inspections · creating a new entry inspection follow the same instructions as creating a new...

Last updated: 02/04/2017 of 15 Copyright © 2017 Console Group. All rights reserved.

Inspections


Contents Inspections ....................................................................................................................................................................... 3

Inspection Default Options .............................................................................................................................................. 3

Creating a new Routine inspection .................................................................................................................................. 4

Creating a New Entry Inspection ..................................................................................................................................... 5

Creating a New Exit inspection ........................................................................................................................................ 5

Linking Condition Report Information ............................................................................................................................. 6

Completing an Inspection ................................................................................................................................................ 6

Managing Inspections ...................................................................................................................................................... 8

Custom Condition Reports ............................................................................................................................................... 8

Custom condition Report Templates ............................................................................................................................... 8

Importing Condition Reports ........................................................................................................................................... 9

Exporting Condition Reports.......................................................................................................................................... 10

Creating a New Condition Report Template .................................................................................................................. 10

Selecting a Custom Condition Report ............................................................................................................................ 11

Creating a New Sales Inspection .................................................................................................................................... 12

Seller Inspection Report ................................................................................................................................................ 14


Inspections

Gateway allows you to record the details of any inspections carried out for a Property. You may set inspections to be

recurring if necessary and attach images to them for the purpose of reporting to Owners, Tenants and

Tradespeople. Condition Reports may be completed and printed for each inspection.

INSPECTION DEFAULT OPTIONS

Inspection options allow you to set inspection defaults such as recurrence frequency.

1. On the Main Menu, select Tools, Options and the Inspections tab.

2. Select Inspection default options as required.

• Recur every - The default number and type of units to be used when calculating the date for inspection

records. Increase or decrease the number of units and select the type of units.

• Entry type - The default type of inspection required when a new Tenant moves in to a Property. In Qld

this determines what type of inspection will produce the Entry Condition Report.

• Exit type - The default type of inspection required when a Tenant vacates a Property. In Qld this

determines what type of inspection will produce the Exit Condition Report.

• Open type - The default type of inspection required when a buyer inspects a Property.

• Inspection Fees Enable - Enables automatic deduction of inspection fees when inspection tasks are completed. Separate fee amounts may be entered for different inspection types (Entry, Exit and Other).

You must nominate a default inspection fee Creditor account for the Inspection fees to be transferred to.


• Entry fee - The automatic inspection fee deducted when an Entry inspection is completed (if Inspection Fees is enabled).

NOTE All fees should be entered exclusive of GST as GST will be applied automatically when the Owner has GST on

fees ticked in the file.

• Exit fee - The automatic inspection fee deducted when an Exit inspection is completed (if Inspection Fees

is enabled).

• Other fee - The automatic inspection fee deducted when an Other inspection is completed (if Inspection

Fees is enabled).

• Click Creditor to select the Creditor to receive the inspection fees funds. • Click Dissection to select the Dissection to assign to inspection fees transactions.

3. Click OK to save default settings.

Creating a new Routine inspection When a new Tenant file is entered and saved, Gateway will prompt you to create a new recurring Inspection task or

you may create a new inspection task at any time by right clicking on the Property or Tenant file and selecting New

Inspection.

A New Inspection dialog box will open.

Enter inspection details into the following fields:

• Subject - Include the Property Address and type of Inspection for ease of identification on Gateway Today. • Start Time - The Date and Time the Inspection is scheduled to take place. This will appear as an appointment in

the Calendar and on Gateway Today for the User the Inspection is assigned to.

• End Time - The Time the Inspection is schedule to finish. Type – Select the type of inspection from the list.

Note If using the LiveAgent Inspections app only Entry, Exit and Routine options may be used.


• Reminder - Set a reminder time to pop up and remind you to attend the Inspection. • Files - Shows the Owner, Property and Tenant files associated with this Inspection task. • User - By default the User who is logged into Gateway at the time of creating the Inspection task will appear,

however, selecting the User button allows you to allocate this task to a different User such as the Inspections

Officer or the Portfolio Manager.

