Summary
Learn how to review, edit and close an inspection report in Inspection Manager after it has synced from the Proptech Labs Property Manager app.
This article covers:
About completing an inspection report
After an inspection is synced from the Proptech Labs Property Manager app, it appears in Inspections with a Completed status. Before the report can be sent to the owner, the inspection must be reviewed and closed, moving it to Closed status.
Use the steps below to open the report, make any required changes, and close the inspection when it is ready.
Tip: Review the inspection report before selecting Close or Close & Email, as you may need to update comments, maintenance notes, area details or other report content first.
Open a completed inspection report
Use this process to locate the synced inspection and open it in edit mode.
Select Inspections from the left-hand menu
Locate the completed inspection
Use the Status and Date columns to help find the correct inspection if needed
Select the View Report drop-down to the right of the inspection
Select Edit
The inspection report opens in a new browser tab.
About editing the inspection report
When the report opens, you can review the inspection content and make updates before closing the inspection. You begin editing by selecting Edit at the top of the report. There are optional tools such as Summarise Report and Compare Report alongside the main report actions. The editor supports changes on the cover page, area-by-area report pages, and media pages.
Select Edit at the top of the screen
Review each page of the report
Update any fields, comments, actions or layout details as required
Any changes are saved automatically
Select Done when you have finished reviewing the report
Tip: You can highlight important text in a completed inspection report, so key details stand out for landlords, tenants, or internal reviewers.
Update the cover page details
The first report page shows high-level inspection details and summary fields, some editable. Certain fields are auto-filled from the CMS, while others are entered or updated by the inspector before closing.
Open the first page of the report
Review the summary information and inspection details
Update any of these fields if required:
General comments
Recommended Maintenance
Overall Standard
Work to be carried out by Landlord
Work to be carried out by Tenant
Rent Review
If a lock icon appears instead of the edit pencil, it means the information cannot be edited in the report; it must be edited in the CMS.
Confirm the wording is accurate and ready to be shared with the landlord or owner
Tip: Use clear, factual language in these fields so the final report is easy for landlords and tenants to understand.
Update area pages, conditions and comments
The report covers property areas such as bedrooms, bathrooms, and other spaces, based on the layout. It includes condition options, inspector comments, assets, and tools such as Generate Comments and New Asset.
Tip: Learn how to add, edit and review comments in an inspection report after a routine inspection has been completed.
Move through the report page by page
Review each property area listed in the report
Update the area details as needed, including:
The recorded condition or standard for the area
Any inspector comments
Tenant or landlord action items, where applicable
Asset information shown for the area
If an asset is missing, add a new asset where that option is available
If comments need to be revised, update the text to reflect the final inspection outcome
Note: The exact controls shown can vary depending on the inspection type and the report layout being used.
Review photos, videos and media
Inspection reports can include photos and videos as part of the media recorded during the inspection. Before closing the report, review this media to confirm it appears against the correct area and accurately supports the inspection details entered in the report.
Review photos in the inspection report
Open the media sections of the report
Review the images attached to each area
Confirm the photos are attached to the correct area
Check that the images support the comments and condition notes recorded in the report
Update or correct any related comments if needed
If the property layout needs updating, you can edit it in the report editor, and the changes are reflected in the report once saved.
Tip: You can upload photos to a completed inspection in Inspection Manager CMS if photos were taken outside of the inspection.
Review videos in the inspection report
Videos appear in reports as media content and are linked to specific property areas using references in the CMS. In printed or shared reports, videos are accessed via QR codes.
Review the report pages and media section for any videos included in the inspection
Check the Areas section for entries such as Refer to media: 1, which indicates that a video is linked to that area
In the CMS, select the video to preview it and confirm it is attached to the correct area and shows the correct condition or issue.
If the report is printed or shared, note that videos appear as QR codes with a View video in Browser link, so the recipient can open the video outside the printed report
Tip: Learn how to record videos in inspections using the Proptech Labs Property Manager app.
Close the inspection
Once the report has been reviewed and updated, close the inspection to move it from Completed to Closed status.
When you have finished reviewing the report, select Done
Select Close Inspection
Review the available closing options on the close screen
If needed, update the completion details shown on screen, such as:
Date of signature
Date inspection completed
If you want to send the report immediately, select Email now
Tip: Learn how to email an inspection report to one or more landlords from the report view in Inspection Manager.
Select Close Inspection to finalise the report
The screen refreshes after the inspection is closed.
What happens after the inspection is closed
After the inspection is successfully closed, the interface refreshes and shows a confirmation message that the inspection is now closed.
Available options:
Re-open
Send
Download
Print
Launch tenant view
Close this window
At this point, the report is closed and ready for any next steps required by your agency workflow.