Inspection rounds

An inspection round is the walk the operations team takes through the building to check that everything is in order: the kitchen bulb, the projector in Room 3, the 2nd floor restroom. Instead of noting it on paper, whoever walks the round opens Support on their phone, marks each spot OK or Problem, and each problem becomes a maintenance ticket in the queue right away. Nothing gets lost between the round and the repair, and the owner knows when each round happened, who walked it and what was left pending.

Rounds are part of the Support module: there's no other space to create.

#What it's for

#The Rounds tab

In the Support space, the Rounds tab shows up only for the team (owner, admin, moderator and finance). A regular member doesn't see it. It has two parts: Sectors, with what the round checks, and Round history, with the rounds already started.

#Sectors and spots

A sector is a floor, a wing or any grouping that makes sense for the walk. On screen: "A sector groups the spots a round checks: Bookings rooms, desks and equipment, or free places." Only the owner and the admin set up sectors.

1. In Sectors, tap New sector.
2. Enter the Sector name (up to 120 characters; e.g. 2nd floor) and tap Create sector.
3. In Add a spot, pick the Spot type:
   • Bookings resource: a room, desk or equipment registered in Bookings. A ticket opened at this spot is already linked to the item, and the round goes into its history. The same resource can't be added twice to the same sector;
   • Free place: a handwritten name (e.g. 2nd floor kitchen, Men's restroom), for what isn't booked. Without Bookings in the community, this is the only option.
4. Tap Add and repeat for each spot. Tap Done when finished.

Each sector shows how many spots it has and its status: "Round in progress since…", "Last round completed on…" or "No rounds yet". To change the name or the spots, tap the sector's pencil. Each sector holds up to 200 spots: "This sector already has the maximum of 200 spots. Delete one or create another sector."

Remove sector takes the sector and its spots off the list, and they get no new rounds. Past rounds and the tickets they opened stay in the history. A sector with a round in progress can't be removed: complete the round first. Removing a spot doesn't erase what earlier rounds recorded about it either.

#Walking the round

The round is walked by the owner, the admin or a moderator.

1. On the sector card, tap Start round. The round records who started it and when. A sector without spots can't start: "Add spots to the sector to start a round."
2. The screen shows the list of spots, in order, with the progress ("3 of 8 spots checked") and what's left.
3. On each spot, tap OK or Problem.

Each sector has one round in progress at a time. If someone already started it, the card shows Continue round, and whoever taps it continues the same round (two people can split the spots). Closed the phone halfway? Go back to the sector and tap Continue round: what was already marked is there.

#OK and Problem

OK records the spot as checked, with who marked it and when. A spot marked OK can still become a problem in the same round.

Problem opens the "Problem at {spot}" window, with the notice "Saving opens a maintenance ticket in the Support queue, with you as the author":

1. In What's wrong?, describe the problem (required; e.g. burned-out bulb by the window).
2. In Photos (optional), attach up to 5 photos from the camera or the gallery, as in a regular ticket.
3. Tap Open ticket.

The ticket is created right away, of kind Maintenance, category Facilities, with the spot as room or location and you as the author. It follows the path of any ticket: whoever answers the category gets the new ticket e-mail, the deadline starts counting and the team assigns and resolves it as usual. In the queue, it carries the round badge (see Support).

A spot that opened a ticket can't go back to OK. The screen says: "This spot already opened a ticket; it can't go back to OK." The repair is followed through the ticket. Tapping Problem again on the same spot doesn't open a second ticket.

Tickets opened by a round don't count toward the hourly opening limit or the maximum of open tickets per person: a round can find ten problems in a row without getting stuck. To prevent abuse, one person's rounds open up to 100 tickets in 24 hours: "Your rounds have already opened 100 tickets in the last 24 hours. Try again later."

#Completing the round

When you're done, tap Complete round. The "Complete the round?" window shows:

• with everything checked: "Every spot was checked. The problems are already in the Support queue.";
• with unmarked spots: how many and which stay pending in the round.

Tap Complete (or Keep going to go back). Unmarked spots become Pending, and the round records who completed it and when. Once completed, it takes no more marks; the next walk is a new round.

#Round history

In Round history, rounds show from newest to oldest, with the sector, who started, who completed and the counts (OK, problem, pending, to check). The filters are All, In progress and Completed.

Opening a round shows each spot with what was marked, who marked it and when, the problem description and the Ticket #N link to the ticket it opened. The ticket, in turn, links back to the round. A round of a sector that was removed stays in the history, marked Removed sector.

The history of each room, desk or equipment is in the resource's History tab, in Bookings.

#Who does what

Finance follows everything without buttons, with the notice "You can follow the rounds; the owner, an admin or a moderator walks them."

#Through the assistant and the API

All of this can also be done by talking to the assistant: setting up sectors and spots, walking the round by dictating what you found and checking a room's history. The tools are in Tools · Support, and the walkthrough, in Recipes. The routes are in the API reference, under Support: GET /api/support/sectors, POST /api/support/rounds, POST /api/support/rounds/{roundId}/items, POST /api/support/rounds/{roundId}/complete and GET /api/support/resources/{resourceId}/history.

#Example

The opening round. The admin creates the 2nd floor sector with Room 3 and Room 4 (from Bookings) and the free places Kitchen and Restroom. At 7:40am, the front desk moderator taps Start round, marks both rooms OK, finds the kitchen bulb burnt out, taps Problem, writes "burned-out bulb by the window", takes a photo and taps Open ticket. The caretaker gets the new ticket e-mail. With no time for the restroom, the moderator taps Complete round: the restroom stays Pending, and the owner sees it in the history.

#Common errors and how to fix them

#Related

• Support
• Bookings
• Assistant tools: Support
• Roles and permissions