Below you will find links to support videos that show how to set up and send the resident self-inspection as the admin user, how to complete the inspection as the resident, and how to edit the email subject and body for the inspection. We have also included written instructions for how to create, send and complete a contactless inspection.
How to Create and Send a Contactless Inspection (for FotoNotes admin user): https://vimeo.com/481357707
How to Complete a Contactless Inspection (for Resident/Mobile User): https://vimeo.com/481395178
How to Create or Edit the Email Subject and Body for your Contactless Inspections: https://vimeo.com/483722140
How to Change the Instructions that are Automatically Sent out with your Self Inspection: https://vimeo.com/487454352
How to Copy a Completed Move-In Inspection to Create a New Move-Out Inspection: https://vimeo.com/
1. Set-Up and Review (Before you send your first inspection)
A. Log in to your new portal using the portal admin user credentials provided to you.
B. In your general settings (under the admin gear) scroll down and make sure you have the right email address for the “reply to” and the name you want the email notification to come from.
2. Create a project and send the link (We suggest you send one to yourself first)
A. From the Dashboard (home screen) of FotoNotes click on the link to Resident Self Inspections or click Inspections at the top and click Resident Self Inspections on the left.
B. Once there, go to the upper right and click the green button with the plus sign that says Inspections.
C. From there, you don’t need to choose the type. Just select one of the inspection templates available, “Periodic Self Inspection”, “Move-In Self Inspection”, or “Move-Out Self Inspection.
D. The new resident self-inspection will now appear. Fill in the fields you need, such as the addresses, and especially the resident name and email address (or name and email of anyone who you want to get this inspection).
You can also manually edit the instructions, email subject and email body fields, if needed.
E. Set a due date. If you set a due date, when creating and sending the inspection, you will be allowed to choose if you want FotoNotes to automatically send out email reminders about the inspection being due. By default those reminders go out 2 days before the due date, on the due date and 2 days after the due date. FotoNotes can adjust this reminder schedule for you if you want these emails to go out at different times. The subject and body message are the same, but there is the word “reminder” or the word “reminder- past due” preceding the subject text.
F. Click the three dots on the right and select Send to Recipient…
G. Check the box if you would like to send Reminder Emails and Click Send
3. If you want to change any of the forms, you will do that by editing the template(s)
A. You have these templates: Periodic Self Inspection, Move-In Self Inspection and Move-Out Self Inspection.
B. Click on the gear in the top right, click on templates and click on the three dots next to the template you want to change, then select “Revise”.
C. A common revision is a change to the text that goes out with every inspection. This includes the Instructions, Email Subject and Email Body fields. If you would like, you can update the default text in those fields. You can also edit these manually once the self-inspection is created.
When you are done making changes will click Publish.
Here are articles that will give you some tips on editing the template.
4. To review Inspections or to check if they have been started
A. The resident will receive an email with a link to complete the inspection. The link that is sent to your recipient will be valid for 90 days. However, once they mark the inspection “complete” they will no longer have access to it.
As soon as the Resident clicks on Get Started, the inspection that you see in your web portal view will actually have a status that says In Progress. That is how you can tell if a Resident has started his/her inspection.
B. When the inspection has been completed the status will change to “Complete” and display as “Complete” in your FotoNotes web app portal.
C. Now you can click into the inspection – You can either click in by selecting it from the Dashboard, or from one of the views on the Dashboard, such as Recently Completed Inspections or you can use the search function to search the address to find the inspection.
D. Once you are in the inspection, you can scroll down to review the data. You can also click through a photo to get to image management and review the photos in larger size. You will also be able to see the Date/Time and Geocode for the images which will allow you to ensure you always get the photos from the correct location.
E. You can also generate a nicely formatted PDF report of the completed inspection by clicking on the report icon in the top right corner of the inspection. We recommend you choose the Full Photo and Data Report. For now, you should just select the ADMIN version. However, later if you like we can discuss how to use the Hide from Customer feature and the Flag Photos Feature to allow you to generate a report that does not necessarily show everything to your customer.