ProInspect User Guide

Overview

ProInspect is a facilities management platform for field asset inspections, issue reporting, work order management, and compliance reporting. It runs on iOS, Android, and the web — so your team can use it from any device, in any location.

The platform organizes everything around assets — physical equipment at your sites. Inspectors scan QR labels to complete inspections. Notifiers scan QR labels to report damage or problems. Managers and Admins see a live view of every site, generate PDF reports, and (if enabled) manage work orders, parts inventory, and tool tracking.

Each user role has a distinct workflow and tailored dashboard. Inspections and issues are two separate concepts in ProInspect — inspections are scheduled compliance checks (pass/fail), while issues are ad-hoc problem reports submitted by Notifiers when they observe damage or defects.

Quick Start

From a fresh account to a fully tracked facility takes minutes. Here's the entire setup flow:

Getting Started

Logging In

Open the ProInspect app or navigate to app.proinspect.smartfox.us in a browser. You'll need three pieces of information from your administrator:

Your Role & Dashboard

ProInspect has five roles: Inspector Manager Admin Installer Notifier. Your role is assigned by your Admin and determines what you see and can do in the app.

When you log in, ProInspect routes you directly to your role's home dashboard. Every dashboard is purpose-built around what that role needs to act on. Inspectors, Managers, Admins, and Installers all have direct access to the Facilities Status overview — a live view of site health and assets needing attention across every site they're assigned to. This is one of the core strengths of the app: the people responsible for the work can see exactly what needs to be done before they ever pick up a scanner. Managers and Admins additionally see alert banners for low stock parts, overdue tools, expiring tools, and pending user approvals. Notifiers have a focused workflow for submitting and tracking issue reports.

Navigation Basics

The navigation layout adapts to your screen size:

• Phone: Bottom navigation bar with tabs
• Tablet: Left navigation rail with icon and label
• Desktop / web: Expanded left drawer with full section labels

Which tabs appear depends on your role and your company's enabled features. Work Orders and Tools tabs only appear if your Admin has enabled those modules. Managers and Admins have a Reports tab; Notifiers have a New Issue tab instead of Inspect.

Managing User Access

User access in ProInspect is managed at two levels: site level (for granular control) and customer level (for bulk management).

Site-level access is the primary way to grant access. From a site's settings, Admins and Managers can add Inspectors, Managers, or Installers. Assigned users see that site in their Facilities Status view and can manage its assets. Adding a user to a site automatically reflects them in the parent customer's User Access list.

Customer-level User Access is available from the customer's edit screen (Admin / Manager only). It lets you assign users directly to a customer without granting access to every site — useful when a user needs customer visibility in reports and work orders but only manages specific sites.

Removing a user from a customer cascades: when you remove a user from the customer's User Access list and save, they are automatically removed from all sites linked to that customer. This is the fastest way to revoke all site access for a user — for example, when offboarding a former employee or contractor.

User Groups

User Groups let you bundle users into named groups — for example, IT Team, Facilities Crew, or Night Shift — and then assign the entire group to sites and customers in a single step. Every member of the group automatically gains access wherever the group is assigned, with no need to add each person individually. This is especially useful when managing large teams across many sites.

Managing groups is an Admin-only operation. From the Manage Users screen, tap the Groups icon in the top-right corner to open the User Groups list. From there you can:

• Create a new group by tapping the + button — give it a name, an optional description, and add members from your company's user list.
• Edit an existing group by tapping its row — update the name, description, or member list at any time. Access changes propagate immediately: adding or removing a member takes effect on their next login or data refresh.
• Delete a group by opening it and tapping Delete Group. Deleting a group automatically removes it from every site and customer it was assigned to.

Assigning a group to a site is available to Admins and Managers. Open the site's settings, scroll to the Group Access section, and tap Add Group. Select the group from the list. All group members will see that site in their Facilities Status view. Assigning a group to a site also automatically adds it to the parent customer's group list, so group members gain customer-level visibility too.

Assigning a group to a customer is done from the customer's edit screen. The Group Access section works the same way — add or remove groups and save. Group access at the customer level is independent from site-level group assignments and is useful when users need customer-wide visibility (for example, in reports) without access to every individual site.

