Start, conduct, and complete an inspection
Last updated: June 2026
An inspection records the condition of a specific asset — a forklift, a fire extinguisher, a vehicle — using the form published for that asset's type. This guide takes you from starting a new inspection to submitting a finished one, on the web or out in the field.
Site-wide audits work in a similar way but run against a site rather than an asset, and you choose the audit form yourself. They're covered in Run a site audit below. (Incidents are different again — they're reported separately; see Incidents.)
Before you start
A few things make the first inspection go smoothly:
| You'll need | Why |
|---|---|
| A role that can conduct inspections | Permission to start and submit. Asset inspections and site audits are separate permissions, so your role may allow one, the other, or both |
| The asset you're inspecting | An asset inspection is always carried out against one asset |
| A published template for that asset type | The form is chosen for you automatically from the asset's type, so the type needs a published template |
| Camera and location access (optional) | For photos, annotations, and QR scanning |
Who can do this: anyone whose role includes conducting inspections. Roles are configurable, so this isn't tied to a named "inspector" or "admin" role — your organization can grant the capability through any custom role. What you can start may also be limited to the templates, groups, and sites your role has access to.
Ways to start an inspection
There are two ways into an asset inspection, depending on where you are:
- From the app — find the asset in the list and start. Best at a desk or when planning ahead.
- By scanning the asset's QR label — point your camera at the label on the equipment. Fastest in the field.
Either way, you choose the asset — you never pick the form. The template is taken automatically from the asset's type. (Site audits are different — there you choose the form yourself; see Run a site audit.)
Start an asset inspection from the app
Step 1: Open the new inspection screen
- Select Inspections in the sidebar.
- Select Start inspection (or go to
/inspections/new). The Asset tab is selected by default.
Step 2: Find the asset
- Browse the asset list, or search and filter by site and asset type to narrow it down quickly.
- Each asset shows whether its type has a published template. An asset whose type has no published template is shown as No template published and can't be started until an administrator publishes one.
Step 3: Start
- Select the asset. LambdaAssetCheck automatically uses the published template for that asset's type — there's no form to choose — and opens the inspection ready for the first question. Your progress is saved as you go.
Start an inspection by scanning a QR code
QR codes turn the equipment itself into the starting point — no searching required.
Step 1: Scan the label
- Open the in-app scanner (or your phone camera) and point it at the asset's QR label.
Step 2: It starts automatically
- LambdaAssetCheck recognizes the asset, picks the published template for its type, and takes you straight into the inspection — no template or asset to choose.
To print labels for your assets, see Assets — QR labels.
Run a site audit
An audit is a site-level inspection — a walk-through of a location rather than a check on one piece of equipment. Audits run from the same screen, but the flow is the reverse of an asset inspection: you pick the site, then choose the audit form yourself.
Step 1: Switch to Audit
- On the Start inspection screen, select the Audit tab. (If your role can run audits but not asset inspections, this is selected for you.)
Step 2: Choose the site
- Select the site you're auditing. You must choose a site before you can start — the audit is recorded against it, with no asset involved.
Step 3: Choose the audit template
- Pick the audit form for the check you're carrying out. You can filter by audit type to find it. Only the audit templates your role, group, or site access allows are listed.
Step 4: Start
- The audit opens and works exactly like an inspection from here — answer the questions, attach photos, and submit. Failed answers on an audit feed the Flags workflow.
Answer the questions
The inspection walks you through the template's sections, one question at a time. Depending on how the template was built, you'll see different kinds of questions:
- Text and number entries
- Multiple choice and checkbox options (often colour-coded, such as green for Good and red for Fail)
- Date pickers
- Photo capture
- Location capture
- Signature for sign-off
- Meter readings, where the asset has meters — the previous reading is shown for reference
A few things happen automatically as you work:
- Required questions are marked and must be answered before you can submit.
- Conditional questions appear or hide based on your earlier answers, so you only see what's relevant.
- Scoring updates live if the template is scored.
- Photos and notes can be attached to give context to any answer.
Save and continue later
You don't have to finish in one sitting. Your answers are saved as you go, and the inspection stays In progress until you submit it. Pick it back up any time from the Inspections list or My Inspections.
This works offline too — see Working offline.
Submit and view results
Step 1: Submit
- When every required question is answered, submit the inspection. Its status changes from In progress to Completed.
Step 2: Review the result
- Open the inspection to see every answer, attached photos, the computed score, and any follow-up work it raised.
Step 3: Share the report
- Open the inspection report for a clean, shareable view of the completed inspection.
An inspection's status is always one of:
| Status | Meaning |
|---|---|
| In progress | Started but not yet submitted |
| Completed | Submitted and finalized |
| Cancelled | Stopped without completing |
What happens to failed answers
This is where LambdaAssetCheck does more than record a checklist. When a template marks an answer as actionable — for example a Fail on a safety check — choosing it can automatically:
- raise a flag for the issue (Flags),
- create a work request or work order so it gets fixed (Work management), and
- notify the people responsible.
A problem spotted in the field becomes tracked, assignable work the moment you record it — no re-typing, nothing lost.
Tips and best practices
- Add photos liberally. A picture on a failed item makes the follow-up work far easier to action.
- Use search and filters on the asset list instead of scrolling — especially with large registers.
- Prepare your device for offline before heading somewhere without coverage, so inspections sync automatically later.
- Answer in order where conditional logic is used, so the right follow-up questions appear.
Frequently asked questions
Can I edit an inspection after submitting it? Submitted inspections are finalized. Continue editing only while an inspection is still In progress.
What if I lose connectivity mid-inspection? Keep working. If your device was prepared for offline use, your answers are saved locally and sync when you reconnect. See Working offline.
What's the difference between an inspection and an audit? An inspection is carried out against a single asset, and the form is chosen automatically from the asset's type. An audit is carried out against a site, and you choose the audit form yourself. Both are run from the Start inspection screen using the Asset and Audit tabs.
Why can't I start a particular asset? The asset's type needs a published template. If the asset shows No template published, ask an administrator to publish a template for that asset type.
Why can't I see an audit template I expected? Audit templates can be restricted to specific roles or groups. If one is missing, your role or group may not have access — check with your administrator.
Why did a work order appear after my inspection? The template marked your answer as actionable, so LambdaAssetCheck created follow-up work automatically. See What happens to failed answers.
Related articles
Was this page helpful?