Inspection Templates

Inspection templates

Create and edit reusable inspection templates in Vadio. Organize templates into steps and items, configure grade scales, quantities, and evidence requirements, attach documents and logos, save drafts, validate and publish, browse and restore version history, and archive, unarchive, or duplicate templates.

Template lifecycle

Creating a template

Set up the template identity and reporting defaults before building its inspection structure.

Building steps and items

Organize the inspection into steps, which contain the items an inspector evaluates. Keep related checkpoints together so inspectors can work through the inspection in a predictable order.

Vadio does not set a maximum number of steps in a template or items in a step.

Each item can include drafting fields that guide the inspection report:

• Component or checkpoint: Identifies what the item evaluates.
• Observation: Records the condition observed during the inspection.
• Deviation: Describes a departure from the expected condition.
• Consequence: Explains the potential result of the deviation.
• Recommended action: Describes the suggested corrective action.
• Cost estimation: Enables cost estimation for the item.

These fields guide report drafting. They are separate from the answer and evidence inputs that inspectors complete during an inspection.

Grade scales

Grade scales define the available answers for graded items. Each grade value can include a key, label, code, description, color, and order. The order controls how grade buttons appear during the inspection and how grades are ordered in reports.

A template can contain multiple grade scales. Assign each item the scale that matches its evaluation criteria.

Vadio recognizes canonical scales for some standards, including:

• NS 3600 and NEK 405: TG0, TG1, TG2, and TG3
• Fire-related standards: pass and avvik

You can adjust a built-in scale, but changes such as missing values, additional values, reordering, or relabeling mark the scale as divergent. Scale divergence is advisory and does not prevent publishing.

Configuring evidence inputs

Add evidence inputs to an item when inspectors need to capture supporting information in addition to a grade. Every input has a label, a required setting, and optional guidance.

Mark only one number input per item as isQuantity when that number supplies the quantity for priced work. Other number inputs remain evidence values and do not supply a priced-work quantity.

Evidence requirements

Set an input to required when the inspector must capture it before completing the item. Required photo, video, audio, number, select, and note inputs are enforced as evidence requirements during the inspection.

Use guidance to tell inspectors what to capture or how to format the answer. For photos and videos, set a minimum count when the item needs more than one piece of media.

Attached documents and branding

Configure the information that appears with the inspection report:

• Logo mode: Use the workspace logo, a custom logo, or no logo.
• Custom logo: Upload an image file when the logo mode is custom. The logo must be a PNG, SVG, JPEG, or WebP image of 2 MB or smaller.
• Primary color: Choose the report's primary color.
• Attached required documents: Add each document by name. Every attached document is required by definition.
• AI briefing text: Add instructions that provide context for AI-assisted report drafting.

An attached document on a template is a named requirement, such as a declaration of conformity. You do not upload a file when you add it, so no file-size or file-type restrictions apply in the template editor. There is no limit on the number of documents you can list.

Saving drafts and validating

Save changes while the template is still in progress. Published templates can also be edited directly, but editing the current template does not change existing published versions. Existing versions remain immutable until you publish a new version.

Vadio checks these conditions before publishing:

• A certified template must have a standard reference.
• The template must contain at least one section.
• Every section must contain at least one item.
• Every item must reference a grade scale that contains at least one grade value.

Publishing a template

Publish the template after its structure and validation requirements are complete. Publishing creates the next version from the complete template structure and changes the template status to published.

A built-in scale that has diverged from its canonical values produces an advisory difference, but it does not block publishing.

Version history

Each published version stores a complete, immutable snapshot of the template. The snapshot includes the sections, items, grade scales, evidence configuration, reporting configuration, and attached documents. Version history compares complete snapshots rather than storing only changed fields.

Browse version history to review published versions and their publish notes. Restoring a version copies its snapshot into the editable template structure and changes the template status to draft. Restoring does not change the historical version.

Archiving and duplicating

Use archive when a template should no longer appear in normal lists. Use duplicate when you need a separate draft based on an existing template.

Archiving does not delete the template. Published templates cannot be hard-deleted because existing inspections may reference their published versions.