Summary
Learn how to add comments to inspection photos on the website and automatically apply them to the related Area or Item notes.
This article covers:
About auto-applying photo comments via the CMS
Auto-apply photo comments saves time by copying comments you add to a photo into the related Area/Item comments in the inspection report.
Before you start - An Office Manager must enable auto-apply photo comments in the CMS settings.
Add a comment to a photo while editing an inspection report
Once the feature is enabled, you can add photo comments in the inspection report's Edit mode on the website.
To add a comment to a photo:
Open the inspection report on the website and switch to Edit mode
Scroll down to the photos and their corresponding photo panels
The panel shows photo details such as room name, date and time, and the photo title (for example, Image 1), plus + New Comment.
Select + New Comment. A prompt appears on the image telling you to click anywhere to add a comment
Click on the area of the image where you want the comment marker to appear. A numbered speech bubble displays on the photo, and a matching numbered text field appears to the right
Type your comment into the text field. As you start typing, the system may suggest previously used comments you can select to reuse (helpful for repeated wording)
When you finish editing, select Done at the top of the screen to save and exit editing
Tip: Use consistent wording when reusing suggested comments to keep your reports standard across inspections.
What happens after you add a photo comment
After you add a comment to a photo, the comment is applied to the area/item comment for the section that the photo belongs to. Edits to that comment update in both places
In addition, the system adds a reference like “Refer to image: X” next to the area/item comment so readers can jump to the associated photo
Where Refer to image appears (and how it links to photos)
“Refer to image” appears in the generated PDF inspection report next to the relevant area/item.
In the PDF:
The Area section lists comments and includes “Refer to image: 1” references
The referenced image then appears later in the PDF under an Image section (for example, “Bedroom Image 1”), with the matching comment text shown alongside the photo
Note: If your office also uses an on-screen “Refer to image” link while editing on the website, the PDF output remains the definitive place where landlords and tenants will see these references.