Purpose
1. To digitize and automate the process of unit inspections in apartment buildings, ensuring real-time data entry, scheduling, notifications, image/file attachments, signature capture, and central record storage for compliance, reporting, and operational efficiency.
2. Enable structured checklists accessible on mobile and desktop for consistent inspection criteria, reducing manual paperwork and facilitating corrective action assignment.
3. Streamline communication and escalation workflows to property management, maintenance staff, and tenants.
Trigger Conditions
1. New inspection scheduled on digital calendar or property management platform.
2. Routine maintenance cycle (e.g., quarterly, move-in/out) reached.
3. Manual request by admin or building supervisor.
4. Automated reminders when past due inspection detected.
Platform Variants
1. Google Forms
- Feature/Setting: Form creation for inspection checklist; enable file uploads, date fields, required questions; auto-email submission.
2. Microsoft Power Automate
- Feature/Setting: Trigger on new inspection event; use ‘Forms’ and ‘SharePoint’ connectors for data storage; push notifications via Teams.
3. Jotform
- Feature/Setting: Custom checklist builder; ‘Approval Flows’ for routing; set PDF report generation.
4. Typeform
- Feature/Setting: Logic jumps for dynamic questions; webhook integration to send results to facility management software.
5. Smartsheet
- Feature/Setting: ‘Form’ to collect inspections; ‘Update Requests’ for follow-ups; reporting automation.
6. Zapier
- Feature/Setting: Triggers from form submissions; actions to cloud storage, SMS, email systems.
7. Airtable
- Feature/Setting: Base for inspections; ‘Automations’ to notify; image attachment fields; custom workflow scripts.
8. Salesforce
- Feature/Setting: Case record creation from inspections; workflow rules for escalation; Chatter notifications.
9. AppSheet
- Feature/Setting: Mobile checklist app builder; set inspection workflow logic; instant sync to main database.
10. ProntoForms
- Feature/Setting: Drag-drop checklist; in-field data capture; ‘Dispatch’ for assignment and status tracking.
11. ServiceNow
- Feature/Setting: Record Producer for inspections; ‘Workflow Designer’ for approvals/escalations.
12. Trello
- Feature/Setting: Checklist card per unit; ‘Butler Rules’ to automate reminders; file uploads.
13. Notion
- Feature/Setting: Template database for checklists; task assignment; comments for escalation.
14. DocuSign
- Feature/Setting: Digital signature capture; audit trail; automatic archival of signed inspections.
15. Monday.com
- Feature/Setting: Custom board for inspection tasks; automations for assignments and deadline reminders.
16. Slack
- Feature/Setting: Channel notifications for completed inspections; use ‘Workflow Builder’ for routing.
17. Twilio
- Feature/Setting: SMS alert API to notify staff or tenants of inspection schedules or findings.
18. SendGrid
- Feature/Setting: Automated email delivery via API on inspection completion/failures.
19. Dropbox
- Feature/Setting: API upload for inspection images/files; shared folder for evidence access.
20. OneDrive
- Feature/Setting: File upload API for secure storage of inspection reports and photos.
Benefits
1. Raises accuracy by standardizing checklist procedures across properties.
2. Cuts inspection times and administrative costs by eliminating manual data entry.
3. Provides immediate access to photo and signature evidence for compliance.
4. Speeds up corrective actions through automatic notifications and task assignments.
5. Centralizes records for instant audit trails, reporting, and regulatory response.
6. Enhances tenant satisfaction with rapid follow-ups and transparency.
7. Reduces risk of overlooked issues via automated reminders and escalation.
Maintenance & Operations Automation