Introduction
This Home Inspector Business Management Software is the first home inspection software of its kind on the market. Our goal was to design an easy-to-use business management system for the entire home inspection industry, no matter whether the inspection business is a single-operator one or a multi-inspector firm, or possibly a network of inspectors using a single office to minimize overhead, or even a home inspection call center.
At the time of release of this new business management system, there is no other software package available to the home inspection industry that even comes close to the all-encompassing functions included in this fully-automated system. We have incorporated operations modules that will give each user a level of feedback and control that is unprecedented. This new business management system not only improves internal communications among home inspector cooperatives and eliminates such day-to-day problems like double-bookings, it provides a level of information gathering and data management that will revolutionize a home inspection business’ marketing and growth strategies. This business management software is the answer to today’s increasing levels of competition and heightened customer service demands of buyers and realtors.
This new software package can be purchased as a stand-alone package for one company or one inspector, or can be purchased for a number of companies with an additional number of inspectors and/or companies added at any time. The main module will control scheduling for all inspections and inspectors concerned, collect data for the management and tracking of realtors, track payments and other important marketing functions such feedback reports on conversion rates, etc There are three specialized optional modules that can be purchased along with the main package. They are:
This module was developed to speed up the payroll process of inspectors. It is part of the Human Resources section of the software and is capable of calculating inspectors’ gross payroll in seconds. It will also contribute to your liability management. Refer to Section 23 for full details.
Tracking real estate agents and referrals, whether they have used your company or not, is key to the success of any home inspector today. Collateral materials are no longer effective in distinguishing marginal inspectors from the most experienced. The Tracking Agents module can be used to analyze your market and target realtors with both email campaigns or printed media at simply the click of a button.
Speed and efficiency are everything and the more time office staff spend on administrative duties, the more they are taken away from their revenue-producing sales responsibilities. This module will allow your staff to quickly and efficiently compile letters to individuals or to multiple persons. Complex issues such as complaint resolution are now a breeze because the answer is built into the Communication System module. Refer to Sections 18 for full details.
FIG: 1
Simply type your user name and password and click the Login button.
The front screen or Main page is the page that allows access to all modules of the software. The sales staff should be encouraged to remain on this screen while waiting for new business to be booked.
The front screen also provides quick access for daily, weekly or monthly inspections which can be broken down and organized by inspection company, inspector or time. Simply change the search criteria required and click Refresh Inspections.
2.1 Registering Your Company Information
To set up your company you must have your serial number and key codes entered into the Administration module of the software.
Click Administration on the Tool Bar and then click Edit Company Info. This follow page will appear.
Click on the Administration icon on the front screen. 
Within the administration window, click on 
.
All details as highlighted with the blue heading must be copied exactly
as outlined on the key code and serial number confirmation. Pay
close attention to capital letters, spaces, hyphens, etc. as these will
affect the proper operation of the software. Once you have inserted
all the correct information, click the 
REFRESH button
on the Company Information Screen to update the software accordingly.
Click Administration drop down on the main tool bar. Click Company
logo. Alternatively, click the administration icon, ,
and then click Choose/Edit Company Logo.
Within the Insert Image screen, browse your computer to find the image you want to insert on your software. Simply double click the logo and it will be inserted into all areas of the management software, including communication letters, reports etc.
This software allows you to add as many users as you wish. The various users and their rights and restrictions are as follows.
|
Rights |
Admin |
Scheduler |
Manager |
Sales & Marketing |
Accountant |
|
Payroll (Payroll Section) |
Yes |
No
|
No |
No |
Yes |
|
Payment Tracking (Report Section) |
Yes |
No |
Yes |
Yes |
Yes |
|
Quote vs. Booked (Report Section) |
Yes |
No |
Yes |
Yes |
Yes |
|
Payment info (Customer info) |
Yes |
No |
No |
No |
Yes |
|
Add Inspector (Main page) |
Yes |
No |
Yes |
No |
Yes |
|
Admin (Main Page) |
Yes |
No |
No |
No |
No |
To add a new user, simple go to the company Administration screen and
click on 
. Fill in the person’s name, in addition
to their user name and password. Click the security access you wish
this person to have. When complete click the 
button.
2.4 Locks on Inspectors and Customers
2.4.1 Remove Lock on Inspector
Once an inspector time slot is being booked, it will be locked so that no other scheduler can book the same time. Should the system lock due to an error, this feature allows the Administrator to remove the lock and regain access to the inspector’s schedule.
Simply click on the remove Lock on Inspector button within the administration module. Use the drop down to select the inspector and click the remove lock button.
Once a customer’s file is being edited, it will be locked so that no other scheduler can work on it simultaneously. Should the system lock due to an error, this feature allows the Administrator to remove the lock and regain access to the file.
Simply click on the remove Lock on customer button within the administration module. Use the drop down to select the customer and click the remove lock button.
The software is set up to track every realtor that refers you business. The importance of the realtor will vary depending on how many inspectors they have referred within a 12 month period. Within this software you are able to set your own categories. These categories will be visible to sales staff once the realtor is selected for a particular inspection. Knowing the value of the realtor will help to increase the conversion rates of sales staff and sell more inspections. Simply do the following:
Click on Administration on the main tool bar and then click Edit Company Info.
Within the Administration window click Edit Category.
With the Edit / View Category window simply change numbering to suit
your company needs and press 
.
2.6 Editing Inspection Time Schedules
This software allows you to have 5 different time periods with which an inspection can be scheduled. Each inspection company must set the time periods that work for their company. Once set, the time periods will show up within the main scheduling screen for schedulers to use.
To edit the time periods simply do the following:
Click Administration on the main tool bar and click .
Within the main Administration window, click 
. Within
the schedule time block window, edit the times to suit your company.
When you have customized your inspection times, click .
Remember that these times can be manually changed for each inspection within the main scheduling screen. This screen will appear every time you want to confirm an appointment. Simply change the time or input the number of hours and click calculate and save.
3.1 Registering New Inspectors
Once you have set your company up you must now add inspectors within your company, including the principal of the company that will be available for inspections.
To add new inspectors simply do the following:
Go to the Main Page and click the Add Inspector icon 
.
Simply fill in the fields concerned and press the 
button.
This information will then be automatically entered into every section
of the software including the Human Resources section where all personal
data and notes regarding staff’s performance will be saved. The
inspector’s information will also be used for emailing schedules or communicating
within the software to the inspectors concerned.
