Book initial & future property inspections

Owned by Fiona Wilson, created
Last updated: Jan 13, 2023
4 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

This page outlines how to book the initial property inspection as well as booking the next inspection, in line with the regular frequency expected within your business

Also outlined is how to use the Organiser and Power Reports to keep track of appointments to be booked and those that are booked

1. Access inspection information

From the tenancy:

  • Click the Management tab
    The Inspections panel displays the inspection frequency plus dates for the last and next inspection

  • For a new tenancy, the Next section shows when the initial inspection is due with a flag to indicate that the appointment is Not yet booked

  • Click the link beside Next
    See step 2

The number of days since the start of the tenancy that the initial inspection is due is set in configuration, as required by your business

Configuration may also let you change the inspection frequency per tenancy - see step 3

2. Book inspection appointment

A new appointment window will be displayed

  • Entry Date (i.e. the appointment date) will be set to the date the system believes the initial inspection is due, this can be changed

  • From / To: enter the start time and approximate end time for the appointment
    If you are unsure when the appointment can take place, use the Check Calendar function to jump to the diary to search for an available slot - see 2a for more information

  • Entry Type: leave set as Property Inspection

  • Entry comments: any extra notes about the appointment can be added here

  • Accompanied: displays the name of the property manager - ensure the correct name is displayed (click the link to change) and leave the box ticked to ensure the appointment is put in that person's diary 

  • +Negotiators/Offices: if additional colleague(s) are involved in this appointment, click the link and pick the required user(s) from the list

  • Other Agent: if another agent is involved in this appointment, tick the box and select their company record from the list
    The property & tenancy details are automatically added to the right of the screen

  • Click Save and Exit to return to the tenancy screen
    The booked inspection appointment details are shown

To send an email confirmation, before leaving the appointment screen, click Print, select Email and click Proceed

2a. Check calendar function

If you are unsure when the appointment can take place, use the Check Calendar function to jump to the diary to search for an available slot

  • Click Check Calendar (top left of appointment screen)

  • The Diary will be displayed showing an appointment for the currently selected day/time 

    If the appointment day/time is acceptable, double-click to return to booking the inspection

  • If you need to change the appointment, hover over it then click & drag to the required time/day (mouse pointer should be a 4-headed arrow)
    To make the appointment duration longer/shorter, hover over the bottom border of the appointment then click & drag (mouse pointer should be a 2-headed arrow)

  • Double-click to return to booking the inspection
    The new time/duration/date will be applied to the appointment

3. Inspection frequency & appointment reminders

When the initial appointment has taken place, it will be displayed as the Last appointment and the date of the Next appointment to be booked will be displayed

  • The Regular Inspection Frequency (displayed on screen) determines date of the Next appointment to be booked, this frequency can usually be changed per tenancy (dependent on configuration)

  • Reminders for booking the next appointment can be seen in the Property Management panel of the Organiser, see next step

4. Inspections to be booked

From the Property Management panel on the Organiser:

  • Click Inspections to be booked xx days
    The number of days shown can be changed, click on the figure to change then press enter

    Use the filter options at the top of the panel to show just your properties By Manager or By Office

  • A list of the inspections needing to be booked within the specified time will be displayed

  • Book the appointments, as outlined in steps 1 - 2

 

5. Reporting on upcoming appointments already booked

Power Reports allow you to generate a list of appointments booked

The example below outlines how to generate a list of appointments booked that are due to be carried out in the next month but aren't yet confirmed

From the main menu:

  • Click Reports and select Power Reports

  • Build the report as follows

  • Select the report type of Diary Report then select the following criteria options

  • Office - select required office(s) or select is current office to return just your office's appointments

  • Time - select in preset range then choose what range to report on, e.g. in Next 30 Days

  • Type - select any of and select Property Inspection

  • Confirmed - select is false to return unconfirmed appointments
    Or, leave this criteria out to get all upcoming appointments, regardless of confirmed status   

  • Click Run Report