains:

  • Inspector name, date, scope
  • Score and pass/fail summary
  • Every item with response, notes, and photos
  • Signatures (if your template collects them)

This is the artifact you hand to an auditor or external authority.

Bulk export

Sidebar > Operations > Inspections > Reports > Export:

  • Pick a date range and/or a building scope.
  • Choose PDF bundle or CSV summary.
  • ArkanPM builds the archive and emails you a download link when ready (for large exports).

Good practice

  • Photo every fail. No photo = no evidence. Don't close items without proof when the response type calls for it.
  • Be specific in notes. "Broken" is not a note. "Crack along weld seam, top-left corner, approx 15cm, not leaking" is a note.
  • Don't close an inspection if you couldn't access a required item. Put it on hold (same pattern as WOs) with reason Access. Note the blocker. Your manager gets notified.
  • Flag scope gaps. If you're inspecting "Building A" and a whole wing is missing from the checklist, tell the template owner — don't paper over it by adding ad-hoc items.

Related handbooks:

Previous
Technician Handbook
Next
Resident Handbook

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