Resident Inspection Tutorial Guide

If you are currently using Inspect & Cloud and your properties are already in the system then your properties will be available to assign tenant inspections. If you are not already using Inspect & Cloud then you can use the bulk upload feature or enter properties by using the Add New button.

 

  • Flow Overview

  • Five Minute Setup

  • Getting Started

  • How the App Appears for Tenants

  • Compare Resident Move-In with Move Out


Flow Overview

  1. Property Manager Assigns tenant move-in inspection. Three assignment options are available:

    1. Website Resident From – you can optionally use a Resident Request Form for tenants to request login credentials. If you chose to embed the Resident Form on your website then the email instructions will contain a link to your website so tenants can request login credentials and the expiration will start once they request.
    2. Resident Form – (same as above) if you select this method then the tenant will receive your branded url for your Resident Form instead of your website.
    3. App Login – (skips the step for tenant to request login) if you select this method then the tenant will receive their login credentials and the expiration will begin immediately.

      (Note: method a and b are essentially the same. The only difference is the Resident Form is being delivered either by your website link or your Resident Form url)

  2. Tenant Receives Login Password with instructions with your companies branding to download app and complete move-in inspection.
  3. Tenant Can Complete Move-In Inspection if they don’t complete then the move-in is automatically submitted with as-is.
  4. Property Manager Receives Move-In Inspection and can use the Move In/Out Report to compare side-by-side.

Additional Points to Remember:

  • Using a Resident Form method enables you to create a system in the event you have a processing fee or another reason to delay tenants accessing the app immediately.
  • Using the direct Assign App Login method gives tenants access immediately.
  • Resident Form 24/7 Access – having the form available for tenants also enables them to request login credentials any time in the event they accidentally deleted or are not able to locate their login password.
  • Resident Form Url – this is your url that will remain the same and contains your company branding. This can be posted anywhere on your site and is a simple method to make your Resident Request Form available.

Five Minute Setup

Before getting started there is a one time setup. Some of these are optional.

1) Login https://user.inspectandcloud.com/tenants/login or login to your Inspect & Cloud account and click the dropdown on Dashboard

2) Setup/Settings

3) Add Slogan and Logo – type the slogan you would like to appear on the app. If you are already using Inspect & Cloud then your logo will be displayed here. If you need to upload your logo just click ‘Choose File’ to upload and don’t forget to save changes.

4) Select Color – select your company branded color choice and click Save. You can use the image previews to see how different color changes will appear.

5) View Your Resident Form (optional) – if you choose to use a Resident Form for tenants to request login credentials you can test the appearance by copy/pasting this link into your browser.

Sample Resident Request Form

6) Click Settings

7) Select Tenant Login Expiration – this is the amount of time you allow for tenants to complete their move-in inspection before their login expires. Don’t forget to click Save if you make changes.

8) Modify Email Notification Templates (optional) –Your messages are already preformatted. if you choose you can customize all tenant notification emails to your needs. Please ensure not to modify the text inside the brackets [ ]. These are your variables and will auto populate info such as address, tenant’s name, etc.

9) Select Amount of Reminder Notifications (optional) – this enables you to set the amount of reminders you would like tenants to receive for their reminders to complete their move-in inspection. Click Save.

Setup is complete, your all set!


Getting Started

1) Add/Assign Tenants

2) Click Add Tenant

3) Add First Name, Last Name, and Email address

4) Click Assign Sub Window – to assign a tenant inspection

6) Assign Sub Window

Address – just start typing the address you would like to assign and your property database will display for the property you are trying to assign.

Inspection Type – select your template you would like to assign such as Ingoing. Your custom templates are also available here.

Assignment Type (select one)

[ ] Assign Property – Website form – use this if you have embedded your Resident Form on your website

[ ] Assign Property Resident form – same as above but instead uses a branded url for your Resident Form

[ ? ] Assign Property – App Login – bypasses the above step and directly sends them login credentials without them having to request

7) Tenant has been assigned as Pending and their password has been generated.

