Inspections & audits
Turnovers handle checkout day. Inspections are the same job machinery pointed at the calendar instead of a stay: every apartment gets a monthly inspection walked by its housekeeper and a quarterly audit done in person by a manager. Both are created for you, worked from the same photo checklists, and reviewed with the same panel.
The two rhythms
Section titled “The two rhythms”- Monthly inspection — the housekeeper’s walk-through, any day before the month ends. Expected to take 60 minutes; due at 18:00 WAT on the month’s last day. After that it’s overdue, which shows as a red chip on the web list — deliberately no push, a nudge rather than an alarm.
- Quarterly audit — the deeper check, done by a manager in person (180 minutes expected, due 18:00 WAT on the quarter’s last day). Audits are started, not assigned: they sit unassigned until a manager claims one.
The database allows one open job of each kind per apartment per day, so a checkout on the month’s last day and that month’s inspection both stand.
How they’re created
Section titled “How they’re created”A daily job at 05:00 WAT makes the current month’s inspection and the current quarter’s audit for every active property. It’s idempotent — a job that already exists, however it ended, is the period’s job and nothing is made twice — and it also runs the moment a workspace gains field operations, so a property added mid-month appears the next day.
The month’s inspection goes to the property’s default housekeeper (as long as they’re still field staff), who gets a push when it becomes theirs inside its window. The audit goes to nobody on purpose.
Checklists
Section titled “Checklists”Inspections have their own checklists, edited on the property’s Field operations card alongside the turnover list. The ShortletBox defaults:
| Monthly inspection | Photos |
|---|---|
| General condition | 2 |
| Appliances working | 1 |
| AC | 1 |
| Plumbing & leaks | 1 |
| Smoke alarm | 1 |
| Fire extinguisher | 1 |
| Locks | 1 |
| Inventory on show | 1 |
| Quarterly audit | Photos |
|---|---|
| Walls, ceilings & floors | 2 |
| Appliances | 2 |
| AC servicing | 1 |
| Plumbing | 1 |
| Electrical & inverter | 1 |
| Safety (smoke alarm, extinguisher, locks) | 2 |
| Furniture & fittings | 2 |
| Inventory on show | 1 |
Doing the job
Section titled “Doing the job”In the field app, Today lists the month’s inspection after the day’s turnovers — all month, and while overdue — as MONTHLY INSPECTION · Any day before Sat 31 Oct. The job screen shows the Getting in access note throughout the window (not just on one day, since there’s no checkout to wait for), but no readings or low-stock flag — those belong to turnovers. The same Start, photo-checklist and Mark ready flow applies.
An audit works differently: Start claims it for the manager, and a second manager is told “Ada has already started this audit…”. There’s no review afterwards — Finish audit passes it, stamped with who did it and when.
Reviewing
Section titled “Reviewing”A monthly inspection ready before its deadline gets the same Pass / Send back review as a turnover — same tick-boxes, same reason, same row lock, same “I checked this in person” box. On time here means ready by 18:00 on the window’s last day, and the scorecard counts it.
Spot checks
Section titled “Spot checks”Passing a clean from the couch is only half the control. Settings → Field operations → In-person check target (25% by default) is the share of reviewed cleans a manager aims to physically visit. The pick is a stable random hash per job — the same clean is always suggested or always not, so the board doesn’t reshuffle on refresh and housekeepers can’t predict it from the unit. A suggested job reads Suggested for an in-person check, and the day board tracks progress: “In-person checks this month: N% · target T%”. It’s a target, never a gate.
Where you manage it
Section titled “Where you manage it”Admin → Field → Inspections lists this month’s inspections (with reassignment and the overdue chips) and this quarter’s audits (each with an auditor, or Not started); each job opens the shared detail page, and the nav badge counts overdue inspections. In the manager app, the Field entry on Today carries the counts (“2 to review · 1 audit open”), with the review and audit screens behind it.