Summary
As part of Swept’s inspection workflow, the inspections widget in Swept+ allows users to complete inspections while on-site. Inspection results reports are generated that can be viewed and sent directly to cleaners and clients through Swept+ or the Swept web app.
Inspections widget
Inspections
Who can see the inspections widget?
The inspections widget appears for managers and supervisors that have the “inspections allowed” permission turned on.
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For more information on permissions within Swept please see What Are The Different Manager & Supervisor Permissions |
Where can I find the inspections widget?
The inspections widget is found on the location details page. The locations details page can be accessed by selecting Locations from the navigation bar and selecting a particular location. You may need to scroll down to see the inspections widget.
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Location section
Location details page
When should I use the inspections widget?
Users should use the inspections widget when they want to complete an inspection plan while they are in the field. From here they can start a new inspection, continue an in-progress inspection or view completed inspection results reports.
Inspections Details
The inspections widget provides the user with access to inspections within Swept+. From here users can start a new inspection, continue an in-progress inspection or view completed inspection results reports.
Inspections widget
When you are looking at the details of a location you will see the inspections widget. Depending on the location and what supplies have been assigned the widget will appear in one of two states.
No completed inspections - The widget will be shown in this state if the location does not have any completed inspections.
Recently completed inspections - If the location has completed inspections the three that have been completed most recently will be shown on the widget. Clicking on the view button will bring you to the inspection results report for each inspection listed.
The inspections widget has two buttons in the bottom right-hand corner. The Start new button will bring you to the plans tab of the inspections section allowing you to start a new inspection. The View all button will bring you to the completed tab of the inspections page.
inspections widget (no completed inspections)
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inspections widget (recently completed inspections)
Inspections Page
The inspections widget provides access to the inspection page of Swept+. On the inspections page, users will have access to the following three tabs.
Plans
This tab shows the user all the inspection plans assigned to the location and allows them to start a new inspection. If there are no plans assigned to a location, you will see a message indicating that plans need to be set up for the location using the Swept web app.
Inspections plans tab (with plans)
Inspections plans tab (no plans)
In progress
This tab shows the user the inspection plans that they started but did not yet complete and allows them to continue the inspection from where they left off. If there are no in-progress inspections, you will see a message indicating that inspections can be started from the plans page.
Inspections in progress tab (with plans)
Inspections in progress tab (no in progress)
Completed
This tab shows the user all the inspection plans assigned to the location and allows them to start a new inspection. If there are no plans assigned to a location, you will see a message indicating that plans need to be set up for the location using the Swept web app.
Inspections completed tab (with plans)
Inspections completed tab (no results)
Completing inspections
Requesting supplies should ideally be done when you notice you are running low on supplies to give the manager time to order and deliver the supplies to the location, but can also be done if you are completely out of supplies. When you request a supply managers and supervisors assigned to the location will receive a supply request letting them know they need to deliver supplies to the location.
To request supplies select the “Request supplies” button on the requested supplies widget. This will bring you to the supplies page for the location. You will land on the New Request tab. This tab displays the supplies that are available to request at the location.
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A supply will not be available to request if it has already been requested. It will not show on the requested tab for any users in order to eliminate the possibility of duplicate requests until the open request has been completed. |
New request tab
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Each supply will show the date it was last restocked and two input fields. One for the amount you currently have remaining and one for the amount you think you need. Upon selecting each of the fields a keyboard will appear allowing you to enter a number. You can continue down the list of supplies until you have requested all the supplies you need. When you are done select Submit Request.
If there are still supplies available to request you will be shown a banner that indicates your request has been submitted and the supply you requested will be removed from the list and show on the requested tab.
If there are no more supplies available to request the list of supplies will be removed and you will see a message indicating there are no more supplies available to request.
New request tab (with the keyboard open)
New request tab (with banner)
New request tab (no available supplies)
There are a few rules when requesting supplies to be aware of:
Only whole numbers can be used to request supplies
Amount needed must be greater than 0
Amount remaining can be left at 0
Numbers enters can not exceed 4 digits. You cannot request more than 9999 of one item.
You can see a full list of requested supplies by selecting the requested tab. Each supply that has been requested will appear here along with the date it was requested, the amount remaining at the time of the request and the amount needed. Supply requests will be automatically removed from the requested tab when they are completed, making them available to be requested again.
