Bulk Update Inspections
- Last updated on June 11, 2024 at 7:01 AM
Summary
The bulk edit inspections feature allows you to schedule, edit, close or complete any existing inspections in bulk. Using this feature, you can plan your inspections by suburb and portfolio, update the inspection status, date and time in bulk, and communicate using mail merge.
Covered in this article:
Access the Bulk Update Feature
To access the Bulk Update feature, go to:
- Trust & Reports > Property > Inspection Summary
- Select a Status. You will not be able to process a bulk inspection update unless a status is selected
- Select any other filters if desired
Handy Tip
When filtering, select all tentative inspections due in the next month, then select a suburb filter. This allows you to group properties in a certain location to inspect at the same time.
If you have a portfolio input, the suburb selections available will reflect the properties in that user’s portfolio. You can select multiple property suburbs for your search results.
- Click Search to display the results
- In the search results, select the checkboxes against each inspections to be updated
- Click Bulk Edit
This will open the bulk edit feature. Proceed through the wizard to update the date and time, and send communications for the inspections.
Note: If no inspection is scheduled, the inspection will need to be set up on the tenancy profile before a bulk edit can be performed. Properties undertaking a change of ownership will not be available for bulk update.
Status, Date & Time
A summary of the inspections you have selected will display. On the first tab, you can update the status, date and time for the inspections selected. The communication and confirmation tabs will be greyed out until Next is clicked.
- Status - To update the status, click the Status drop down, then select from the status options:
- Tentative - Updating the status to tentative indicates that the inspection is scheduled but not confirmed
- Proposed - This will allow tenancies using the portals to confirm the inspection date and time or propose a new schedule
- Confirmed - To select confirmed, the date and time must be a future date
- Conducted - To select conducted, the date and time must be set in the past
- Closed - This will close the selected inspections, trigger the next inspection date and update the auto inspection schedule, (if applicable)
- Cancelled - This will manually cancel the inspection and the auto inspection schedule, (if applicable). It is usually used for vacating tenants to assist the archiving process. It will not trigger the next inspection
- Date - To update the date, click in the date field and type the date or select it from the calendar
- Time - To update the time, under Between, type in the field or click the clock icon and select from the time options
- Once you have input changes, click Next
Communication
If you have automated communications set up in Property Tree, they will run as scheduled. You can however still select to communicate to your tenants at this point. You can view your automated communications by clicking the eye icon.
Note: If an inspection time has been updated, the trigger will not send if the auto communications have already been sent for the original inspections.
In this scenario, if triggers and auto communications have already been sent, you are best advised to cancel the inspection and create a new one.
To send communications now:
- Tick the Send communication now checkbox
- Select to send via Email or Letter
This will bring up your existing mail merge templates to select from.
- Select the required template from the drop down options
- Click Add Another if additional communication are required
Tenancies without valid emails will be identified at this point.
- Once you have selected your communication options, click Next
Confirmation
You will now be presented with a summary of your changes and communications.
- Click Save to confirm
Fees and Automated Scheduling will continue to operate as configured.
Note: If there is no inspection scheduled you will need to schedule on the Tenant Profile, they will then be able to be Updated in Bulk.