Notes - The notes area allows you to enter additional notes or instructions that relate to this Inspection task. The

Notes field is available for mail merging and appears in the additional comments section on the Qld Entry and Exit Condition reports.

Creating a New Entry Inspection

Follow the same instructions as creating a new Routine Inspection.

1. Set the Inspection Type to Entry.

2. Select File, Save.

3. Click on the Recurrence button.

4. Select Remove Recurrence.

5. Save and close.

Creating a New Exit inspection

An exit inspection is carried out immediately after a tenant has vacated.

1. Open the tenant file.

2. Select the Actions tab.

3. Find the next scheduled Routine inspection.


4. Open the inspection task.

5. Change the Subject and Type to Exit.

6. Enter the date and time for the inspection.

7. Select File, Save.

8. Click on the Recurrence button.

9. Select Remove Recurrence.

10. Save and close.

LINKING CONDITION REPORT INFORMATION

Once the full details of an inspection have been entered it is possible to link these details to future inspections,

saving the need to re-enter. At subsequent inspections only changes need be updated.

1. Create a New Inspection for the Property.

2. Select Linked Inspections from the Edit menu.

3. Enter the Property address details in Search for the word(s) and click Find Now. All inspections matching the

text entered will be displayed.

4. Highlight the inspection you wish to link and click OK.

5. Tick the appropriate check boxes to Link inspections and/or Copy condition report.

NOTE Copying the Condition Report information will allow you to roll inspection results from one inspection to the next, updating changes only.

6. Click OK.

COMPLETING AN INSPECTION

The appearance of the Condition Report Tab will depend on the Condition Report Format selected.

1. Change the Inspection Date to the actual date the inspection took place. Recurring inspections will be

generated from the Start date.


2. If you are not using the LiveAgent Inspections app, enter the results of your inspection manually into each

field.

3. Add Agent and Tenant comments by clicking on the button and selecting from the list of available comments

or by typing directly into the comments field.

4. If not using the LiveAgent Inspections app Photos may be entered manually using Tools, Images. The name of the photo must match the name of the room.

5. Tick Show on Reports if photo is to be included on inspection report.

6. To add a Water Meter reading, select Tools, Water Meter Reading.

7. Once all fields and comments have been completed click on the Completed button. Today’s date and time

will automatically be entered. This may be changed to reflect the actual date the inspection was completed.

8. Select Save and close.


MANAGING INSPECTIONS

In the Inspections View colour coding allows you to easily identify the status of an inspection:

• Light grey indicates the inspection has been completed

• Red indicates the inspection is overdue for completion

• Blue indicates the inspection is due today

• Black indicates the inspection is not yet due for completion

We recommend Custom Views be created to make managing inspections easier. See Customising and Defining Views

webinar, video and manual.

Custom Views may be created to display inspections for a particular portfolio or inspections due in a particular time

frame for example, Inspections Due Next Month.

Custom Condition Reports (NOTE: In QLD these may be used for Routine Inspections only)

Gateway allows users with the required editing permissions to customise and create Condition Report templates.

This customisation provides the ability to add rooms or features within a room, and edit layout.

Standard Condition Report templates are available for QLD, NSW and VIC and allow for automatic data transferral.

For other states or territories, Condition Report templates may be generated manually.

Custom condition Report Templates

The Condition Reports tool is used to import (or export) standard condition reports. Once imported you may copy,

delete or edit the template or create new ones.


Gateway includes three condition report templates you may import as a starting point; New South Wales,

Queensland and Victoria.

Once imported, these may be edited and saved with a new file name for example, NSW Condition Report – 4

Bedroom House. We recommend that you always keep a copy of the original template.

IMPORTING CONDITION REPORTS

1. Select Condition Reports from the Tools menu of Gateway's main window - the Condition Reports dialogue

box displays.

2. Click Import, select a condition report file and click Open.

3. Click OK to confirm and the condition report will appear on the list.

To set a condition report as the default, Open it and select Default condition report and click OK.


