Client Equipment Inspections - User Guide

Table of Contents

1. Overview

The Client Equipment Inspections module provides comprehensive compliance inspection management for client equipment requiring periodic calibration and verification. This system enables you to define calibration points for equipment categories, schedule automated compliance inspections, perform multi-modal data capture during field visits, and maintain complete audit trails for regulatory compliance.

Primary Business Value:

When managing equipment subject to regulatory compliance requirements or quality standards, you need structured inspection processes that ensure all required measurements and checks are completed correctly. This system provides templated inspection forms that adapt to equipment types, automated tolerance validation, and comprehensive audit documentation for compliance purposes.

Key capabilities include:

• Calibration point templates defined by equipment category
• Multiple data capture types (numeric, pass/fail, photos, instructions)
• Automated tolerance validation for numeric measurements
• Scheduled compliance inspection generation
• Integration with Field Service workflow
• Photo documentation with inspections
• Instruction acknowledgment tracking
• Complete inspection history per equipment
• Inspection result reporting (Pass, Fail, Conditional)

2. Understanding Compliance Inspections

Core Concepts

Calibration Points vs Inspection Lines: Calibration points are templates that define what measurements or checks are required for equipment categories. When a compliance inspection is created, the system generates inspection lines from these templates, creating a specific inspection form for technicians to complete in the field.

Example:

Fire extinguisher equipment category has calibration points defined: "Pressure Gauge Reading (PSI)", "Physical Damage Check (Pass/Fail)", "Photo of Gauge", "Safety Pin Intact (Pass/Fail)". When a compliance inspection is created for a fire extinguisher, the system automatically generates four inspection lines, one for each calibration point, creating a structured inspection form for the technician.

Inspection Job Types

The system supports three distinct job types within Field Service:

• Breakdown: Emergency repairs - no inspection required
• Service: Scheduled maintenance - no inspection required
• Compliance Inspection: Regulatory inspections - requires structured inspection data capture

Integration with Recurring Service

Compliance inspections integrate with the Recurring Service module for automated scheduling:

1. Service schedules are marked as "Compliance Inspection"
2. When schedule becomes due, Field Service Task is automatically created
3. Task includes Equipment Job with job type "Compliance Inspection"
4. Inspection lines automatically generated from equipment category calibration points
5. Technicians complete inspection data during field visit

Important: This module requires both Field Service (cs_client_equipment_servicing) and Recurring Service (cs_client_equipment_recurring_service) modules. Compliance inspections depend on Field Service workflow and can be scheduled through recurring service schedules.

Calibration Point Data Types

The system supports five data capture types to accommodate different inspection requirements:

• Integer: Whole number measurements (count, quantity)
• Float: Decimal measurements (pressure, temperature, voltage)
• Pass-Fail: Binary checks (present/absent, working/not working)
• Photo: Visual documentation requirements
• Instruction: Procedural steps requiring acknowledgment

3. Calibration Points Configuration

Understanding Calibration Points

Calibration points are templates configured at the equipment category level that define inspection requirements. All equipment within a category inherit the same calibration points, ensuring consistent inspection procedures across similar equipment.

Creating Calibration Points

Calibration points are typically configured by administrators during initial system setup or when adding new equipment categories.

Process - Creating Calibration Point:

Scenario: Configure fire extinguisher inspection requirements

1. Navigate to Client Equipment → Configuration → Calibration Points
2. Click Create
3. Configure calibration point:
   • Attribute Name: Descriptive name (e.g., "Pressure Gauge Reading")
   • Equipment Category: Select category (e.g., "Fire Extinguishers")
   • Data Type: Select appropriate type:
     • Integer/Float - for numeric measurements
     • Pass-Fail - for binary checks
     • Photo - for visual documentation
     • Instruction - for procedural requirements
   • Units: Measurement units (PSI, °C, etc.) for numeric types
   • Sequence: Order in inspection form (lower appears first)
   • Required: Check if mandatory for inspection completion
4. For numeric types (Integer/Float):
   • Minimum Value: Lower tolerance limit
   • Maximum Value: Upper tolerance limit
   • No Validation Required: Check if recording only (no pass/fail)
5. For instruction types:
   • Instruction Content: Enter detailed procedural text
6. Click Save