3.2 Setting Up Personal Details Information for Staff Members
This area of the software is part of the Human Resource area which will track all the information relating to your field and office staff.
3.2.1 Setting Up Personal Details Information for Field Inspectors
Go to the Main Page of the software and under the Inspector’s drop down,
choose the inspector that you have added to your software and press
The inspector basic details window will appear. Here you will insert the inspector’s personal address and other relevant details relating to the inspector. This information can also be added through the human resources and payroll module. Once add the information will be populated in all the relevant fields and modules. This is the screen that will be used by the scheduling staff to review the inspection history or upcoming scheduled inspections as a quick glance.
This screen will also be used by scheduling staff to record issues as they arise with regard to the inspector’s position. These issues can be negative or positive but will form part of the inspector’s profile within the payroll section and Human Resources section of the report.
Tracking compliments and complaints is critical in today’s markets. Your sales staff should be fully aware of any issues relating to customer or realtor complaints such as reports not delivered on time, inspectors failing to return phone calls, inspectors turning up late, inspectors not professional, etc., because they are the people who take the initial call. In today’s world, what separates good from best is service and this technology will help you track the service issues that arise on a daily basis that you are presently not aware of.
To register a service compliment or complaint, simply do the following:
Choose a staff member from one of the drop downs on the Main Page and
click .
On the Notes section of the Inspector window, click 
.
When the note is complete, simply click whether it is negative or positive
and press the Save Note button.
If the note is negative is will no longer be viewable by the front office staff. These notes can range from performances through to attendance at training seminars, etc.
Once notes are constantly updated and saved, they can be filtered for annual, monthly or quarterly performance bonuses or used for marketing purposes to ensure any issues outstanding are properly addressed.
For example a service complaint can be easily fixed by an apology letter and/or a lunch certificate. The key is knowing the complaints and magnitude of the same.
3.2.2 Setting Up Personal Details for Office Staff
Simply go to the Main Page of the software. Under the User’s heading, drop down, pick the user you wish to complete the personnel information for or add to their notes.
Click .
Here you can type in the address and other contact numbers relating to the staff member concerned. Adding notes and their personnel information details will work in the same way as the Notes modules on the Inspector’s personal details form.
3.2.3 Adding Staff Information Through the Payroll and Human Resources Function
If you purchase the payroll function, you will also be able to include the following in setting up new staff members for both the field and office. Refer to the Human Resources section 23 of the User Manual for further information. Information input here will also self populate all the other areas of the software with the staff members details. The only difference here is that all the private and confidential information regarding the staff member will not be public to everyone. Refer to access rights in section.
4.0 SET UP COMPANY PREFERENCES AND DETAILS
The company preferences is the area of the software that allows you to customize the various inspection types, sales scripts, additional services, qualify inspectors, identify phone codes that will auto populate states and cities, credit card information etc. Again this information will be self populated to other modules of the software where needed. To go to Company Preferences simply do the following:
Go to the mane Main Page and under Inspection Company drop down, pick
the company you wish to edit or update. Press the button
Within the Company Preferences area you will be able to add, edit or view the various inspection types and related inspectors. As mentioned, this is also used for setting up preferences such as telephone area codes and locations which will auto populate some of the fields within the scheduling screens.
4.1 Set Up Preferences and Area Codes
This section if used effectively can reduce travel times for inspectors and possibly increase production based on less travel time. To populate the inspection areas or region section simply go the Preferences screen as outlined above and click on Add New Area. Fill in the area or regions concerned and click OK .
These areas will automatically populate the scheduling screen in the form of a drop down for the front office schedulers when they process a new quote.
By setting up the telephone area codes this will retrieve the various zip codes associated with that telephone area code and automatically populate the city and state once the zip code is input. All companies should input all the telephone area codes that are associated with their location and region of business. To import a telephone area code simply do the following:
Go the company Preferences screen as outlined above and click on the
area code button for the area telephone code.
Once the telephone code is input, the zip code drop down will automatically populate with all the zip codes associated with that telephone code on all scheduling and communications screens.
To populate the Credit Card drop down within the scheduling payment screen, the credit cards accepted must be input on the company preferences area. To add credit card types simply do the following:
Go the Company Preferences Screen, click on Add Approved Credit Card.
There are two ways to add credit cards to your company
The first is to simply choose a credit card from the first drop down
and click . This will add it to your approved credit
card within the company preferences.
The second is if the credit card is not included in the drop down selection
menu, simply type in the lower field and click . This
will add it to the drop down and to your company preferences list. You
then need to repeat the steps as outlined for adding a credit card above.
Once added it will automatically be added to the drop down within the payment section of the scheduling screen.
4.4 Set Up Inspection Types, Fees and Scripts
This software is based on every company setting up the various inspection types associated with their company.
An inspection type relates to the scope and purpose of the inspection to be scheduled and conducted. For example, a standard home inspection may be a standard performance home inspection that is the bread and butter of every home inspection company.
However, companies also provide other types of services which may have different fees to the main standard inspection. These may be related to a new construction pre-drywall inspection, pre-concrete inspection, relocation inspection, re-inspection of repairs, termite inspection, commercial inspection, etc.
Our software requires all companies to set up all inspection types as associated with each company. Once set up, all fees and inspector schedules will be automated. Setting up an inspection type is as follows:
Go the Company Information and Preferences screen as outlined above. Click on the second tab, Inspection Type Information .
This is the main screen where all inspection types can be added, edited or removed.
To add an inspection type, simply click the button
above the inspection type drop down.
This software allows you to set up inspection type fees based on square footage or market value of a home. Simply fill in the fees concerned based on your company’s fee structure.
This area is where you also add your sales script for this particular inspection type. Once added, the sales staff in the front office will have immediate access to it when selling this inspection type. Knowing exactly what to say is crucial to convert more calls into sales. Use this also to add frequently asked questions about this inspection type.
This is one of the key areas of this technology that will help you sell more inspections. If sales scripts are properly compiled, training expenses and time spent training new staff will be greatly reduced.
The inspection type will also allow you to charge fees for other services in addition to the main inspection such as termite inspections, or mold inspections. Simply fill in the field concerned within the Add Inspection Type field in the main inspection type screen.
Every inspection type will have a priority numbering. This is located on the top right corner of the inspection type set up. In order for the most common inspection types to appear at the top of the drop down on the scheduling screen, these must be prioritized accordingly.
When all the fields are completed, simply click the button.
