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The Tenancy Manager can track inspections of any type, such as gas safety records, electrical safety, EPCs, fire alarm testing, routine inspections, etc.
To add a new inspection, follow these steps:
Two types of inspection can be added: completed or new schedule. Adding a completed inspection logs a new record of a previous inspection and automatically adds a new scheduled inspection for the next one. Adding a new schedule adds a schedule that will be due in the future.
Select a letting unit from the dropdown. If it doesn't exist, you must first add one by going to Letting Units in the sidebar and adding from there.
Select the inspection type from the dropdown. New types can be added to the inspection list (see later).
If completed has been selected, enter the date the inspection was completed in the past.
Enter the date when the inspection is next due.
If Completed was selected, you can upload a PDF of the completed report.
Optionally, you can add any notes.
Reminders for upcoming scheduled inspections are sent to you by email at six weeks and two weeks before the due date. This timing provides ample opportunity to arrange access with contractors and tenants.
The records can be filtered from the inspection list using the dropdown. Current are upcoming inspections (or overdue), and completed are previously completed inspections. You can also search for particular inspections. The inspection type can be filtered.
After filtering or searching, the list shown in the current view can be exported to PDF by clicking the PDF button.
New inspection types can be created by clicking the button at the top to display them and then clicking "add new" to create one. Previously created inspection types can be deleted, but be warned that any attached records will also be deleted.
For a current inspection, you can use the action button next to the record to complete an inspection.
Enter the completed date and optionally upload a PDF of the report and any notes.
A new record will be created for when the next inspection for that property and type is due. For example, suppose a gas safety record is completed. In that case, a new inspection will be added for the following year (considering the two months when a gas safety can be completed early).
On completion, you are given the option via a checkbox to provide a copy of the report to the tenants. If ticked, you may edit the default text and, in particular, retain or remove the fire safety instructions text and save. An email with the report attached will be sent to the current tenants.
Note: By retaining the fire safety information text where the dwelling is part of a building with two or more dwellings, you can send the information alongside gas records or other inspection types to ensure they are issued every 12 months, as required.
To select multiple records, tick the box to the left of any record(s). Then, click the action button at the top to email the current tenants of the letting units.
This is useful for emailing multiple tenants at once with planned inspections in a block of flats or that are due together at similar times.
When communicating this way, the same email is sent to each tenant, so specific instructions for individual tenants should not be included.
To delete an inspection record, go to the inspections list by selecting Tenancy Manager -> Inspections in the sidebar. Then, click the actions button on the left and choose Delete.
Please note: this action permanently deletes the record and cannot be undone.