Managing your inspection schedule is essential to keeping your business organized and efficient. In Spectora, you have the flexibility to adjust the date, time, and duration of both new and existing inspections, making it easy to accommodate changes as needed.
Additionally, Spectora allows you to reopen and reschedule canceled inspections, ensuring that changes can be managed effectively without disrupting your workflow.
When a client or agent needs to reschedule, you can easily change the date/time of an inspection. No need to create a whole new inspection!
Whether you’re scheduling a new inspection or modifying an already scheduled one, here’s how you can quickly and easily make those changes.
How to Reschedule an Existing Inspection Learn how to reschedule a canceled inspection in Spectora with ease. Follow these steps to effortlessly update the date and time of an inspection. 💡 Quick tip: Click on the video above to expand it in another window.
Click on the inspection from your dashboard
Click the existing date and time 💡 On some devices, you may need to click a pencil icon next to the scheduled time.
Select your new appointment date
Select your new appointment time
Click "Reschedule"
When you reschedule the inspection, this will automatically schedule all reminders and follow-ups as per your Automations (or Actions) settings. It will also send out your reschedule confirmation notifications. Additionally, agreements will be updated to reflect the new date. If you don't want your client or agents to receive any rescheduling emails, you can disable notifications prior to rescheduling.
Pre-scheduled reminders, such as 1-month or 3-month drips, remain queued even after rescheduling. These reminders must be manually removed or disabled to prevent them from sending after the inspection date has changed.
Additionally, Spectora's 'Trigger Once' functionality ensures that reschedule emails are sent only once per unique trigger. If an inspection is rescheduled multiple times, the reschedule email will not automatically send again unless manually triggered. This feature also applies to agreements and inspector notifications, preventing redundant emails during repeated edits or rescheduling.
Click on the inspection to open the Inspection Details page
Click "Disable All Notifications" in the Internal box
You will then see a banner at the top stating the notifications are disabled
Proceed with rescheduling the inspection. For more info on disabling notifications, click here! Note: If an inspection is confirmed while notifications are disabled, the system will not re-trigger the email action even after notifications are re-enabled. To ensure notifications are sent, confirm the inspection with notifications enabled.
How to Reschedule a Canceled Inspection This section will show you step-by-step instructions on how to reschedule a canceled inspection. 💡 Quick tip: Click on the video above to expand it in another window.
Click on your profile picture in the top right
Click on "Inspections" in the dropdown menu
Use the search bar to locate the inspection by address or client details
Set the filter to "All" so canceled inspections are included in the results
Click on the canceled inspection
Click "Reschedule"
Select your new appointment date
Select your new appointment time
Click "Reschedule Inspection" If an inspection is canceled, it can be rescheduled at any time. If an inspection is deleted, it cannot be rescheduled. To recover a deleted inspection, check out this article for instructions! br/>
If required, during the rescheduling process, you can also manage fee adjustments. This flexibility enables accurate billing and enhances appointment management.
Processing Refunds for Canceled Inspections
To process a refund for a canceled inspection:
Go to the Inspections section at the top of your dashboard.
Switch to the All tab to include canceled inspections in the list.
Locate the canceled inspection and open it.
Click the three dots in the top-right corner and select Fees & Payments.
Access the refund option and process the refund as needed.
Editing Payments for Canceled Inspections
To locate and edit payments for a canceled inspection:
Navigate to the Inspections section.
Use the search bar to locate the canceled inspection by address or client details.
Open the inspection from the search results.
Edit the payment details as needed.
Viewing Canceled Inspections
To view only your canceled inspections:
Go to the Reporting section by clicking your name in the top-right corner and selecting "Reporting" from the dropdown menu.
Click on the Custom Export tab.
Click Add Custom Export.
Select the information you want to include in your export and click Next.
In the filters section, set the canceled filter to "yes" and adjust the date range or other filters as needed.
Complete the export to generate a report containing only your canceled inspections. Alternatively, under the Reporting tab, there is a "canceled" option under Inspection Reports for quick access.
How to Change the Time or Duration of an Existing Inspection
Adjusting the duration of your inspection is crucial for accurate scheduling. Ensuring you block off enough time for each inspection helps you avoid overlapping appointments and ensures that you have adequate time to complete each inspection thoroughly. If you need to adjust the duration of the inspection, you can easily do so from the Inspection Details page. Follow along with the steps below to see how. 💡 Quick tip: Click on the video above to expand it in another window.
Click on the inspection to open the Inspection Details page
Click the date & time in the address box
Click the date/time to adjust the start and end times of the inspection
Click the "hrs" line to set the duration of the inspection (ie- 1.0 hour, 2.5 hours, etc)
Click "Reschedule Inspection"
Rescheduling on Mobile Devices
You can reschedule inspections using Spectora on your mobile browser. The process is identical to the desktop version:
Open the inspection from your mobile dashboard.
Click the existing date/time to access the calendar.
Select the new date and time, then click "Reschedule."
❇️ To set up your Rescheduling emails or customize them, check out this article here!
FAQs on Inspection Scheduling
How can I prevent duplicate emails when rescheduling? To avoid clients receiving multiple emails due to repeated updates or reschedules, follow these best practices:
Batch Changes: Make all necessary inspection changes (e.g., date, time, services, fees) before clicking "Update Agreements." This minimizes the number of emails sent.
Update Agreements Only When Necessary: Only update agreements if the changes affect the terms (e.g., fees, services). Minor tweaks or simple reschedules usually do not require an update.
Disable Notifications Temporarily: If multiple changes are needed, disable notifications temporarily to prevent automated emails during the editing process. Re-enable them once all changes are complete.
Do I need to change the inspection date when adding past services?
No, you don’t need to change the date unless you want to. If you do, Spectora will send a rescheduled notice and update agreements accordingly.
What happens if I change the inspection date?
Changing the date triggers automated notifications and updates agreements to reflect the new schedule. If you wish to avoid these actions, disable notifications before making changes. Spectora's 'Trigger Once' functionality ensures that reschedule emails are sent only once per unique trigger. If the inspection is rescheduled multiple times, the reschedule email will not automatically send again unless manually triggered.
If you have any questions or feedback, write into our chat bubble or email support@spectora.com!
