Open a property from the Properties list, then select the Compliance tab. Alongside the Legal certificates register you will see an Inspections card.

A periodic inspection is a routine visit to check the property's condition. Inspections are recorded as appointments, so anything booked here also appears in the Diary.

The card opens with a single sentence telling you where the property stands, and a badge summarising it in one word:

A visit already in the diary always reads Booked, even if it was arranged later than the schedule expected. Nothing is needed from you when the visit is arranged, so the card leads with that. The due date is still shown, so you can see that it slipped.

The due date is worked out from the tenancy's own inspection frequency, not from a fixed interval we apply. The card states the frequency it used, for example Next inspection due 9 Oct 2026, in 60 days (every 91 days), so the figure behind the date is never hidden.

Two frequencies are recorded on a tenancy, and which one applies depends on whether the property has been inspected yet:

A visit recorded as a no show still counts as the last inspection, because the property was attended.

A visit carried out today counts as the last inspection as soon as somebody records what happened at it, and the next date is then counted from today. Until it is recorded it stays listed as still to come.

A visit whose outcome was never logged also counts towards the dates, because it was booked and not cancelled, so the date itself stands, but the card will not claim the property is up to date off it. It reads Check required instead, and says the next date assumes the visit went ahead. Recording what happened clears it.

This means no inspection frequency is recorded on the tenancy. Rather than assume an interval and show you a due date the record cannot support, the card says so. Inspection frequencies are set on the tenancy record in AgencyCloud, so ask whoever set the tenancy up to add them, and the card will fill in.

Every inspection still to come is listed under Upcoming, soonest first, with its date and how far away it is. The visit named in the headline appears there too, so the list is always the complete set of what is booked.

Worth a glance rather than skipping when there is more than one: booking an inspection does not check for clashes, so if the same visit was entered twice it shows up here as two dates.

Select a visit to open it, where you can change its property or participants, reschedule it to another slot, or cancel it. This is the same appointment panel the Diary uses, so anything you change here shows there too, and the card updates itself once you close it.

The card itself stays short: when the next visit is due, and what happened at the last one. The full record sits behind Inspection history in the card's footer, the same way the certificate register keeps its records behind All certificates.

Select it and every inspection recorded against the property is listed, most recent first, each with its date, how long ago it was, and who was there: the staff member who carried it out and the tenants who attended. That includes visits booked under a previous tenancy, and any that were cancelled, because they are all part of the property's record.

Selecting a visit opens it, past ones included, in the same appointment panel the Diary uses. Opening a visit closes the history behind it, so you return to the card rather than the list.

That panel has two tabs. Details is the visit itself: its property, its date and time, who is attending. Follow-up is where you write the visit up and read back what was recorded: see Writing up a visit.

A visit that has happened opens on Follow-up, because reading or writing the visit up is what you came for. One still to come opens on Details, which is all it has.

A visit that has happened cannot be rescheduled. Moving it would rewrite when it happened, so the Reschedule action is not offered there. If the visit did not go ahead, book a new one with + Add Inspection on the card rather than moving the old one. A visit recorded as a no show or cancelled can still be moved, matching the Diary.

Opened from a property record, the Details tab leaves out the View property details button the Diary's own panel carries, since it would link to the page you are already on. Get directions is still there.

Recording whether the visit went ahead is part of the Follow-up tab's form, so a Not logged visit stops reading that way as soon as somebody writes it up and answers it.

Each visit carries a status:

Not logged is worth acting on rather than ignoring: it means the record cannot tell you whether the property was inspected. It is deliberately not shown as Completed, because that would report a visit as done on no evidence.

A visit with anything written up against it shows how many notes it holds rather than the notes themselves - 3 notes. Open the visit and the Follow-up tab shows them in full, one entry per line, newest last.

A visit that raised a follow-up still waiting on a response is marked Follow-up open - see Writing up a visit.

The Inspection history button is not offered, since there would be nothing behind it. The card's second line says so instead: No inspection has been recorded for this property yet.

The headline and badge stay either way, and this is deliberate: a tenancy that has an inspection frequency but no visits yet is genuinely due, sometimes Overdue, and that is exactly what you need to know. No history is not the same as nothing to do.

Open a visit and select the Follow-up tab. One form there records what the inspection found and, if it needs chasing, puts a date on getting it dealt with.

The form is offered on a visit marked Completed, Not logged or No show. A Scheduled visit has nothing to write up yet, and a Cancelled one produced no visit to describe, so on those the tab says so instead of showing the form. It still shows what was recorded, and a cancelled visit can still have its report removed.

Any visit that has happened opens on this tab, whether or not anybody has written anything against it yet: reading the write-up and adding to it are the same place. A visit still to come opens on Details.

The tab leads with the visit's date, whether a follow-up is already open on it, and everything recorded against it so far, in full. This is the only place the notes themselves are shown - the history row counts them rather than printing them - so it is where you read the record back.

