Performing a Site Audit on Desktop or with Cloud on a Mobile Device

Overview

This article walks you through the full cloud based workflow for performing a site audit in Site Audits 2.0. From creating a new audit to completing and sharing the results. You select a template, work through the questions, upload photos, and mark the audit as complete when you're done.

The audit detail screen uses a two-pane layout: the left pane displays the template's sections and questions, and the right pane displays uploaded photos. You can save your progress at any time and return to finish the audit later.

Things to know

• When you create a new audit, Aspire uses the current version of the selected template. Changes made to the template after the audit is created don't affect the audit you are currently working on.

• Templates are filtered by the branch associated with the selected property. You only see templates assigned to that property's branch, plus any global templates.

• Accepted photo formats are JPEG and PNG. HEIC files aren't supported.

• Once you mark an audit as complete, it becomes read-only. Only users with the Site Audit Admin 2.0 permission can reopen a completed audit.

• Required questions must be answered before you can complete the audit.

Requirements

To perform a site audit, you need the following:

• The Site Audits 2.0 feature flag is enabled for your organization.

• Your user role includes the Edit Site Audits 2.0 or Site Audits 2.0 Admin permission.

• At least one active template exists and is assigned to the branch of the property you want to audit.

Steps

Create a new site audit

You can start a new audit from the left navigation pane or directly from a property record.

From a property record:

1. Open the property you want to audit.

2. Select Create Site Audit. The New Site Audit modal opens with the property pre-filled.

3. Enter a name, select a template, and select Save.

From the Site Audits module:

1. Go to the Site Audits module > select New Site Audit. 

2. In the Site Audit Name field, enter a descriptive name for the audit (for example, "January Landscape Inspection").

3. From the Property menu, select the property you want to audit. The template list updates to show templates available for the selected property's branch.

4. In the template section, search for or scroll through the available templates. Select the template you want to use.

   • Each template displays its name and any assigned tags. If more than five templates are available, select View more to see the full list.

   • You can search by template name or tag using the search bar.

5. Select Save. Aspire creates the audit and opens the audit detail screen.

Answer the audit questions

After creating the audit, the detail screen opens with a two-pane layout. The left pane (Questions) displays the template's sections and questions.

1. Work through each section in the left pane. For each question, provide a response based on the question type:

   • Text — Enter a free-form written response in the text field.

   • Multiple Choice — Select one option from the predefined list.

   • Multi-Select — Select one or more options from the predefined list.

Note:

Questions marked as required must be answered before you can complete the audit. Optional questions can be left blank.

Upload photos

You can attach photos to the audit at the audit level (in the Images pane) or directly to individual questions.

Upload photos to a question:

1. In the Questions pane, find the question you want to attach a photo to.

2. Select the upload option within the question block. 

3. Choose one or more photos from your device. Accepted formats are JPEG and PNG.

4. The photos upload sequentially. A placeholder thumbnail appears while each photo is processed. The final thumbnail appears once processing completes.

Upload photos to the Images pane:

1. In the Images tab, select Upload. 

2. Choose one or more photos from your device.

3. The photos appear in the Images pane gallery as they finish uploading and processing.

Tip:

Attach photos directly to questions when the photo documents a specific finding. Use the Images pane for general property photos that don't relate to a single question.

Delete or unlink photos:

• To permanently delete one or more photos, select the photos in the Images pane, then select Delete from the bulk action toolbar. A confirmation dialog appears — this action can't be undone and removes the photos from all question associations.

• To unlink a photo from a question without deleting it, select the checkbox, and then select Link to Question. Uncheck the checkbox next to the question its linked to, and select Save. The photo remains in the Images pane.

Caution:

Deleting a photo permanently removes it from the audit, including all question associations and tags.

Set the rating and Customer Portal visibility

The audit detail screen includes settings for rating and sharing.

• In the settings section at the top of the audit detail screen, use the Rating control to assign a star rating (1–5 stars) to the audit.

• Customer Portal visibility is set when the template is created. For more information, read Setting Up Site Audit Templates and Setting up your Customer Portal.

Save your progress

• Select Save at any time while the audit is open. Aspire saves your responses, photos, and settings without changing the audit status.

• You can close the audit and return later to continue. The audit remains in Open status until you complete it.

Complete the audit

After answering all required questions, you can either complete the audit silently or complete and share it in one step.

Select the Complete dropdown in the upper right.

• To complete without sharing, select Complete. In the confirmation dialog, select Confirm. The audit status changes to Complete and the audit becomes read-only.

• To complete and share immediately, select Complete and Share. The Share modal opens. After you share, the audit is also marked as complete.

Important:

Once an audit is marked as complete, users with Edit or View permissions can't make changes. Only users with the Admin permission can reopen a completed audit.

Share a completed site audit

You can share a completed audit by email, to the Customer Portal, or both. The Share modal controls how and where the audit is shared.

If you didn't select Complete and Share during completion, you can share a previously completed audit at any time:

1. Open a completed site audit.

2. Select the three-dot icon in the upper right to open the action menu.

3. Select Share. The Share modal opens.

Choose a sharing option in the Share modal:

1. Select Email, Customer Portal, or both:

   • Email only — Select Email and select Next. The Email Site Audit modal opens (see below).

   • Customer Portal only — Select Customer Portal and select Send. The audit is published to the portal. No email is sent.

   • Both — Select both options and select Next. The audit is published to the portal and the Email Site Audit modal opens.

Email a site audit report

After selecting Email (or both) in the Share modal, the Email Site Audit modal opens. Configure the email details and send:

1. In the To field, enter the recipient's email address.

2. From the Layout menu, select the report layout to attach to the email. The default layout is pre-selected if one has been configured in Administration > Application > Report Layout Defaults.

3. From the Email Template menu, select the email body template.

4. Edit the Subject line and email body as needed.

5. Select Send.

   Tip: 

   Make sure you've set a default report layout for Site Audits before emailing. This saves time by pre-selecting the layout in the Email modal. For instructions on configuring report layouts and defaults, visit Aspire’s Layout Catalog for more information.

Reopen a completed audit

If you need to make changes to a completed audit, a Site Audit administrator can reopen it.

1. Open the completed site audit from the Site Audits list.

2. Select the three-dot menu > Reopen to reopen the audit. 

3. The audit status changes from Complete back to Open, and you can make additional changes.

Note:

Reopening is available only to users with the Site Audits 2.0 Admin permission. Users with Edit or View permissions can't reopen a completed audit.

What happens next

Completed audits appear in the Site Audits list and on the property's Site Audits tab. If the Show in Customer Portal check box is selected during template sign up, the audit is also visible to clients in the Customer Portal. Learn more about Customer portal visibility in the Customer Portal overview article.