Inspections & photos

What's in the inspection report?

Every item with its rating, note and photos; an overall condition and summary; the property, inspector, date and time; where the inspector stood when each photo was taken; and the signatures. Your logo and colours on every page, as a PDF and as a live link.

Are inspection photos timestamped and location-stamped?

Yes — every photo records when the shutter fired and, if the phone allows location, where the inspector stood, and the report prints both. That is what turns a photo into evidence in a deposit dispute or a franchise audit.

How do I take inspection photos that hold up in a dispute?

Wide shot first, then the detail; one photo per finding on the item it belongs to; let the app stamp time and place. The report then shows the room, the damage and the moment together, which is what a hearing officer or a board member needs.

Can I record video during an inspection?

Yes — clips up to three minutes attach to an item like a photo, with a poster frame in the PDF and a playable link. Free includes 3 clips per inspection, Pro 150 a month across the workspace, Business and Multi-site have no monthly cap.

Can I add voice notes instead of typing?

Yes — hold the microphone on an item or on the walk and speak; the recording is saved as a voice note on that finding, plays back from the inspection page and prints in the report with its words. The words come from the phone's own dictation where its browser supports it (Chrome on Android, most current iPhones), otherwise from a speech-to-text service when one is configured, and failing both the note stays audio until someone types it up.

Can two inspectors work on the same inspection at once?

Yes — the inspection is one record; two people rating different sections from two phones both write to it, and each page refreshes when the other adds a photo or a rating. Complete is done once, by whoever finishes.

Can I schedule recurring inspections?

Yes — give a property a walk cadence (monthly, quarterly, annual, or any number of months) and Sitesui creates the next walk when it is due, assigns it, and reminds the inspector the evening before. A month of walks can be assigned at once from Bulk scheduling.

Can I compare a move-in and a move-out inspection side by side?

Yes — for the same unit, the move-out report can show each item beside its move-in rating and photos, so a deposit deduction points at the exact change. Owners and tenants see the same pair.

Is there a move-out inspection checklist I can use today?

Yes — the built-in move-out template covers every room, fixtures, appliances, keys and cleaning, and it is published in full with a printable PDF. Start a walk with it, or copy and change it.

Can a manager approve an inspection before it goes to the client?

Yes — switch on report approval in Settings and every completed inspection waits for an owner or admin to approve it before the share link, PDF, email or signing link will work. Returned walks go back to the inspector with a note.

Can I amend a report after it's been completed and shared?

Yes — Reopen to amend puts the walk back in progress, and completing it again produces revision 2 with an amendment note. The client's link keeps working throughout: it serves the last complete version with a line saying a newer one is coming.

Can I require a photo on every finding?

Yes — mark an item photo-required in the template and a Poor or Fair rating on it will not let the walk complete without a photo; the Complete dialog counts what is owed. Templates can also require a photo on every item regardless of rating.

Can I add custom fields to properties (lease end, meter number, key box)?

Yes — define fields once in Settings → Custom fields; they appear on every property, import from a matching CSV column, and print on the report's property block. Access notes for vendors have their own place on the property so the key-box code reaches the trade and nobody else.

Can I keep internal notes on an inspection the client never sees?

Yes — internal notes live on the inspection page, visible to your team only, never in the PDF, the share link or the owner link. Voice notes are not internal: they print in the report with their transcript.

Can I schedule an inspection for another inspector?

Yes — pick the property, the template, the date and the person; they get an assignment email (and a push if they turned it on) and the evening-before reminder in their own time zone. A month of walks can be assigned at once.

Can I get scheduled walks in my calendar?

Yes — every person has a private calendar feed (ICS) of their assigned and scheduled walks; subscribe to it in Google Calendar, Apple Calendar or Outlook and it stays current. The link is a secret; regenerate it from Settings if it leaks.

Can I do a quick drive-by or exterior-only inspection?

Yes — start a walk with the exterior template (or any short one), take the photos from the curb, complete; it takes two minutes and the report carries the stamped photos and where you stood. Many managers run monthly drive-bys on a cadence and a full walk annually.