How to Generate an Inspection Report

Inspection reports compile the results of an inspection—including inspection answers, deficiencies, notes, and photos—into a detailed PDF that can be reviewed internally and shared with your customers.

Reports can be generated manually, in bulk, or automatically, depending on your company's workflow.

⚙️ Automatic Report Generation

Inspect Point supports automatic report generation based on your report configuration settings. When enabled, the system will automatically generate an inspection report when an inspection has been submitted by a technician.

This option helps streamline workflows by removing the need to manually generate reports for every inspection.

For instructions on enabling and configuring this setting, refer to our Report Settings guide.

📄 Manually Generating an Inspection Report

Inspection reports are commonly generated from the Inspection Detail Screen.

1. Navigate to the Inspection Detail screen.
2. Click Generate Report at the top of the inspection.
3. Select the type of report you want to generate - see the report options below for additional information. 
4. After a selection has been made, a message will appear at the top of the screed indicating that the report is being generated. 

Available Report Options: 

• Full Report - A complete report containing for all items inspected. 
• Joint Commission Report - Generates a report formatted for Joint Commission requirements.
• Joint Commission (with options) - A pop-up window appears allowing you to select which Elements of Performance to include. The available options depend on what was inspected.
• Deficiency-Only Report - Generates a report that includes all the deficiencies flagged during the inspection. This includes all notes and photos with the deficiencies. 
• Service Report - Generates a report that includes materials or services added during the inspection. The Service Report option is only available for customers on the Platinum tier. 

🧩 Generating Individual System Reports

You can also generate reports for individual systems, assets, and groups within an inspection. Here you can generate an individual report for a single system, or generate individual reports for multiple selected systems. 

Generate an Individual Report: 

1. On the Inspection Detail screen, scroll down to the Answers by Type section. 
2. Locate the system or asset you want a report for.
3. Click Generate Report on the right side of that row.

Generate Multiple Individual Reports:

1. On the Inspection Detail screen, scroll down to the Answers by Type section. 
2. Select the checkboxes for the desired systems.
3. Click Generate Selected Reports.
   • Each selected system will generate its own individual report.

📦 Generating Reports in Bulk

Inspection reports can also be generated for multiple inspections at once, which is useful for end-of-day or end-of-week processing.

1. Navigate to the Inspections tab.
2. Apply any filters to help with your search (ex: Status = Waiting for Review and Scheduled Date = This Week).
3. Use the checkbox at the left of the inspections or click Select All at the top of the table. 
4. Click Generate Reports.
   • A confirmation message will appear.
5. Select OK to proceed.
6. Inspect Point will generate separate reports for each inspection.  

👀 Viewing Generated Reports

After generating a report, a message will appear at the top of the screed indicating that the report is being generated. 

Once the report is ready:

Option 1 – Inspection Detail Screen

1. Refresh the page.
2. Scroll to the Report section at the bottom of the inspection detail screen.
3. Click the date under the Report column to view the report.

Option 2 – Inspection Reports Tab

1. Navigation Bar → Inspection Reports.
2. Locate the report in the table.
3. Click the date under the Report column to view the report.

By default, the user who generates a report will receive an email notification when the report is ready. This behavior can be disabled by a member of the Inspect Point team through a system flag.

⚠️ This is a global setting, meaning that if it is disabled, no users in your instance will receive email notifications when generating reports.

♻️ Regenerating Reports

If changes are made to an inspection after a report has been generated, the report must be regenerated for those updates to appear, this includes any resubmissions from the fields or edits made in the backend. The newly generated report will reflect the most current inspection information.

⚠️ Important: If a technician resubmits the inspection after backend edits are made, their submitted data will override those changes.

✅ Best-Practice Workflow

A common workflow for reviewing inspections and generating reports is:

1. Generate the inspection report. 
2. Review for accuracy.
   • Technicians can resubmit to correct mistakes or add missing information. 
   • Regenerate the report if changes have been made. 
3. Send to your customer. 
4. Update the inspection status once completed. 

📊 Inspection Status Management

Keeping your Waiting for Review inspection queue up to date is important. This helps ensure that only inspections that actually require review appear in this queue.

Once a report has been generated and reviewed, update the inspection status to reflect your team’s workflow. You can use one of the default statuses (for example, Completed) or create custom statuses that better match your process (for example, Service Manager Review).

These statuses appear in filters, allowing teams to easily locate inspections that require specific actions.

Maintaining accurate inspection statuses helps prevent duplicate work and ensures the Waiting for Review queue only contains inspections that still need attention.