How to Create an Inspection Series

📋 What Is an Inspection Series?

An Inspection Series is a structured grouping of inspections that recur at defined intervals — such as quarterly, monthly, annually — for specific systems, assets, devices and components at a building. 

When created, Inspect Point automatically generates the individual inspections in the Pending status, dated according to the set schedule.

An Inspection Series allows you to schedule recurring inspections and automatically generate future inspection visits based on selected frequencies.

🛠️ Creating an Inspection Series

You can create a an inspection series from several locations in Inspect Point.

From the Building Detail Screen: Navigate to the Building Detail screen, and select the Inspection Series tab. Click New Inspection Series to begin. 

From the Inspections Listing Screen: From the Navigation Menu, select the Inspections tab. Click + New Inspection, and select the building, use the available search bar if needed. You have two options, One-Time or Repeat, click Repeat to create an Inspect Series. 

📝 Step 1: The Details

Begin to enter the series details:

Select Inspection Items

Select the systems and assets to be included in the inspection series.

The available options depend on the items already added to the building and your account's configuration. For example, if your organization does not perform extinguisher inspections, that option will not appear.

Check Select Everything to include all available inspection items, or select individual systems and assets as needed.

To add an item that does not already exist at the building, click New System, New Asset, or the corresponding option under the applicable section.

Include Valves: 

For organizations that perform sprinkler inspections, Include Valves is checked by default. If your organization only performs sprinkler inspections occasionally, this default can be adjusted. Be sure to review the selection when creating inspections.

All selected items and settings will apply to every inspection in the series.

Technician Instructions:

Enter any notes or instructions for the field technicians in the Technician Instructions field. These instructions will apply to all inspections in the series but can be updated on individual inspections after creation.

Once you've completed the inspection details, click Next to continue.

🚨 Important: Inspections within a series initially inherit the same details, including technician assignments, inspection items, and instructions. You can customize which items are inspected at each frequency in step 4, or make changes to individual inspections after the series is created.

🔢 Step 2: Frequencies

Select how often inspections should occur within the series.

1. Check the boxes next to the applicable frequencies — multiple frequencies can be selected. 
2. Optionally, enter the Duration and Pricing for each selected frequency.
3. Click Next to continue.

📅 Step 3: Set Next Inspections

Under Next Inspections, choose when the first inspection should occur for each frequency selected in Step 2. These selections determine the starting point and recurring schedule for the inspections in the series.

For each frequency, select the month and year the next inspection should occur. You can also specify the day inspections should be scheduled, allowing you to create a consistent recurring schedule.

Choose from the following scheduling options:

• Specific day of the month — Schedule inspections on the same calendar date, such as the 5th of every month. If a month has fewer days than the selected date, the inspection will be scheduled for the last day of that month.
• Weekday of the month — Schedule inspections based on a recurring weekday pattern, such as the second Wednesday of the month.

Shift weekend inspections to the next weekday — When enabled, inspections that fall on a Saturday or Sunday are moved to the following Monday. For inspections scheduled for the last day of the month, a weekend date is moved backward to the preceding Friday so the inspection remains within the same month.

💡 Tip: If inspection dates vary and you don't need to assign a specific day, leave the default selection (Day 1) and select the appropriate month and year. Inspections will be created for the 1st of the selected month and can be rescheduled as needed.

Multiple Frequencies:

When creating a series with multiple frequencies, it's important to set the next inspections in the correct order to ensure the schedule generates properly. 

Example: Quarterly + Annual + Five-Year

1. Set Five-Year → May 2027
2. Set Annual → May 2026
3. Set Quarterly → August 2026

Results — Annual inspections occur each May, except when the Five-Year inspection takes its place. Quarterly inspections occur in August, November, and February, and the Five-Year inspection is generated in May 2027.

This creates a consistent schedule across the life of the series while preventing overlapping frequencies from generating unnecessary inspections. 

🔩Step 4: Assets

The Assets screen allows you to select which systems and assets should be inspected at each frequency selected in Step 2.

By default, all systems and assets are selected for every frequency. To customize which items are inspected, uncheck the box under the appropriate frequency for any items that should be excluded.

Example

The inspection series includes a Wet System, Electric Fire Pump, and Backflow, with Quarterly and Annual frequencies. Only the Wet System needs to be inspected on the Quarterly inspections. To configure this schedule, uncheck the Electric Fire Pump and Backflow under the Quarterly column, leaving all items selected under Annual.

Once you've confirmed the selections for each frequency, click Next to continue to the Preview screen.

✅ Step 5: Preview & Create

The Preview screen displays the inspections that will be generated based on the frequencies and scheduling options selected in the previous steps.

Review the schedule before creating the series. The preview is organized by year and month and identifies which inspection frequency will be created during each period. 

💡 Best Practice: Review before creating. If the schedule doesn't look as expected, select Back to return to the previous steps and adjust your frequency or next inspection selections.

Use this screen to confirm:

• The total number of inspections that will be created
• Each inspection is scheduled in the expected month and year
• The correct frequency appears throughout the series

Once you've confirmed the schedule, select Create Inspections to generate the inspection series.

🛠️ Managing Inspection Series

If changes need to be made to an existing series, Inspect Point gives you multiple ways to locate and update it—whether you're adjusting the full schedule or just a single inspection.

👉 How to Edit an Inspection Series