NFPA 25 sets the inspection, testing and maintenance frequencies for sprinkler systems, standpipes, fire pumps, water storage tanks and backflow preventers. InspectSync does not replace the standard; it makes sure every obligation it creates is scheduled, performed, documented and followed up.
Each question on an inspection form is tagged with the frequencies it applies to, and an inspection visit carries a frequency, so a quarterly visit presents the quarterly questions and the annual visit presents the annual set as well. [CONTENT NEEDED: a short, reviewed statement of which NFPA 25 frequencies (weekly, monthly, quarterly, semi-annual, annual, 5-year) the standard sprinkler, standpipe, fire pump and backflow forms cover. Have a licensed inspector confirm before publishing.]
Steps
- The contract carries the schedule. The customer's agreement in the Contracts module records the buildings it covers and, for each obligation, the inspection type, the frequency, the anchor month and the lead time, with the price. The inspection jobs it owes are generated from the agreement instead of a wall calendar.
- The building holds the systems and assets. Each building in CRM lists its wet and dry sprinkler systems, diesel or electric fire pumps, backflows and hydrants, and the devices under them, so the visit knows what it is inspecting before the technician arrives.
- Dispatch places the visit. The generated job is created Pending; Dispatch, Team Scheduling, the Monthly Schedule or the Routing Workbench puts it on a technician and a day that does not zigzag across town.
- The technician inspects on a phone. When the inspection is started, InspectSync generates the forms for that visit, one copy per riser or pump where the form is answered per system. The field app walks the technician through each one; every question marked required for report submission is answered before the system and the visit can be signed off, photos are captured against the asset, and a device that could not be reached is marked no-access with a reason.
- The report renders at sign-off. When the visit is signed, one report PDF per system type is generated. From the office, the report is sent in one action to the contacts on the customer or building who hold the Reports role, and it can be published to the customer portal automatically under the customer's publishing rules.
- Deficiencies become records. Every failed answer is a deficiency on the building, with its type, until a later visit verifies it corrected. The Liability Map shows which open findings are oldest and most severe.
- The repair is quoted. The office marks how many quotes the visit needs and the job waits in the Quote Queue until they exist; a service quote is priced from the catalog, with the deficiencies attached, and sent from the field or the office.
- The work is done and billed. The accepted quote becomes a service job, and the completed job waits in the Billing Queue until it is invoiced.
What the customer sees
A customer contact invited to the portal sees the building's inspection reports, its open deficiencies with photos and the liability map, its compliance status, current and past jobs, and the service quotes waiting for a decision. Which reports appear automatically and which the office releases by hand is set per customer in the portal publishing rules.