Calibration Point Examples by Type

Integer Calibration Point:

• Name: "Accessory Count"
• Data Type: Integer
• Units: "items"
• Min: 3, Max: 5
• Required: Yes

Float Calibration Point:

• Name: "Pressure Gauge Reading"
• Data Type: Float
• Units: "PSI"
• Min: 100.0, Max: 150.0
• Required: Yes

Pass-Fail Calibration Point:

• Name: "Safety Pin Intact"
• Data Type: Pass-Fail
• Required: Yes

Photo Calibration Point:

• Name: "Photo of Inspection Tag"
• Data Type: Photo
• Required: Yes

Instruction Calibration Point:

• Name: "Inspect for Physical Damage"
• Data Type: Instruction
• Instruction Content: "Check for dents, corrosion, leakage. Verify hose is not cracked."
• Required: Yes

Tolerance Validation Configuration

For numeric calibration points (Integer and Float), tolerance limits define acceptable ranges:

• With Min/Max Values: System automatically marks measurements as Pass (within range) or Fail (outside range)
• No Validation Required: Measurements recorded for documentation only, automatically marked N/A
• Without Min/Max Values: Measurements recorded without automatic pass/fail determination

Managing Calibration Points

Calibration points can be modified, deactivated, or reordered:

• Editing: Changes apply to future inspections only - existing inspections retain original configuration
• Archiving: Deactivate unused calibration points - won't appear in new inspections
• Reordering: Adjust sequence to change inspection form flow

4. Creating Inspection Schedules

Inspection Schedule Configuration

Recurring service schedules can be designated as compliance inspections, enabling automated inspection generation with proper calibration point integration.

Process - Creating Inspection Schedule:

Scenario: Annual fire extinguisher compliance inspections required

1. Navigate to Client Equipment → Configuration → Service Schedules
2. Click Create
3. Configure schedule basics:
   • Name: "Annual Fire Extinguisher Inspection"
   • Equipment: Select specific fire extinguisher
   • Interval: 1 Year
   • Compliance Inspection: Check this box
4. Navigate to Inspection Points tab
5. Review calibration points that will be included:
   • System displays all calibration points from equipment category
   • These points will be included in every generated inspection
   • If no points exist, warning message displays with configuration instructions
6. Service Instructions tab:
   • Enter any additional context or procedures
   • Instructions populate Field Service Task description
7. Save schedule
8. Schedule operates like regular service schedule but generates compliance inspections

Inspection Schedule vs Service Schedule

The key difference between inspection and service schedules:

• Service Schedule: Creates Field Service Task with job type "Service" - no structured inspection data capture
• Inspection Schedule: Creates Field Service Task with job type "Compliance Inspection" - includes structured inspection form with calibration points

Automatic Inspection Generation

When inspection schedules become due:

1. Daily automatic process checks for due inspection schedules
2. Field Service Task created for equipment
3. Equipment Job created with type "Compliance Inspection"
4. Inspection lines automatically generated from equipment category calibration points
5. Task ready for technician assignment and execution

5. Performing Compliance Inspections

Accessing Compliance Inspections

Technicians access compliance inspections through Field Service Tasks:

Process - Starting Compliance Inspection:

1. Navigate to Field Service → Tasks
2. Open assigned Field Service Task
3. Navigate to Equipment Jobs section
4. Open Equipment Job (will show job type "Compliance Inspection")
5. Review equipment details and job information
6. Click Start Inspection button
7. System confirms:
   • Equipment is specified
   • Assignee is set
   • Inspection lines generated from calibration points
   • Inspection state changes to "In Progress"
   • Inspection date recorded

Inspection Form Structure

Compliance inspection form displays in structured sections:

