This guide will walk you through the process of conducting audits efficiently and effectively using our platform. Let's dive in:
Initial Set Up
You only need to complete this setup once.
Create a new empty checklist
Beside the checklist click the blue '+' to add a new inspection type
Name it something generic like "Lease File Audit" (unless a specific name is required).
Tick the 'Audit' box and select 'Create'.
Each time you are ready to run an audit, you will need to complete the following three steps to prepare your account:
Create a Project
Prepare your Rent Roll Template
Import your Rent Roll Template
Ensure to customize your inspection Status options if you want to track the progress!
1. Project Set Up
Navigate to the projects section and select 'New Project'
Fill out all necessary information (members, name, manager, etc)
Add the previously created inspection type to this project.
Tick 'Audit' then select Save
Please Note: Failing to tick Audit will require you to re-create the Project as this step is essential!
2. Preparing Your Rent Roll for Import
Now that everything is set up in the SnapInspect Account, it is ready for your import template before you can start auditing. Let's work on the import template.
Export your Rent Roll
Follow the SnapInspect Template Structure OR make the following changes to your existing template to fit the SnapInspect Lease File Audit structure:
Add another row on top of the headers (this can be named 'General Only' or split into sections like 'General Area', 'Tenant Details', etc).
Update Date Format to YYYY-MM-DD
Add four compulsory columns on the left-hand side:
Address 1 and Address 2: Ensure the same address for all units if you want to see all your reports under one building.
Inspection Type: This should match the name of the inspection type created during the initial setup.
Units: This will be your inspection title.
3. Importing Your File
Now that your rent roll import file is ready:
Navigate to SnapInspect Project
Click on 'Action' and select 'Import Excel' from the drop-down options
Map all fields and choose the correct control types for each item/field
For select controls, click on the 3 dots to add more select options.
Please Note: If you forget to do this, you can always add more options on the go.
When ready, click 'Import' at the bottom right corner.
CONDUCTING AN AUDIT
To start auditing:
Go to Projects and select 'View Inspections' from the 'Action' drop-down menu. Here you will see all units/assets that are ready to be audited.
Click 'Action' next to the unit you want to audit and select 'Edit Inspection'
In the pop-up screen, you'll see the imported data on the right and editable data on the left.
As you make changes or edits to the imported item, the small icon on the right will turn red.
To add notes to the item, simply click on the comments icon on the right side.
To duplicate an Area or Item, click on the 3 dots next to the Area/Item name > Duplicate (from there you can also edit the name if required)
Once auditing is completed, click the 'INCOMPLETE' button to change the completion status. This will change your progress bar at the top right corner showing you the percentage completed.
You can pause and resume auditing at any time, and your progress will be saved. If you forget where you stopped, check the 'Action' > 'Tracking' -> 'View Logs' section to review previous actions and edit the inspection accordingly.
When auditing is complete, you can export the full audit file by clicking on the 'Action' drop-down menu next to the Project Name. (You can also download the PDF report to view your changes on the individual asset level)
Congratulations! You've successfully completed your lease file audit using our Audit feature. If you have any questions or need further assistance, don't hesitate to reach out to our support team.
Happy auditing!