Overview
An inspection record captures what an inspector observed at a location, on a specific GCD, or on a vehicle. Each inspection follows a template (which questions to answer) and ends with a compliance outcome (the overall result).
This article explains how to find an inspection, the lifecycle of statuses, the fields on an inspection record, and how compliance outcomes work.
How to find and open an inspection
Best practice: open inspections from the establishment record so you can see the inspection in the context of the location's compliance history.
From the establishment record (recommended)
Click Establishments in the left sidebar.
Open the establishment.
Click the Inspections content tab in the right-side panel.
Click the inspection's reference number to open it.
From the Inspections table
Click Inspections in the left sidebar.
Apply filters to narrow the list by inspector, establishment, status, date, etc.
Click the inspection's reference number to open it.
Understanding an inspection
This section covers the lifecycle, the key fields, and what compliance outcomes mean.
Inspection statuses
Every inspection has one of three statuses. The status reflects where the inspection sits in its lifecycle -- an inspector starts a draft, schedules or closes it as work progresses, and can't change a closed record without reopening it.
Status | What it means | Typical reason to move into this status |
Scheduled | The inspection is planned for a future date. No fieldwork has happened yet. | An inspector queues up a visit in advance. |
Draft | The inspection is in progress. An inspector has started answering questions but hasn't finalized the result. | Fieldwork is underway or paused. |
Closed | The inspection is finalized with answers and a compliance outcome recorded. | The inspector finished the visit and picked a compliance outcome. |
Key fields on an inspection record
Every inspection has the same core set of fields. These show up on the detail page and in the Inspections table:
Field | What it captures |
Reference number | System-generated ID for the inspection. |
Subject | The establishment, GCD, or vehicle being inspected. |
Template | The inspection template in use. |
Inspector | The FOG user conducting the inspection. |
Scheduled date | When the inspection is planned for (scheduled status only). |
Inspection date | When the inspection was performed. |
Answers | Responses to the template's questions. |
Compliance outcome | The overall result (set when closing). |
Attachments | Photos, PDFs, or files uploaded during the inspection. |
How compliance outcomes work
Compliance outcomes are the labels your team picks when closing an inspection -- typical examples are Pass, Fail, or Follow-up Required. Each outcome has a color so the result is easy to spot in lists and on the establishment record. Outcomes don't change other data automatically; they're the human-entered verdict on what the inspector observed.
Outcomes are configured at Settings → Inspection → Compliance. You can add, edit, or remove outcomes to match the terms your program uses.
FAQ
Can I edit a closed inspection?
Closed inspections are read-only. If something needs correcting, reopen the inspection first (status returns to Draft), make the change, and close it again.
What happens to the inspection if I archive its template?
Nothing. Existing inspections keep the questions and answers they were built with. Archiving only hides the template from the create-new dropdown.
Can I add a new compliance outcome later?
Yes. Add outcomes any time under Settings → Inspection compliances. New outcomes become available on every inspection template immediately.
Do inspections affect compliance status?
No. Compliance outcomes are a separate concept from GCD Compliance. Pump outs drive GCD Compliance; inspections don't.