• Inspection Lines Tab: Main data capture area with all calibration points
• Issues Tab: Document problems or concerns identified
• Service Notes Tab: Record additional observations or context
• Work Performed Tab: Document corrective actions taken

Completing Inspection Lines

Each inspection line represents one calibration point requiring data entry. The interface adapts based on data type:

• Integer/Float Lines: Enter numeric value in appropriate field
• Pass-Fail Lines: Check box for Pass, leave unchecked for Fail
• Photo Lines: Click camera icon or photo button to capture/upload image
• Instruction Lines: Read instruction, check acknowledgment box

Automatic Status Updates

As technicians enter data, inspection line status updates automatically:

• Not Checked: No data entered yet (initial state)
• Pass: Data entered and within tolerance/requirements met
• Fail: Data entered but outside tolerance/requirements not met
• N/A: Data recorded but no validation criteria (informational only)

Completing the Inspection

Process - Finishing Compliance Inspection:

1. Verify all required inspection lines are completed
2. Document any issues in Issues tab
3. Record work performed in Work Performed tab
4. Click Complete Inspection button
5. System validates:
   • All required inspection lines have data
   • Assignee is specified
6. System calculates overall inspection result:
   • Pass: All inspection lines Pass or N/A
   • Fail: Any inspection line is Fail
   • Conditional: Mix of Pass and N/A with no Fails
7. Inspection state changes to "Completed" or "Failed"
8. Continue Field Service Task workflow (complete task, generate reports)

6. Multi-Modal Data Capture

Numeric Measurements (Integer and Float)

For numeric calibration points, technicians enter measurement values directly:

Capturing Numeric Measurement:

1. Locate inspection line for numeric measurement
2. Perform physical measurement with appropriate equipment
3. Enter value in Number field (Integer) or Decimal field (Float)
4. System automatically:
   • Validates against min/max tolerance if configured
   • Updates status to Pass (within tolerance) or Fail (outside tolerance)
   • If no validation configured, marks as N/A
5. Add notes if needed to explain unusual readings

Pass-Fail Checks

Binary checks use checkbox for simple pass/fail indication:

Recording Pass-Fail Check:

1. Locate inspection line for pass/fail check
2. Perform visual inspection or verification
3. Check box if condition is satisfactory (Pass)
4. Leave unchecked if condition is unsatisfactory (Fail)
5. Status updates automatically to Pass or Fail
6. Document specific issues in Issues tab if check fails

Photo Documentation

Photo calibration points require visual documentation as part of inspection evidence:

Capturing Photo Documentation:

1. Locate inspection line requiring photo
2. Click camera icon or Capture Photo button
3. Photo capture dialog opens
4. Options:
   • Take photo using device camera (mobile)
   • Upload photo from device storage
   • Select existing image file
5. Photo attaches to inspection line
6. Status automatically updates to Pass
7. Photo indicator shows "📷 Captured"
8. Photos stored with inspection for compliance documentation

Important: Photos are stored as binary attachments with the inspection record. Ensure adequate storage capacity and consider photo file size, especially for mobile technicians with limited bandwidth.

Instruction Acknowledgment

Instruction calibration points present procedural requirements for technician review:

Acknowledging Instruction:

1. Locate inspection line with instruction
2. Click View Instruction button
3. Instruction dialog displays with detailed procedural text
4. Read instruction content thoroughly
5. Perform required actions per instruction
6. Check Instruction Acknowledged box
7. Status automatically updates to Pass
8. Acknowledgment provides audit trail that instruction was reviewed

7. Tolerance Validation and Results

Automatic Tolerance Checking

For numeric measurements with min/max values configured, the system automatically validates entries:

Tolerance Validation Example:

Pressure Gauge Reading calibration point configured:

• Min Value: 100.0 PSI
• Max Value: 150.0 PSI

Technician enters measurement: 125.0 PSI

Result: Status = Pass (within tolerance 100-150)

Technician enters measurement: 175.0 PSI

Result: Status = Fail (exceeds maximum 150.0)

