Within the Maintenance Module and HirePOS in general, Inspection Checklists provide tools for general routine inspections, safety checks, and quality assurance.

Inspection checklists serve various purposes:

• Pre Hire (Pre Start) Inspections

• Post Hire Inspections

• Scheduled/Regular Inspections

• Inspection as a part of a Service or Maintenance task.

Inspections can be either Pending or Completed. Unlike Maintenance records, there is no specific toggle or setting to determine the status. Inspections are pending when no "Finish Date" is populated. When a finish date is specified, the inspection is deemed Completed as it has been finished.

The Start Date of an inspection can either be blank or populated. This affects the start date of the item's unavailability. The item will be available for hire again after the finish date is populated.

If you prefer not to have incomplete inspections affect item availability, you can disable this behaviour in the system settings via Setup > Preferences > Miscellaneous > Other > "Disable Maintenance Inspection Availability Checks"

Scheduled inspections include both 'ad-hoc' inspections and ones that are due to be completed based on the due date of the last completed inspection for that item.

To add a new scheduled inspection:

1. Go to Maintenance > Inspection Checklists from the main menu.

2. Click on New Inspection.

3. Select the item for inspection, choose the Inspection Type

4. Click continue.

5. Specify Start Date, Finish Date, Inspection Reason, Service Technician, Meter Reading, Inspection Template, and mark checklist items as Pass or Fail.

   1. The Finish Date can be left blank if you wish to leave the record as a pending inspection. This will make the item unavailable, and produce a double booking alert on all future bookings for the item until the inspection is completed

6. Optionally, record signatures by clicking Technician Signature and/or Customer Signature depending on the signer in question.

7. Optionally, capture or upload photos for the inspection by clicking the Photos button.

8. Save the inspection.

Pre-inspection checklists are conducted before the hire period begins, while post-inspection checklists are carried out after the hire period ends.

When working on an invoice with items that have Pre/Post Inspection templates assigned, follow these steps:

1. An item with a template selected will prompt Pre/Post Template required on the invoice.

2. Clicking this prompt will open the Pre/Post Inspections screen.

3. Items with specified templates will be displayed in red if not completed and green if completed.

4. Clicking on a red No (Create) button will open the default template for completion.

5. Save Changes once the inspection is completed, and the template will be visible in the Maintenance > Inspection Checklists screen.

Post inspections can be automatically generated upon item return in HirePOS if:

• The relevant setting is enabled (Setup > Preferences > Maintenance > "Auto-create Post Inspection Checklist on Item Return")

  AND

• The Item being returned has a Post-Hire Inspecton Template assigned to it in Setup > Items

Inspection Templates are a list of questions/points that need to be checked during an inspection. These can be very general in nature and suit all pore-hire inspections across the business, or be specific and particular to one item or class of items.

1. Go to Maintenance > Inspection Checklists from the main menu.

2. Click on the Inspection Templates button.

3. Click on the New Template button to create a new Maintenance Inspection Template.

4. Enter a Template Name.

5. Enter the checklist items that apply to this template.
   Important Note: Avoid changing the template after the template has been used against inspections as changing the template setup will alter the template for all inspections the template has been used against.

6. Click Save Changes to save the template.

Scheduled Inspections are typically used for routine inspections like those required every 90 or 365 days for specific equipment. To assign default Inspection Templates for scheduled inspections:

1. Go to Setup > Items, search for the Item, and edit it

2. Click the Maintenance tab

3. Under the Scheduled Inspections section, set the Service Interval (Days)

   1. If you require 2 service intervals, enter Service Interval (Days) in the field on the right, e.g. 90 in the first field and 365 in the second.

4. Select the relevant Inspection Checklist templates.

5. Save the changes.

For scaffolding inspections, a specific process is followed to create pending Service jobs in Sales/Hire > Delivery/Pickup Schedule:

Firstly, we need to create a new item that will be added to Contracts to indicate the job needs to be inspected at regular intervals.

1. Ensure you have an Item Type setup via Setup > Item Related that has the Component option checked.

   1. The Component option allows items to be added on screen, without them displaying on the Contract/Invoice pdf preview

2. Go to Setup > Items and click the +New Item button at the top.

3. Give the item a Description, e.g. 28 Day Inspection.

4. Select the Item Type that has the Component setting switched on.

5. In the Configuration section, check the Non Stock box.

6. Click the Maintenance tab in the Item details screen.

7. Enter the interval number of days, e.g. 28, in the Service Interval (Days) field.

8. Click the Save New button.

Staff can add notes on the inspection, take photos, and mark as completed when done.

1. Go to the Sales/Hire > Customer Overview screen and select an existing customer, or add a new customer.

2. Click the +New Invoice button.

3. Populate the Hired From date to place the job On Hire.

   1. You can click the Copy button located between the Booked From and Hired From fields to auto-populate the From dates, Booked To date, which will set the job as On Hire.

4. Add hire/sales items and miscellaneous charges to the Contract/Invoice as normal.

5. Add the 28 Day Inspection item (that you had set up previously) to the Contract/Invoice.

   1. There is no need to populate the Unit column, or the Each & Total columns for the line. Just leave these blank.

6. Click the Save button.