3.6.4 Completing a visit (PM Toolkit)
To complete a visit using the PM Toolkit you will need to have installed the PM Toolkit from Google Play store or Apple app store.
Once installed, you can log onto the PM Toolkit app using your normal Blocks Online user id and password.
If you have the role of ‘Inspector’ you will be able to use the app to complete property inspections.
From the home page of the PM toolkit, you will see a ‘Site Inspections’ button, which once pressed will take you through to the Site Inspections area of the app.
The PM toolkit is able to operate offline as much as online so as to support situations where your mobile device does not have signal. To support this, it synchronises data from the central system to the app upon request.
Photos will only synchronise when you are on Wi-fi.
We recommend that each time you log in you synchronise with the central system by pressing the ‘Sync’ button at the top right of the 'Visits' screen.
You will always have the Visits page as the first page and it will display all visits that are scheduled or work in progress for your organisation.
For each Visit that is visible a small card displays the:
- date the visit is schedule for or happened on
- block being visited/inspected
- time the visit is scheduled for or happened
- person assigned to the visit
- checklist being used if any
The large + button towards the bottom of the screen allows you to add a visit that has not been scheduled before. (see 3.6.4.1 - Adding a Visit (PM Toolkit) section below )
Otherwise, click on a card that represents a visit and it will take you through to the visit details and allow you to complete a visit. (see 3.6.4.2 - Completing an Inspection with a Checklist(PM Toolkit) section below)
3.6.4.1 - Adding a Visit (PM Toolkit)
The add a visit screen is similar to the desktop version, but optimised for the mobile environment.
Similar to the desktop you can add visits that you are going to undertake immediately or visits that you are scheduling for the future. It has the following information you need to enter:
Block: Select from the dropdown the block that is going to be visited and inspected.
Checklist: Select a checklist that it to be used for the Visit / inspection. If the visit is to be freeform a checklist will not be needed. Also, if just scheduling the visit you can add the checklist later when the visit starts.
Note that the system will show you any checklists specific to the block you have chosen ahead of the general checklists to make selection easier.
Note that the system will show you any checklists specific to the block you have chosen ahead of the general checklists to make selection easier.
Visitor: This is the person who is visiting the site to complete the inspection. It will default to the user using the mobile device.
Status: Can be Scheduled, In Progress, Visit Complete, Report Required, Complete. The default when adding a new visit is ‘In Progress’ on the basis that it is most likely to be adding a visit when here that is to be completed immediately.
Start date/ time: This is the date/ time when the visit and inspection should be completed. It will default to the current date/time.
Image: you can click on Camera to take a picture e.g. arrival at site or use a picture from your gallery using the Gallery button. This will be the image that appears on the front page of the final inspection report.
Notes: Freeform text to be used how you see fit e.g. record arrival instructions or record the weather when actually on site. Notes can be amended as a visit progresses.
Once you enter the relevant information and click on Save, you will be taken back to the Visits screen and the visit you have just added should appear in the list.
3.6.4.2 - Completing an Inspection with a Checklist(PM Toolkit)
Clicking on a visit on the Visits page in the PM Toolkit will take you to the Visit Details page, where the Visit will be detailed.
When you access a visit using the PM Toolkit app, the screen will display the summary information about the visit that was added with the add visit screen. If you want to change any of this information, click on the Edit button at the top right of the screen. This displays the edit visit pop-up and allows you to change any of these fields, except that it will not allow you to change the Checklist if you have started answering any of the prompt questions. It will also allow you to delete the Visit if it is no longer needed.
The next section down is labelled ‘Image’ and this shows thumbnails of any images loaded for the visit in the add Visit or edit Visit screens. This typically might be a photo of the block itself rather than any specific image.
The next section labelled Property Manager Inspection is where the details of the inspection completed during the visit is located.
The two areas are:
- Checklist Observations driven by prompts
- Other (freeform) Observations
Checklist Observations driven by prompts
This area of the screen shows the name of the Checklist being used and a list of the Checklist Sections. For each Checklist Section it provides the number of Recommended Actions, the number of Completed prompts/questions in the section, followed a tick or cross to show if you have completed all the required(mandatory) prompts/questions.
To complete the inspection, you need to press on the Checklist Section from the list that you want to work on and complete the answers to the prompts until you have gone through them all. (see 3.6.4.4 - Completing a Checklist Section (PM Toolkit) section below)
Other Observations
This area is where any Observations are added that are not prompted by the Checklist. All Observations added are listed with the summary heading, a count of the images associated with the Observation and a count of the Recommended Actions associated with the Observation.
With a Checklist driven inspection there is no need to have any Observations, these should only be added on an as needed basis to supplement the scope of the checklist.
(see 3.6.4.5 – Completing a freeform Observation (PM Toolkit) section below)
3.6.4.3 - Completing an Inspection - Freeform (PM Toolkit)
Clicking on a visit with no Checklist on the Visits page in the app will take you to the Visit Details page, where the Visit will be detailed and you are able to add Observations. You will note there are no Checklist Sections as this is freeform inspection with no Checklist.
When you access a visit using the PM Toolkit app, the screen will display the summary information about the visit, that was added with the add visit screen. If you want to change any of this information, click on the Edit button at the top right of the screen. This displays the edit visit pop-up and allows you to change any of these fields, except it will not allow you to change the Checklist if you have started answering any of the prompt questions. It will also allow you to delete the Visit if it is no longer needed.
The next section down is labelled ‘Image’ and this shows thumbnails of any images loaded for the visit in the add Visit or edit Visit screens. This typically might be a photo of the block itself rather than any specific image.
The next section labelled Property Manager Inspection is where the details of the inspection completed during the visit is located. When there is no Checklist there is only one area: Other (freeform) Observations.
Other Observations
This area is where Observations are added. All Observations that have been added are listed with the summary heading, a count of the images associated with the Observation and a count of the Recommended Actions associated with the Observation.
For a freeform Inspection we would expect the user to add one Observation after another as they walk around the site associated with the block / estate until they are finished. To do this keep clicking on the ‘Add Observation’ button until you are finished. This will take you to the Add Observation page where you can complete the details of the Observation. (hyperlink to 3.5.1.4.5)
3.6.4.4 - Completing a Checklist Section (PM Toolkit)
In the PM Toolkit a Checklist Section is displayed as a list of cards one under the other, with each card representing a prompt/question from the checklist Section. The checklist Section heading is at the top of the page.
Within each card will be the detail of the prompt/question that needs addressing and can be done so on the screen by clicking the relevant button or entering the applicable value requested in the prompt/question.
If you want to add additional commentary or add images press the ‘Additional Options’ button and this will allow you to add a comment and to source images, either using the mobile device’s camera or from the gallery.
If you want to add a Recommended Action press the ‘Recommended Action’ button and complete the details. You can add as many Recommended Actions as you like. Once added, the Recommended Action appears under the details of the prompt/question and can be edited from here if needed.
3.6.4.5 – Completing a freeform Observation (PM Toolkit)
A freeform Observation can be recorded during a Site Inspection Visit as many times as you want.
The Add Observation page in the PM Toolkit only has three items of information that can be added:
Summary: This is a short one line description of the Observation. Ideally, only 6-10 words, such that it captures the unique essence of the Observation.
Details: This is a free format area to give as much extra detail of the Observation.
Images: To add an image click on Camera or Gallery depending on how you want to source the image associated with the Observation. You can have up to six images for each Observation.
Once this is saved the system will take you back to the Visit Details page.
If you press on the observation again it will display the Observation Details page, where you can add Recommended Actions for the Observation if you so wish
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