Sites
Manage inspection sites, track inspection history, schedule recurring inspections, and keep your site list organized with reminders.
Manage inspection sites
Create and edit inspection sites, associate them with companies or customers, search for and select addresses, and view each site's inspection history. Schedule inspections, snooze or dismiss reminders, update multiple sites at once, archive or restore sites, and configure recurring inspection reminders.
Site states
Each site in the site list has one status. Vadio works the status out from the site's recurring schedule and the date of its last completed inspection. You cannot set it by hand.
| Status | What it means |
|---|---|
| Up to date | The site has a recurring schedule and its next due date is further away than the due-soon lead time. |
| Due soon | The next due date is within the due-soon lead time. The lead time is 30 days unless you change it for the site. |
| Overdue | The next due date has passed. |
| Never inspected | The site has a recurring schedule but no completed inspection yet, so it has no next due date. |
| No schedule | The site has no recurring schedule. It has no next due date and never sends reminders. |
The next due date is the date of the last completed inspection plus the site's recurrence interval. Completing a newer inspection moves the next due date forward.
The due-soon lead time is set per site, in days, from 1 to 365. Set it under Advanced when you add a site, or in the Due-soon lead time field on the site page. Leave it blank to keep the 30-day default.
A site with the status No schedule or Never inspected can still have an inspection scheduled for it. In that case the status follows the date of the earliest scheduled inspection that is not yet completed: Up to date when the date is further away than the lead time, Due soon when it is within the lead time, and Overdue when the date has passed.
Use the Status filter above the list to show one status at a time. By default the list is sorted by status in this order: Overdue, Due soon, Never inspected, Up to date, No schedule. The counter above the list shows the total number of sites and how many are overdue and due soon.
Snooze, dismiss and archive are actions, not statuses:
- Snooze pauses a site's reminders until a date you pick. The site keeps its status, and the list shows "Snoozed to" with the date under the status.
- Dismiss stops reminders for the current cycle only. The site keeps its status, and the list shows "Dismissed this cycle" under the status. The next cycle still comes due.
- Archive removes the site from the site list and stops its reminders. An archived site has no status in the list because it is no longer shown there.
Creating a site
Add a site with its name, location, and company or customer relationship.
Create a new inspection site
Enter a name for the inspection site.
Search for the site's address, then select the matching address from the results.
Associate the site with the relevant company or customer.
Save the site. The new site appears in your site list and can be used when scheduling inspections.
Address search
Use address search when you create or edit a site. Search for an address, review the matches, and select the result that represents the inspection location.
Selecting a search result adds the location details to the site. Review the selected address before saving to make sure inspections are scheduled against the correct physical location.
Site inspection history
Open a site from the site list to view its detail page. The site detail page includes the inspection history associated with that location, so you can review previous inspections before scheduling or conducting the next one.
Scheduling inspections
Schedule an inspection from the site, from the upcoming inspections list, or from a CRM deal. Select the relevant site when the scheduling flow asks where the inspection will take place.
Scheduled inspections appear in the upcoming list.
Reminders and recurring inspections
Configure a recurring inspection reminder when a site needs inspections on a repeating schedule. Reminder sweeps automate reminder processing, while the site actions let you snooze, dismiss or reset its reminder.
Set up a recurring reminder
Open the site you want to manage.
Configure the recurring inspection reminder for the site.
Save the reminder settings. The site is evaluated by the reminder sweep and becomes due according to its configured schedule.
The recurrence interval is set in whole months. When you add a site, choose every 6, 12, 24, or 36 months, or enter a custom interval from 1 to 120 months. The shortest interval is one month. On the site page, you can switch between 6, 12, 24, and 36 months.
Vadio checks for due sites once a day. A site gets its first reminder when it reaches its next due date, which is when its status changes to Overdue. While it stays overdue, the reminder repeats once a week. If you snooze a site, it is reminded again on the first daily check after the snooze ends, even if less than a week has passed. When more than 10 sites in a company get a reminder on the same day, the reminder emails are combined into one summary email.
Reset the reminder when you want to cancel a snooze or a dismissal. Reset appears on the site page while the site is snoozed or dismissed.
Snoozing and dismissing
Snooze a site when you want to delay its reminder without clearing the need for a future follow-up. Dismiss a site when you do not want reminders for its current cycle. Neither action changes the site's status. Snoozing a dismissed site removes the dismissal, and dismissing a snoozed site removes the snooze.
In a site's row menu, Snooze reminder and Dismiss this cycle appear only when the site is Overdue or Due soon and is not already snoozed or dismissed. On the site page, the snooze and dismiss controls appear only when the site has a recurring schedule.
Use the bulk actions to snooze or dismiss multiple sites in one operation. Bulk snooze and bulk dismiss apply only to the sites you select with the checkboxes in the list. They do not apply to every overdue or due-soon site or to every site that matches the current filter. Selecting all selects the sites shown on the current page, and the selection clears when you change the page, search, filter, or sort order. Bulk dismiss skips selected sites that are already dismissed.
| Action | What it does |
|---|---|
| Snooze | Pauses the site's reminders until the date you pick. |
| Dismiss | Stops the site's reminders for the current cycle. The status does not change. |
| Reset reminder | Cancels a snooze or dismissal so reminders can continue. |
| Bulk snooze | Snoozes the selected sites at once. |
| Bulk dismiss | Dismisses the selected sites at once. |
Archiving and restoring
Archive a site when you no longer want it in the active site list. Archiving removes the site from the site list and stops its reminders without deleting it.
Archived sites keep their inspection history. Archiving does not delete the site's inspections or reports, and the full history is back on the site page when the site is restored. While a site is archived, its site page cannot be opened.
To restore a site, select Undo on the confirmation message that appears right after you archive it. The site returns to the active site list with its inspections and reminders. The site list does not show archived sites, so there is no option to restore a site later from the list.