Tolerance Indicators

The inspection form provides visual indicators for tolerance compliance:

• Within Tolerance: Green indicator, Status = Pass
• Outside Tolerance: Red indicator, Status = Fail
• No Validation: Gray indicator, Status = N/A

Overall Inspection Results

The system calculates overall inspection result based on individual line statuses:

• Pass: All inspection lines are Pass or N/A (no failures)
• Fail: One or more inspection lines are Fail
• Conditional: Mix of Pass and N/A statuses (some validations, some informational)

Handling Failed Inspections

Process - Managing Failed Inspection:

Scenario: Equipment fails pressure check during inspection

1. Failure Identification:
   • Pressure reading 75 PSI (tolerance: 100-150 PSI)
   • Inspection line automatically marks as Fail
   • Red indicator visible on inspection line
2. Documentation:
   • Navigate to Issues tab
   • Document specific failure: "Pressure gauge reads 75 PSI, below minimum 100 PSI"
   • Note any visible damage or concerns
3. Corrective Action Options:
   • Perform on-site correction if possible
   • Document corrective action in Work Performed tab
   • Re-measure and update inspection line with new value
   • If not correctable on-site, recommend follow-up action
4. Complete Inspection:
   • Click Complete Inspection
   • System marks as Failed (due to failed inspection line)
   • Inspection record preserved for compliance audit
   • Customer notified of failure and required actions

8. Inspection History and Reporting

Viewing Equipment Inspection History

Complete inspection history is maintained for each equipment unit:

Accessing Inspection History:

1. Navigate to Client Equipment → Equipment
2. Open equipment record
3. Click Inspections smart button (shows count)
4. View list of all compliance inspections for this equipment
5. List displays:
   • Inspection date
   • Inspection state (Draft, In Progress, Completed, Failed)
   • Inspection result (Pass, Fail, Conditional)
   • Assignee (technician)

Inspection Record Details

Opening an inspection record provides complete audit information:

• Header Information: Equipment, date, assignee, result
• Inspection Lines: All measurements and checks with captured data
• Photos: All photos captured during inspection
• Issues: Documented problems identified
• Work Performed: Corrective actions taken
• Service Notes: Additional context and observations

Inspection Reports

The system provides formatted inspection reports for customer delivery and compliance documentation:

Generating Inspection Report:

1. Open completed inspection record
2. Click Print button
3. Select Inspection Report
4. System generates formatted report including:
   • Equipment identification and details
   • Inspection date and technician
   • Complete inspection results table
   • Measurement values and tolerances
   • Pass/Fail indicators
   • Photo documentation
   • Issues and work performed
   • Overall inspection result
5. Report can be:
   • Printed for customer
   • Emailed as PDF attachment
   • Archived for compliance records

Compliance Audit Trail

Inspection records provide complete audit trail:

• Who: Assignee/technician recorded for accountability
• When: Inspection date timestamp preserved
• What: All calibration points and captured values stored
• Result: Pass/Fail determination with tolerance validation
• Evidence: Photos attached as binary files
• Actions: Issues and work performed documented

9. Standard Workflows

Workflow 1: Complete Annual Fire Extinguisher Inspection

Scenario: Technician performing scheduled annual fire extinguisher compliance inspection

Process:

