This video and subsequent walkthrough shows how the Span setting can be adjusted. In the video example, Span is increased so that the photos taken during a Move-Out Inspection can be included in a new Move-In Inspection report. There are other common and important reasons you should know how Span works, which are discussed below.
Create a Move-In Report from the Previous Move-Out Report Using Span
Did your last tenant take great care of a property, leaving you with few or no improvements to make before the next one takes occupancy? If so, you likely prefer to avoid retaking 200 nearly identical pictures of the property for the move-in inspection. The Span feature can be used to quickly grab some or all photos from a move-out inspection and put them into a new move-in inspection.
Two things to do before you work with Span:
- Create a new Move-In inspection on the mobile app—with or without photos, complete it, and confirm it has uploaded to your Timeline.
-OR- Use the Copy PM Condition Values to create a new inspection report with the same values (conditions) as a previous one; more on that here.
- Make sure that the Move-Out inspection you performed previously for the same property is also available on the website.
- On the website, open the newly completed Move-In inspection on your computer.
- Click in the Span field above the report and adjust the number to encompasses the time period in which you performed the Move-Out inspection. If the move out occurred two weeks ago, enter 14 in the field.
- Click Refresh, and zInspector will find all inspection photos taken during the specified time period.
- Check or un-check the Select box to the left of each photo, as needed: only checkboxed photos will be included in the report.
- When you have selected the desired photos, click Edit/View Report to apply any final touches before creating, downloading and/or emailing the Move-In report.
While the Move-Out photos are now in a Move-In Report, their original timestamps will persist. zInspector photo timestamps cannot be altered, but if you prefer they can be omitted from a report at any time. After you click the Edit/View Report button, you can deselect (un-check) the Time Stamps? checkbox before downloading or sending the report.
Why Span is Important
zInspector automatically groups all photos—by Property / Unit name, Activity type, and date—into Activities. This allows multiple users with multiple devices to add content into a single Activity or inspection. Sometimes an Activity takes multiple days to complete. For example—have you ever had to do a midnight tenant move-out inspection? It’s no fun, but it definitely happens. If zInspector Activities were strictly defined by date, an inspection begun before shortly midnight and concluded an hour later would have to be considered two separate Activities. Fortunately, zInspector can be flexible. The Span feature allows you to create a single report even if the photos were taken over multiple days, among other uses.
Automatic Span of Completed Property Management Reports Using the Mobile App
By default, zInspector will automatically create Span reports from all mobile Property Management reports generated for a property in a 7-day period. You can change this value on the website by going to Settings —> Admin Settings —> Report Settings. Change the value of “Span days for auto-Property Management Reports.” This value is configurable between 0 and 30 days.
Span Years of Activities and Create a Single Report
On the zInspector website, click on any Activity on the Timeline page to view the relevant Photos and Videos. By the default, Span is set to 0. However, you can change this value up to 999 which will grab photos and videos from up to 999 days in the future and 999 days in the past, and ready all photos and videos for a single PDF report. You can check-mark the All Activities box to see all available photos and videos for that span regardless of Activity type (such as Marketing or Maintenance). After making changes, make sure to click Refresh.
Use for Contractors
Contractors often need to take multiple photos for the same job over multiple days. While you can certainly use a Task to group photos together, you can also adjust Span to get all of the recent Maintenance photos, for example, onto a single report.