Setting Up Tenancy Inspections in Loop Software

Introduction

This knowledge base article will guide you through setting up tenancy inspections in Loop Software. Regular property inspections are crucial for managing properties effectively and ensuring that nothing is missed. We typically recommend conducting inspections every three months, but the frequency can be adjusted based on your needs.

Understanding Inspection Statuses

Inspections in Loop have six main statuses, helping you keep track of their progress:

1. **Future**: Inspections scheduled well in advance.

2. **Appointment Needed**: Two weeks before an inspection is due, it changes to this status, indicating you need to arrange the inspection.

3. **Overdue**: If the inspection is not booked on time, it will move to this status, signaling urgency.

4. **Coming Up**: Once booked, the inspection moves to this status, indicating it is scheduled but not yet completed.

5. **Feedback Outstanding**: After the inspection, it moves to this status until feedback is provided.

6. **Complete**: Once feedback is given, the inspection is marked as complete.

Using Quick Lists for Inspections

Quick lists help you manage inspections effectively by grouping them by status. Ensure your inspections grid under management includes quick lists for:

- Future inspections

- Inspections needing appointment

- Overdue inspections

- Inspections booked (coming up)

- Inspections needing feedback

- Completed inspections

If you don't have these quick lists set up, either create them yourself or contact our support team at support@loop.software for assistance.

Setting Up Inspections

You can set up inspections in Loop in two main ways:

1. **Pre-Booking Inspections for New Tenancies**:

   - When preparing a new tenancy, go to the details page.

   - Edit the inspection frequency setting (e.g., every three months).

   - When the tenancy starts, Loop will automatically schedule the first inspection three months from the tenancy start date.

   - Adjust the frequency based on your business needs (e.g., every six months or after four months).

2. **Creating Ad Hoc Inspections**:

   - For one-off inspections, navigate to the inspections tab.

   - Create a new inspection and set the due date.

   - If the inspection date is confirmed, create a diary appointment.

   - Use email templates to notify relevant parties about the inspection.

Managing Inspections

- **Monitoring Statuses**: Regularly check your quick lists to ensure all inspections are on track.

- **Booking Inspections**: When an inspection status changes to "Appointment Needed," contact tenants and landlords to schedule it.

- **Providing Feedback**: After conducting the inspection, move it to "Feedback Outstanding" and provide necessary feedback to complete the process.

Conclusion

Properly setting up and managing inspections ensures that your properties are well-maintained and any issues are addressed promptly. By using the quick lists and scheduling features in Loop, you can streamline the inspection process and avoid missing any important appointments.

For further assistance, please reach out to our support team at support@loop.software.