1. Schedule Generation:
   • Recurring inspection schedule reaches due date
   • System automatically creates Field Service Task
   • Equipment Job generated with type "Compliance Inspection"
   • Inspection lines created from fire extinguisher category calibration points
2. Pre-Visit Planning:
   • Dispatcher assigns task to field technician
   • Technician reviews equipment details and location
   • Confirms equipment category: Fire Extinguishers
   • Reviews expected calibration points in task
3. On-Site Inspection Start:
   • Technician arrives at customer site
   • Opens Field Service Task on mobile device
   • Navigates to Equipment Job
   • Clicks Start Inspection
   • Inspection form displays with 5 calibration points
4. Data Capture:
   • Line 1 - Pressure Gauge Reading (Float): Measures 125 PSI, enters value → Pass
   • Line 2 - Safety Pin Intact (Pass-Fail): Verifies pin present → Checks box → Pass
   • Line 3 - Photo of Gauge: Takes photo of pressure gauge → Pass
   • Line 4 - Physical Damage Check (Instruction): Reads instruction, inspects for damage → Acknowledges → Pass
   • Line 5 - Inspection Tag Current (Pass-Fail): Checks tag date → Checks box → Pass
5. Completion:
   • All 5 inspection lines completed with Pass status
   • Clicks Complete Inspection
   • System calculates result: Pass
   • Applies new inspection tag with next due date
   • Completes Field Service Task
6. Documentation:
   • Generates inspection report
   • Emails PDF to customer
   • Inspection record preserved for compliance audit
   • Recurring schedule advances to next year

Workflow 2: Failed Inspection with Corrective Action

Scenario: Equipment fails inspection but technician performs on-site correction

Process:

1. Initial Inspection:
   • Technician starts inspection following standard procedure
   • Captures first three measurements successfully
   • Pressure reading: 75 PSI (tolerance: 100-150 PSI)
   • System marks inspection line as Fail (outside tolerance)
   • Red indicator appears on failed line
2. Problem Documentation:
   • Navigates to Issues tab
   • Documents: "Pressure gauge reads 75 PSI, significantly below minimum 100 PSI requirement. Visual inspection shows no obvious leakage."
3. Corrective Action:
   • Technician has authorization to recharge extinguisher
   • Performs recharge procedure on-site
   • Re-measures pressure: 130 PSI
   • Updates inspection line with new value: 130 PSI
   • Status automatically changes from Fail to Pass
4. Work Documentation:
   • Work Performed tab: "Recharged fire extinguisher. Post-service pressure: 130 PSI, within acceptable range. Verified no leaks after recharge."
   • Completes remaining inspection lines
   • All lines now Pass status
5. Final Completion:
   • Clicks Complete Inspection
   • System calculates result: Pass (all lines passed after correction)
   • Generates inspection report showing initial failure and correction
   • Complete audit trail preserved showing initial failed measurement and corrective action

Workflow 3: Setting Up New Equipment Category for Inspections

Scenario: Company adds pressure vessel equipment requiring quarterly compliance inspections

Process:

1. Category Setup:
   • Administrator creates new equipment category: "Pressure Vessels"
   • Category marked as "Requires Inspection"
2. Define Calibration Points:
   • Create point 1: "Operating Pressure" (Float, PSI, Min: 50, Max: 100)
   • Create point 2: "Safety Relief Valve Test" (Pass-Fail, Required)
   • Create point 3: "Vessel Wall Thickness" (Float, mm, Min: 5.0, Max: 10.0)
   • Create point 4: "Photo of Pressure Gauge" (Photo, Required)
   • Create point 5: "Photo of Data Plate" (Photo, Required)
   • Create point 6: "Corrosion Inspection Procedure" (Instruction with detailed text)
   • Create point 7: "External Coating Condition" (Pass-Fail, Required)
   • Sequence configured for logical inspection flow
3. Equipment Assignment:
   • Assign existing pressure vessel equipment to new category
   • Verify each equipment has correct category
   • Equipment now inherits all 7 calibration points
4. Schedule Creation:
   • For each pressure vessel, create recurring service schedule
   • Interval: 3 Months (quarterly)
   • Mark as Compliance Inspection
   • Verify Inspection Points tab shows all 7 calibration points
   • Add service instructions with regulatory references
5. Testing:
   • Trigger schedule manually or wait for automatic generation
   • Field Service Task created with inspection
   • Verify 7 inspection lines generated correctly
   • Perform test inspection to validate form flow
   • Adjust calibration point sequence if needed
6. Training:
   • Train field technicians on new inspection requirements
   • Demonstrate measurement procedures
   • Review tolerance limits and failure procedures
   • Confirm technicians understand photo requirements

10. Troubleshooting

Issue: No Inspection Lines Generated

Symptom: Compliance inspection created but Inspection Lines tab is empty.