The button says what it will write: Save findings, or Save findings and follow-up once you have chosen a date.

It goes to both records, in one step:

⚠️ The journal entry cannot be edited or deleted once saved. The journal is an audit trail, so it only ever gains entries. The note on the visit is not an audit entry and can be changed. The form says this before you save, and it will not let you save an empty finding. Read it back before you send it.

If the inspection has no tenancy attached, the write-up is still saved on the visit and nothing goes to a tenancy journal. The form tells you which of the two will happen before you save.

Choosing a date puts the visit in the follow-up queue on the Tasks page, due on the date you chose. This is the same queue that follow-ups raised from the Diary appear in, so there is no separate list to watch. The visit is then marked Follow-up open in the history.

Worth knowing whose queue: Tasks shows your own follow-ups by default, and a follow-up belongs to the negotiator the visit was booked to. So writing up somebody else's inspection puts the chase in their queue, not yours. Switch Tasks to the team view to see it.

That badge and the Tasks queue clear on different things, which is worth knowing if they ever seem to disagree. The badge goes as soon as a response is recorded against the follow-up in the Diary. The queue keeps it until the follow-up date is cleared, because one follow-up record holds both the outcome of the last chase and the date set for the next - so answering "spoke to them, chase again tomorrow" takes the badge off the visit while the chase is still live in Tasks.

A date already past is refused, with the reason given, since a follow-up raised already overdue is not what setting one means. Any date from today onwards is accepted.

The form still offers a date - a second visit, or a second look at the same one, can turn up something else. Setting one moves the due date to the new one and adds the new finding to the visit's record underneath the first. The form says this before you save, so the change to the existing date is never a surprise.

Leaving None selected leaves that open follow-up exactly as it stands, due date included, and the form says so under the choice. So a visit you only want to write up will not disturb a chase somebody else set.

Where somebody answered an earlier chase on this visit in the Diary and picked a reason, setting a new follow-up has to clear that reason - otherwise the visit would read as already answered and the finding you just recorded would not show on it.

The reason is not lost. It is written into the visit's notes first, as a line reading Previous follow-up response cleared: Price Too High, so it stays on the record where anybody reading the visit will see it. The form names the response before you confirm, so you know what is being moved.

Choosing None clears nothing, so a write-up that raises no chase leaves that answer untouched.

Occasionally that line shows a code such as F005 instead of the wording. That means the reason is one your agency's list no longer holds, or the list had not loaded yet. The reason is still recorded either way, which is the point of writing it down rather than reading it off the list.

Closing the visit with something typed in the box and not saved asks first: Discard this write-up?, with Keep writing to go back to it. Escape and clicking outside the panel go through the same question, so a stray keypress does not cost you a paragraph. Nothing typed, and it closes without asking.

⚠️ If the connection drops after the visit has been written but before an answer comes back, trying again adds a second dated line to the visit. That is the one thing a retry can leave behind, and it can be tidied, because the note on the visit can be changed.

Where a report has been stored against a visit, its filename appears as a link under that visit in the history. Select it to open the report on screen, in the same viewer the certificate register uses. You can read it there and download a copy from the button underneath if you need one to keep or send.

Some file types cannot be shown in a browser - a Word document, for example, or a photo taken on an iPhone. Those open the viewer with Preview unavailable in place of the page, and the download is still offered, so the report is never out of reach. The same message appears in the moment before the report's name has loaded, since until then there is no way to tell what kind of file it is.

Reports are filed against the property, so they stay with it across tenancies. Where the visit was booked against a tenancy, a copy is filed on that tenancy's record too, so it appears in the tenancy's own documents. Where only a draft report has been stored, that draft is the one offered and its name says so, and Attach report stays available on the visit's Follow-up tab so the final report can still be filed.

Open the visit and select the Follow-up tab. On a visit that has happened and has no final report yet, Attach report sits at the bottom, under the write-up form: the same dropzone the certificate scans use, so you can drop the file onto it or select it from the picker. It is stored against the property and linked to that visit.

It is filed the moment you choose it. There is no Save for this part, which is why the dropzone says so: the write-up above has its own button and the report does not wait for it. If the visit was booked against a tenancy, a copy is filed on that tenancy as well, so whoever is working on the tenancy finds it without going to the property. The tab then shows the report by filename, with Remove beside it, and the history row gains a link to it.

It is a separate action from the write-up above it rather than a field in that form, and deliberately: filing a report makes up to three writes and can leave any of them unfinished, so it keeps its own retry rather than hiding a half-finished upload behind a button that says it saved.

PDFs, PNGs, JPGs and HEIC images are accepted, up to 30 MB, which the dropzone states rather than leaving you to find out. Anything else is refused by name before anything is uploaded, and so is a file over the limit - that message gives both the file's size and the limit, so you know how far over it is.

Once a report is filed, the Follow-up tab lists it by filename with Remove beside it, in place of the dropzone - one report per visit, so there is nowhere to put a second. Select the filename to read it, in the same viewer the history row and the certificate register use.

