Inspections

Inspections are the core unit of work in Auditmark. Each inspection runs a published template against a client and site, captures answers from one or more inspectors, and produces a PDF report. This page covers the list view and the full lifecycle of a single inspection. Your organization's shell may label inspections as "audits"; the behavior is identical.

The inspections list

Open the Inspections page from the main navigation. The list shows every active inspection your organization owns. On a phone the table collapses to stacked cards.

Status tabs and counts

Seven tabs filter the list by status. A count badge on each tab reflects the current total. The "All" count and the "Archived" tab are separate: "All" excludes archived inspections.

An inspection moves between statuses as follows:

1. You create it: Scheduled.
2. You or an inspector starts it: In progress.
3. All participants submit and you select Mark complete: Pending approval (if the template requires approval), Pending sign-off (if it requires sign-off but not approval), or Completed (if neither is required).
4. The approver approves: Pending sign-off (if sign-off is required) or Completed.
5. A sign-off is recorded: Completed.
6. You archive it at any point: Archived (reversible).

Columns

Three columns are always visible (pinned): the inspection name (with client and site as a subtitle), Status, and Progress (answered over total fields, with a percentage bar). Seven optional columns toggle from the Columns button, and your choice is saved to your account preferences.

The Columns menu lists the pinned columns first (checked and disabled) and the optional columns below.

Select any column header to sort. The sortable columns are the inspection name, Progress, Attention, Score, and Date. The default sort is Date descending. Selecting the same column again reverses the direction.

Search and filters

The search field matches on inspection name, site, template name, and assignee names. Results update as you type, and a clear button appears in the field. The search term and any active filters are reflected in the page URL, so you can share or bookmark the current view.

If your organization has the client layer enabled, a client dropdown appears next to the search field. Select a client to narrow the list to that client's inspections only.

Below the toolbar, the list shows the current row count. When a search or client filter is active, a Clear filters link resets both at once. If nothing matches, an empty state offers the same Clear filters action.

Row actions

Each row has a kebab menu on the right. The available actions depend on the inspection's status.

Archive is the safe default. Use Delete only for scheduled inspections that were created in error. Reassign adds the selected inspector as a participant rather than replacing the existing ones.

Bulk actions

Select one or more rows using the checkboxes. A bulk action bar replaces the row count and shows how many are selected.

When no selected row is eligible for an action, that button is disabled and a tooltip explains why. When a selection mixes statuses, each action skips the ineligible rows. The confirmation dialog shows how many will be affected, and the archive dialog notes that any inspector still working on one will lose unsynced field edits. After the operation completes, a toast reports the outcome, for example "3 archived" with any failed or skipped counts appended.

Creating an inspection

1. Select New inspection in the top right corner.
2. Select a Template. Only templates with a published version appear in the list. See Templates for how to publish a template.
3. If the client layer is enabled, select a Client. The site list is scoped to the chosen client.
4. Optionally select a Site.
5. Optionally enter a Name. If you leave it blank, Auditmark defaults to the site and template names.
6. Optionally add one or more Inspectors. Each selected inspector appears as a chip with a remove button. You can leave this blank and assign inspectors later on the detail page.
7. Under When, choose Start now or Schedule for a date. Choosing Schedule reveals a date and time picker.
8. If the template requires approval, an Approver field appears. Select a member with the approver role. You can also set or change the approver later on the detail page.
9. Select Create inspection. Auditmark opens the new inspection's detail page right away.

Inspectors can also self-create inspections from the field app. A report generates automatically once an inspection is finalized.

An inspection in detail

Select any row to open its detail page. The active tab is reflected in the page URL (for example ?tab=responses), so links to a specific tab work correctly.

Header

The header shows a Back link, the inspection title, the client and site, and the status badge. A facts row beneath the title shows the score (when calculated), the assignee summary, the scheduled date, and a count of open findings in red when any are open.

A status-aware primary button appears on the right:

Next to the primary button, a Report button jumps to the Report tab, and a kebab menu repeats the record actions: Reassign (scheduled or in progress), Duplicate, Archive (any status except archived), and Delete (scheduled only). Duplicating or deleting from here navigates you to the new record or back to the list.

When the inspection is in a locked status (Completed, Pending approval, Pending sign-off, or Archived), assignment editing is disabled. You can still add findings and corrective actions.

Overview tab

The Overview tab summarizes the inspection across three cards.

A Details card lists the template, the client (when the client layer is enabled), the site, and the scheduled, started, and completed timestamps.

A People card lists the assigned inspectors and the approver. Each inspector shows a scope pill ("Whole form" or a count of sections). While the inspection is unlocked, a Manage people button opens the people dialog.

A result card on the right shows either a Score with a verdict band, or, when the inspection is unscored, an open-findings count. The verdict band reads "Action required" when a critical finding is open, "Needs attention" when any finding is open, or "All clear" otherwise. When scored, the card also lists Progress and Open findings. When unscored, it lists Completion, Critical (open critical findings), and Corrective actions.

