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Build a photo inspection log
Walk each site with its checklist, attach every photo to the item it shows, and give each failed item a follow-up someone owns. Every unit keeps a history you can compare visit by visit.
Built around a purpose
From a move-out checklist to repairs you can see closed.
For anyone whose inspection photos end up scattered across phones, group chats and a shared drive. That might be a property manager walking units at move-in and move-out, a facilities lead doing monthly site checks, or a contractor recording a job before and after.
For illustration: Cedar Row Apartments, 36 units in two buildings in Sacramento, California. Bring the move-out checklist the team uses today, 14 items from smoke alarm to under-sink plumbing, photos from two past move-outs, and the repair jobs those visits produced.
A log where every photo sits with the item it shows, every failed item has an owner and a status, and each unit's history puts this visit's photos next to the last one's.
This log needs Pro. Saved inspections, photo storage, inspector sign-in and drafted descriptions from a Vision model are backend capabilities, and Free publishes frontend-only static apps. Model usage for the drafts is metered separately.
Turn the checklist into templates
Give each item a name, a one-line instruction and its outcomes: pass, needs attention, fail or refer to a specialist. Keep move-in, move-out and quarterly checks as separate templates that reuse the same item names, so photos of one item line up across visits.
File each photo under its item
Ask Studio for an inspection screen that goes through the checklist one item at a time, with photos and a note under each. A photo of the bathroom fan belongs under "Bathroom fan", not in a pile at the end of the visit.
Let a Vision model draft the note
On Pro, a Vision model can draft a short description of each photo, such as "dark stain on cabinet floor, no standing water visible". The inspector keeps, edits or deletes the draft and sets the outcome. Ask for what is visible, not for causes.
Open a follow-up for each failed item
Have every fail or needs-attention result open a follow-up with the unit, the photo, an assignee, a due date and a status of open, scheduled, done or verified. Describe one rule: a follow-up reaches verified only with an after photo of the same item.
Inspect a test unit twice
In the preview, inspect unit 4B, fail two items and close their follow-ups with after photos. Then inspect 4B again. Its history should show both visits, with each item's earlier photo beside the new one.
Scope the first version
What a first version includes.
Sites and units
Each building and unit, or each site and area, with an address, access notes such as where to collect keys, and the checklist templates that apply to it.
Checklist templates
Move-in, move-out and quarterly lists. Each item has a name, an instruction for the inspector and its allowed outcomes.
Inspections
Who inspected which unit, on which date and against which template, with a status of in progress or submitted and the inspector's sign-off.
Item results
One per checklist item: the outcome, one or more photos, the inspector's note, and the Vision model's draft kept apart from the note the inspector saved.
Follow-ups
One per failed or needs-attention item, linked to its photo, with an assignee, a due date, a status and the after photo that closes it.
Unit history
Every inspection of a unit in date order. For each item, the photos from the previous visit sit beside the current ones.
Test it in the preview
Before you share it.
- In a phone's browser, add photos to three different items in one inspection. Open the same inspection on a laptop and confirm each photo is under the item you took it for.
- Open a photo from a submitted inspection at full size and compare it with the original on the phone. Fine detail, such as a hairline crack in tile grout, should still be visible.
- Read ten drafted descriptions against their photos. Remove any draft that names a cause or a severity the photo can't show, such as "leak from the supply line", and tighten the instructions in Studio.
- Fail an item and confirm a follow-up opens with the photo attached. Then try to mark it verified without an after photo, and confirm the after-photo rule you described stops you.
- If inspectors should see only the buildings they cover, sign in as a Building A inspector and try to open a Building B unit and its photos by link. Then sign out and confirm that no inspection photo opens at all.
- Edit the move-out template, then open last month's move-out inspection. It should still list the items it was carried out against.
Together in your app cloud
The pieces behind the possibility.
Choose the models and services that support the experience you want to create.
Vision models
Make sense of images and documents
File storage
A home for your documents and media
Database
Keep data and context for apps and agents
Authentication
Give the right people access
Shape the details
Make it work for your world.
- Give the checklist a "refer to specialist" outcome for things like a gas smell, a scorched outlet or a smoke alarm that fails its test. The inspector records what they saw, and a qualified person makes the safety call. A drafted description is not that call.
- Photos taken in occupied homes can show people, mail and belongings. Ask inspectors to frame the item rather than the room, and keep unit photos behind sign-in with the access you describe for each collection (Pro).
- Try the app where inspections happen. Basements, garages and plant rooms often have weak signal, so find out what happens to a photo added there before inspectors rely on it.
- Photos count toward your plan's file storage. Decide whether every item needs a photo or only the items that fail, and write that into each item's instruction.
A little more context
Good questions.
Can a model complete an inspection for me?
No. On Pro, a Vision model can draft a description of what a photo shows, which the inspector edits instead of typing from scratch. The inspector still looks at the item, sets the outcome and signs the inspection. Keep the draft and the saved note as separate fields so you can see what the inspector changed.
Can I compare this visit with the last one?
Yes, if you design for it. Ask Studio for an item view that shows the previous inspection's photos and note for the same item beside the new ones. It relies on item names staying the same, so add items to a template rather than renaming old ones. Test it on a unit you have inspected twice.
Who can see the photos?
It depends on the access you design, so decide it before you build. On Pro, the published app can sit behind sign-in, with the access you describe for each collection. Write down who needs what, such as an inspector for the buildings they cover or maintenance for its follow-ups, then sign in as each of them and check what opens. These app users are separate from team members in your workspace.
Can the app tell someone when an item fails?
On Pro, apps can send email. Ask for a message to the maintenance lead when a follow-up opens, with the unit, the item and a link to the photo, and send yourself a test before relying on it. Also on Pro, a scheduled task you set can list overdue follow-ups each Monday for a person to review.
Can I start from the checklist we already use?
Yes. For a checklist kept in Word, the Word form guide linked below covers preparing the file. An Excel checklist usually lists one item per row, so tell Studio that each row is an item on the template, not a past inspection. Either way, compare the imported items with your original, including any instruction printed beside an item, before the first real inspection.
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