Inspecting Assets

Scanning a QR Code

Every physical asset is labeled with a ProInspect QR code sticker. To start an inspection, tap the Inspect tab in the navigation, then point your camera at the label on the asset.

The scanner detects codes automatically — there's no shutter button. Hold the code in frame for 1–2 seconds. The app vibrates and navigates to the inspection screen immediately. After you submit, the app returns to the scanner so you can move straight to the next asset.

Completing an Inspection

After a successful scan, the inspection screen loads the asset's name, type, and last inspection date. Follow these steps:

Pass / Fail & Failure Reasons

A Pass records that the asset is operational and updates its last-inspected timestamp and maintenance schedule. A Fail updates the asset's status to Failed and records the failure reason on the asset record — it appears in the Facilities Overview so managers can see which assets need attention.

Failure reasons are predefined per asset type and shown as a selection list. For example, a Fire Extinguisher shows options like "Pressure gauge in red zone", "Missing or broken safety pin", or "Physical damage visible." Selecting a specific reason gives managers clear context when they review the asset.

Inspection Types

ProInspect supports six inspection frequencies. You can select multiple types in a single submission — for example, selecting both Weekly and Monthly records both as completed in one scan. Each selected type updates the matching maintenance schedule on the asset automatically.

When you're online, the inspection type selector shows your asset's existing schedules with their current status (Overdue, Due Soon) so you can see at a glance which types need to be checked. When offline, a simplified single-select dropdown is shown instead, defaulting to Monthly.

Offline Inspections & Retry

ProInspect is built for field use in basements, equipment rooms, and remote sites. When a submission can't reach the server, the app saves it locally to a Pending Inspections queue and shows a badge count on your home screen.

The app silently retries queued submissions automatically — on app startup, every 30 seconds, and when you return to the app from the background. You don't need to do anything; most pending items clear on their own when connectivity returns.

You can also manage pending items manually from the Pending Submissions card on your home dashboard. The pending screen shows each queued inspection and lets you retry or delete individual items, or tap Retry All to attempt all queued submissions at once.

Asset Management

What Is an Asset?

An asset is any piece of physical equipment at a site that your team tracks, inspects, or maintains. Each asset has a unique QR code label and a configuration record that stores its details: type, name, manufacturer, model, serial number, maintenance schedules, warranty information, photos, and full inspection history.

Assets can be created and edited by Admins, Managers, and Inspectors — directly in the field via the Facilities Status screen. Select a site, tap the + button to create a new asset, or tap any existing asset to edit its configuration. This means the people physically on-site, who can see the equipment in real time, can set up and manage assets without waiting on back-office staff. Assets are always tied to a specific site.

Asset Categories & Types

ProInspect organizes assets into 11 categories covering equipment commonly found in commercial and industrial facilities:

Asset Status & Health

Each asset has a calculated status based on its maintenance schedules. The Facilities Status screen aggregates these across all sites so Inspectors, Installers, Managers, and Admins can see exactly where attention is needed — before they ever scan a QR code.

Maintenance Schedules

Each asset can have multiple maintenance schedules. The asset detail screen shows these in two separate cards:

• Inspection Status card — Shows schedules in the inspection category (Weekly, Monthly, etc.). These are updated automatically when a matching inspection type is submitted. Each row shows the schedule name, last completed date, next due date, and a status badge (OK, Due Soon, Overdue).
• Maintenance Schedules card — Shows schedules in the maintenance category (filter changes, belt replacements, calibration, etc.). These must be manually marked complete by a Manager or Admin from the asset detail screen.

Admins, Managers, and Inspectors can add, edit, and reorder schedules from the asset configuration edit screen. Quick-add presets for common inspection frequencies are available, and custom intervals (any number of days, weeks, months, or years) are supported.

Three shortcuts are available at the bottom of the Maintenance Schedules step when editing an asset:

• Apply Defaults — Applies your company's saved default schedules for that asset type. Appears only when defaults have been configured. If the asset already has schedules you'll be asked whether to replace them or add the defaults alongside the existing ones.
• Copy from Another Asset — Opens a cascading picker (customer → site → asset) to borrow the maintenance schedules from any asset your account can access. Only assets that already have schedules are shown. Useful for quickly matching a newly installed asset to a similar one nearby. As with Apply Defaults, you can replace or add when the asset already has schedules.
• Set as Default for [Asset Type] — Saves the current asset's schedules as the company-wide template for that asset type. Dates are never saved in the template — only the schedule names and intervals. All new assets of that type created afterwards will automatically receive these schedules. Existing assets are not affected unless you tap Apply Defaults on them individually.

