Site Inspections

Record a formal, periodic safety inspection of a project site — work through a standard safety checklist, note what you found, and attach photos as evidence.

Who can use it — Site Inspections is a management-level record, not a day-to-day site form. You need "view site inspections" permission to see the list, and "manage site inspections" permission to create, edit, or delete one. By default that's the Management and Admin roles — Supervisors and general site users don't get it automatically unless your workspace has added the permission to a custom role. See Roles & Permissions for how access is set.

Where to find it — Project Management → Site Inspections in the sidebar, listing every inspection across your projects. Inspections also show on the project itself, under its Site Inspections tab, already filtered to that job.

Before you start — one thing worth knowing: the checklist you fill in is fixed. Every tenant uses the same standard inspection checklist (built and maintained centrally, not something you edit from Checklist Templates in this workspace — that page manages the checklists you do control, like prestarts, inductions, and toolbox talks).

How to fill one out

The form is a three-step wizard — Inspection details, Safety checklist, Site photos — and each step must be completed before you can move to the next.

1. Inspection details.
   • Pick the Project. (If you open the form from a project's own Site Inspections tab, this is filled in for you.)
   • Optionally choose a Location (optional) — a specific area from the project's location list — or leave it to cover the whole site (shown as Project-wide inspection).
   • Optionally select the Team Leader Onsite — the crew leader who was present at the time.
   • Set the Date & time of inspection — defaults to now; it can be backdated, but not set more than a day into the future.
   • Add any General notes / job description — free text, up to 5,000 characters.
2. Safety checklist. Answer every item Yes, No, or N/A — every question is required before you can continue. The standard checklist covers 18 points, including work-area isolation, inductions/sign-in, SWMS and permits on hand, PPE, machine guarding, ladder condition, tested electrical equipment, fire-fighting and first aid gear, emergency procedures, machinery condition, and site reinstatement/rubbish removal.
3. Site photos. Attach up to 20 photos (JPEG, PNG, HEIC or WEBP; 10 MB each) as evidence, and reorder them if needed.

Submit once all three steps are answered. Your progress through the wizard is kept in the page's URL, so refreshing or coming back to the link won't lose your place.

Findings and follow-up

Site Inspections doesn't have a separate pass/fail flag or a corrective-action field — how you record and chase up a problem is:

• Any item answered "No" counts toward the record's Failures badge, shown on the list and on the inspection itself (red if there's at least one, green if clear) — your at-a-glance signal that something needs attention.
• Use General notes to describe what was found and what's being done about it, and the Site photos step to attach supporting evidence.
• An inspection doesn't automatically raise anything else. If a finding is serious enough to need formal tracking, log it separately as an Incident — and if it points to a breach of a documented procedure, check Company Policies for the relevant one.

Staying on top of overdue inspections

• The list's Overdue (≥6 months) filter flags any project whose latest inspection is older than six months.
• A daily background check scans every active project and sends a Site Inspection Overdue notification if its last inspection is roughly six months old or older, or if it's never had one — so nobody has to remember to check manually.

Reviewing and managing records

• Filter the list by Project, an Inspected from / until date range, or the Overdue toggle.
• View opens the full record — details, the answered checklist, and photos. Edit lets a manager correct a record after the fact.
• Deleted inspections move to a Trashed filter rather than disappearing outright; from there they can be restored or permanently deleted.

Connected pages

• Projects — inspections are logged against a project, and also appear on that project's own Site Inspections tab.
• Incidents — where a serious finding from an inspection should be formally logged and tracked.
• Company Policies — the documented procedures an inspection is checking compliance against.
• Checklist Templates — manages the checklists you do control (prestarts, inductions, toolbox talks); the site inspection checklist itself is fixed and workspace-wide.

Tips & common mistakes

• Can't see Site Inspections in the sidebar? It's a management-level permission — ask an admin for "view site inspections" (or "manage site inspections" to create and edit) if you need routine access.
• The checklist only records Yes/No/N/A — anything you want followed up needs to go in General notes, with a photo if you have one. Don't assume a "No" answer alone is enough of a trail.
• Serious finding? Don't leave it sitting in the notes — raise a proper Incident so it gets tracked and actioned, rather than relying on someone rereading this record later.
• Six months creeps up fast — check the Overdue filter on projects you're responsible for before the automatic notification beats you to it.