How to Create an Inspection Series – Inspect Point Help Desk

📋 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 series from:

Building → Inspection Series tab → New Inspection Series
Building → Inspections tab → New Inspection → Repeat
Inspections (Navigation) → + New Inspection → Select Building → Repeat

📝 Step 1: Enter Details

Fill out the inspection details:

⚠️ Important: All inspections in a series will inherit the same settings (technician, inspection items, instructions, etc.). If something should vary between visits, you'll need to update those details on the individual inspections after creation.

Field	Description
End Date	End Date - By default, an Inspection Series is set to end in 5 years (max 10). If auto-extend is enabled, the series will automatically extend as it approaches its end date. If auto-extend is not enabled, you'll need to manually extend or recreate the series to continue generating inspections. It's recommended to subscribe to the notification, Inspection Series ending in 30 days, so you're alerted when a series is nearing its end date and can take action in advance.
Reference # Contract # Appointment #	Reference Number / Contract # / Appointment Number Optional, user-defined fields. Inspect Point does not auto-populate.
Due Date	Set Inspection Due Date Sets the due date to the last day of the scheduled month. Your selection will be remembered for future series.
Inspection Type	Inspection Type This is an optional field configured in your settings and can be selected at the inspection level. Setting an Inspection Type does not determine which inspection questions are included — you must still select the appropriate systems and assets, unless it's ULC 537 verification. For Canadian ULC alarm inspections, two types are available by default: ULC 536 and ULC 537. Selecting ULC 537 along with the building's alarm system will generate the verification inspection.
Technician	Technician The selected technician will be assigned to all inspections in the series. If you're unsure who should perform the work, you can leave this field blank and assign technicians when scheduling individual inspections. If a default technician is set for the building, they will automatically populate in this field.
Tags	Tags Adding a Tag to a series as a label, making it easier to filter and locate inspections in areas like the Calendar, Schedule & Dispatch, and Inspection Listing screen.
Work Order # (External)	Work Order # (External) An external field typically used for integrations.

Select Inspection Items

Under the inspection item sections, select what will be included in the inspection.

What appears here is based on your account configuration and what has already been added to the building. For example, if your organization does not inspect extinguishers, that option will not appear.

Include Valves - If your organization performs sprinkler inspections, Include Valves is checked by default (unless your settings have been adjusted by the Inspect Point team).

If your team only performs sprinkler inspections occasionally, this default can be modified—but it's important to ensure the setting is correct when creating inspections.

Best practice:

✅ Leave Include Valves checked for sprinkler inspections
❌ Uncheck Include Valves for non-sprinkler inspections

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

Technician Instructions:

Enter notes in Technician Instructions to guide field technicians
These instructions apply to all inspections in the series
You can update instructions on individual inspections after creation if needed

Once done, click Next

🔢 Step 2: Frequencies

On step 2, select the frequency for the series. Check the boxes next to the frequencies that apply (e.g., weekly, monthly, quarterly, annual).
- You can select multiple frequencies if the inspection recurs at more than one interval.
Optionally set duration or pricing per frequency.
Click Next.

📅 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.

Weekly Inspections:

Select when the weekly inspections should begin. Depending on the desired start date, you can select an upcoming week or choose Future Month.
If Future Month is selected, choose the month and year the weekly series should begin.
Select the day of the week the inspection should occur.

For example, selecting November 2026 and Tuesday will begin the weekly schedule in November, with inspections recurring on Tuesdays.

Monthly Inspections:

Select the month the monthly inspections should begin.
Choose how the inspection date should be determined each month:
- Specific day of the month — schedules the inspection on the same calendar date each month, such as the 5th of every month.
- Weekday of the month — schedules the inspection using a recurring weekday pattern, such as the second Wednesday of every month.

Other Frequencies:

For other frequencies, such as Quarterly, Semi-Annual, Annual, Three-Year, or Five-Year, select the month and year the next inspection should occur.

These inspections default to the first day of the selected month. For example, if the next Annual inspection is set for October 2026, the inspection will be generated for October 1, 2026, with future Annual inspections following that schedule.

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.

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. Set the least frequent inspections first, followed by the more frequent inspections.

Example: Quarterly + Annual + Five-Year

Set Five-Year → May 2027
Set Annual → May 2026
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: 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