Within the inspection type set up, you must also add other associated issues which we have called “Custom Details – non fee based details and the additional fee based “Service details” that may be associated with this inspection type. The complete this inspection type, simple do the following:
Once the inspection type has been added and updated to your system, simply choose the inspection type from the inspection type drop down.
To add additional services to this inspection type, simply click the
button on the right side of the screen. When
the Add Service window appears, simply type in the service and fee associated
with that service.
To prioritize where the service will appear on the scheduling screen,
enter the order number which best suits your company and press . This will add additional services to this inspection
type which will automatically populate this within the main scheduling
screen.
There is no limit to the amount of additional services available to companies. As schedulers click on the various services related to the inspection type at hand, these fees will automatically populate the payment screen and adjust the inspection fee accordingly.
4.4.3 Add Additional Inspection Information to Inspection Type that is Not Fee Based
In addition to additional services and main inspection fees, there are also other non-monetary details that must be added to various inspection types. This is the inspection criteria that must be communicated to the inspectors in the field so that they are fully aware of everything that was conducted in the office.
For example, this may be as simple as confirming to the field staff that the pre-inspection agreement was received in the office and allows the inspector to release the report. This may be related to the buyer turning up at the end of the inspection so that the inspector does not leave early if he finishes early because no buyer was present. All the additional inspection criteria related to this inspection type must also be added so that it automatically populates the scheduling screen when this inspection type is chosen.
To add additional inspection criteria simply click the 
button below the inspection type drop down.
Simply fill the fields in on the Add/Edit Detail window and press . Use the order field to prioritize where on the list
you want the information to appear, the most used being first. This will
automatically update the fields and populate the areas necessary on the
scheduling screen.
4.4.4 Qualifying Inspectors for Inspection Types
Once the inspection types have been completely set up, you must then click on the Company Information/Preferences tab at the top of the company preferences screen. In the middle of the screen you will note the various inspection types. You must click on the + sign before the inspection type and then click on the inspectors that are qualified to conduct that inspection type.
By connecting the inspector to the inspection type, only the schedules for the inspectors that are approved for the inspection type will come up on the scheduling screen when scheduling.
Once the inspector is chosen, it will be highlighted in green within the Company Information/Preferences screen.
This is important when only certain inspectors are qualified to do certain inspection types, i.e. new construction, pre-insulation, or drywall inspections. Our technology will ensure that the correct schedules are available once used correctly.
5.0 SET UP AN ADDITIONAL INSPECTION COMPANY
If you are using this technology for a call center operation or a multi company inspection scheduling center, your software must be registered to allow multiple companies and multiple inspectors. To add additional companies simply do the following:
Click on the Add Inspection Company icon, 
, on the main
screen. Within the Add Inspection Company window fill out the information
of the additional company to be registered within your software.
Everything in blue must be exactly as outlined on your serial number and
key code registration.
Once this company is set up it will immediately be recognized on the main screen drop down field under Inspection Company.
Scheduling for this company can only take place when all the inspection types, sales scripts, and any other relevant data is completed within the preferences area of this inspection company.
To set up inspection types simply go the Main page and select the New
Inspection Company under the Inspection Company drop down. Click the button. Follow the same instructions as outlined
in section 4.4 above to set up inspection types, sales scripts, etc.
Once you have now completed all the company preferences and set up functions of the software you can now schedule inspections.
To schedule an inspection simply click on the Schedule an Inspection
icon, 
, on the Main screen. This will bring you to
a new quote screen where you must pick the inspection company you are
scheduling for (if scheduling for multi companies). Use the inspection
company drop down to choose your inspection company to quote for.
Once the inspection company is chosen this will automatically populate
all the standard fields within the new quote screen and scheduling screen.
Only the inspection types for this company will show. Choose the
Inspection type in the Inspection Type drop down associated with this
client. Complete the contact information and inspection information
on the new quote screen and press . This will take
you to the Main scheduling screen.
Use the Hyper links on the right side of the main scheduling screen to maneuver around the various sections of the main scheduling area.
This takes you directly to the inspection address details.
This link takes you directly to the date and time of the inspection. It will also show who is conducting the inspection and whether it was a referral only for that inspector or not. Our technology also tracks referrals for other inspectors that were requested but unavailable for the inspection.
This takes you to the agents section of the main scheduling screen.
When real estate agents call in quotes or schedule the inspections you must record this accurately. Marketing reports later will be based on this information.
In order to connect all real estate referrals to customers, you must populate the realtor fields within the scheduling screen. Simply start typing in the agent field and the agent in question will auto populate the remaining fields concerned. If the agent has an assistant you must use the drop down to pick the assistant that is calling in the quote. Again making sure the main real estate agent gets credit for the referral is critical for future marketing reports.
Once the agent is chosen, the agent’s brief history and priority number
will be given within the dialogue box below the drop downs for the agents
concerned. Agents that are not listed on the software can be added
directly from the scheduling screen by simply clicking the 
or 
buttons.
This link takes you directly to who is going to attend the inspection.
6.5 Hyper Link – Inspection Details
Simply click on all the inspection details that are identified on the scheduling screen. Once the property type, inspection type and square footage are input, the fees for the inspection will be automatically calculated.
This link takes you directly to all the pre populated fee based services associated with this inspection type.
6.7 Hyper Link – Other Inspection Criteria
Other inspection criteria as outlined within the inspection type in the company preference section will also be listed on the scheduling screen.
This link takes you directly to the payment section of the scheduling screen.
To select an inspector or check availability, simply choose the date on the scheduling section of the main scheduling screen for which the inspection is to be conducted.
Click the inspector that is requested or available to do the inspection. Note that the color green dictates that the inspector is available, the color blue is unavailable and the color red relates to tentative schedules where the inspector is unavailable subject to confirmation on an inspection from client or realtor.
To choose a time to conduct an inspection click the green box of the most desired time on the schedule drop down. Once clicked the book an inspection window will appear.
T0 confirm the inspection, click the Book an Inspection icon,
, adjust the estimated completion time based on the size of the home and
the time taken to conduct a home inspection and press .
Once the inspection is confirmed, the inspector will no longer be available
for this time and his scheduling block will change color to blue.
If for example the electric or water is not on at the time of scheduling then it is customary for larger companies to tentatively schedule the inspection and follow up later to ensure that the home is actually ready for inspection. This software allows tentative schedules also. See the following for complete information.
