Prep cleanly
Doors and locations are structured before anyone arrives on site.
Resources • on-site inspections
On-site inspections playbook (tablet flow, offline drafts, QA)
Use this playbook to prep jobs cleanly, capture findings consistently on site, handle patchy connectivity without losing control, and run a fast QA pass before outputs leave the office.
- On-site
- Tablet
- Offline drafts
- QA
Click to enlarge
Guide summary
Capture consistently
Same evidence pack per door: identity, outcomes, and photos.
QA before sending
Quick checks prevent report rewrites and client confusion.
Who this is for / when to use it
Use this playbook before site visits and during rollout to keep capture consistent across inspectors and buildings. If you are evaluating software first, this is the operational layer behind the fire door inspection app.
- Site teams: tablet flow, evidence standards, and fast repeatable capture.
- Managers: QA checklist before reports/exports are issued.
- New inspectors: a clear “what good looks like” playbook.
Pre-site prep (scope, door lists, floorplans)
Most site friction comes from unclear scope and messy location naming. Fix it before the visit.
- Confirm scope: which buildings/floors/areas are included.
- Door identity: stable IDs and a location hierarchy.
- Access notes: keys, escorts, safe access rules.
- Floorplans (if used): ensure they’re uploaded and readable on mobile.
Checklist: site kit + day plan
- Power: charged devices + spare battery pack.
- Access: keys/permits/escorts confirmed, plus any restricted areas listed.
- Door list: what “done” means (e.g. 100% of doors in scope captured).
- Connectivity plan: where you will sync (office Wi‑Fi / hotspot / end-of-day).
Tablet workflow + speed tips
Fast capture is “repeatable capture”. A few simple rules keep the record clean.
- One door at a time: complete identity + outcome + photos before moving on.
- Use quick reasons: standardised wording reduces rework later.
- Keep notes short: facts that justify the outcome and required action.
Offline drafts + sync expectations
Patchy connectivity is normal on site. Fire Door App is offline‑friendly, but make a simple rule for how drafts become “live” — and when it’s safe to issue outputs.
- Capture in draft: keep working even if signal drops.
- Sync when stable: office Wi‑Fi or strong mobile signal.
- Confirm sync: check what’s still queued offline before you mark the visit complete.
- Issue outputs when online: generate PDFs/exports once everything has synced.
Common mistakes
- Marking work “complete” before photos and outcomes are captured.
- Using inconsistent location naming between inspectors.
- Saving photos to folders instead of attaching them to door records.
- Assuming a different device will have the same offline drafts and history.
QA checklist before you mark complete
These checks prevent the “rebuild the report” problem.
- Door IDs present: no unknown/duplicate identifiers.
- Outcomes consistent: severity and pass/fail rules applied consistently.
- Photos attached: the evidence pack is complete per failed door.
- Locations readable: someone else can find the door later.
End-of-day handover (recommended)
- Sync status: confirm drafts are synced (or list what remains offline).
- Exceptions list: doors you couldn’t access, with reasons and follow-up needs.
- QA owner: one person responsible for “ready to export”.
- Next visit needs: access/permits/open-up items for follow-up.
Photo evidence standards
Photos are most useful when they show “what failed” and “where it is”, not just the door.
- Context shot: door in location (helps revisits).
- Close-up: the specific failed component/issue.
- Label clarity: keep photos tied to the correct door record.
Pitfalls / QA (what usually goes wrong)
These are the failure modes that cause report rewrites or client disputes — catch them early.
- Missing identity: photos without a door ID/location make evidence hard to attribute later.
- Inconsistent outcomes: “Pass” on-site but “Fail” in the report because notes were unclear.
- Partial packs: one or two photos captured, but not the agreed set for every door.
- Renamed locations: changing floor/area names mid-project breaks repeat-visit comparisons.
Common questions
Quick answers on offline-friendly site workflows and QA.
Does it work offline?
Yes. Fire Door App is designed for offline-friendly site workflows: inspectors can keep working with drafts and sync when back online, depending on your setup and device connectivity. It installs to the home screen (PWA) for fast access on site and direct updates.
What if we have no signal all day?
Plan to work in draft mode, capture consistent photos/notes, and sync back in the office. Build a simple rule for “what must be synced before we mark complete”.
What’s the fastest way to keep records consistent across inspectors?
Lock door IDs and location naming, then standardise the evidence pack (outcomes + photos + severity rules).
Is this a compliance guarantee?
No. Fire Door App supports workflows and evidence retention; compliance and competent-person decisions remain your responsibility.
Next step
Make the next site visit boring.
Capture one building with consistent IDs, photos and QA, then issue a clean output pack without rewrites or disconnected evidence.