8) Tenant Receives Login Instructions by Email – (for this tutorial we have used the direct App Login assign method so the tenant automatically received their login credentials)

9) After tenant completes their move-in inspection – you will receive an email notification with report link. All completed reports will also be available in your Completed Tenant Inspections page.

10) You can also view All Pending Tenant Inspections – go to Add/Assign Tenant Inspections and here you can click the dropdown to sort the different statuses. Tenant Inspection can be assigned from this page as well using the same Assign

Note: Statuses are also available on your Add/Manage Tenants.

Status Labels

All Properties: displays all properties from your account. This enables you to assign properties from this page. Any properties that have been completed will also display so that they can be re-assigned as needed.

Status Only: displays all Assigned, Pending, Expired, and Completed statuses.

All Assigned: displays All Assigned properties. If Assigned this means that a tenant has been assigned to complete an inspection using the Resident Form but has not yet requested login credentials

All Pending: displays All Pending properties. If Pending this means that a tenant has been assigned app login credentials directly (no form request needed) and already has login credentials or the tenant already requested login details.

All Expired: displays All Expired properties. If Expired this means that a tenant has let the expiration time lapse and is no longer able to login unless you as a property manager enable them with more time.

All Completed: displays All Completed properties. If Completed this means that a tenant has completed a tenant move-in inspection and it is available for you to view/download.


HOW THE APP APPEARS FOR TENANTS

STEPS FOR COMPLETING MOVE-IN INSPECTION

Tenants Can Request Login Credentials From Your Request Form (Optional)

Resident Request Form

Confirm

Click Yes for Correct Address

Click Submit

1) Tenant Receives Login Credentials & Instructions to their email – they can also click link to download app.

2) Tenant Logs In

3) Company Home Screen – from here the user experience is branded to your company. They have the option of clicking on the Support button.

4) Support Screen – this displays your office # for information about login ID’s and also contains Inspect & Cloud’s office for any technical support.

Note: If a tenant’s login is expired they can still login and access the support screen. If they click Next and try to start an inspection with an expired login they will receive a prompt message letting them know their login is expired.

5) Next

6) Start

7) Area Layout

8) Area Screen

9) Inspection Screen – when tenants click N on a checkbox for any discrepancies then a prompt message will display the first time letting them know that a photo is required.

Note: At least one photo is required for any N Checkbox or Comment.After the prompt message displays the first time if tenants try to click N for any discrepancies the app will pull up the camera for them to take a photo. If they try to bypass taking a photo, the app will return the N to neutral or remove the comments.

10) Comments

11) Signature Requirement

12) Sign – if tenant clicks Clear a signature will still be required for them to proceed

13) Send Inspection

14) Sending to Web

15) Completed Prompt Message

Additional Points to Remember:

  • Tenants are not able to resume inspection to re-send any data once it has been sent to the web.
  • You will receive a notification once they complete with a download link of the inspection.
  • This inspection can be compared using the Move In/Out report to instantly highlight all deficiencies in yellow.

Compare Resident Move-In with Move Out

STEPS TO COMPARE COMPARE RESIDENT REPORTS USING THE MOVE-IN/OUT FEATURE

1) Click Completed Tenant Inspections

2) Click Move In/Out button

3) Select the Resident Move-In Report and the Inspection you would to compare it to.

4) Click the Download or Quick View icon and the system will highlight all deficiencies on a side-by-side Move-In/Out Report.

Move In/Out Report

Additional Points to Remember:

  • Tenants are not able to resume inspection to re-send any data once it has been sent to the web.
  • You will receive a notification once they complete with a download link of the inspection.
  • Comparing Resident Reports using the Move In/Out report will instantly highlight all deficiencies in yellow and save you time. Remember you can compare Resident Reports to any existing inspection you already have completed.
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