As property managers, inspections are a critical aspect of our day-to-day responsibilities. They allow us to assess the condition of our properties, identify potential issues, and ensure the safety and well-being of our tenants. With Entrata’s user-friendly platform, creating inspections is a breeze. In this comprehensive guide, we’ll walk you through the step-by-step process of creating and managing inspections in Entrata, empowering you to streamline your operations and maintain the quality of your properties.
Before delving into the technicalities, it’s crucial to establish the significance of regular inspections. Inspections provide valuable insights into the overall health of your properties. Early detection of maintenance issues, such as leaky faucets, faulty smoke detectors, or pest infestations, can prevent costly repairs and potential hazards for your tenants. Furthermore, by addressing minor issues promptly, you can increase tenant satisfaction and enhance the reputation of your property.
Entrata’s intuitive interface makes creating inspections a seamless task. The platform offers customizable templates that can be tailored to suit the specific needs of your properties. These templates ensure consistency in the inspection process, saving you time and minimizing the risk of overlooking important areas. Additionally, Entrata allows you to schedule recurring inspections, ensuring that your properties are inspected at regular intervals, regardless of your workload.
Creating a New Inspection
To create a new inspection in Entrata, follow these steps:
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Navigate to the Inspections tab.
- Click on the "Inspections" tab in the top navigation bar.
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Click the "Create Inspection" button.
Locate the “Create Inspection” button in the top-right corner of the Inspections page. Click on this button to open the “Create Inspection” form.
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Select the property and unit.
In the “Property” field, select the property for which you want to create the inspection. In the “Unit” field, select the unit within the property that you want to inspect. You can also use the “Search” field to quickly find a specific property or unit.
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Enter the inspection date and time.
In the “Date” field, enter the date on which the inspection will be conducted. In the “Time” field, enter the time at which the inspection will begin.
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Enter the inspector’s name.
In the “Inspector” field, enter the name of the person who will be conducting the inspection. You can use the “Search” field to quickly find a specific inspector.
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Select the inspection type.
In the “Type” field, select the type of inspection that you want to create. Entrata offers a variety of inspection types, including move-in inspections, move-out inspections, and annual inspections.
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Enter the inspection notes.
In the “Notes” field, enter any relevant notes about the inspection. These notes can include information about the purpose of the inspection, any specific areas that need to be inspected, or any other relevant details.
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Click the "Create" button.
Once you have completed all of the required fields, click on the “Create” button to create the new inspection.
Specifying Inspection Details
The Specify Inspection Details section allows you to define the specific parameters for the inspection. This includes setting the inspection type, selecting the unit or units to be inspected, and specifying the date and time of the inspection.
To specify the inspection details, follow these steps:
- Select the inspection type from the drop-down menu. The available inspection types are:
- Move-In
- Move-Out
- Routine
- Special
- Select the unit or units to be inspected from the Unit drop-down menu. You can select multiple units by holding down the Ctrl key while clicking on the unit numbers.
- Specify the date and time of the inspection in the Date and Time fields. The date and time must be in the future.
- Click the Save button to save the inspection details.
Inspection Type Description Move-In An inspection that is conducted when a new tenant moves into a unit. Move-Out An inspection that is conducted when a tenant moves out of a unit. Routine A periodic inspection that is conducted to check the condition of a unit. Special An inspection that is conducted for a specific reason, such as a complaint from a tenant or a request from a landlord. Assigning Inspectors
To assign inspectors to an inspection, follow these steps:
1. Navigate to the “Inspections” tab.
2. Click “Create Inspection”.
3. In the “Inspector” field, start typing the name of the inspector you wish to assign.
4. Select the inspector from the dropdown list.
5. If you need to assign multiple inspectors, click “Add another inspector” and repeat steps 3 and 4.
6. If you need to remove an inspector, click the “X” next to their name.Additional Information for Assigning Inspectors
When assigning inspectors to an inspection, it is important to consider the following factors:
| Factor | Description |
|—|—|
| Inspector’s availability | Make sure the inspector you are assigning is available on the date and time of the inspection. |
| Inspector’s qualifications | Ensure that the inspector you are assigning has the necessary qualifications and experience to conduct the inspection. |
| Inspector’s workload | Consider the inspector’s current workload to ensure that they are able to complete the inspection on time and to a high standard. |Scheduling Inspections
To schedule an inspection in Entrata, follow these steps:
- Navigate to the property management tab in the navigation bar on the left side of the screen.
- Click on the "Inspections" tab.
- Click on the "New Inspection" button.
- Select the property, unit, inspection type, and inspector.
- Enter the date and time of the inspection.
- Enter any additional notes or instructions for the inspector.
- Click on the "Schedule Inspection" button.
Additional Details for Step 7:
- Entering Inspection Details: When scheduling an inspection, you can provide detailed instructions to the inspector. These instructions can include information such as specific areas to focus on, any known issues with the unit, or any access arrangements.