Manage people

The Manage people dialog is where you assign inspectors and set the approver.

1. Under Inspectors, each assigned inspector appears as a card. Use the Whole form or Specific sections control to set their scope. Choosing Specific sections reveals a section picker with Select all and Clear all.
2. Use Add inspector to add another member. Use the remove button on a card to drop one.
3. Under Approver, select a member with the approver role.
4. Select Save.

If you choose Specific sections but pick no sections, the inspector is saved against the whole form.

Responses tab

The Responses tab shows all answers recorded by inspectors, grouped by section in the order the sections appear in the template. Captured notes and photos appear as sub-blocks beneath their question. Instruction rows render as an information banner. If the template structure is unavailable, a flat list of responses is shown instead.

Each field renders its answer according to its type:

Fields with no answer show a dash placeholder. When an answer produced a finding, a "Finding" pill links across to it; from the finding you can jump back to its source answer.

Findings & Actions tab

This tab is the resolution center for an inspection. The tab label carries a count badge colored by the worst open severity (red for critical, amber for major), and it turns red whenever a corrective action is overdue.

A summary strip at the top counts open findings (broken down by severity), open actions, overdue actions, and resolved actions. A toolbar below filters the list by severity and toggles Show resolved.

Adding a finding

1. Select Add finding.
2. Select a Severity: Critical, Major, Minor, or Advisory. The default is Major.
3. Enter a Title (required).
4. Optionally enter a Description for additional context.
5. Select Add finding.

Findings are sorted by severity (critical first) regardless of creation order. Each finding card expands to show its description, a link to its source answer (when it came from a flagged response), its corrective actions, and its status pill (Open, In progress, Acknowledged, or Resolved).

Adding a corrective action

Expand a finding and select Add action.

1. Select a Priority: Critical, High, Medium, or Low. The default is Medium.
2. Optionally set a Due date.
3. Select Save.

Once a corrective action exists, you can change its status (Open, In progress, Resolved, or Acknowledged) from the card and add resolution notes. A Save notes button appears when you edit the notes. Overdue actions are flagged in red.

You can add findings and corrective actions at any inspection status, including Completed and Archived.

Approval & Sign-off tab

This tab carries an "Approval" card (subtitle "Required before sign-off") and a "Sign-off" card (subtitle "Final authorization"). A warning indicator appears on the tab when the inspection is in Pending approval or Pending sign-off status.

When a template does not require approval, the Approval card reads "Approval not required for this inspection". The same applies to sign-off.

Setting the approver

When the template requires approval, an Approver field appears at the top of the Approval card. Select any member with the approver role. You can change the approver at any time before the final decision is recorded.

Recording an approval decision

The decision controls are active only when the inspection is in Pending approval status.

1. Optionally enter a Comment to accompany the decision.
2. Select Approve, Request changes, or Reject.

All decisions are recorded in the approval history, which accumulates across rounds. If changes are requested or the inspection is rejected, the workflow returns to an earlier state so the inspector can address the feedback. See Approvals for the full workflow.

Recording a sign-off

The sign-off controls are active only when the inspection is in Pending sign-off status and the template requires sign-off.

1. Optionally enter Notes to accompany the sign-off.
2. Select Record sign-off.

Sign-offs accumulate in a history list on this tab, each showing the signer role and timestamp.

Report tab

The Report tab is available once the inspection reaches Completed, Pending approval, Pending sign-off, or Archived status. Until then, the tab notes that reports can be generated once the inspection is completed. A green indicator on the tab means a ready report exists.

The left side of the tab shows an instant HTML preview of the report. This preview renders immediately from the current inspection data without waiting for the PDF worker.

Generating a report

Select Generate report. Auditmark queues the PDF build, and the revision shows a "Generating" badge until the build finishes, at which point its status changes to "Ready". If a report already exists, the button reads Regenerate report and a new revision is added. The newest revision is tagged "Current".

Viewing and downloading a report

Each revision shows its generation time and status (Ready, Delivered, Generating, or Failed). For a ready or delivered revision:

Emailing a report

1. Select Email on any ready revision.
2. In the To field, type an address and press Enter to add it as a chip. Repeat for each recipient. Addresses are validated as you add them.
3. Add addresses to Cc and Bcc in the same way.
4. Edit the Subject if needed.
5. Edit the Message body. Tokens such as {inspection.title} are filled in when the message is sent.
6. Select Send. At least one recipient is required. The PDF is attached and a link is included in the message body.

The report layout (sections, branding, and blocks) is configured by the workspace Report design, not per inspection. A banner on the tab links to Report design in Settings. See Templates for per-template report settings.

For schedule-based inspection creation, see Schedules. For client and site management, see Clients.