FAQ

01. What sets zInspector apart from other inspection software?

zInspector remains the most powerful yet affordable inspection solution on the market.

Notable features absent from many other platforms include:

  • Both iOSAndroid support
  • Inspection photo & video capture
  • Mark-up mode – draw on your photos
  • Permissions-controlled group accounts
  • Move-In / Move-Out inspection comparison
  • Powerfully searchable cloud-stored inspection database
  • Fully customizable, app-performed documents & templates
  • Fair pricing and much more!
02. How do I get started with zInspector?

Sign Up

  • Follow this link to create an account or join an existing (group) account.

Download the App

  • Download the zInspector app from the Google Play Store or the Apple AppStore.
  • Sign in to the app (and site, if you wish) with your new login info (email address and password).

Get Started

03. Can I start small with zInspector, or do I need to dive in?

zInspector is designed to be flexible to your approach, whether you need to get fully set up fast or prefer to ease in gradually.

  • To start off slowly, just add property and tenant data as you go. Most users who go this route create their properties on-site using the mobile app and add individual tenants/leases as needed to invite them to perform their own inspections.
  • To dive in, with all of your properties / units in zInspector from the beginning, multiple creation tools on the website can help you set up.  All eligible users are highly recommended to import their property and tenant/lease info automatically by syncing from a property management accounting software such as Appfolio, Propertyware, Rentec Direct, and Rent Manager. Whatever your approach, we suggest you initially create a few properties manually, just to get started.
  • Most companies start with one or two employees using zInspector, then roll out to all their employees after a few inspections.  You can add inspectors at any time.
04. Can I customize zInspector for my business?

Absolutely. zInspector offers tons of customization options:

  • The zInspector 3 app (iOS and Android) provides unparalleled inspection customization!
  • Create from scratch or modify your paperless fillable forms and inspection templates: the possibilities are endless!
  • zInspector’s signature condition-table inspection templates adjust automatically to the property as you have defined it.
  • Modify all Details within specific Areas to accurately specify your properties and guide your inspections.
  • Customize inspection reports with your company logo.
  • And much more!
05. What is the difference between Properties, Templates and Documents?
  • In zInspector, creating Properties—not inspection templates—is the first step. Why? Because a 5-bedroom template is not actually that useful for inspecting a 2-bedroom house. When you create a property in zInspector, you build it with the specific Areas (rooms, yards, systems) associated with that property. Your inspection “template” will automatically configure to match each specific property/unit that you create.
  • With the zInspector 3 app (iOS and Android), your inspection Templates are fully customize to suit your needs. When using our standard condition-table inspection templates, defining the Details within each Area is as close to building an inspection template as you need to get.  A Bathroom area, for example, contains these inspectable details: Faucet, Shower, Toilet and Walls. By specifying or changing Details within any Area, you are in effect changing the inspection template for that Area. An Admin user can specify default areas for property types and customize default area details here. As properties can change over time, areas and details can be added or removed as needed.
  • Along with default and fully customizable inspection templates, custom Documents are another useful zInspector feature. You can create fully customized document templates for very specific activities such as City Compliance, Pet Violation, or Smoke Detector check. You can even create invoices, checklists, and other forms of documentation within zInspector’s template editor.  Document Templates are most effective when they are specific to a process, focused on a particular situation, used in tandem with other documents, and used consistently during particular activities—which zInspector Tasks can help to coordinate (with Task Docs, the Task Manager, and Task To-Do Lists).
06. Do I have to pay to use zInspector?

zInspector is available free of charge to single users with up to five properties (meaning “units” or “doors”), with all basic functionality included. If you have more than five units or more than one user, zInspector has a well-priced plan for you. We offer a powerful yet affordable inspection solution for individuals as well as businesses of any size . See our pricing page for more info.

07. Who owns my photos, videos and content once I upload them to zInspector?

You do. The content you create with zInspector belongs to you. We will never sell or publish your photos, videos, documents, or inspection results. We do, however, reserve the right to access and copy certain content in order to improve your experience. For example, we make low-resolution copies of your photos so you can quickly browse your information from our website.

08. Can I delete my content once it has been uploaded to zInspector?

Yes, you can delete individual media (photos and videos), activities (inspections and other completed documents), customized templates, and properties and contacts as you require. zInspector will not retain information you choose to delete. So delete with caution, as deleted content cannot be retrieved.

Delete a Photo or Video

There are several ways to delete a photo or video from zInspector:

  • Go to the website Timeline, click on the associated Activity, hover over a photo or video then click on Edit? when it appears. Click Delete at the bottom of the Edit Photo window.
  • Go to the Properties list, click on the associated property, and click to view the relevant photo or video. Click the Edit (pencil) icon near the bottom of the enlarged media. Click Delete at the bottom of the Edit Photo window.
  • On the app, tap on the Gallery icon to see all inspection media still stored locally. Tap the Edit (pencil) icon, then tap the Delete (trashcan) icon.