Asset Attachments

Any file relevant to an asset — installation manuals, spec sheets, warranty certificates, inspection certificates, wiring diagrams, reference photos, startup videos — can be stored directly on the asset record. There's no restriction on file type; PDFs, Word documents, spreadsheets, images, and video are all supported. The limit is 25 MB per file.

Viewing attachments

Open any asset's detail screen. If attachments exist, an Attachments card appears showing each file with a type icon, display name, file size, and upload date. Tap any row to open the file in an appropriate external app — your PDF viewer, photo gallery, video player, or document app depending on the file type.

Adding attachments

Attachments can be added by Admin and Manager users from the asset configuration edit screen. Scroll to the Attachments step (the last section) and tap Add Attachment. Select any file from your device, give it a clear display name (optional description too), then tap Add. The file uploads immediately. Tap Save to link it to the asset record.

Removing attachments

In the asset configuration edit screen, tap the delete icon on any attachment row, then tap Save. The file is removed from the asset record and deleted from storage.

Facilities Status & Bulk Actions

The Facilities Status screen is more than a read-only overview — it's the primary workspace for managing assets in the field. Filter by site, customer, or status (Overdue, Failed, Due Soon, etc.) to zero in on exactly what needs attention.

Bulk selection mode is activated by long-pressing any asset card. Once in selection mode, tap additional cards to add them to your selection. A toolbar appears at the top showing the count of selected assets and the available bulk actions:

• Print QR Labels — Prints QR code labels for all selected assets at once. Sends directly to a connected Bluetooth label printer on mobile, or through the Print Server on desktop.
• Create Work Order — Opens a work order pre-filled with the selected site, all selected assets attached, and a description automatically generated based on each asset's current maintenance status (overdue schedules, failed inspections, etc.). No typing required — the system reads the asset data and writes the job description for you.
• Append to Existing Work Order — Attaches the selected assets to an open work order that already exists. The work order description is updated automatically to merge the new assets alongside what's already there.
• Delete — Available to Admins and Managers. Permanently removes the selected asset configurations.

Tap the ✕ in the toolbar or tap a selected card to deselect. Exit selection mode at any time by clearing all selections.

QR Code Labels & Printing

ProInspect integrates directly with SmartFox-supplied Bluetooth label printers. No pairing steps or configuration are required — open the app, tap print, and the label is sent instantly. SmartFox offers a complete field-ready printer kit: battery powered, wireless, and packaged in a hard case ready to take to any job site. Contact us to learn about available hardware.

QR labels can be printed from multiple places in the app:

• After generating a new asset — A "Print & View Asset" button appears immediately in the success dialog.
• From an asset detail screen — Print a replacement label for any existing asset at any time.
• Bulk from Facilities Status — Long-press to select multiple assets and print all their labels in one tap.

Reporting a Missing QR Code

If you find an asset without a QR label — it fell off, was never printed, or is illegible — report it from the Missing QR Code card on your home dashboard or the Missing QR Cases screen. Tap the + button to open the report form, optionally photograph the asset location, add notes describing what you found, and submit.

Each report becomes a case with a status that progresses as it's worked: Open → In Progress (when comments are added) → Resolved or New Asset Created. Managers can create the missing asset directly from the case detail screen, which automatically closes the case.

Marking an Asset Inaccessible

When an asset can't be reached — locked room, active renovation, safety hazard — use Cannot Inspect from the asset detail screen rather than skipping it. Navigate to the asset through the Facilities Status screen, then tap the speed-dial floating action button (the play icon) and select Cannot Inspect. Skipping leaves the asset as Overdue; reporting it inaccessible tracks it properly.

The report requires a photo of the obstruction (required as evidence), a reason selected from a predefined list (Room is locked, Area is blocked, Under maintenance, etc.), and optional additional notes. An optional GPS location is captured automatically if available. Once submitted, the asset status changes to Inaccessible and it's tracked separately from the overdue count.

