Assigning Inspections

Inspection supervisors can assign inspections one at a time or in a batch using the automatic assignment process.

They can assign inspections they are responsible for based on the inspection type and inspection district on the Inspections list page for agency staff and on the Inspections page in the permit or business license application details.

For more information about assigning inspections from the agency Inspections list page, see Managing Inspections for an Agency. For more information about assigning inspections in the application details, see Managing Inspections for a Permit and Managing Inspections for a Business License Application.

For more information about setting up the inspection supervisor job function and attributes for inspection supervisors to assign inspections, see Setting Up Agency Staff.

Inspection Assignment Considerations

Agencies may configure the system to prevent you from assigning a final inspection when permit fees are due. For more information, see Setting Up Stop Process Actions.

Agencies may also only allow inspections to be performed after prerequisite inspections are completed, but agency staff can override dependency requirements when assigning, reassigning, or scheduling inspections. For information about setting up inspection dependencies, see Setting Up Inspection Groups.

Your agency may also limit the number of daily inspections based on a count of inspections that are scheduled using a date only. The Inspection Count Limit field is the agency setting used to alert inspection supervisors when an inspector's total permit and business license inspections for the day exceeds the maximum defined. All of the inspections assigned to an inspector that aren't in a canceled or completed status are tallied. Inspectors below the limit can be assigned using automatic assignment, however, inspector supervisors can override the maximum number when manually assigning inspections. You must have an inspection supervisor job role to see inspector names and counts when scheduling inspections; an alert icon appears next to the count on the schedule page when an inspector has reached the daily limit. For more information, see Setting Up Inspection Assignment and information about using batch inspection assignment in this topic.

For more considerations about requesting or scheduling inspections, see Requesting and Scheduling Inspections.

Assigning an Inspection

For permits and business licenses displayed using the Redwood Experience, the Assign or Reassign action appears as a link or option in the Actions menu for an inspection. The information provided is consistent across the different inspection interfaces.

Note:

Agency staff can override the requirement to complete prerequisite inspections with a passing or corrected result before assigning the inspection.

1. Click the Assign or Reassign button to manually assign an inspection to an inspector.

2. The Assign or Reassign drawer, respectively, displays inspectors with availability based on the From Date. The default From Date depends on the inspection status, or you can select a date.

   Drawer	Status	From Date Default Value
   Assign	Requested	The ready-by date when it is after the current date, or the current date when the ready-by date is on or before the current date.
   Reassign	Scheduled	The current date.

3. Select an inspector in the list.

   • Inspector name

   • Date and time

     Depending on the time entry method set up for the inspection scheduling method, you may only be able to select a date or a date and time range.

   • Preferred

   For an inspection that has been configured to use the count assignment method, an icon (not shown here) will be displayed next to the Count value for an inspector who has reached the limit. Only inspector supervisors can see the inspector name and count information.

4. Click the Select a Time pencil icon button for an inspector to select a date or date and time for the selected inspector.

5. Click Done to save your assignment, or click the Override Availability button to select an inspector and date or date and time that's not available for selection on the drawer.

   On the Override Availability modal page, select the Inspector from the drop-down list, Date, and Time, and click Done to assign the inspection.

If the Inspection Scheduled communication event is configured, the system automatically creates an email notification to the inspector and inspection contact when the inspection has been scheduled and assigned to the inspector. For more information, see Delivered Communication Events.

Assigning Inspections in Batch

As an inspector supervisor, you can assign or reassign inspections in a batch from the agency Inspections list page when the inspections are ready to be assigned. You have the option to override inspection dependencies and limitations based on the maximum inspection count for inspectors. You can also exclude inspectors from the automatic assignment. The batch assignment process assigns inspections based on:

• Holiday schedules

• Inspection calendars

• Inspector availability

• Inspector qualifications

• Work schedules

For more information on these inspection scheduling factors, see Setting Up Inspection Scheduling.

Here's how to use the batch inspection assignment on the agency Inspections list page:

1. Click the Assign Multiple button.

2. Select the checkbox next to each inspection that you want to automatically assign.

3. Click Assign.

4. On the Assign drawer, you can modify these criteria:

   • Select individual inspectors to exclude them from the assignment pool.

   • Turn on the Exclude District switch to remove the inspection district from the assignment matching criteria.

   • Turn on the Exceed count limit switch to assign to inspectors who have already reached their assigned inspection limit.

5. Click Done to run the assignment process.

Supervisors receive an error message if there are no time slots available for an inspection selected for assignment. This can occur when:

1. The ready by or preferred date is more than 14 days after the day you're running the batch assignment.

2. There are time slots available, but none of them are before the expiration date.

3. No qualified inspectors have availability in the next 14 days.