Delete an Activity

Admin users can enable an option in Report Settings to allow users to delete Activities.

Delete a Property

Fully deleting a property is a two-step process: first Archive and then Delete it. Note that this option is only available for Admin users from the Admin’s Property Page. For complete instructions, see this article.

Important note: Deleting a Property also deletes any inspection data (activities, media, documents) associated with it. For most users, it usually makes more sense to archive properties no longer under their management than it does to delete them. Archived properties and all associated inspection data remain stored, and do not appear in the active Properties list and Timeline, but can be restored at any time.

Hint: Other types of content, including external contacts, internal users, and obsolete template versions can be deleted as well. Look for the Delete (trashcan) icon on the relevant page or screen.

10. Will zInspector work on my mobile device(s)?

zInspector is designed for compatibility with both iOS and Android smartphones and tablets. Be sure the device has a camera!
Minimum requirements:

  • iOS: 9.3 or higher.
  • Android: 5.0 and higher.

Important: Location, camera, microphone, and other permissions may be required or recommended to enable basic and optimal functionality. See this article for more info.

We do not recommend low-end, off-brand Android tablets because they often have poor camera resolution and insufficient memory, but most phones and tablets work very well!

11. Can I use different devices simultaneously and/or change devices as needed?

zInspector has the most powerful sync capability on the market. This means that new devices are up and running in about 30 seconds. A user added to an existing account can reference all previously created inspection data, templates, and contacts on their device. Additionally, you can perform an inspection on your tablet one day and perform a different inspection on your smartphone the next day.

Important Note: zInspector does not support mid-inspection device switching.  Once an Inspect-mode template is started on a device by a particular user, it must be finished there.

You can perform an Inspect-mode template (a standard or custom inspection or document) while a teammate performs a supplemental Quick Pictures activity simultaneously on a different device; this approach can help get inspections done even more quickly. You should focus on the conditions and required documentation based on conditions (photos and/or comments) while the teammate takes additional area- and detail–level photos for full property coverage. The supplemental photos will automatically incorporate into the uploaded report.

Tip: Only one user should perform an Inspect mode template for a given inspection activity: the results of individual Inspect-mode templates cannot be merged into a single inspection report.

12. Can I use iOS and Android devices on one account?

Definitely! We built zInspector with cross-platform collaboration and B.Y.O.D. (bring your own device) offices in mind.  When an employee does use their own device, the zInspector 3 app keeps company information separate from the user’s personal data.

14. Can I change information once it has been uploaded?

Yes. You can edit any uploaded inspection, as long as you have sufficient access privileges. Some report information, such as geotags and timestamps, cannot be changed. Other changes you make—to a tenant-completed move-in inspection, for example—may require the tenant’s signature prior to resubmission.

15. Are my photos, videos and inspections secure?

We do not specifically encrypt your photos, videos, or inspections. However, all communications between your computer and/or mobile device(s) and our server are encrypted. In addition, all zInspector passwords, by which your photos, videos, and inspections can be accessed in your account, are encrypted. Specific zInspector employees can log in to your account and view this content in order to provide you with stellar technical support. Remember that it is your responsibility to create a strong password and not share it.

21. How do I submit a Quick Pictures report? What is this ‘Report Request’ message I see when using Quick Pictures?

After taking photos and/or videos in Quick Pictures mode on the zInspector 3 app, you can easily request that a report containing the photos just taken be created and emailed to you.

Quick Pictures reports are often used by contractors and others to document projects visually in lieu of a more involved or structured inspection or document template.  After taking one or more photos or videos in Quick Photos mode, tap the back arrow on the toolbar along the bottom of the screen, and (by default) the Report Request popup will ask “Would you like to process a report for [Property Name, Activity Type]?” You can select Yes, No, or Disable.

If you select Yes, a report containing the Quick Pictures will go to the email address(es) specified in your auto-report settings. The photos/videos will also appear in your website Timeline once uploaded.

If you select No, the photos/videos will appear in your website Timeline once uploaded. No report will be created and emailed. You can always create a report later  by clicking on the relevant activity in the Timeline then clicking the Edit/View Report button.

If you select Disableyou will no longer receive the Report Request popup when exiting Quick Pictures mode. You can still request a Quick Pictures report after taking Quick Photos by holding down (rather than simply tapping) on the back arrow on the toolbar along the bottom of the screen. You can also enable or disable the Report Request popup at any time. In the app, go to Settings then enable or disable “Reports Request Prompt” under Misc. Settings.

