Inspections in RedRabbit explained

RedRabbit supports Checklist Inspections meaning that Inspections consist of Checklists of Items called Checklist Items that need to be checked as part of the Inspection Process.

In order to explain the concepts and terminology used, we will refer to the diagram below.

With reference to the diagram above:

  • A Two Bedroom Town House layout consists of Areas (Living Area, Open Plan Kitchen, Main Bedroom, Second Bedroom, Bathroom, Toilet)
  • The system allows you to build an Inspection Template that can be used for Inspections on all Two Bedroom Town Houses. The Template includes the Areas normally found in a Two Bedroom Townhouse as well as the recommended sequence in which the Inspection is to be conducted.
  • In order to save time during the Inspection, the system also allows you to define a list of things to check, called a Checklist for each Area to be inspected as well as the recommended best practice sequence in which they should be checked. For instance, the Checklist for the Main Bedroom and the Second Bedroom would guide the Inspector through the process starting with the Ceilings, then the condition of the Walls and so on.

To summarise, in RedRabbit you can:

  • Setup Standard Checklists for Areas such as Living Rooms, Kitchens, Bathrooms, Bedrooms, etc. consisting of items that you would like to have checked for such an area as well as the sequence in which it needs to be checked.
  • Setup Standard Templates for Property Types such as One Bedrooms Flats, Two Bedroom Flats, Three Bedroom Houses, etc. These templates would then include the Areas as well as the associated Checklist for Each Area.
  • Select the most appropriate Template when scheduling an Inspection for a Property which can then be customised either before or during the Inspection process by adding and/or deleting Areas and/or Checklist Items.

RedRabbit Condition Reporting Concept

In order to explain the mechanisms available in RedRabbit to check and report on the condition of each Checklist Item, we will refer to the diagram below.

With reference to the diagram above, the condition of a Checklist Item can be described in terms of:

  • Cleanliness - the Mobile app allows for tap and select from the cleanliness toggle options
  • Damage - the Mobile app allows for tap and select from the damage toggle options
  • Functioning - the Mobile app allows for tap and select from the functioning toggle options
  • Photos - the Mobile app allows you to take and link photos relating to the checklist item in cases where you need to supplement the condition with additional evidence
  • Recommendation - you can select from a list such as Landlord to Repair, Replace or Clean, Tenant to Repair, Replace or Clean.
  • Comment - this feature allows you to just start typing and have RedRabbit bring up similar descriptions based on what it found in its database consisting of many thousands of Checklist comments. For example, you start with Tile and the system might recommend Tile Broken, Tile loose, Tile cracked, etc. You can then just select the most appropriate option and have the system complete the sentence for you.

The RedRabbit Platform

With reference to the diagram above:

The RedRabbit Portal runs on servers which can be accessed over the Internet via any Internet Browser. The portal component is mainly used for:

  • Scheduling and Management of Inspections
  • Management of Maintenance Calls

The RedRabbit Mobile App (Android or IOS) can be downloaded from the playstore and installed on your smart phone of tablet. The mobile app runs natively on your smart phone or tablet. It only needs an internet connection when you download scheduled inspections or upload completed inspections. The mobile app is mainly used to capture inspection results while doing an inspection. These inspection results and photos are stored locally on the mobile device and does not require and internet connection and does not use any data while the inspection is being done.

The RedRabbit Inspection Process

The Inspection Process consists of the following main steps:

  1. Schedule Inspection for a Property on the Portal. Click here to see how.
  2. Download the Inspection to the Mobile app while at the office. This will use your wi-fi connection at the office. Click here to see how.
  3. Conduct the Inspection (no need to have wi-fi or data available for this since the native app is being used and all information is stored on the device) using your mobile app. Click here to see how.
    1. Follow the Checklist Item Guide for each Area and Report the Condition of each Item using the Toggles, Photos, Recommendation and Comment features.
    2. Include General Comments if applicable.
    3. Get Inspection signed on the device.
  4. Upload the Inspection Results when you are back at the office. This will use the wi-fi connection at the office. Click here to see how.
  5. Generate Inspection Reports and distribute to the interested parties. Click here to see how.
  6. Action Inspection Results as instructed using the Maintenance Ticket process. Click here to see how.
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