Completing Inspections in HERA Registry

Once your inspection module is configured, you can begin performing inspections on properties in your jurisdiction. This guide covers the complete inspection workflow, from assigning inspectors to completing inspections and sharing results with registrants.

Overview

The inspection workflow in HERA Registry consists of three main steps:

1. Assigning inspections to inspectors
2. Performing the inspection (answering questions, adding comments)
3. Completing the inspection (pass/fail determination, sharing results)

Step 1: Assigning Inspections to Inspectors

Before an inspection can be performed, it needs to be assigned to an inspector. Inspections can be assigned when they’re created or reassigned later.

Viewing Inspections

1. Navigate to the Inspections tab in your government dashboard
2. View all inspections for your jurisdiction
3. Filter by status to see pending inspections (Status: “Inspection Pending”)

The inspections table shows:

• License ID
• License Type
• Jurisdiction
• Property Address
• Status
• Inspector (if assigned)
• Inspection Date
• Valid Until date

Assigning an Inspector

You can assign an inspector in two ways:

Method 1: From the Inspection List

1. Click on an inspection in the list to open the inspection details
2. Locate the Inspector field in the inspection details tile
3. Click the edit icon next to the Inspector field
4. Select an inspector from the dropdown
   • Only government users from your jurisdiction are available
   • New inspectors can be added in the Users list
5. Click “Save” to assign the inspector

Method 2: During Inspection Performance

If an inspection isn’t assigned when you start performing it, you’ll be prompted to assign it to yourself or another inspector.

Inspector Requirements

• Must be a government user in your jurisdiction
• Must have appropriate permissions to perform inspections
• Can be added through the Users tab if needed

Step 2: Performing the Inspection

Once an inspection is assigned, the inspector can begin performing the inspection.

Starting an Inspection

1. Navigate to the Inspections tab
2. Click on an inspection with status “Inspection Pending”
3. Review the inspection details:
   • Property information
   • License information
   • Current status
4. Click “Perform Inspection” button (visible for inspections in “Inspection Pending” status)

Reassignment Prompt

If the inspection is not assigned to you:

1. You’ll be prompted to reassign the inspection to yourself
2. Choose “Yes” to reassign and continue, or “No” to cancel
3. If you choose “Yes”, the inspection will be automatically reassigned to you

Answering Inspection Questions

The inspection process guides you through answering all configured inspection questions:

Inspection Date Question

• Automatically added at the start of every inspection
• Pre-filled with today’s date
• Can be modified if the inspection was performed on a different date

Inspection-Specific Questions

Answer all questions configured for this license type:

• Text questions: Enter detailed responses
• Boolean (Yes/No): Select the appropriate answer
• Date questions: Select or enter dates
• Number questions: Enter numeric values
• Single Select: Choose one option from a dropdown
• Multi-Select: Select multiple options
• Information questions: Read-only display text
• Document uploads: Upload required documentation

Question Navigation

• Questions appear in order based on their display order configuration
• Required questions are marked and must be answered
• Progress through all questions before completing the inspection

Adding Comments

After answering all questions, you can add comments:

1. Enter comments in the comment field
2. Choose whether to share with registrant:
   • Checked: Comments will be visible to the property owner
   • Unchecked: Comments remain internal (government-only)

Comments are useful for:

• Explaining inspection findings
• Documenting compliance issues
• Providing recommendations
• Noting special circumstances

Step 3: Completing the Inspection

After answering all questions and adding comments, you’ll complete the inspection with a pass/fail determination.

Inspection Outcomes

Choose one of two outcomes:

Inspection Passed

1. Click “Inspection Passed” button
2. The system will:
   • Set inspection status to “Compliant”
   • Calculate the “Valid Until” date based on your renewal period configuration
   • Save all answers and comments
   • Share comments with registrant (if selected)

The “Valid Until” date is calculated as:

• Inspection Date + Inspection Renewal Period (configured in jurisdiction settings)

For example, if the inspection was performed on January 15, 2026, and your renewal period is 12 months, the “Valid Until” date will be January 15, 2027.

Inspection Failed

1. Click “Inspection Failed” button
2. The system will:
   • Set inspection status to “Non-Compliant”
   • Save all answers and comments
   • Share comments with registrant (if selected)
   • Note: Failed inspections do not set a “Valid Until” date

After Completion

Once an inspection is completed:

• Status updates immediately in the system
• Registrants can view inspection results (if comments were shared)
• Valid Until date is set (for passed inspections)
• Inspection history is preserved for the license
• Notifications may be sent to registrants (depending on configuration)

Viewing Inspection Results

For Government Users

You can view completed inspections:

1. In the Inspections tab: See all inspections with their current status
2. In License Details: View all inspections for a specific license
3. Filter by status: Find all compliant, non-compliant, or pending inspections

For Registrants

Registrants can view inspection results:

1. In their License Details: Inspections section shows all inspections
2. Status indicators: See if inspections passed or failed
3. Shared comments: View comments that were marked for sharing
4. Valid Until dates: See when inspections expire

Inspection Workflow Best Practices

Before Starting

• Review property information to understand what you’re inspecting
• Check previous inspections for the same property to see history
• Ensure you have access to the property or necessary documentation
• Verify inspection questions are appropriate for this property type

During Inspection

• Answer all questions accurately and completely
• Take notes as you go (you can add detailed comments later)
• Document any issues thoroughly in comments
• Be specific in your responses to help with future inspections

After Completion

• Review your answers before submitting
• Ensure comments are clear and actionable
• Consider registrant perspective when sharing comments
• Document any follow-up needed in internal comments

Communication

• Share constructive feedback with registrants when appropriate
• Use professional language in shared comments
• Provide clear next steps for failed inspections
• Acknowledge compliance in passed inspections

Managing Multiple Inspections

Bulk Operations

• Filter by status to find all pending inspections
• Sort by date to prioritize older inspections
• Assign inspectors efficiently based on workload
• Track completion rates using status filters

Inspector Workload

• Distribute inspections evenly among inspectors
• Reassign inspections if needed for workload balance
• Track inspector assignments in the inspections list
• Monitor completion times to ensure timely inspections

Troubleshooting

Common Issues

Can’t assign inspector:

• Verify the user is a government user in your jurisdiction
• Check that the user has appropriate permissions
• Add new inspectors through the Users tab if needed

Questions not appearing:

• Ensure inspection questions are configured for this license type
• Verify questions are not marked as deleted
• Check that you’re viewing the correct license type

Valid Until date incorrect:

• Verify renewal period configuration in jurisdiction settings
• Check that the inspection date is correct
• Ensure the inspection was marked as “Passed”

Comments not visible to registrant:

• Confirm “Share with registrant” was checked
• Verify the registrant is viewing the correct license
• Check that comments were saved successfully

Next Steps

After completing inspections:

1. Monitor inspection compliance using status filters
2. Follow up on failed inspections as needed
3. Review inspection data to identify patterns or issues
4. Update inspection questions based on findings
5. Plan for upcoming renewals using Valid Until dates

Support

If you need assistance with inspections:

• Review inspection module configuration if questions aren’t appearing
• Check inspector assignments if inspections aren’t being completed
• Contact HERA Registry support for technical issues
• Consult with other jurisdictions for workflow best practices

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Need to configure your inspection module first? Check out our guide on “Configuring the Inspection Module for Government Users” to set up fees, renewal periods, and inspection questions.