Quick Pictures mode can also be used by a second user in tandem with a primary user performing an Inspect mode template. With a focus on general coverage of area- and detail-level photo coverage, the photos taken in this mode by the secondary user should automatically combine with the submitted Inspect-mode template performed by the primary user. In this case, the Report Request can be bypassed, as the photos will be incorporated with the more formal inspection report once everything is uploaded.

22. What is the difference between Quick Pictures and Inspect modes in zInspector 3?

Quick Pictures

  • Take photos and videos – quickly and easily.
  • Handily document marketing activities, notice postings, construction bids and visual property inspections, among other things.
  • Some businesses use Quick Pictures almost exclusively: it just works for them.

Inspect

  • Perform a complete property inspection. Most commonly used for Move-Ins, Move-Outs, and Annual Inspections, it accommodates all other user-customized inspection and document templates as well.
23. What is the difference between the Timeline (on website and app) and the Gallery (on the app only)?

Timeline

  • Timeline displays all your completed activities, including photos, videos, and reports, by date. Click on any activity icon to open the report view for that activity.
  • You can easily search through all of your zInspector-created content here, even if that means thousands or hundreds of thousands of photos and videos.
  • Type in any part of the Property Name in the search box and/or select an activity type from the drop-down filter to quickly focus on desired content.
  • Recently enhanced Timeline filter options bring even more power to this content dashboard.

In-App Gallery

  • The Gallery button is available on the app’s main menu bar at the top of the screen. The button icon looks like two stacked photos. Tap there to show all inspection photos still stored on your device.
  • Photos and videos remain stored on your device for 7 days, provided that they have uploaded to the server.  This period can be configured in you app’s Settings menu under Misc. Settings: “Days to keep photos on device” (options are Never, 1, 3, 7, 30). Until your photos upload to the server, they do not become eligible for deletion based on this setting.
24. Can I send (text/email) a photo during an inspection?

You sure can. Simply tap the Gallery (stacked photo) button in the app’s main menu.

The Gallery shows all recently taken inspection photos and videos still stored on the device.  Tap the Share icon (three dots connected by two lines) next to any photo in the Gallery to send it from your device’s available messaging or email apps.

25. What is the difference between the zInspector app and website? Do I need to use both?

On site at a property, zInspector users work with the mobile app—they take photos and videos, fill out documents, and perform inspections—and the data uploads automatically to the server, where it is accessible on the website and device of each user on the account.

Back at the office on a laptop or desktop computer, zInspector users can work with the inspection data as needed to run and edit reports, perform managerial or admin functions, task scheduling, integration setup, template creation and report customization and enterprise branding tasks.  Their changes on the website synchronize to all Group Members on the account.

Certain functions—such as Admin and other global settings—can only be performed on the website; individual app users simply do not have access to them.

Other actions—like the actual property inspections—can only be performed on the app.

Some things can be done either on the website or on the app—for instance, creating a property. Your method may come down to personal preference or the established practice of your business.

26. What are User Groups? How do I set them up?

With User Groups, you can control which properties (units) are seen and worked with by specific users.

User Groups are most commonly used when:

  • Your company workload is divided among users based on particular multi-unit buildings/complexes or sets of properties.
  • Your company primarily is organized around portfolios rather than functional groups.

When a user is assigned to a particular User Group, any new Property that user creates will automatically be allocated to their User Group.

To create a User Group:

  • Step 1 – Create a Users on the Group page, if needed.
  • Step 2 – Create a User Group and assign at least one User to it on the User Group tab.
  • Step 3 – Assign properties (units) to specific User Groups on the Admin’s Property Page.  Use the Search and Select All tools, as needed, to select and assign multiple properties / units at once.
  • Repeat as needed.

For more on User Groups, click here.

27. Some of my inspection comments seem to be disappearing. Why?

Comments added in a couple specific ways within zInspector will associate them with photos rather than with details in an inspection and so they will not be visible in an inspection report. Specifically, when you add a comment either a) to a photo taken in Quick Pictures mode or b) to a photo of a general Area, such as Bedroom or Kitchen in a condition-based inspection in Inspect Mode you may wonder where these comments have gone when reviewing finalized reports.

In these cases, the comment will be viewable only in the media activity report (indicated by a clipboard + camera icon in Timeline)—not on any inspection report (indicated by a clipboard + report icon) in which the photo may be included. This is typically the reason zInspector users find they have “missing comments.”