Issues

Overview

Issues are ad-hoc problem reports submitted by Notifier users when they observe damage, defects, or safety concerns with an asset. Issues are a completely separate workflow from inspections — they are not created automatically by failed inspections and do not affect inspection schedules.

A typical example: a building tenant (Notifier) sees a fire extinguisher with a broken mount. They open ProInspect, tap New Issue, scan the QR code on the extinguisher, take a photo, and submit. The Admin sees the report and can coordinate a repair.

Submitting an Issue

Issue submission is available to users with the Notifier role via the New Issue button in the navigation. The flow:

If the submission fails due to no connectivity, it is saved to a local queue and retried automatically. You can also manually retry from the Pending Submissions card on your home dashboard.

Viewing & Resolving Issues

Open issues are visible to Admins, Managers, and Inspectors via the Reported Issues screen (accessible from the home dashboard card or navigation). Each issue card shows the report reason, asset location, reporter name, photo, and timestamp.

Tap an issue to open the detail view. The detail screen shows the full photo, asset location, GPS map link, reporter name, and a Mark as Resolved button. Tapping the button resolves the issue and sends a push notification back to the Notifier who originally reported it.

Resolved issues are removed from the open issues list. Issues are standalone records — they are not automatically linked to work orders, though an Admin or Manager can manually create a work order for the same asset if repair work is needed.

Work Orders

Overview

A work order is a structured job record that ties together the task, the assets involved, planned and actual parts, assigned technicians, service tasks, a timestamped notes thread, and the resulting invoice. Work orders move through a strict linear lifecycle:

Once a work order reaches Completed or Invoiced, it cannot be moved backward. The notes thread lets anyone with access post timestamped comments, keeping all communication attached to the record rather than scattered across email or chat.

Creating a Work Order

Admins, Managers, Inspectors, and Installers can all create work orders when the feature is enabled. Navigate to Work Orders and tap the + button.

Assigning Technicians

Tap Manage Technicians on the work order detail screen to open the technician picker. Multiple technicians can be assigned to a single work order — all assignees receive push notifications for updates and completion.

Assigned technicians can mark the work order In Progress and Complete. Admins and Managers can reassign or add technicians at any time during the work order lifecycle.

Parts & Services

Parts are added to a work order in two distinct roles:

• "Plan this part" — For parts you expect to use before going on-site. Adding a planned part does not deduct from stock. This is an estimate or pre-approval.
• "Record actual use" — For parts actually consumed during the job. Adding a catalog part as "used" immediately deducts from the stock quantity. This is what drives the invoice.

When adding a part, you first choose the role (Plan or Record), then choose the source:

• Scan barcode — Scan the part's barcode; if it matches a catalog entry the details fill in automatically.
• Select from catalog — Browse or search the parts catalog with name, unit cost, and current stock displayed.
• Manual entry — Enter name, quantity, part number, and notes freehand for parts not in the catalog.

Services (labor tasks from the service catalog) can also be added to the work order with quantity, rate type (hourly, per unit, or fixed), and notes.

Completing & Invoicing

When the job is done, tap Complete on the work order detail screen. A dialog prompts for optional service notes and labor hours. Once completed, the work order is locked for further part and service edits.

To generate an invoice, tap Generate Invoice from the completed work order. This opens an invoice preview showing all services, parts, and totals. The invoice bills the maximum of planned vs. actual quantities per part — so if you planned 2 filters but only used 1, you're billed for 1. You have two options:

• Generate PDF — Creates the PDF and opens it in your PDF viewer or browser for download.
• Generate & Email — Creates the PDF and sends it directly to the customer's email address on record.

After invoicing, the work order status changes to Invoiced and cannot be modified further.

Tools & PPE

Overview

The Tools & PPE module tracks every piece of equipment your team takes into the field — power tools, hand tools, meters, harnesses, respirators, and other PPE. Each tool has a catalog record with a name, category, serial number, optional expiration date, and optional QR code. The primary workflow is check-out / check-in, giving managers a real-time view of where every tool is and who has it.