6.10 Schedule Inspection Tentatively
Where inspections are scheduled but appointment times are not confirmed because of certain circumstances, then this software will allow you to schedule this inspection tentatively. Examples may include new construction where clients are awaiting power. Where tentative appointments are scheduled, they must be clearly visible so that sales staff can properly follow up and ensure inspectors’ time schedules are not wasted. To schedule an inspection tentatively, simply do the following:
Click on the inspector and time the inspection is to be set for.
Within the Book an Inspection window, click Tentative Booking and .
Once saved, the inspection will be scheduled tentatively and will be highlighted in red.
6.11 Confirm A Tentative Booking
To confirm a tentative booking, simply double click the slot that is tentatively booked and confirm booking. In the above example double click the red box. Once double clicked the following window will appear.
Once the inspection is confirmed the color will change to blue.
If the scheduler accidentally chooses the wrong inspection type from the quote screen, it can be changed easily from the main scheduling screen.
Simply click the Change Inspection Type button on the scheduling screen and use the drop down to change the inspection type concerned. Once chosen, the schedules will change depending on the inspectors that are qualified to conduct the inspection type chosen.
6.13 Check the Schedule for One Inspector
This software has been developed to only show the inspectors that are qualified to conduct the inspection type in question. Refer to Inspection Type set up in section 4.4.
Where an inspector is requested, only that inspection schedule is important
to the sales person. To check the exact schedule of that inspector,
simply press the 
button on the scheduling screen
adjacent the list of inspectors and then click the inspector in question
you wish to use for this inspection or check his-her availability.
Press 
to determine the availability for this particularly
inspector. Again green dictates that the inspector is available
for the time slots shown.
To reset the scheduling screen to include all inspectors, simply click
.
6.14 Scheduling Beyond the Defaulted Schedule Screen (i.e. – 12 days)
Simply click the date ranges you require and click Refresh
6.15 Check Availability for a Specific Day or Specific Inspector
Simply use the date range on the scheduling screen, click the day in
question and press or Refresh . If you
are checking the availability for a particular inspector, simply clear
the inspector list by clicking the button, click the
inspector you wish to check availability for. Again, click or Refresh .
Use the Notes section of the scheduling screen the build historical data on conversations and information that have taken place with regard to this customer. All notes will be saved with the date, time and user concerned.
This notes section becomes very important when dealing with issues after the inspection such as complaints for claims, listing full details of telephone conversations.
To get to the notes section, simply click the notes tab. To add notes
click the button and press save when finished.
6.17 Recording Inspector Requests
Tracking requests for individual inspectors is critical in determining the performance of the inspectors in question. Requests can be used for motivational purposes whereby financial remuneration in the form of bonuses can be paid for requested inspectors. This will have the effect of increasing the customer service provided in the field and reducing the liability overall as a result of improved customer service.
Tracking requests is also important from a multi inspector perspective should the inspector leave the company. Making sure the business remains with the company is imperative for the financial stability of the company at hand. Being able to list all realtors associated with the inspector on termination will ensure that these realtors are fully informed if necessary of any changes or other situations accordingly.
To track requests that the inspectors are scheduled on and available for simply click the “inspector requested” button on the main scheduling screen. You can use the “schedule” hyper link to get to this location also. The payroll module is programmed to calculate additional bonuses if offered by the company. This will be automatically added to the inspector’s salary if checked here. Refer to payroll section 23.
Many multi inspector companies are now experiencing slight morale issues as a result of inspectors generating numerous requests but being unable to benefit financially from these requests, because they are otherwise booked on another inspection. To track requests for inspectors who were unavailable to conduct these requests simply click the Inspector Requested but Unavailable button on the Scheduling Screen and choose the inspector concerned. Payroll is also automated to include these requests as part of the inspector’s payroll. See payroll section 23.
The payroll module of this technology is programmed to automatically calculate gross bonus pay if additional fees are paid to the inspector for providing better service in the field. Refer to the payroll section of this software, section 23.
8.0 SCHEDULING A RE-INSPECTION OF THE SAME HOME OR BUILDING WITH THE SAME CLIENT
To schedule a re-inspection for the same customer, simply locate the
customer on the main screen by typing their name within the drop down.
Their information with automatically populate within this field concerned
as you type. Click . This will take you to
the original inspection information.
To schedule a re-inspection of this property simply click the 
button. Click yes to confirm you wish to create
a new inspection for this customer.
Once you say yes in “create a new Inspection” window, you will then be taken to the create a new record window.
In the Create New Record window, click duplicate “Entire Inspection Information” and proceed with re-scheduling the re-inspection in the same manner as scheduling the initial inspection. Once the inspection is duplicated it will be seen in the inspections/quotes drop down field.
9.0 SCHEDULE A NEW INSPECTION FOR THE SAME CLIENT
Where deals have fallen through, sales staff should not have to re-type all the customer’s information. This technology allows you to duplicate the customer’s information to enable you to input only the new inspection criteria relating to the inspection at hand. This also had the added benefit of keeping all the client’s history within one file.
Retrieve original customer information from Home Page and click button on the scheduling screen. Confirm you wish to
create a new inspection, however, in the Create New Record window, click
duplicate “Just Customer Information”.
10.0 RE-SCHEDULING AN ALREADY SCHEDULED INSPECTION
Go to the main scheduling screen of the customer concerned. Use the “Schedule” hyper link to get to the area concerned. Click the Remove From Schedule button and confirm you wish to remove this information from the schedule.
Once removed, use the scheduling grid to re-schedule the inspection with another inspector or the same inspector in the same manner at the original inspection.
Simply go the Scheduling Screen of the customer in question. Click
the 
button and confirm your intention to delete
the inspection.
Note: This function is not available to sales or scheduling staff.
12.0 CONFIRM INSPECTION QUOTE TO CLIENT OR REALTOR
A quote relates to all inspections that were not secured. By sending automated email quotes to customers it will help your conversion rate as they now have the ability to compare apples with apples when looking at other companies. Also there are very few companies that actually use automated email quotes to prospective client and realtors alike. The image of automation certainly help with letting you client know that you are ahead of your competition technologically.
Your email text can be written with whatever marketing information you wish to use in addition to links to your website for online scheduling.
Additional information can be attached such as your Codes of Ethics, standards of practice, payment types, etc.
Simply click the relevant Email Quote button and press Send. Inspection information will be automatically populated within the email text section.