- Inspection Status: Once an inspection is scheduled, its status will be displayed as "Scheduled." As the inspection progresses, the status will change to "In Progress" and eventually to "Completed."
- Inspection Results: After the inspection is completed, the inspector will enter the results in the Entrata system. These results can be viewed by authorized users by clicking on the "Results" tab in the inspection.
Conducting and Documenting Inspections
Pre-Inspection Checklist
Before conducting an inspection, prepare by gathering necessary tools and documents, including:
- Inspection checklist
- Camera or video recorder
- Flashlight
- Property keys
- Notice of inspection
Tenant Notification
Provide tenants with advance notice of the inspection, typically 24-48 hours. Inform them of the scheduled date, time, and purpose of the visit.
Inspection Walkthrough
Thoroughly inspect all areas of the property, including:
- Exterior: Roof, siding, windows, doors
- Interior: Walls, floors, ceilings, appliances, bathrooms
- Common areas: Hallways, stairs, laundry facilities
Detailed Documentation
Record all observations and findings clearly and accurately. Use a structured inspection checklist to ensure consistency and capture all required details.
Photographs and Video
Take photographs or record videos to document any damages, repairs needed, or other conditions requiring attention. Label images with the property address and date.
Tenant Presence
If possible, invite the tenant to be present during the inspection. This provides an opportunity for them to point out any concerns or ask questions.
Inspection Report
After completing the inspection, create a written report summarizing the findings. Include detailed descriptions, photographs, and recommendations for repairs or improvements.
Follow-Up Communication
Communicate the inspection results to the tenant and property manager. Provide copies of the inspection report and address any questions or concerns raised by the tenant.
Reporting on Inspections
Selecting Inspection Records
To generate a report on inspections, begin by selecting the desired inspection records. You can filter by property, unit, inspection date, inspector, and more. This allows you to narrow down the report to specific criteria.
Customizing the Report
Customize the report format to include the relevant information. Select which data fields to display, such as unit address, inspection status, and inspector notes. You can also choose to include photos or attachments.
Scheduling the Report
Schedule the report to be generated automatically on a regular basis. This ensures that you receive timely reports without manual effort. You can specify the delivery time, frequency, and recipients.
Exporting the Report
Export the report in various formats, such as PDF, CSV, or Excel. This allows you to share it with others or analyze it further using spreadsheet software.
Viewing Inspection Details
Easily view detailed information about each inspection. Click on the inspection record to access inspector notes, photos, and other relevant data. You can also edit or update the inspection record if necessary.
Monitoring Inspection Completion
Monitor the status of inspections to ensure timely completion. Track which units have been inspected, which are overdue, and which require follow-up actions. This helps maintain compliance and prevent potential issues.
Identifying Recurring Maintenance Issues
Analyze inspection reports to identify recurring maintenance issues. This information can be used to prioritize repairs, allocate resources, and prevent similar issues in the future.
Table: Common Inspection Report Fields
Field Description Unit Address The address of the unit being inspected Inspection Date The date the inspection was conducted Inspector The name of the inspector who performed the inspection Inspection Status The current status of the inspection, such as Pass, Fail, or Incomplete Inspector Notes Detailed comments and observations made by the inspector How To Create Inspections In Entrata
To create an inspection in Entrata, follow these steps:
1.
Log in to Entrata and click on the “Properties” tab.
2.
Select the property you want to create an inspection for and click on the “Inspections” tab.
3.
Click on the “Create Inspection” button.
4.
Enter the inspection details, including the inspection type, date, time, and inspector.
5.
Click on the “Create” button.
Once you have created an inspection, you can add items to the inspection by clicking on the “Add Item” button. You can also add photos and notes to the inspection by clicking on the “Add Photo” and “Add Note” buttons.
People Also Ask About How To Create Inspections In Entrata
How do I schedule an inspection in Entrata?
To schedule an inspection in Entrata, follow these steps:
1.
Log in to Entrata and click on the “Properties” tab.
2.
Select the property you want to schedule an inspection for and click on the “Inspections” tab.
3.
Click on the “Create Inspection” button.
4.
Enter the inspection details, including the inspection type, date, time, and inspector.
5.
Click on the “Schedule” button.
How do I complete an inspection in Entrata?
To complete an inspection in Entrata, follow these steps:
1.
Log in to Entrata and click on the “Properties” tab.
2.
Select the property you want to complete an inspection for and click on the “Inspections” tab.
3.
Click on the inspection you want to complete.
4.
Enter the inspection results and click on the “Complete” button.
How do I view inspection reports in Entrata?
To view inspection reports in Entrata, follow these steps:
1.
Log in to Entrata and click on the “Properties” tab.
2.
Select the property you want to view inspection reports for and click on the “Inspections” tab.
3.
Click on the inspection report you want to view.
