4. Doing the inspection on a phone

Who this is for: technicians.

Where to find it

Service › Workshop › Inspections, then click the row (look for your name under Technician). From a job, click the inspection under Linked Records.

On a phone the page stacks into one column: the items first, then the Vehicle, Customer, Technician, Trip & Usage and Workshop Job cards, then the Overall Result, the Findings Summary and the quote button at the bottom. On a big screen they sit side by side.

Step by step

1. Press Start at the top. The inspection moves from Draft to In progress and records when you started.
2. Work down each section. Every item has four buttons: Pass, Caution, Fail and N/A. Press one. Pressed the wrong one? Press the right one instead; pressing the lit one again clears it.
3. Say how urgent anything flagged is. A Caution or Fail shows three more buttons: Safety Required, Pre-Trip Recommended and Nice to Have. Pick one. It prints on the report and leads the quote line.
4. Photograph it. Press Add photo. On a phone it opens the back camera; you can add several. Each shows as a thumbnail; the small × removes it. A photo of a worn pad sells the job better than any words.
5. Write what you saw in Add note (optional)…: "Front pads 3 mm", "Weeping from rear main seal". It saves when you tap away.
6. The notes at the bottom. Customer-facing Notes are the summary for the customer, in plain words. Internal Notes are for the workshop only.
7. Press Complete. If any item has no result, BuildTrack asks first (for example "3 items have no result. Mark inspection complete anyway?"). Go back and finish them, or confirm.

Careful what you write in an item's note. The note on an item goes on the customer's report, into their portal and onto the quote line. Anything just for the workshop goes in Internal Notes.

Keeping count

Each section's heading counts its items as you go ("2 fail · 1 caution · 5 pass · 3 pending"), and the Findings Summary counts the whole inspection: Fail, Caution, Pass, N/A and Pending (no result yet).

What each result means to the customer

What happens by itself

• Everything saves as you go. There's no save button: each result, bucket, note and photo is saved the moment you make it.
• The overall result is set when you press Complete: Fail if anything failed, otherwise Caution if anything is a caution, otherwise Pass. The completed date and time show under it.
• A completed inspection is locked. The buttons grey out so the report can't change under the customer. To fix something, press Re-open (it goes back to In progress), change it, and press Complete again.
• Items marked Upsell on the template wear an Upsell badge. Look closely at those.

Re-opening hides it from the customer. While it's back In progress, it drops out of their portal until you press Complete again.

Where it ends

The inspection is Completed with its overall result. Next: turn the flagged items into a quote (lesson 5) and send the report (lesson 6).