Visit Reports: Routine Inspections Guide

Technical Support & How-To for Visit Reports

This page explains how to use Visit Reports, which is currently in beta.

Where to find it

Use Inspections for your diary/tracker (gas, electrical, routine visits). Use Visit Reports to capture observations during a routine property visit and to generate reports or emails afterwards.

Quick start (about 2 minutes)

1. Create a visit report

From Tenancy Builder → Tenancy Manager → Visit Reports, click Add. Choose Use inventory or enter the property address. Add the inspection date and inspector name, then set Role to Landlord or Agent (this affects wording later).

1. Add observations

• Click Add observation.
• Select a Room (if you chose an inventory, its rooms are shown).
• Pick an Outcome - Action required (needs fixing/investigation). No material issue observed (checked and fine), or Info/note only (e.g., "Room not inspected -- sleeping child").
• Write a factual Observation (what you saw/tested).
• Photos are optional.
• The item link is optional and shown only when using an inventory (e.g., door, fan, alarm).

Click Save.

Observations will display in different colours by outcome (actionable, info only, etc.).

Save periodically as you work to keep the report up to date.

Using an inventory

When you create a Visit Report, you may select an existing AI Inventory you've already created in Tenancy Manager.

If selected, the property address is auto-filled. While adding observations, you can pick from the inventory's rooms and, where helpful, link to items in that room (e.g., door, bath, walls).

PDF

You can create a PDF report by opening the Visit Reports list and, from the action button next to the report, choose PDF.

The PDF includes the property header, your observations (Action required / No material issue / Notes), and photos (if selected). It mirrors the style of the inventory report.

Best-practice data entry

• Keep notes factual and specific. For example, "Impact hole ~60 mm at mid-height; splintered edges" is better than "door damaged".
• Record positive checks for key items (e.g., "Smoke alarms tested -- audible throughout"). Note access limits ("Sleeping child").
• Add photos where they help make decisions or future comparisons.

FAQ

My inspection has only two issues—do I need to list every room?

No. Capture is exceptions-only. You may add positive checks to provide evidence (e.g., alarms OK).

Edit a Visit Report

You can edit a report at any time. Go to Tenancy Manager → Visit Reports, and from the action button choose Edit.

Delete a Visit Report

From Tenancy Manager → Visit Reports, choose Delete from the action button. This action is permanent and cannot be undone.

Developer / power-user notes (optional)

Click JSON Preview to view the machine-readable data. Use the copy button to take this raw data for your own LLM/AI with your own instructions to generate reports, tenant letters, or other outputs.

Scope reminder

This is a limited, non-invasive visual inspection tool. It is not a survey and not a substitute for statutory checks (gas, EICR, fire safety, etc.). Liability and recharge decisions ultimately rely on your tenancy agreement, evidence, and the applicable scheme rules.