Remove deletes the file, it does not just unlink it, so you are asked to confirm and you will need the original back from whoever sent it to put it back. Two things worth reading in that confirmation:

If it says the report was removed from the visit but the file is still in the property's documents, that is exactly what happened: the visit is correct and a file was left behind. Nothing needs re-doing on the visit.

The report is filed under your organisation's document type for inspection reports, chosen automatically, and the control tells you which one it will use. There is nothing to pick.

Because you do not choose it, the type has to be recognisably a report type: something named for inspection reports, or failing that for inspections or reports. A final type is preferred over a draft one where both exist, and a draft one is used where it is all there is. What will never happen is a report filed under an unrelated type such as Agreement - the control refuses instead, since a document's type cannot be changed once it is filed.

A visit still to happen has no Attach report option, because there is nothing to report on yet. Neither does a cancelled visit or one recorded as a no show, since no inspection took place. A visit whose outcome was never logged does offer it: the visit happened, and a report is exactly the evidence that fills that gap.

Four different messages, and the difference matters. In every case but the first your file is already stored, so do not upload it again or you will end up with two copies:

Where a link looked like it failed but had actually gone through, the tab works that out for itself on the next refresh: Retry link becomes Retry tenancy copy, because the link is done and only the tenancy's copy is left. You are never asked to repeat a link that already exists.

A retry is remembered while you stay on the property, so closing the visit and reopening it keeps it. Reloading the page loses it, because the stored file cannot be picked up again from the record. If that happens, look for the report in the property's documents rather than uploading it twice.

If the control says no inspection report document type is configured, there is no type it can file under - either your organisation has no document types set up at all, or none of them is a report type - and an administrator needs to add one. If it says it couldn't load document types, that is a temporary failure rather than a configuration problem, so try again shortly; any retry you already had waiting stays where it is. If the visit itself says it arrived without a version, nothing can be saved against it - the write-up and the report both write to the same record; refresh the page, and if it still says so, the visit needs looking at in AgencyCloud.

The property record answers "when is this one next inspected". The Dashboard answers the other half: Upcoming inspections lists the inspections due in the next fortnight, across every property in your organisation, soonest first. Each row links straight to that property's Compliance tab.

Across the whole organisation, not only your own office: the panel does not narrow to a branch, so in a multi-office agency it shows every office's inspections. Where more are due than the panel lists, it says how many it left out.

Fourteen days rather than today only, because that is the window in which you can still arrange access, tell the tenant, or move the visit. For a full diary of a single day, use the Diary.

Three messages there mean different things, and it is worth knowing which you are reading:

The Inspections card explains itself rather than showing an empty space. In each case the card keeps its heading and tells you what is true and what would change it:

On the first two, the card still offers Inspection history, provided the property has visits on record. Those visits belong to the property and stay on its record whatever has happened to the tenancy since, so a property between tenancies can still show everything that was inspected while the last one was running. What is missing in those two states is only the schedule: without a current, managed tenancy there is no frequency to count from, so no due date is shown and no inspection can be booked.

If the card cannot load at all, nothing is shown rather than a partial history, so a visit that did happen is never reported as missing. Select Try again, and if it keeps failing use Contact us in the Help centre menu, inside the profile menu.

This takes priority over the two states above: if the history cannot be loaded, the card says so and offers Try again rather than telling you there is no tenancy or that the property is not managed. Those answers would suggest the property has nothing on record, when the truth is only that we could not read it.

Select + Add Inspection at the bottom of the card. A panel opens asking for:

An inspection that needs longer than half an hour is no trouble: type your own End time and it stays put, including if you change the start afterwards. Once you have set an end yourself the form stops moving it, on the basis that your figure beats its default. If you then move the start past your end time, booking is refused with End time must stay after the start time rather than the time you chose being quietly corrected. Clear the End box and it goes back to following the start.

The panel names the tenants the inspection will be booked against, under the Notes box. Check them before booking: if they are not who you expected, the property's tenancy record needs looking at first.

Select Book inspection and it is created against the property and its tenancy, appearing in the history straight away and in the Diary alongside your other appointments. It is booked under your own name.

You can enter a date in the past. That is deliberate, because visits are often written up after the event. A past visit shows as Not logged until somebody records what actually happened, so nothing is counted as done on no evidence.

There is no double-booking check yet. Two inspections can be booked over each other, and the panel will not warn you, so check the Diary if the timing matters.

If the button cannot be used, the panel says why: no inspection appointment type configured, no tenancy on the property, or no negotiator record linked to your user account. Each needs an administrator rather than a retry.

You can book an inspection, read everything already recorded against the property, log whether it went ahead, write up what it found, set a follow-up on it, file and remove the report, and change or cancel a booked visit.

One thing a written-up visit cannot record yet: who attended, meaning the people present. If it matters, name them in the note.