Cirrus8 Integration | Scheduled Ad-Hoc Inspections

Cirrus8 — Scheduling Ad-Hoc Inspections

Cirrus8 users can now create both Scheduled and unscheduled Ad-Hoc Inspections from PIM.

If you are out at an inspection and need to create an Ad-Hoc Inspection on the fly, refer to our Unscheduled Ad-Hoc Inspection guide.

For properties or leases where you need to create an Ad-Hoc Inspection Report, your PIM app should contain a Property Profile called "Ad-Hoc Profile", which includes four inspection areas:

• Reason For Visit
• Matters Arising
• Actions
• Meeting Notes

These areas can be adjusted to suit your requirements, but the profile name must remain "Ad-Hoc Profile". A sample report is attached below.

If you have not yet set up the integration between PIM and Cirrus8 on your device, refer to our Cirrus8 Integration Guide before proceeding.

Contents

• Video Instructions
• Set Up For Ad-Hoc Inspections in Cirrus8 and PIM
• Scheduling Your Ad-Hoc Inspection in Cirrus8
• Import Data Into PIM
• Complete the Inspection

Video Instructions

Prefer to learn by watching? See the video below or visit our YouTube Channel.

Set Up For Ad-Hoc Inspections in Cirrus8 and PIM

These parameters should have been created as part of your initial PIM integration setup. If they do not yet exist, you can create them yourself in your Cirrus8 dashboard. These steps only need to be performed once, and all Trust Accountant users will have access to the relevant settings.

Step 1: Create an Ad-Hoc Profile in Cirrus8

In your Cirrus8 dashboard, navigate to Configuration (1) > System Configuration (2), then select PIM_TEMPLA (3) and tap Add New Parameter (4).

Add your Code and Description as "Ad-Hoc Profile", then tap Submit.

Step 2: Set your Lease and Property Inspection Type Parameters in Cirrus8

Adding these parameters allows you to assign an inspection type — such as Routine or Condition Report — to your inspections.

From the same menu, navigate to Configuration (1) > System Configuration (2), select "LEASE INSPECTIONS" (3), and tap Add New Parameter (4).

Add the Code "CONDITION" and the Description "Condition", and do the same for "ROUTINE" with the Description "Routine". If there are any other descriptions you do not require, tap the X to remove them.

Repeat the same process for the Property Inspection Type parameter. From the same menu, navigate to Configuration (1) > System Configuration (2), select "Property Inspection Type" (3), and tap Add New Parameter (4).

Again, add Code "CONDITION" with Description "Condition", and Code "ROUTINE" with Description "Routine". Remove any descriptions you do not require by tapping the X.

Step 3: Contact PIM Support to add the Ad-Hoc Settings file

Contact PIM Support to have a new Settings file containing the Ad-Hoc Profile and inspection areas added to your account.

Once the file has been uploaded, go to PIM Settings > PIM Admin > Share Settings, tap Download and Setup Settings, select "Remote-Setup (Ad-Hoc Settings)", then tap Continue and MERGE.

Scheduling Your Ad-Hoc Inspection in Cirrus8

When scheduling your inspection in Cirrus8, you can schedule it either against the Property or against the Lease.

When scheduling against a Property, make sure you select the Type as "Routine" (1) and the Template as "Ad-Hoc Profile" (2).

Inspections scheduled against a Lease are set up in the same way.

Import Data Into PIM

PIM imports real-time data from Cirrus8 based on the Scheduled Date, so it is important to make sure Cirrus8 is up to date before starting the import process.

1. Navigate to the Import tab

This is located at the bottom of the app.

2. Import the latest file from Cirrus8

Pull down on the screen to refresh the data files. Once the file appears, tap to open it.

3. View imported inspections

Your scheduled properties will be listed with a colour code on the left. Green indicates a property PIM has not seen before, so it will be treated as a new inspection. Orange represents an existing property, so a Repeat Inspection will be created.

In this instance, you will only need to import the Ad-Hoc Inspection. The inspection highlighted will show it is using an Ad-Hoc template, and PIM will import it to match the Ad-Hoc Profile set up in PIM.

4. Filter and Sort if required

If there are a large number of properties in the imported list, you can use the Filter (1) or Sort (2) options to make things easier to view.

5. Import the inspections

When you are ready, select the Action button (1) and choose one of the Import options (2). To import all inspections at once, select Import All.

6. Confirm the import type

The import will create inspections based on your default Property Profile and Inspection Types shown in the confirmation message. If you are happy with this, tap Continue.

7. Close the PIM File Import message

Take note of the confirmation message, then tap OK to close.

Complete the Inspection

After importing or creating your Ad-Hoc inspection, it will be available under the Inspections tab.

Go ahead and complete the inspection in the usual way by adding notes and photos, then tap Submit Inspection when done. Your completed Ad-Hoc Routine Inspection will be automatically uploaded as a PDF to Cirrus8 and the status updated to Completed. A sample of a typical Ad-Hoc Inspection is attached below.

If you also need to create a Work Request within PIM that uploads back to CirrusFM ready for further action, refer to our Work Request guide.

See the full range of Inspection Guides for more information.