Requested tab
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You can now carry out inspections when you are online or offline in Swept+. In order to access offline inspections you must be on version 5.7.1 or newer of the app. If you are on the latest version but do not see the Offline Inspections feature when you open a location, you may need to sign out and sign back in to activate it for the first time. |
Swept has recently released the ability to complete offline inspections. When you click on a location in Swept+ you will see 2 options for Inspections, “Inspections'' and “Offline Inspections”. You must be online to activate either feature, however if you anticipate carrying out an inspection in an area with little to no connectivity, select “Offline Inspections.” This will open up the offline inspection feature and once opened, you can safely move in and out of connectivity without losing your inspection information as the information is stored locally on your phone.
You will require connectivity to save your progress or to complete an inspection and submit it. It will be stored locally on your mobile device until you reconnect to the internet and either hit “complete” to complete the inspection or save your progress by clicking back so you can continue later.
Let’s go over how to complete an inspection, and what you can do with it after.
Select Locations from the bottom navigation menu and click on the location you will be doing an inspection for.
On the locations details page scroll down to the inspections widget. Two inspection widgets will appear:
Inspections - Our old inspections feature that required having an online connection.
Offline Inspections - Our new inspections feature that allows you to be offline while working on the inspection. You require an online connection when saving the inspection and completing the inspection. Offline inspections are stored locally on your device as you are working on the inspection. Any photos taken or added from your phone photo library through offline inspections will appear in a Swept folder on your phone.
In each widget you will see a list of the most recently complete inspection reports.
Select View to view that inspection.
Select View all to see all completed inspections for that location.
Select Start new, to begin a new inspection.
When you select the View all or Start button you will be taken to the Inspections feature and you can see the following tabs along the top:
Plans - In this tab you can view all inspection plans for this location. You are able to start an inspection by clicking Start by the inspection name.
In Progress - In this tab you will be able to see your inspections that are currently in progress and not completed. Click Continue to continue with an in progress inspection.
Completed - View a list of all completed inspection reports with the most recent at the top. Click View to view a completed inspection.
Starting a new inspection
When you start an inspection you will see the inspection broken up into areas and inspection points created by your company. Beside each inspection point you can click on the circle to inspect it. The following will appear for each inspection point:
Rate each inspection point by using the following: Exceeds Standards, Meets Standards, Below Standards, or Not Inspected.
Add a comment by typing into the Comment text box.
Under Attach photo(s) click on the + sign to add a photo. You can add a photo in two ways:
Take a new picture - Take a photo with your phone's camera. With the new offline inspection feature this will add a photo to your inspection plan and to a Swept folder on your phone.
Select from library - Select a photo from your phone's photo library. With the new offline inspection feature this will add the photo to your inspection plan and add a duplicate photo to a Swept folder on your phone.
Please note with offline inspections if you delete a photo from your phone that has been added to an inspection before completing or saving your inspection to be in progress then it will be removed from the inspection.
Save at the bottom when you are done with that inspection point.
You are able to edit an inspection point by clicking on the pencil icon to the right of the point you would like to update. You will see the same options above but you will also see a red garbage can in the top right that allows you to delete the information in the inspection point. To save any changes you made click Save.
Save Progress
If you have an online connection and would like to save your progress click the back arrow in the top left. A Save progress modal will appear. Click Yes to save or No to lose the information in your inspection. With offline inspections when you save you will see a progress modal appear to advise how much has been synced to Swept. Wait until the progress modal completes and disappears before closing or moving on to other tasks.
If you do not have an online connection it will advise that the upload failed and you can retry or cancel and try again once you have an online connection.
Complete Inspection
If you have completed your inspection scroll down to the bottom and click Complete Inspection. You will see a modal appear to ask you to confirm. With offline inspections once you confirm you will see a progress modal appear to advise how much has been synced to Swept. Wait until the progress modal completes and disappears before closing or moving on to other tasks. Once this has completed an email will be sent to all managers with the appropriate permissions to receive inspection emails and the inspection will be available to view in Swept+ and the web app.
Recover Inspection
With offline inspections if you accidentally close the mobile app while working on your inspection then open your app you will see a Recover Inspection modal appear where you can click Yes to continue your inspection progress or Lose Progress to lose your inspection progress.
Completed Inspections
Once the inspection report has been completed you can view the inspection in Swept+ and the web app. On the Swept+ completed inspection page you have the option to send the report to cleaners or clients.
Send to Cleaners - Select all the cleaners you would like to receive the inspection report, leave a comment, and send.
Send to Clients - Select all the clients you would like to receive the inspection report, leave a comment, and send.
Here is a video on Swept's Offline Inspections: https://youtu.be/aWLQgozAZWw
For information on creating an inspection check out our article on Creating/Editing Inspections.
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