Feature Overview: Deficiencies

In Inspect Point, deficiencies are flagged during inspections by technicians in the field. This feature helps your team stay on top of failed items, communicate next steps, and ensure compliance.

This article provides a high-level overview of how deficiencies work across the platform — how they’re triggered, where they appear, and how they can be managed and resolved.

🚩 How Deficiencies Are Flagged

Deficiencies are automatically triggered during inspections when certain question types are answered in a way that indicates failure:

• Yes/No/NA questions → answered No
• Pass/Fail questions → answered Fail

Once triggered, techs can add notes, photos, and status details.

📝 Notes on Deficiencies

Techs can add two types of notes to each deficiency:

• Notes: These print on the inspection report and are often used to explain why the item failed.
• Internal Notes: These are visible only to backend users and to techs resolving the deficiency. Often used to leave internal context or repair instructions.

Default Deficiency Notes: You can set up default deficiency notes in your Settings. These give techs quick, reusable options to select from in the field — great for frequently seen issues.

👉 Related Article: How to Create & Manage Default Tech Notes

📸 Photos on Deficiencies

Photos can be added to any deficiency:

• Photos print on the inspection report (unless marked Internal)
• Techs and backend users can view them
• You can mark photos as Internal to exclude them from the report

🚦 Deficiency Statuses

These are optional but may be required by certain AHJs (Authorities Having Jurisdiction). Status options include:

• No Status (default)
• Non-Critical
• Critical
• Impairment

Techs can assign one when flagging a deficiency. The selected status will print on the report.

🔄 Deficiency Resolution Statuses

Resolution statuses track what stage a deficiency is in. These include system defaults and any custom statuses you create.

System Statuses:

• New — automatically assigned when the deficiency is flagged
• Out for Quote — automatically assigned when the deficiency is linked to a proposal
• Quote Accepted — automatically assigned when a proposal with any linked deficiencies is accepted 
• Quote Denied — automatically assigned when a proposal with any linked deficiencies is accepted 
• Fixed — This status is not automatically flagged, but is generally used when technicians are resolving a deficiency. 

Custom Resolution Statuses:

• Admins can create additional resolution statuses to match your internal workflow.
• Techs can update resolution statuses from the field during repair work.

🔔 Notifications for Critical Deficiencies

Backend users can configure notifications in Inspect Point to alert you in-app as well as email whenever a deficiency is flagged as Critical.

📍 Where Deficiencies Appear

You’ll see deficiencies in several places across the platform:

• Dashboard
• Deficiencies Listing Screen (navigation bar)
• Building → Deficiencies Tab
• Inspection Detail screen
• Inspection Reports
• Proposal Builder 
  • All unresolved deficiencies appear for easy quoting.
• Work Order Builder 
  • All unresolved deficiencies appear when creating a work order in the backend, allowing users to link them to a work order to be resolved.
  • If the deficiencies were linked to a proposal that was converted to a work order, they do not need to be linked again. 

📊 The Deficiencies Listing Screen

The Deficiencies Listing screen, accessible via the Deficiencies tab on the navigation menu, gives you a centralized view which shows date opened, last reported on, status, and related inspection links.

• Filter, sort, and search by building, date, status, or more
• Export the list for offline or compliance use
• Resolve individual or mass-resolve multiple deficiencies
• Track resolution progress and quoting activity

👉 Related Article: Deficiencies Listing Screen