Inspections are an essential element of many workplaces, and Workhub's Inspection component allows you to build out the diversity of inspections you may have to cover the scope of your organization's needs
To get started using Inspections, click the Inspections component on your Admin dash.
Creating your Inspection Type
In your Inspections component, click the Add New button in the top right corner and select Inspection Type.
A pop-up will appear asking if you would like to create an Inspection to be assigned to Assets or Locations. Select which option you would like and click Continue.
The pop-up will progress to another set of choices, asking what category you would like the Inspection to be. The choices will differ based on which assignment option you chose initially. Choose your best option and click Add.
After making your choices, a new page will appear for you. At the top of the page, provide your Inspection a Name. After naming your Inspection, you can fill in the rest of the details.
Adding Sections and Checks to your Inspection
To begin adding checks to your Inspection, you click the Add Section button to add all your own original checks, or you can click the Import button to choose another Inspection or a template from Workhub to use.
If you opt to add your own checks, get started by clicking Add Section and enter a name for your new Section. Sections are used to organize the checks in your Inspection, and you need to have at least one to create an Inspection.
Once your Section has a name, you can enter your first Check! Each Check is a criterion that you want your Workers to be assessing when completing an Inspection. In addition to the Check itself, you can add a description to help clarify what needs to be assessed by the Worker.
You can further tailor this by clicking on the buttons beneath the Description line for Issue, Warning, and Pass to bring up a pop-up of choices for what Workers need to include when choosing each of those statuses.
This pop-up allows you to tailor many of the elements of each particular status choice posed to your Workers with each check. You can edit
Label: each status your Workers can choose will have a label. You can edit these in case the defaults don't suit your needs, and you can add a guidance tip for each possible choice.
Worker Requirements: You can decide Worker Requirements for your status choices, indicating what a Worker needs to add for each.
For Issue and Warning choices, workers must add a comment, but you can choose if they also need to add a photo.
For a Pass status, workers are not made to add a comment but you can choose to make that mandatory as well.
Submission Requirements: You can also decide what needs to happen for a Submission once it's been submitted by your Workers. You can choose if an admin needs to take an action for a check on the submission to be considered approved. Choices include
a comment
an Action Item
Critical Issue Notifications: you can choose whether you want the choice of that particular check to generate an email notification to selected members of your Workhub account. If you check off the Send Critical Issue Notification box for a status, you will need to have at least one person added to your Critical Issue Recipients list (more on that in a little bit!)
You can also choose in include or exclude two of the options: the Warning and N/A choices can be toggled off or on, allowing you to limit the choices to just two statuses or to expand to four!
When you're happy with your choices for your check, click the Save button in the bottom right of the pop-up.
If you want to add more Checks in that same Section, click the Add Check button beneath your last Check.
As you build out your Inspection, you can add more Sections and Checks as needed.
If you would like your team to be able to fill out the Inspection by section, a toggle at the very top of the body of the Inspection will make that a possibility! Answering by section can make the filling and submitting of an Inspection quite quick, but it also allows your workers to address multiple checks in one go. It's worth evaluating if you want your team to have that ability before you toggle this option on.
Editing your Inspection Settings
You have your Inspection named and built out with Sections and Checks. Now, you need to review the Settings for your Inspection to make sure all the needed information is collected and the visibility of your Inspection is set up correctly.
Type Settings
The topmost box in your Settings column includes some essential stuff for your Inspection.
The Inactive/Active toggle allows you to choose if you want your Inspection to be active. Only Active Inspections will be visible to Workers, so if you aren't ready for your workers to access the Inspection yet or if you don't need them to see it any longer, you can toggle this to Inactive.
The Section dropdown allows you to select which Section from your Inspection List you want this Inspection Type to be listed within. Inspections don't need to be listed in a Section, but you can choose to organize your list using them.
The Show Inspection to All Workers toggle is an important setting. If you check the box for this option, the Inspection will be visible to your Workers with Inspections permissions regardless of other assignment limitations.
If your Inspection is assigned by Asset Categories, checking this box means workers other than those listed as Operators for your Assets will be able to access, fill, and submit this Inspection.
If you Inspection is assigned by Location, checking this box means workers from locations other than those assigned Locations will be able to access, fill, and submit this Inspection.
If you have members of your team whose responsibilities aren't rigidly assigned or conducted, checking this box is recommended!
The Show Submissions setting is your visibility option for the submissions of your Inspection. This dropdown allows you to choose who can see submissions. The choices include:
Default: this will refer to the overall component setting choice established in the Settings tab for Inspections and will be one of the following three
Submitted by them: the workers will only be able to see submissions they have made
Submitted by them or direct reports: the workers will be able to see their own submissions and those made by the people of whom they are the supervisor
Submitted by all workers: the workers will be able to see all submissions
Submission Settings
The Submission Settings box outlines information needed for collection of this particular Inspection each time it's submitted.
Depending on what Category of Inspection you've created, the options here could differ. For the different categories, the options will include:
Vehicle: checkboxes will include an Odometer Reading and Hours. Checking these boxes will prompt your Workers to enter those values in the Inspection each time they submit.
Tool/Equipment: checkboxes will include Hours
Other: checkboxes will include Odometer Reading and Hours
Site: no checkbox options will appear
The dropdown beneath those boxes is for which submissions will need an admin to sign off. Admins are now able to sign off on Inspections as a whole, and doing so takes just a simple click of a Sign Off button on your submissions. The options for requirement are:
Default: this option is controlled by the global settings for the component as a whole
When a check requires Admin action: sign off will only be necessary when at least one of the checks in the submission has been selected and an admin needs to take an action
All submissions: all submissions will need to be signed off by an admin
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.
Clicking the + button in the top right corner will bring up a list of all the folks in your organization who can receive notifications. Anyone with Admin View permissions for Inspections will populate your list. In the list, check off the boxes beside any of the Workers you want to receive email notifications of a critical issue with a submission. When you're done, click Add to finalize your selections.
After adding your desired recipients, you'll see a list of people within the Critical Issue Recipients box. You can remove these people by clicking the red trash can icon next to their name.
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.
After creating your Inspection and editing your Settings, click the Save button in the top right corner to save all your work!
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.
Inspection assignment can be a little tricky, and that's because it's based on either Asset Category or Location rather than Position like our Compliance components.
To break it down to its most basic functionality, Assets assigned by Asset Category will allow you to complete Inspections against particular Assets, while Inspections assigned by Location will allow you to complete Inspections against Locations.
Assignments are complex enough that they warrant their own article. You can read that through in our Inspection Assignment article.
Reviewing Inspection Submissions
Once you have your Workers completing your Inspections, you'll see their Submissions in the Submitted Inspections tab. We are building another article that discusses how to review your submissions. Stay tuned!