Checking Out & In

To check out a tool, find it in the Tools list and tap it to open the detail sheet. Tap Check Out. The checkout defaults to your own account. Managers and Admins can tap a different user's name to check out on behalf of someone else — useful when pre-kitting gear before a technician arrives. Optional fields include Notes, Job ID, and Work Order ID, and you can take a photo at checkout.

To check in, find the tool in the list (your active checkouts are highlighted at the top), tap it, and tap Check In. Select a condition — Good or Needs Repair — and optionally add notes or a photo. If a tool comes back in "Needs Repair" condition, it's flagged as out of service until an Admin updates its status.

Quick Scan

The Quick Scan screen (accessible via the QR icon in the Tools list or by scanning a tool QR code directly from the Inspect tab) provides a dedicated scan-to-action flow. After scanning, the app determines the tool's current state and shows the right action immediately:

After a successful checkout or check-in, the screen shows a confirmation and automatically resets to the camera after 2.5 seconds — ready for the next scan. This makes it fast to process a pile of tools at the start or end of a shift.

Managing Tools (Admin / Manager)

Admins and Managers can add tools to the catalog, configure expiration dates, assign categories, set quantities, and print QR labels. The full checkout audit log — every check-in and check-out with timestamp, user, duration, condition, and notes — is always visible from the tool detail screen.

The Tools list supports search and filtering by category, and can be filtered to show only overdue, expired, or expiring-soon tools. Manager and Admin home dashboards show alert cards for low stock, overdue tools, and expiring tools with direct links to the filtered list.

Reports

Reports are available to Manager and Admin users via the Reports tab. The Reports screen has three tabs — Inspection, Site, and Asset — each for a different report type. Reports are generated on-demand and stored in a history list per tab.

To generate any report, tap the + floating action button on the tab you want, fill in the parameters, and tap Generate Report. The report is queued immediately and the screen shows a "Generating…" spinner while the PDF is built — typically 5–30 seconds. Once ready, a download button activates.

Inspection Report

The Inspection Report is a filtered list of all inspections submitted during a date range. Available filters:

• Date Range — Required. Defaults to the last 30 days.
• Customer — Optional. Filters to all sites under one customer.
• Location — Optional. Filters to a specific site.
• Asset Type — Optional. Filters to one of the 71 asset types.
• Asset ID — Optional. Filter to a specific QR code.
• Status — Optional. All, Passed, Failed, or Inaccessible.
• Inspector — Optional. Filter by the submitting inspector.

The generated PDF shows a summary (total inspections, pass/fail counts) and a table with each inspection: location, asset name, QR ID, date, inspector, pass/fail status, notes, and any parts recorded during that inspection. Photo and map links are included where available.

Site Report

The Site Report is a compliance snapshot for a single site. Select a customer and site, then tap Generate. No date range selection is needed — the report always shows current asset status alongside recent activity from the last 30 days.

The generated report includes: a compliance score (percentage of assets in good standing, color-coded green/orange/red), an asset inventory breakdown by type with status bars, a list of problem assets (failed, overdue, inaccessible), upcoming maintenance tasks due in the next 30 days, and a summary of recent inspection activity.

Asset History Report

The Asset History Report shows the complete inspection and maintenance timeline for a single asset. Select a site, then choose the specific asset. An optional date range filter can be turned on if you want to scope the history to a specific period — or leave it off to include all history.

The report includes: asset identity details (type, serial, manufacturer, site), inspection statistics (total count, pass rate, first and last inspection dates), maintenance schedule history with overdue indicators, an audit trail of configuration changes, and a chronological list of all inspections with photos and GPS links.

Work Order Report

The Work Order module includes two dedicated PDF report types, accessible from the Reports tab when Work Orders are enabled.

• Work Order Detail Report — A full export of a single work order: customer and site info, assigned technicians, all services and parts with quantities and costs, the notes thread, linked assets, and a summary of inspection activity that triggered the work. Generated from the work order detail screen by tapping the report icon.
• Work Order History Report — A multi-work-order summary across a customer or date range. Covers completed and invoiced work orders with totals for labor, parts, and services. Useful for customer billing reviews or internal performance tracking. Generated from the Work Order tab in Reports.

Parts are reconciled automatically before the report is generated — planned vs. actual quantities are compared and the final report reflects what was actually used. Both report types are stored in the Reports history list alongside inspection and site reports.