13.0 CONFIRM INSPECTION BOOKING TO CLIENT AND REALTOR
These emails are used to confirm the various details related to the inspection once it is booked by a customer or realtor. This gives all parties involved time to ensure the information that was presented to us is properly assembled and provides confirmation that the inspection is booked at a date and time concerned. This will reduce the miss-scheduling of events. It also re assures the client that they are dealing with a reputable and professional company.
Where clients are not attending, you can simply attach your pre-inspection agreement, credit card form, standards of practice, codes of ethics, etc. and forward to your customer or realtor at the same time.
The email text is automatically populated with the relevant inspection information.
Simply click the email “buyer” or “realtor” buttons concerned and press send.
14.0 EMAIL INSPECTION DATA TO INSPECTOR
There are three areas where information relating to the inspection can be communicated to the inspector.
The first can be done via the scheduling screen where multi inspector companies communicate the information as the inspections are booked.
.
The second is in the management report section of the software. This section will allow all next day inspections to be emailed at the click of one button.
Many multi inspector companies choose to only provide
the information to the inspectors the night before the inspection is scheduled.
Both options 1 and 2 provide static information only which will require re-typing into the inspection report software by each inspector.
The third option is also found on the scheduling screen and is related
to the Export Data button, 
.
This option can be used for inspection companies that are utilizing the home guide software reporting system. The data is exported in a data file to be reused within the home inspection report software by the individual inspectors of the company concerned.
Simply, click the and the data will be compiled
in a file, in addition to the static data similar to the email function
and sent to the inspector. Inspectors will simply import this data
into their software. This increases the speed at which inspection
reports are compiled in the field.
Caution: Files are designed as mbd files. Before sending email, delete mbd at the end of the file and have all field staff re-install the mbd name upon receipt of database. This ensures virus protection software will not stop it from being received through email.
15.0 PRINTING INDIVIDUAL SCHEDULES AND INVOICES
All paper schedules can be simply printed from the scheduling screen of each customer.
Simply click the Print Inspection Order button and choose whether you want the schedule printed in color or black and white. Options are also available to print an invoice for this same customer.
Tracking the lead source of all customers will help companies decide on where to spend their marketing dollars. It is critical that all sales staff ask the question and populate the field outlined within the scheduling screen. Simply use the drop down and choose the lead source list. This information will be used in the marketing and management reporting modules of the software to provide dollar values for various lead sources.
Office staff should be trained to edit the lead source list as needed.
Simply go to the drop down menu and highlight the Edit List.. Within
the Edit List window simply type the new lead source and click . Close when complete. This will automatically
populate the lead source window for all people networked through the same
software.
To get to the Management Report module simply click on the Management
Report icon, 
, Main Page.
This software is set to default to the main company. If used for call center or multi company scheduling then you will need to make sure that you have chosen the right company when generating reports. Simply go to the inspection company drop down at the top right corner of the management reports main screen.
Numerous reports can be processed by simply clicking on the services/date
sections or typing in data into fields, selecting a date range and a company
and clicking . The following are some of the most
used report types by multi inspector companies.
This is one of the most important reports for all multi inspector companies.
It is the actual conversion rates of inspections quoted versus inspections
booked. By selecting a date range, the performance of the overall
office can be identified. Performance of individual sales staff
or schedulers can also be identified by simply choosing the scheduler
under the Scheduled By drop down, identifying the date range and clicking
the icon button.
Once reports have been generated they can be printed by clicking the Print button on the bottom right hand corner of the management report screen. Reports can be printed in black and white or color.
A payment tracking report will identify all the outstanding inspection
reports and fees that have not been delivered to the office. This
can be generated on an overall company basis or individual inspector basis.
Many large multi inspector companies lose revenue by not tracking each
and every inspection that is conducted. Cash inspections sometimes
go missing, etc. By providing a payment tracking report at each
pay period, every inspector is aware of what reports and fees are still
outstanding for the pay period in question. Simply choose the date
range and inspector and click
Print the report concerned which is broken down between home inspection services and termite inspection services conducted by all inspectors or by an individual inspector.
This report will ensure that all fees are received and reports are collected within the office.
Many inspectors today have signed up with Brinks and their home inspection program. This technology has automated Brinks reporting and communication with the click of a button. No more faxing information or double entering the information concerned.
Simply select the date and click .
Once the report is generated, click the button as
shown. This report is automated to send the information for all customers
directly to Brinks headquarters.
This reduces the need for faxing information and tracking payment of security inspections accordingly.
17.5 Termite Inspection Report
If you are from a region where you are licensed to do termite inspections through a service provider, that service provider is required to receive scheduling confirmation from you as their customer. This software is automated to provide email confirmation of all schedules based on the date ranges outlined within the Management Report section.
Simply click the date range concerned, highlight Yes on the Use WDO
Service and click .
Once the report is generated, it will separate the home inspection information from the termite inspection information and outline the conversion rates percentage of dollars and inspections booked, etc. This report can be easily printed in color or black and white and can be emailed to the service provider – Termite Company.
17.6 Email Next Day Inspections
This is for inspection companies that notify their inspectors the day before the inspection is conducted.
Simply click and it will automatically
send all information in static form to all inspectors scheduled for the
next day.
By clicking on the fields concerned, reports can be generated for many functions.
Ensuring the pre-inspection agreement is received with the report is critical. The management report will confirm on a daily, monthly, weekly or other time period as outlined in your date range what reports have not received pre-inspection agreements based on inspections conducted.
Simply click on the “yes or no box” relating to the pre inspection agreement.
This report can be used to motivate sales staff based on how many inspections were not confirmed.
Use this module to track all information that is collected during the inspection and make business decisions based on calculated information, not assumptions.
Simply click on the “yes or no box” relating to the quote only information.
The Management Reports can be used to generate multiple reports based on customer, realtor, inspector, realtor company, scheduled or quoted by, location, etc. Square footage reports, fee reports, etc. in addition, can be generated.
Simply fill in the fields concerned and click .
Print reports accordingly based on the date range concerned.
18.0 COMMUNICATION AND MARKETING FUNCTIONS OF THE SOFTWARE
Building businesses in the home inspection market today is becoming more and more difficult. Veteran inspection companies and multi inspector companies have come to realize that it is all based on historical performance of the company and its inspectors. Data is critical. Having the intelligence available to build a business in is essential for the growth of the company in the future. Intelligence is key to every segment.
Proper tracking of all data and generating reports will allow companies to make better decisions whether it is from marketing, dispute resolution or inspector hiring.
The strongest will survive and in today’s market to be stronger, you must have the intelligence to make correct decisions.
