Inspection reports
Last updated: July 2026
Every inspection produces a report — a formatted, branded document of what was checked, what was answered, what was flagged, and the photos that were captured. Use it to share results with a manager, a client, or a regulator, and to keep a permanent record of the inspection.
Who can do this: anyone who can open the inspection. Where: Inspections → open an inspection → Download PDF.
What a report is
A report is a read-only, print-ready view of one inspection. It is generated from the inspection's live data each time you open it, so it always reflects the current state of that inspection — there is no separate "generate" step and nothing to keep in sync.
Reports are for people. If you want to analyse many inspections together — trends, pass rates, overdue work — use Analytics instead.
Open a report
- Go to Inspections and open the inspection you want.
- Select Download PDF.
On a desktop browser this opens the print-ready report in a new tab. On mobile, the PDF is downloaded directly.
Download a report as PDF
Select Download PDF. What happens next depends on your device:
- The PDF downloads — the file is generated on the server and saved to your device.
- A print view opens instead — use your browser's Print / Save as PDF, then select Close to return to the inspection.
Both routes produce the same document. If the print dialog opens, choose Save as PDF and set Margins to None for the best result — the report supplies its own page margins.
Reports come out as PDF. There is no Word or CSV export of a report, and reports can't be exported in bulk — download them one inspection at a time.
What's in a report
The report is assembled automatically. Sections that don't apply are left out.
| Section | What it shows |
|---|---|
| Header | Your organization's logo and name, the document label, and the inspection's status |
| Title block | Inspection title, document number, template type, asset type, and template version |
| Summary strip | Questions answered, flagged responses, photo attachments, sections, and score (when the template is scored) |
| Details | Inspector, asset, site, dates, and duration |
| Flagged responses | Every answer that was flagged, with its question — shown first so problems are hard to miss |
| Actions from this inspection | Any tasks, work requests, or flags raised from the inspection, with type, title, and status |
| Inspection results | The full question-and-answer table, with images, notes, and points |
| Photo appendix | Every photo captured, captioned with the question it belongs to |
Reports use a fixed layout. Sections can't be reordered, hidden, or replaced with a custom cover page.
Put your logo on reports
The logo in the report header comes from your organization's Custom branding setting. Upload it once and it appears on every report:
Administration → Organization Settings → General → Custom branding → Upload logo
See Organization settings for the accepted file types and sizes. If no logo is set, the report shows your organization's name instead.
Reports when you're offline
In the field with no connection, Download PDF builds the report on your device from the inspection page rather than on the server. This works, with two differences:
- Photos that haven't synced yet may not appear.
- If the download fails, use Print → Save as PDF from your browser.
Once you're back online, open the inspection again and download a fresh report to get the complete version.
Frequently asked questions
Can I edit a report?
No. A report is a rendering of the inspection, not a separate document. To change what a report says, change the inspection — the next download reflects it.
Can I customize the report layout?
Not beyond your logo. The layout, sections, and section order are fixed for every inspection in every organization.
Can I share a report with someone who doesn't have an account?
Not with a link — reports require sign-in and are scoped to your organization. Download the PDF and send them the file.
Can I export several inspections at once?
No. Reports are downloaded one inspection at a time. To get many inspections' data into a spreadsheet, use the export in Analytics.
Why does a print view open instead of a PDF downloading?
Server-side PDF generation isn't available in every environment, so the app falls back to the print-ready view. Use Print / Save as PDF — the document is identical.
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