Downloading & Sharing

Once a report is generated, tap the download icon in the history list. On mobile, the PDF opens in your browser or native PDF viewer — from there you can save it or share it via the system share sheet (email, Messages, cloud storage, etc.). On web, the PDF opens in a new browser tab for download.

On the Site Report and Asset History Report in-app preview screens, an additional Copy Link option is available — this copies the direct PDF download URL to your clipboard so you can paste it into an email or message without downloading first.

All generated reports are retained indefinitely and accessible to any Manager or Admin at your company from the Reports history list. If a client requests a report generated months ago, you can find it and share it without regenerating.

Team Chat

Overview

Team Chat brings conversations directly into ProInspect so your team can communicate in context — without switching to email, text, or a separate messaging tool. Messages are organized into channels, each focused on a topic, team, or customer. Conversations stay attached to the work: you can tag work orders, customers, and other entities directly in a message so anyone reading can jump straight to the relevant record.

Chat is available to Inspector Manager Admin and Installer roles when the feature is enabled. Notifiers do not have access to Chat.

Channels

Channels are the containers for conversations. Each channel has a name and an optional description. There are two types:

• Open channels — Visible and joinable by everyone in your company. Any team member with Chat access can read and post in an open channel.
• Restricted channels — Only the members explicitly added to the channel can see or post in it. Useful for customer-specific conversations, management-only threads, or project sub-teams. Admins can always see restricted channels, even if they are not listed as members — this lets admins moderate and review conversations across the account without needing to be added to every channel.

Admins and Managers can create new channels from the Chat tab by tapping the + button. When creating a channel, you set the name, description, and type (open or restricted). For restricted channels, you add the initial member list at creation time — members can be added or removed later from the channel settings.

Messaging & Mentions

Inside a channel, tap the message input at the bottom to compose a message. Messages support:

• @mentions — Type @ followed by a teammate's name to mention them. They receive a push notification immediately, even if they haven't been reading the channel. Unread mention counts appear on the Chat tab badge.
• Tags — Tap the tag icon to attach a work order or customer to the message. Tagged items appear as tappable chips in the message — anyone who reads it can tap the chip to jump directly to that record. This keeps context attached to the conversation without copying and pasting IDs.
• Photo attachments — Tap the photo icon to attach an image from your camera or library. Photos are uploaded and displayed inline in the message thread.

Message history is paginated — scroll up in a channel to load older messages. All messages are retained and searchable by your team.

SmartFox Vision

What Is SmartFox Vision?

SmartFox Vision is a facility intelligence service that gives every member of your team the ability to physically locate any asset — without needing an escort, a site guide, or prior knowledge of the building.

SmartFox scans your facility using LiDAR and photogrammetry, producing a centimeter-accurate 3D virtual model of the entire physical space — every room, corridor, mechanical area, and rooftop. The model is navigable from any device, like a virtual walk-through of the real building. Assets are then tagged directly in the model and each tag is linked to the corresponding asset record in ProInspect.

Once linked, any inspector, technician, or manager can tap a single button in the app and be taken straight to that asset's exact location inside the 3D walk-through — no floor plan hunting, no calling the facilities manager, no wandering the wrong floor.

Locating an Asset

For any asset that has been linked to SmartFox Vision, an amber Locate in SmartFox Vision button appears on the asset detail screen. Tap it — the 3D model opens and navigates directly to the tag associated with that asset, showing you its precise location within the virtual facility walk-through.

If an asset has not yet been linked to Vision, the button is visible but greyed out. An Admin or Manager can link it at any time by editing the asset configuration (see below).

Linking an Asset to Vision (Admin / Manager)

Linking an asset to its Vision tag is done from the asset configuration edit screen. You need Admin or Manager access and the asset's site must already have a SmartFox Vision model set up.

Getting Vision for Your Facility

SmartFox Vision is an add-on service. SmartFox will coordinate a facility scan using professional LiDAR and photogrammetry equipment, build the 3D model, and deliver it fully tagged and integrated with your ProInspect account. Contact us to learn about availability and pricing for your portfolio.

User Roles

ProInspect has five roles, each with a distinct dashboard and permission set. Roles are assigned by Admins and cannot be self-assigned.