This module of the software allows you to communicate with customers, realtors or inspectors in both letter and email formats. The report generator will generate the reports concerned and the bulk letter maker or bulk email automates the communication to the individuals within the report.
For example, reports can be generated based on inspection types which will allow inspection companies to write letters to customers based on the information that is generated. Clients that the company conducted Phase III New Construction inspections for 11 months prior can receive automated emails and letters with the click of a button. Thanking realtors based on lead source reports for their business can also be accommodated via email or letter format. This module has both a marketing function and a communications function.
To get to the communications window click the communications icon, 
, on the main screen.
To create a letter simply do the following:
Click on the button on the Main Communication
Screen.
Within the Create Letter window, use the drop down to select who the letter will be created for. Your choice will depend on whether the letter will be re-used or stand alone, i.e., is it for realtors, customers, employees, sellers, etc.?
If you wish to add a new category of letter, simply click Edit List
on the Letter For: drop down. Type in the new category of letter
and click the button.
Once you have selected the category of letter you must then name the letter under the Letter Name field in the Create Letter window.
Simply type the letter you wish to communicate with the Letter Text field, complete the letter salutation in the drop down field available and complete whatever information you wish to finish the letter with underneath your signature, i.e. President, for and on behalf of [your company name], in addition to your confidentiality statement.
You may also choose Edit or Add your digital signature by simply clicking
the 
.
Once your standard letter is complete, make sure the letter created – modified is altered to the date the letter was created.
This technology allows you to edit any letters that are saved within
the software program. Simply select the letter in the category by
letter name and click the 
button on the Main Communications
screen.
Edit the letter within the letter text area and change the Modified
On date to the date the letter was modified. When complete, click
the button so that it is recorded within the software
system.
18.3 Generating A Report for Communication Purposes
In order for a letter to be printed, a report must first be generated. To generate a letter simply do the following:
Generate a report based on a person or number of people you wish to communicate to. For customers simply start typing in the customer field and the field will automatically populate.
Press the 
, 
or 
button
depending on which report you are generating. Once the report is
generated for example, to a customer, click the 
button
underneath the button.
Within the Print Letter window that will appear upon pressing the
button, choose the letter you wish to use for this
customer from the drop down. This window will allow you to edit
the actual letter that is to be sent. Edits will only be for this
actual letter with this business report.
The original letter from the data base can also be edited but you must
click the 
button. Any changes to the letter
will be saved in the data base letter. Once complete you must click
the button.
Once the letter is complete and ready to send via email or print, simply click the
Print Letter or Email Customer button.
If printing, choose whether you wish the letter to be printed in black and white or color and whether you want letterhead paper or blank paper whereby you have your own pre-printed letterhead.
Once the letter is generated, all the fields associated with the customer’s name, address, and any other relevant data will be automatically populated within the completed letter.
To create labels simply click the realtor, inspector, button underneath the report you generated, i.e. Customer
Label, Realtor Label or Inspector Labels. Labels will be printed
in black and white. The labels will be printed in the same format
as label type 5160, 30 labels per page.
18.5 Creating a Customer Email
Communicating to customers via the automated email function is also
possible and simply is conducted by clicking the button
once the report is generated. Emails can be sent to multiple customers
or single customers, with attachments if needed. 10 emails are sent
at once and emailing will continue until all listed parties are sent the
email in question.
Simply generate the report needed and click , 
or 
.
Simply type the email correspondence and click send. This email will be communicated to all parties within the report generated that have email addresses.
Reports can only be generated once the company in question is selected. It will always default to the main company if scheduling for one company only.
To generate a report simply complete the fields for which you want the
report generated, i.e. inspection type, lead source, customer, date range,
etc. When the criteria is entered, simply click the , or button.
This will generate a report for which you can create multiple letters
or multiple emails to communicate to the customers, realtors or inspectors
concerned.
19.0 COMMUNICATION MODULE – MARKETING REPORTS
Within a selected date range reports can be generated for inspections that were not booked but quoted. Here inspection companies now have the opportunity to thank their referral source, i.e. realtors or customers, for the opportunity to work with them over the given period with the hope of getting another opportunity some time in the future.
Here an analysis can be conducted on the various inspection types, for tracking purposes so that future possible inspections for some inspection types can be marketed. For example, Phase III New Construction inspections will require an end of one year warranty inspection, 11 months later. Slab inspections will require a frame inspection two months later. This technology will automate the letter communication and email communication so that these customers can be contacted..
This report again is based on date range and is purely a “thank you” communication to the people who have given you business. Each letter is addressed to realtors, mortgage companies, attorneys, etc. so that it is personalized at every event. Automated bulk email or bulk letters will be sent to the lead generated.
Many inspection companies now are starting to see the value of repeat business from previous customers. The only way to secure repeat business is to maintain regular contact either quarterly, bi-annually or annually with all customers that use or have used your company within a given time period. These reports are going to become more and more important as this industry matures and companies in addition mature with it.
As the market is changing, most multi inspector companies are now realizing the value of personalized letters to customers from individual inspectors, another attempt to promote their business. This module will allow sales staff in slower times to create letters to multiple customers with the click of a button, personalized from the inspector with his digital signature. Again, central to marketing and business development for every home inspection company in the future.
To go to realtor tracking simply press the icon,
, on the
main screen. This will take you to the realtor tracking main screen.
This software recognizes the importance of the real estate agent in the majority of transactions today. It is based on tracking their referrals in an attempt to know why, when and where the business is coming from.
Once the reports are generated as required by the company within the realtor tracking module, multiple letters or bulk email can be sent to all parties within the generated report. Refer to Creating Letter module for information on how to create letters and bulk emails to customers and realtors.
19.8 Reports That Can Be Generated
19.8.1 Agents That Have Not Used the Company for a Period of Time
Keeping up with inspector performance and customer service issues is critical for every multi inspector company today. Like every business, a company is only as good as the service their employees provide. This technology will allow multi inspector companies to immediately identify realtors that have possibly abandoned the company because of potential service issues that could have been corrected immediately had the company known about it. Tracking abandonment criteria is critical in today’s market. This report will allow the sales and marketing team to contact the referral source concerned and make good any issues that might have resulted in the abandonment of referrals. This report should be generated monthly. By knowing your abandonment criteria, companies can rebuild relationships by regularly communicating to the referral sources concerned.