EXPORTING CONDITION REPORTS

1. Select a condition report in the Condition Reports dialogue box and click Export.

2. Select a Save in location, enter a File name and click Save.

3. Click OK to confirm and the report saves as an XML file.

CREATING A NEW CONDITION REPORT TEMPLATE 1. Click New - the Custom Condition Report dialogue box displays.

2. Enter a Name for the condition report.

3. Select the Row type, either Yes/No, True/False, or Tick/Cross (this is to define the type of condition check-off

to apply for row items).

4. Select Default condition report if you want the new condition report to be the default.

5. You now need to add items into the condition report, click New - the Item dialogue box displays.

6. Enter a Name for an item and select the Type of item it is (Row or Column) for example Columns might be

Clean, Undamaged, Working; Rows might be a room such as Kitchen or Bathroom; or it might be the areas within a room such as Walls, Windows, Light Fittings etc.


7. For row items select the Item type (Header or Item) and the Header for the item (all header rows created list

for selection).

8. You may also click Categories to create a Category list.

NOTE For the first "header" row of the condition report this is not available - settings are locked with Item type as

Header

9. Click OK to display the item in the Custom Condition Report dialogue box.

10. You may delete condition report items by selecting them and clicking Delete.

11. Once all items are entered click OK for the condition report to list in the Condition Reports dialogue box.

NOTE You may create a condition report by clicking New or by selecting an existing report, clicking Copy and then

editing the copied report to suit your needs. This is often a quicker option than creating a new report template from

scratch.

Condition Report Templates may be created for different types of inspection such as Entry, Routine and Exit and for

different types of property for example, Routine – 4 Bed House; Routine – 2 Bed Unit. The appropriate condition

report template may then be selected in the Inspection Task for this property.

SELECTING A CUSTOM CONDITION REPORT

1. Creat the Inspection task.

2. Select Tools.

3. Select Condition Report Format.

4. Select the correct format for this property type.

NOTE If data has been entered in to the inspection task it will be lost if you change the Condition Report Format.


Creating a New Sales Inspection

Sale Property inspections may also be tracked through the Inspections View in Gateway.

NOTE Sales Properties are only available with Sales Server.

1. Select the Property from the Sales Properties view.

2. Select New Inspection for Sale Property from the actions menu - the Inspection dialog box displays.

3. A message will appear prompting you to assign the inspection, otherwise it will default to the listing

Salesperson.

4. Enter an appointment description in Subject.

5. Enter the Start time and End time dates and times.

6. The Completed field is only updated when the inspection is complete.

7. Set the type of inspection to Private or Open.


8. You may select Remind and at what time prior to the inspection time the reminder should occur.

9. Type details of the inspection.

10. You can also insert a file via the Insert menu.

11. Click User to assign the inspection to a different system user.

12. Click Categories to assign categories to the inspection.

13. Click Save and Close - the inspection lists in the Inspections view.

We recommend identify Sales Inspections separately by creating a custom view.

Once the inspection has been carried out details of attendees and their comments may be entered into the

Inspection Details tab.

Typing the name of an inspection attendee under the contacts column will prompt from the existing Contacts list for

example typing the letter D will display all contacts with a name beginning with D. If you type Da this list will be reduced to display only those whose names start with Da and so on.

If the person does not currently exist in Contacts, continue to type their name and upon saving, Gateway will create a new contact record to which you may add the prospects requirements.

http://gatewayhelp.console.com.au/Administration/Users_and_profiles/Creating_a_new_user.htm

http://gatewayhelp.console.com.au/Administration/Users_and_profiles/Creating_a_new_user.htm

http://gatewayhelp.console.com.au/Views/Inspections/Inspections.htm

http://gatewayhelp.console.com.au/Views/Inspections/Inspections.htm


Seller Inspection Report

This report provides feedback information to the Seller regarding inspections that have taken place.

Filter options are ‘anytime’ or ‘between’ a date range; and inspection type. You may print the inspection report with or without attendee details.

inspections · creating a new entry inspection follow the same instructions as creating a new...

Documents