Inspection rounds for service companies – carry out rounds and share the report with your client

What is inspection rounds software?

An inspection round is a planned walk through a building, premises or outdoor area to check that everything works and looks as it should: stairwell lighting, emergency exits, laundry rooms, play areas or the cleaning in an entrance. Anything that is wrong is recorded so it can be fixed.

Inspection rounds software replaces the paper checklist and the binder. The checklist is on the phone, answers are saved straight away, and the office can see what was checked, by whom and when. OpSynk is built for service companies that carry out rounds for their clients and need to show the client what was done, so rounds sit next to work orders, scheduling and client records in one system.

How inspection rounds work in OpSynk

Inspection rounds are an add-on that is switched on for your organisation. A round goes like this:

1. 1

   Build the checklist

   In the web app, add checkpoints and sort them into groups such as Entrance, Stairwell and Outdoor area. Save the checklist as a template to reuse it for the next client.

2. 2

   Link the round to the client

   Add the round to the client in your client records and assign one or more employees. It then appears in their app.

3. 3

   Carry out the round on the phone

   The employee goes through the checkpoints in the iOS or Android app and marks each one as approved or rejected.

4. 4

   Report deviations

   When something is wrong, the employee adds a comment and photos directly on the checkpoint.

5. 5

   Follow up in the office

   Changes sync in real time between the app and the web. The office sees who completed the round, when, and how many deviations were found.

6. 6

   Share and fix

   Share the round with the client through a link, download it as a PDF and turn the deviations into a work order.

The app needs an internet connection while the round is carried out.

Share the inspection report with your client by link

When a round is complete, you create a unique link to it and send it to the client, for example the property manager or a housing association board. The client opens it in a browser with no account and no login. The page shows:

• your company logo and name
• the round number and name
• who completed the round and when
• every checkpoint, grouped as in the checklist, with its status
• the number of deviations, with the employee's comments and photos

The reader can switch between Swedish and English and choose a time zone. If the client wants a document for their own files, download the round as a PDF report and email it.

Want to see what your client sees? Open a shared inspection report from our demo organisation. The round is made up, but the page is exactly the one your clients get.

Rounds you can digitise

OpSynk does not ship ready-made checklists. You build your own checklists and save them as templates, so they match your contracts and your clients' requirements. Typical examples:

• Technical property round

  Lighting, doors and locks, lifts, ventilation, leaks in plant rooms and laundry rooms, roofs and gutters.

• Fire safety check

  Exit signs lit, escape routes clear, extinguishers in place, fire doors closing, nothing combustible in stairwells.

• Workplace safety round

  Tidiness, lighting, protective equipment, machines and tools, slip hazards and chemical storage.

• Cleaning inspection

  Entrance, stairwells, toilets, kitchen and waste room, checked against the cleaning contract.

• Outdoor areas

  Play areas, footpaths, lighting, flower beds and lawns, bins and bike racks. A good fit for gardening and landscaping companies.

Deviations become work orders

From a completed round you create a work order in one step. Each deviation becomes its own task, with the comment and photos from the round. If the morning round finds a broken light in stairwell B and an entrance door that will not lock, you get a work order with two tasks, schedule it for an employee and follow the status of each task. The work order links back to the round where the faults were found, and time and materials logged on it can go into the invoice basis.

See how work orders are handled in our work order app for service companies.

Built for service companies, not guard tours

Many systems sold for rounds are made for security guards, with NFC tags or QR codes that are scanned to prove someone was at a checkpoint. OpSynk has no QR or NFC checkpoints and does not verify that an employee stood at a given spot: the employee ticks off checkpoints in the app. If you need proof of presence by scanning, a guard-tour system is the better choice. OpSynk's strength is everything around the job: the client, the round, the fix, the time and the invoice basis in one system.