The inspection module can assign an inspection to each reservation that is placed. The inspector can then login to Task Manager, to view the inspections that are assigned to them. First, configure the inspection settings to create statuses and types of inspections. Then to set the system to automatically schedule an end of stay inspection based on the departure date, specify the default inspector against each property.
How to Create an Inspector
To add a new inspector, go to:
- Global Settings
- Software Assistant
From the navigation menu, select "Contacts and Vendors."
After adding the contact, make sure to enable the checkbox for "Vendor."
1. Make sure to enable the checkbox for "Vendor"
2. Select "Inspectors" in the Service Type dropdown
Be sure to click the "Save" icon.
Please note, only contacts that are checked as an Inspector will be able to be assigned to an inspection. To learn more about how to add a contact, please click here.
Add Inspection Types and Statuses
Before an Inspection can be assigned to a booking, the inspection status and type of inspection need to be added. As an example, a unit may require a “Pre-Stay Inspection” or an “End of Stay Inspection.”
To configure these, go to:
- Global Settings
- Software Assistant
From the navigation menu, select "Inspection Settings."
- To add a new Status: Click on the “Plus” icon to add a new row and then type for example: “No Issues” or "Minor Issues"
- Click the “Save ”Icon to save
- To add an Inspection Type: for example: "Pre-Stay Inspection," Click on the “Plus” icon to add a new row and type “Pre-Stay Inspection."
- Specify the Task Template if applicable. (This is to apply to the task for the inspection that will be visible by the vendor within Task Manager.)
- Click the "Save"icon to save.
How to Configure Automatic Inspections
Once the statuses and types have been added, the inspection can be assigned to the property in Advanced Unit Setup
This way, when a new booking is placed, it will automatically assign the inspection.
To do so, go to:
- Owners & Listings
- Advanced Unit Setup
From the table of properties, use the scroll bar at the bottom to scroll to the right, and assign the default inspector and type of inspection to automatically apply to the booking.
When a booking is placed, the inspection and default inspector will automatically be assigned.
It is important to note that the automated inspections will be scheduled on the departure date of a booking. Because of this, it would typically be an “End of Stay Inspection” that is configured as the Inspection Type. Other Inspection types, like “Mid Stay Inspections” or “Long Vacancy Inspections” can be manually added on an ad hoc basis.
How to Manually Add or Change an Inspection
To manually customize or add an Inspection directly to a known reservation, open the Reservation Folio.
To do so, go to a reservation via the Reservations Manager, Calendar, or List and click on "Reservation Folio."
Select the "Inspections" tab to see any scheduled inspections or edit the inspection.
To edit the inspection, click on the "Edit" icon. Change the date, the Inspector, the Type, the Status, add comments, or assign the template.
To add a new inspection, click on the "Plus" icon and enter the details of the inspection from the window:
The inspection schedule shows an overview of all inspections for all properties. To see the schedule, go to:
The table displays the inspection date, the Property, the Inspector, the type, the template, the status, comments, the guest name, arrival and departure date and if the status is set to complete.
To apply filters to the table, use the filters above the table to narrow down the results by date, inspector, the status, or by complete/incomplete:
To load the filters, click the "Apply Filters" button.
To print or export the table, select either the "Print" button or the "Export" icon.
As a short-cut, click the "Total Booking Summary" icon to see the reservation that the inspection is applied to.
The new CiiRUS Task Manager is the most advanced operational toolkit for property managers in the vacation rental industry. A new template system and intuitive mobile application make it easier than ever to manage housekeeping, maintenance, and inspection operations from anywhere.