When you add a comment directly to a Detail (such as Door/Knob/Lock in Entry) within a condition-based inspection, the comment will be viewable in the inspection report for which it has been taken. A comment can be added to a Detail in a condition-based inspection in several ways:

  • Tap the camera icon for a specific Detail to open the camera interface, add a comment, and take a photo.
  • Tap a Detail name to add the comment directly, then tap the camera icon for that Detail to take a photo.
28. What are User Roles?

Individual user permissions can be specified by an account Owner or Admin user on an individual basis.  For example, you can permit one employee to only Read (and not Create / Edit) content.  The user-specific settings are defined and viewable on the Group tab.

29. What if a listed inspection Area or Detail does not actually exist on a property?

As you perform an inspection, you may come to a room that cannot be inspected (for example, an unruly pet is being contained in one of the bedrooms) or you may find that a detail is not actually present on the property (for instance, there is no dishwasher or dishwasher cutout in the Kitchen area although the Dishwasher detail is listed).

In either case, simply tap the circled X button for the Area (to mark it as Not Inspected) or for the Detail (to mark it as Not Present).

When a detail is marked as Not Present during an inspection and the inspection is submitted, the excluded detail is actually removed from the property and no longer available during subsequent inspections.

When an Area is marked as Not Inspected it will be available during the next inspection. If you need to permanently remove an Area from a property for the purposes of future inspections, you can do so in the Edit Areas menu (on the app) or in View/Edit Areas menu (on the website). An area should only be deleted from a property to reflect an actual layout change (e.g., remodel) of the real property or if the property was created in zInspector with an Area that doesn’t actually exist on the property.

30. What is the difference between Additional and Final Comments in Property Management Inspection reports?

You can use comments for any purpose appropriate for your organization. Our recommendation is to use “Additional Comments” to summarize the property findings and to use “Final Comments” for text such as legal disclaimers or disclosures.

Some examples of Additional Comments:

  • Property looks great overall.  A couple of minor issues as noted.
  • Property needs a a major overhaul.  Lots of damage noted, but complete remodel recommended.

Some examples of Final Comments:

  • Move-In Inspection: “Welcome to your new home.  If you have any issues with this move-in condition report, please report them within 3 days.”
  • Move-Out Inspection: “Thank you for being our tenant.  We will process your security deposit return within 21 days.”
  • Annual Inspection: “This is a visual inspection only. We do not assess any structural or mechanical defects.”

Additional and Final Comments can be fully customized on the specific template where they appear.
For template customization basics, see this article.
For tenant-completed template customization basics, see this article.

31. What are Area Numbers and Area Descriptions? And what about Area Sort?

zInspector uses Area Numbers to differentiate Areas of the same type, most commonly Bedrooms and Bathrooms.  Multiples of any Area type can be created, and they are automatically differentiated using Area Numbers. While zInspector sets Area Numbers automatically, it is essential that you add an Area Description to differentiate any multiple rooms of the same type so that every inspector, tenant, and property owner knows which area is being referred to on a given property. In fact, until you have added Area Descriptions in these cases, you won’t be able to submit an inspection for the property.

For example, for a 3-bedroom, 2-bathroom house, a common layout could be:

[Area-Type Area-Number: Area-Description]

  • Bathroom 1: Master
  • Bathroom 2: Hallway
  • Bedroom 1: Master
  • Bedroom 2: Left down hallway
  • Bedroom 3: Right down hallway

Area Sort is used to specify the flow/order of an inspection (by default, areas are sorted alphabetically) and Area Sort numbers can group Areas together for a larger property (such as an estate).  For more information on Area Groups, please visit this knowledge base article.

32. What if I need to change my company name?

A few steps need to be taken in zInspector to change your company name on zInspector-generated content. If it was initially provided during account creation, your company name automatically populated in a number of places in zInspector:

In each of those pages, your company name can be changed individually to reflect your needs.

33. What to do when the zInspector app says ‘not enough storage’?

zInspector is a surprisingly lightweight app and is designed to help keep your device from becoming bogged down with inspection data.  Once your inspection data has had the opportunity to upload to the zInspector server, it will be automatically  removed from your device within a user-specified number of days.

If you receive a ‘not enough storage’ message on your device, it is likely that you have a lot of other data on your device outside of zInspector (such as videos, photos, or app data) that you may consider removing from your device or simply a small amount of storage space on your device to begin with.

Try these steps to free up storage space by clearing zInspector data more quickly:

  • Check if there are any pending items in the Queue; if so, give them the opportunity to upload (Queue troubleshooting here).
  • Go to the app settings and change the number of days to keep photos to zero, close the app completely (but don’t log out), then  reopen the app.
  • If neither of these methods work, uninstall and re-install the zInspector app. (Important Note: If you uninstall the app, any inspections in-progress or inspection data that has not yet uploaded to the zInspector server will be lost!)
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