Property inspections, check-in and checkout

Create an agreed property condition record across the tenancy lifecycle.

Guide pre-check-in inspection, inventory, risk assessment, tenant check-in, signatures, QR-linked assets, monitoring, staff checkout, tenant checkout, and evidence comparison.

Property condition lifecycle

Make condition evidence useful before, during, and after the tenancy.

A reliable handover is not a folder of photographs. It is a versioned record of rooms, assets, inventory, risks, readings, keys, documents, findings, signatures, follow-up actions, and changes over time. Property Manager connects each stage while keeping safety and liability decisions under human control.

Agreed baseline

Publish a reviewed condition record before occupation

Staff complete a property-type checklist, capture required media, record inventory, assess visible risks, resolve blockers, and publish a version for tenant review.

Resident participation

Let tenants accept or dispute room-by-room condition

Residents review the baseline, upload discrepancy evidence, record meters and keys, acknowledge documents, and sign the exact version presented.

Fairer checkout

Compare the baseline with later evidence in context

Staff review possible change, wear, damage, cleanliness, missing items, maintenance issues, repairs, and uncertain findings without automatic liability decisions.

How the workflow operates

A connected sequence, with ownership at every handoff.

Each stage preserves the source context, decisions, evidence, and next action needed by staff and external participants.

01 Prepare

Select the property, tenancy, template, and evidence shot list

Apply conditional sections for single lets, HMOs, communal blocks, or supported housing and load relevant rooms, assets, documents, and prior records.

02 Inspect

Capture condition, inventory, readings, risks, and actions

Use guided responses, overview and close-up media, QR assets, fire and general risk prompts, immediate safeguards, owners, and due dates.

03 Agree and monitor

Publish, sign, resolve discrepancies, and schedule follow-up

Create an immutable baseline, collect tenant acceptance, record amendments, and schedule evidence prompts for items that need observation during the tenancy.

04 Check out

Compare evidence and publish a reviewed final record

Combine tenant and staff checkout, interim repairs, inspections, monitoring, documents, and signatures into a human-approved condition comparison.

What teams can manage

Practical capability without losing control of the record.

The platform brings the day-to-day tools close to the case while preserving role boundaries, audit context, and consistent service delivery.

Staff mobile

Offline inspections, QR resolution, evidence, and risk review

Field teams can complete room and asset checklists, capture media, record meters and keys, create findings, and synchronize safely after offline work.

Tenant mobile

Check-in, documents, acknowledgements, disputes, and checkout

Residents receive branded prompts, review condition and documents, submit evidence, sign, respond to monitoring, and track unresolved discrepancies.

AI-assisted review

Draft visible findings and condition comparisons

Provider-neutral analysis can identify possible deterioration or evidence gaps, but staff approve safety, liability, legal, and tenant-facing conclusions.

Control framework

Designed for evidence, accountability, and review.

The workflow is supported by operational, evidence, and governance controls that help teams act consistently without obscuring human responsibility.

Operating principle

Evidence integrity

Required room and exception media
Immutable report version and file hashes
Signer identity and signed meaning
Audit events for publication and amendment

Operating principle

Safety controls

Risk likelihood and severity scoring
Hard blocks for critical findings
No AI compliance certification
Qualified review where regulation requires it

Operating principle

Lifecycle controls

Property and tenancy scoping
Discrepancy review SLA
Scheduled monitoring and reassessment
No automatic deduction or liability decision

Related resources

Put the workflow into practice.

Use these detailed guides and checklists to define responsibilities, evidence expectations, review points, and the implementation conversation for this capability.

Practical resource