How To Pre Populate Your Property Inventory Reports

Most people choose to use our Inspector property inventory app because of the amount of time it saves, with the ability to access reports from any online device being a close second reason.

Here we’re going to share a quick tip on how you can take your time saving to the next level when using the app.

The easiest way to do this is to pre-populate your reports, and we can do this by setting up new templates on your system.

The templates will ultimately assume that, for example, everything in the property is in good condition, and that all electrical points and skirting boards are white. This might not always be the case, but will be for the vast majority of reports. If not, we can simply set the default to be something else.

The first thing to do is to create a new inventory, go into the ‘appointment details’ and rename the report to something like: ‘X Company Pre-populated Inventory’. Then set out the areas you want to normally inspect within a property. This will undoubtedly change somewhat property to property, but having a solid template that reflects your reporting style, of which you can easily add to if needed, is a real time saver.

For example, an average property might consist of:

– Entrance & Hallway
– Lounge
– Kitchen
– Dining Room
– Bathroom
– Bedroom 1
– Bedroom 2

For future inventories that may contain more rooms, you can always use the copy-room feature to replicate pre-populated inspection areas. You can then rename the room to whatever you need.

(Click and hold on any inspection area within the app to copy it).

Then, you’ll want to do is to set-up a series of standard items within those rooms. For example, you might decide that you normally inspect the property in areas of:

– Doors
– Walls
– Skirting & Architrave
– Flooring
– Ceiling & Coving
– Lighting
– Windows
– Electrical

Obviously you can add items as you wish when reporting (perhaps, say, a cupboard), however having a solid basis for each report will save lots of time in the long term as you’ll get used to reporting the same areas.

The next thing is to pre-populate those areas. In this case, we’re going to assume that most of your properties are going to be in a pretty reasonable condition at check-in, and therefore we’ll set the app to assume each area is, say, ‘Good Overall – no obvious faults in appearance or functionality’.

Now you’re right, not every area within the property is going to be this way, however this template will mean that you will not need to assess each individual area of the property every single time. You will instead only have to comment on the individual problem areas, the number of which, we can assume, will be less than the number of acceptable areas.

After you’ve set your defaults and have pre-populated the report, you can then go back to the app home page, where you find the templates.

Here you can then click the circled “+” symbol to the right of the inventory you just created, and then click ‘copy into new report template’. When you click this, you will then be taken into the template. Scroll downwards and click ‘save template’ (internet connection required) – this will save your template to the cloud, meaning you can now download it onto any device you are logged into.

Click here to view a full sample of a pre-populated report. This is is what will be produced before you have even entered any information into the app. Smart, eh?

Need some help setting up a pre-populated inventory on your account? Be sure to reach out to your account manager, or email

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