19.8.2 Inspections Not Confirmed by Agents for Period of Days
This report allows multi inspector companies to track quotes that were not booked by realtors at the time of calling. A simple letter or email to thank the referral source concerned for the opportunity to work with them today goes a long way to build better relationships and increase business. Communication should express the company’s thanks for the opportunity to work with the realtor concerned and hope that another opportunity arises where you can demonstrate the service and quality of your inspection.
19.8.3 Number of Quotes by Agents for a Period
This report allows companies to generate the number of quotes for all realtors concerned within the specific time period as input into the period field.
19.8.4 Number of Booked Inspections by Agents for a Period of Time
This report allows inspection companies to thank their real estate agents that actually referred them business over a period of time. A simple “thank you” for their referral again goes a long way to enhance business relationships.
Again, reinforcing relationships and ensuring that your referral source is aware of your appreciation of their referral is critical for building home inspection businesses today.
This technology identifies realtors as a certain category as outlined in the Administrator module of the software. Categories will change over a 12 month period whereby your referral source may increase their category number or importance to your business, or decrease, whereby the leads referred to your business reduce. Tracking categories is critical as it is another way of tracking abandonment rates of realtor referrals. Maintaining relationships and showing appreciation is critical in today’s market.
Service complaints are, from experience, more expensive than material complaints because most companies don’t get to hear of these. Nine out of ten people will not tell you of an issue but will silently move to another company with their clients. By using the reports for tracking agents that have moved up and down the categories, you can on one hand communicate via letter or email your appreciation of their referrals as they become more important to your company or on the other hand, conduct research with the realtors in question to determine why they have stopped using your company.
When generating category reports make sure you click the Refresh category button before reports are generated. This will re-categorize all the agents within your software to the date of which you are generating reports. The difference between a day may result in 10 more realtors falling into a different category. This will change depending on your customization of categories.
19.10 Multi Company Scheduling
This technology will allow you to generate reports based on the actual companies you are scheduling for. This is critical for selling a call center service because with this technology you are not only selling a call center service but also a business management and marketing service. You can provide marketing and contact management reports to every inspection company you work for. They also can view performance of your staff which reassures them of the value of your service if you wish.
19.11 Sales and Transaction Volume Reports
All real estate agents boast their dollar volume and number of transaction volume on advertisements within the real estate community. It is also available from listing sources. Within the real estate agent registration module of this technology, it allows companies to record the sales volume and transaction volume based on the advertised numbers by the real estate agents. These numbers are critical.
In this technology, automated marketing communication can be sent to all the top producers within your region if they are properly registered. For example, if you input the sales volume you wish to check, select dollar ranges for realtor sales and click the not referred icon. The report generated here will list every realtor that sells within the dollar range input and that has never used your company! This is automated target marketing top realtors and new realtors alike.
We all know that the key market for every business is its top producers. This technology will allow you to communicate via letter or email to top producers that have referred you or not referred you business. The not referred you business is key to building relationships and business with people that you may have worked with before or that know of your company but never taken the time to use you on an inspection. By knowing the individuals you can target markets much more effectively. Your business will grow if the top producers are effectively contacted.
The reports generated in the realtor tracking module can be generated on a dollar volume by simply typing in the dollar range or on a number of transactions, depending on how you have registered your real estate agents.
19.12 Real Estate Agent Awards Reporting
All realtors thrive on winning awards within the real estate community. You only have to pass the real estate agent’s office to see the signs out front awarding the top lister or producer of the month. You can also look at Sunday’s real estate section or your local paper to see who won awards and who didn’t.
If this information is registered on this software, within the real estate agent registration , communication via letters or email can be sent congratulating the individuals concerned on winning these awards.
Every person likes recognition and this communication will go a long way with building relationships and business within your community if you identify the individuals concerned and communicate effectively to these people.
Reports can be generated on overall awards or on an individual award as shown on the drop down within the main realtor tracking module. This drop down list is generated from the realtor registration area. Send bulk emails or letters of congratulation accordingly.
20.0 REALTOR REGISTRATION AND STATISTICS
This is probably one of the most important areas that every home inspection company using this technology, should take the time to complete in full.
The technology breaks down the real estate agent into the main broker, branch office and individual agent. Refer to definitions below.
To register an agent or company simply follow the following steps.
Our technology has been developed to divide realtors into real estate brokers, real estate branches, and individual agents. A brief definition of each is as follows:
Real Estate Broker
This is the actual broker/owner owner of the company. This company may have many branches.
Real Estate Branch
This is a branch office of the main broker. Where single offices are concerned, this will be the only branch related to this broker and will be the same name.
Real Estate Agent
This is the agent or list of agents that is associated with each branch.
Our software has been developed so that a dollar value is given to every level of the real estate market. Brokers will have a total dollar value in addition to each branch and individual realtor. These statistics will be available almost immediately to every one who clicks on the individual broker, branch or real estate agent. Graphical images are also representative of the dollar value in comparison with the overall company value. See below for more details.
20.2 Add A Real Estate Company
To add a real estate company, click on the Add Real Estate Company icon,
, on the front Main Page of the software.
If the real estate company or broker is already entered into the database, it will automatically come up, (in the drop down) when you start typing on the Add Real Estate Company window.
If you are adding a new real estate company you must fill in the name
of the company in full, and the branch location. If this is a single
office real estate company, the same name will be used for both fields.
Once completed, press .
NOTE: YOU MUST ADD BOTH THE REAL ESTATE COMPANY AND BRANCHES AT THIS LOCATION!
To add a real estate agent simply click the Add Agent icon, 
, on the front Main screen of the software.
Every agent must be connected to the broker and branch relating to that
company. Once you start typing within the office branch field on
the add agent window, the real estate companies will automatically populate
until the company you have chosen matches. You cannot add a branch
office on this field. You must return to the Add Real Estate
Company field to register an office and branch location. When all
the fields are complete, press . Once saved, this agent
will be registered with the broker and branch of that real estate company.
There are numerous reports that can be generated from the data gathered in addition to quick screen glances of the information concerning the agent in question.
20.4.1 Main Broker or Real Estate Company
To view a real estate company’s statistics simply use the drop down
on the main screen and choose the real estate company concerned.
Click the button on the main screen to take you to
the main broker window.
Once the main screen of the real estate company, i.e. main broker is displayed, it will show immediately the total number of inspections booked and the dollar value associated with the same number of inspections. It also will highlight each of the branches associated with this real estate company.
Immediate reports can be generated based on the date range, by simply clicking the date range module or pre-set reports as outlined on the main real estate company screen.
