Setting Up Inspections in Workhub
Inspections are an essential element of many workplaces. Workhub's Inspection component allows you to build a diverse range of templates to cover your organization's entire safety scope.
To get started, click the Inspections component on your Admin dashboard.
Creating your Inspection Type
In the Inspections component, click Add New in the top-right corner.
Select Inspection Type from the dropdown menu.
Choose whether to assign the inspection to Assets or Locations in the pop-up window, then click Continue.
Choose the appropriate Category (options vary based on your previous selection) and click Add.
On the new page that opens, enter a Name for your inspection at the top.
Adding Sections and Checks
You must create at least one section to build your inspection template.
Choose Your Build Method
Import Option: Click Import to use an existing inspection or a pre-made Workhub template.
Manual Option: Click Add Section to build an original inspection from scratch.
Building Sections and Checks Manually
Click Add Section and enter a name to organize your criteria.
Enter your first Check (the criteria workers must assess).
Add a Description beneath the check to clarify what needs to be assessed.
Click Add Check beneath your last entry to add more questions to that section.
Configuring Status Pop-ups
Click on the Issue, Warning, or Pass status buttons beneath the check description line to open the Options Editor and customize worker requirements:
Labels: Required status like Negative and Positive and two optional outcomes for warning and not applicable can be activated if needed. You can customize status text if the defaults don't suit your needs within the character limit.
(e.g., "Yes", "Pass", "6°C or +").
Warning & N/A Toggles: Turn the Warning and N/A statuses on or off to change your template from a 2-button to a 4-button response model.
Worker Requirements:
Issues & Warnings require a mandatory text comment. You can optionally require a photo.
Pass statuses do not require comments by default, but you can toggle comments to mandatory.
Submission Requirements: Decide if a check requires an admin to log a comment or create an Action Item before the submission is marked approved.
Critical Issue Notifications: Check the Send Critical Issue Notification box to send automated emails for urgent failures.
💡 Tip: Toggle Answer by Section at the very top of the template body. This lets workers address multiple checks simultaneously, significantly speeding up submission times.
Editing Your Inspection Settings
Review the column on the right side of your screen to ensure proper visibility and data collection.
Type Settings
Inactive/Active Toggle: Only Active inspections are visible to workers. Keep it Inactive while building.
Section Dropdown: Select which category folder this template sits in on your main Inspection List.
Show Inspection to All Workers:
Checked: Overrides assignment limits. Any worker with general inspection permissions can see, fill, and submit it.
Unchecked: Restricts access strictly to assigned asset operators or specific location staff.
Show Submissions Dropdown: Determines who can view completed reports.
Default: Follows global system settings.
Submitted by them: Workers only see their own work.
Submitted by them or direct reports: Supervisors see their own and their team's work.
Submitted by all workers: Full visibility for everyone.
Submission Settings
Depending on the category chosen during setup, check the boxes to mandate additional data fields during every checkout:
Vehicle: Select Odometer Reading and/or Hours.
Tool/Equipment: Select Hours.
Other: Select Odometer Reading and/or Hours.
Site: No extra tracking checkboxes available.
Admin Sign-Off Requirements
Choose when a manager must click the Sign Off button on a completed report
Default: Follows global component rules.
When a check requires Admin action: Sign-off is only required if a check triggered a mandatory admin action item.
All submissions: Requires a managerial sign-off for every single report submitted.
Critical Issue Recipients
Critical Issue notifications can be set to go out to your chosen recipients when specific statuses are chosen by your Workers in their Inspections.
If you enabled Critical Issue Notifications on any of your individual checks, you must add at least one user to the Critical Issue Recipients list on this page to ensure notification emails deliver successfully.
Navigate to the Critical Issue Recipients box.
Click the + (Add) button in the top-right corner.
Review the pop-up list. This list automatically populates with any user in your organization who has Admin View permissions for Inspections.
Check the boxes next to the names of the people who should receive the email alerts.
Click Add to finalize your selections.
Removing Recipients
To stop a user from receiving alerts, click the red trash can icon next to their name in the recipient list
Saving Your Work
Once you have named your inspection, built out your sections, added your checks, and configured your settings, make sure to save your template.
Click the Save button in the top-right corner of the page to finalize all of your work.
Rewards
If your organization is utilizing our Rewards component, you can use the Rewards portion to tailor the number of points and monthly maximum number of submissions for points possible for your Workers. The setting defaults to none, but you can make the changes as you need. If you change the default as it appears in the Settings tab, that change will be reflected in each of the Inspections in your organization's account.
Assigning your Inspection
You've created your Inspection and have tailored your Settings to how you like. The next step is to assign your Inspection. Unlike other Workhub compliance components that assign by a worker’s Position, Inspections are uniquely assigned based on Asset Categories or Locations.
Asset Category Assignment: Allows workers to perform inspections against specific physical assets (e.g., vehicles, tools).
Location Assignment: Allows workers to perform inspections against physical job sites or facilities.
Because assignment logic can be complex, we have broken the detailed steps out into a dedicated guide. You can read the step-by-step instructions in our Inspection Assignment Article.
Reviewing Inspection Submissions
Once your team begins filling out reports on their devices, all completed forms will appear under the Submitted Inspections tab.
Downloading a Blank Inspection PDF
If your workers operate in remote areas with poor or non-existent internet access, you can provide them with a physical backup copy.
How to Download the PDF Template
Navigate to the Inspections Overview tab.
Locate the inspection checklist section.
Click the three dots (...) on the right side of the inspection name.
Select the option to download the Blank Template.
PLEASE NOTE:
Printing in color is recommended, this way the required actions such as comments or photos will highlight.
Best Practices for Offline Inspections
Admin Access Only: Blank PDFs can only be downloaded from the Admin dashboard. Workers cannot download these from the Worker portal.
Stay Updated: Always ensure you download and distribute the most recent version of the PDF after making changes to your digital template.
💡Helpful Tip: Write the assigned Asset or Location name (found in your Assignment & Frequency tab) directly onto the paper form before handing it out. This ensures your data entry remains accurate and easy to identify when manually logging the submission later.
At Workhub we value Human Connections, no bots or AI. All our Standard Plan users receive live interactions with a Customer Support Agent via Phone, Email, and Instant Chat.
Need Help?
If you run into any trouble or if you have any questions, you can always contact our Support Centre for assistance. You can click the orange question mark Help Chat button in the bottom left corner of your screen for chat support. You can also email our Support Centre at [email protected].
Finally, if you are a Standard Plan Subscriber, you can also call in for phone support. The number for our Support Centre is 1-888-668-6403.