Cause: Equipment category has no calibration points configured.

Resolution:

1. Check equipment category of the equipment
2. Navigate to Client Equipment → Configuration → Calibration Points
3. Filter by equipment category
4. If no calibration points exist, create them following calibration point configuration process
5. For existing inspection, manually click button to generate inspection lines from calibration points
6. Future inspections will automatically include calibration points

Issue: Cannot Complete Inspection - Required Items Error

Symptom: System displays error about incomplete required inspection items.

Cause: One or more required inspection lines have no data entered.

Resolution:

1. Review all inspection lines
2. Look for lines with Status = "Not Checked"
3. Required lines must have data entered:
   • Integer/Float: Enter measurement value
   • Pass-Fail: Check or leave unchecked
   • Photo: Capture/upload image
   • Instruction: Acknowledge instruction
4. If line is not applicable, mark status as N/A manually
5. Verify all required lines no longer show "Not Checked"
6. Retry Complete Inspection

Issue: Tolerance Validation Not Working

Symptom: Entered value outside tolerance but status shows Pass or N/A.

Cause: Calibration point configured with "No Validation Required" or missing min/max values.

Resolution:

1. Check calibration point configuration
2. Navigate to Client Equipment → Configuration → Calibration Points
3. Open the specific calibration point
4. Verify "No Validation Required" is unchecked
5. Verify Min Value and Max Value are properly configured
6. If no validation is intentional (recording only), status N/A is correct
7. If validation is needed, update calibration point configuration
8. Note: Changes only affect future inspections, not existing ones

Issue: Photo Not Uploading

Symptom: Photo capture dialog appears but image doesn't attach.

Cause: File size too large, network issues, or browser restrictions.

Resolution:

1. Check photo file size - very large images may fail to upload
2. Verify network connectivity if using mobile device
3. Try different photo source (camera vs file upload)
4. Ensure browser has camera permissions (mobile)
5. Check available storage space on server
6. If problem persists, contact administrator to check system logs
7. Temporary workaround: Reduce image size before upload

Issue: Recurring Schedule Not Generating Inspections

Symptom: Inspection schedule marked as "Compliance Inspection" but tasks don't include inspection lines.

Cause: Equipment category has no calibration points at time of generation.

Resolution:

1. Verify equipment category has calibration points configured
2. Check if calibration points are active (not archived)
3. Review generated Field Service Task
4. Check Equipment Job type is "Compliance Inspection"
5. If job type is correct but no lines, manually generate inspection lines
6. For future tasks, ensure calibration points exist before schedule becomes due

Issue: Cannot Start Inspection

Symptom: Start Inspection button doesn't work or displays error.

Cause: Equipment or assignee not specified on job.

Resolution:

1. Verify Equipment field is populated on Equipment Job
2. Verify Assignee field is populated (technician assigned)
3. Check job type is "Compliance Inspection"
4. If equipment or assignee missing, populate fields and retry
5. Note exact error message if problem persists and contact administrator

Issue: Inspection Result Shows Fail When All Lines Pass

Symptom: Overall inspection result is Fail but all inspection lines show Pass.

Cause: System caches result before final line was updated.

Resolution:

1. Review all inspection lines carefully
2. Look for any lines with Fail status (red indicator)
3. Check if any required lines have "Not Checked" status
4. If truly all Pass, click Reset Inspection button
5. Re-complete inspection
6. System recalculates result based on current line statuses

Issue: Wrong Calibration Points on Inspection

Symptom: Inspection includes incorrect or outdated calibration points.

Cause: Equipment may have wrong category or calibration points changed after inspection created.

Resolution:

1. Check equipment category assignment
2. Verify category has correct calibration points
3. Remember: Inspection lines generated at inspection creation time
4. Changes to calibration points don't affect existing inspections
5. If equipment has wrong category, update category and create new inspection
6. Cannot change calibration points on existing inspection (audit trail integrity)

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