The inspection process is an important part of your day to day management of your portfolio.
This article will take you through the steps on how to process your inspections using Rentfind Inspector.
The activation of the Vault integration with Rentfind Inspector (RFI) enables;
- immediate syncing of inspection records from Vault to RFI
- the sending of completed inspection reports from RFI back to Vault
Contents:
- Scheduling an inspection in Vault
- Conducting an inspection in Rentfind Inspector
- Finalising an inspection in Vault
- Sending an inspection report in Vault
Related Articles:
- Setting Automated Scheduling Trigger & Sending an Automated/Triggered Email
- Finalise an Inspection
- Manually sending an Inspection Email, SMS or Letter in bulk
Scheduling an inspection in Vault
You can schedule a Routine, Ingoing or Outgoing inspection at any time from within the management.
Navigate to the management > Tenancy/Management > Inspections > Add/Schedule Inspection tab
Add/Edit the inspection:
Type: Choose Routine, Ingoing or Outgoing inspection
Status: Proposed, Scheduled
Date: Choose an inspection date
Assigned: Assign the inspection to a user or team
If you are using a third party app eg Rentfind Inspector, the inspection must be at the status of scheduled so it will sync from Vault to Rentfind Inspector
Inspection records are immediately synced to RFI whenever they are added, updated or removed in Vault
Additional management details synced to RFI along with each inspection include;
- Property e.g. Bedrooms, Bathrooms, Car Bays, Rent, Property Key ID
- Property Manager
- Owner
- Tenant
Inspection Settings in Rentfind Inspector
Offices may have different requirements when creating new inspection records;
- e.g. if a previous inspection exists, copy the areas, comments but not the maintenance.
- e.g. if a previous condition report exists, copy the ingoing comments but not the outgoing comments, and copy the previous outgoing photos.
These requirements can be configured as default settings in Rentfind Inspector under Settings > Inspections, for routine inspections, and both ingoing and outgoing condition reports.
Synced Inspections in Rentfind Inspector
All details synced from Vault are displayed as read-only in RFI, appearing with a grey background.
Any changes to these details must be made in Vault, and can be synced to RFI by clicking the “Save” button for the inspection in Vault.
Conducting an inspection in Rentfind Inspector
Within the Rentfind app, you will see the scheduled inspections. Click on Load inspections if you cannot see the recently synced inspection.
To conduct your inspection in Rentfind Inspector click on the property address and select Add/Edit Areas and once you have completed the inspection select Complete.
Once you select Complete, Click on the green highlighted alert 'Tap here to synchronise'.
You then have the option to Sync All or Sync Now beside an individual inspection.
Finalising an inspection in Vault
To finalise the inspection, navigate to the Vault menu > Property Management > Schedule Inspections.
Then click on the Finalise Inspections tab, filter by date Range and by Property Manager and Refresh.
You will see all scheduled inspections and to finalise them, click on Set As Completed.
Once you Set As Completed, an alert will appear and if you are charging a fee the tickbox will be automatically ticked to charge that fee.
To reschedule your inspection automatically upon completion of an inspection, there are 2 options:
1. Go to the management > Tenancy/Management > Owner Fees/Charges > add how many days you want to schedule the next inspection eg 90 days
Note: If you set this up, no trigger is required
2. If you havent set up the scheduling in Owner Fees/Charges, you can set an automatic trigger to reschedule your inspections, this will happen once the inspection is completed.
See article Setting Automated Scheduling Trigger & Sending an Automated/Triggered Email
Sending an inspection report
The details of the inspection are saved automatically in Rentfind Inspector.
You then need to navigate to Generate Report and generate either as a Word doc report or Cloud report and this then saves the report in the Reports tab in Rentfind Inspector.
Within the Reports screen, you have the option to View, Download, Send as Email & Send to VaultRE.
If you send the inspection report to Vault, it will be saved in Vault in the management > Tenancy/Management > Filing Cabinet. Select the Inspections folder and on the right side, change the dropdown to All Tenancies.
You can also send the inspection report to your owners within Vault by going to the management > Tenancy/Management > Send Email.
Tick to include attachments and Select File from Filing Cabinet. Add text to the email or use an existing template, update other fields if required and Send Email