A graphical interface will also show an immediate value for this real estate company. The pie chart in green represents the percentage of total inspections conducted by this real estate company compared with the total number of inspections the company does. It also shows immediate sales conversion rates, total number of inspections not booked and number of inspections booked at a glance.
Sales conversion rates will change from company to company (and branch to branch) and are normally based on the inspector endorsement of the real estate company. Large companies will tend to endorse the older, more credible companies over the newer ones and as such may have a higher conversion rate. Higher conversion rates may also be associated with larger companies because long term relationships that are already established within the real estate company concerned.
Notes relating to this broker can also be added by simply clicking the
button on the main real estate company screen.
If you do a presentation or attend one of their seminars, recording this
information is important for the future growth of your business.
You can get access to all the branches from this screen by simply double clicking the branch you wish to research.
20.4.2 Real Estate Branch – Office
To go to a real estate branch or office simply double click any of the branches that are listed on the main real estate company screen. This takes you to the real estate office/branch statistics screen.
The main realtor branch statistics screen is a graphical image of all the realtors within this branch and their dollar value. It also gives the sales conversion rate relating to this branch, the total number of inspections booked and the total number of inspections quoted but not booked all at a glance.
This main branch screen gives an immediate glance of the dollar value of this office based on a preset 12 month report. This report can be changed to any date range or by clicking a pre selected date range, similar to the main broker or Real Estate Company.
To generate a report simply choose the date range concerned and click
the 
button.
The graphical image shows in green the percentage value this branch is to you company based on the total number of inspections the inspection company conducts. Actual numbers are also shown on the branch main screen which is also color coded similar to the pie chart.
When interpreting the results of this technology, try to look behind the scenes per se. For example, when assessing sales conversion rates, beware that a zero sales conversion rate merely means that realtors are using your company as a second company to provide quotes for inspections for there clients as back up only. You need to work harder to get these inspections from this branch. Conversion rates of 50% may mean that this realtor gives out two names of inspectors all the time and switches between the two! Your office and sales and marketing personnel must implement systems and strategies to increase the office conversion rates concerned based on real numbers as highlighted within this office.
20.4.3 Real Estate Office Branch Details
This is the second window of the real estate branch statistics area. To view this section simply click the real Estate Office / Branch details tab at the top of the screen.
This gives the contact information for the branch including their email address and other notes relating to presentation, visits, deliveries, awards, or anything else associated with this branch.
The comment box under the branch details area is for comments you wish your sales staff to know when they are booking an inspection. Once the agent for this company – branch is retrieved up during scheduling, these notes will be visible under the agent section of the scheduling screen.
It may be a note for having conducted a marketing seminar or training seminar at the branch on for example new construction. By sales staff letting the agents know they are aware of this, it helps with the sales. It also helps to get feedback relating to the seminar if the right questions are asked.
To view the statistics for a real estate agent, simply double click the agent listed on the Real Estate Office / Branch Statistics tab.
You can also return to the main screen of the software and within the
real estate agent drop down, type in the name which will automatically
populate and click .
The real estate agent is broken into three modules, Real Statistics, Realtor Additional Information and Realtor Detail, which are all accessible by click the relevant section along the top of the tab.
The main screen of the realtor section will give an immediate picture of the realtor value to the company.
Dollar value reporting is automatically generated in graphical form when the screen is loaded, based on the following:
Real estate agent’s value compared to the branch value.
Real estate agent’s value compared to the main broker owner value.
Real estate agent’s value compared to the overall inspection company value.
Number of inspections quoted, booked and conversion rates is given on each sections of these reports. The reports can be generated on any date range or a pre-selected date range by simply clicking the date ranges concerned.
On the main screen of the realtor section an immediate picture of the realtor statistics is also provided at the top right corner for viewing.
This screen also lists the number of inspections that were conducted by each inspector in addition to those that were not booked on the right side of the screen for a quick glance.
This information is critical when making decisions relating to customer service or marketing.
20.5 Real Estate Agent Details
This is the window within the real estate agent’s module which is automatically populated with some of the address details from the real estate branch office.
To get to this screen simply click the Realtor Details tab at the top of the screen.
Proper input of agent details is critical within this section. This is the main module for report generation and marketing. Sales volume reports, inspector preferences, number of transaction reports, etc. will be generated from this screen. All advertised data should be input accordingly.
Automated emails to realtors will also be populated from this screen.
Instructions to be displayed on the scheduling screen should be input in the field underneath the agent’s personal details. This is the same as the branch info you wish you sales staff to be aware of when scheduling for this realtor.
Some real estate agents specialize is certain areas of the market. It could be in residential listings, commercial sales, buyers only, etc. Reports can be generated on this information also.
The notes section of the real estate agent should be used to record any historical information about this realtor. Conversations, meetings, events, complaints or any other relevant information that will help you maintain relationships with this real estate agent.
20.6 Real Estate Agent – Additional Information
The third section of a real estate agent registration module is used to register the real estate agent’s assistants if necessary and any awards they have won that can be used for reporting purposes.
20.7 Adding Real Estate Agent’s Assistant
In order for every realtor to have an up to date account on your computer each referral must be properly recorded. Without this the value of the realtor to your company is incorrect. Realtor assistants or transaction coordinators must therefore be acknowledged.
Simply go to the Realtor Additional Information tab and
click the button in the assistants section.
Complete the fields within the Add Assistant window and click . Once this realtor is chosen on the scheduling screen, a
drop down with the various assistants will be available for the sales
and scheduling staff to choose from.
By connecting assistants to real estate agents, the realtor’s account will be effectively populated and their dollar value will be correct.
20.8 Registering Real Estate Agents Awards
This is excellent marketing information if used effectively.
Click on the Realtor Additional Information tab within the
Real Estate Agent module. Click the drop down under the awards at
the bottom right corner of the Realtor Additional Information screen.
Choose the appropriate award and click . If award is
not registered, click the edit list button on the same drop down, add
the award to the drop down list and return to the main screen to add the
award into the realtor’s account.
Use this module to retrieve previous inspections or look for other data relating to customers, realtors or inspectors.
To go to the search module of this software simply click the search
icon, 
, on any of the main screens.
To conduct a search simply do the following:
Choose the company which you wish to search for. Fill in any fields
relating to the search and press the 
button.
Double click any of the listed inspections or quotes to get to the main
scheduling screen of each customer or potential customer.
To return to the generated list from the find and search module, simply close the scheduling screen of that customer and it will return you automatically to the search module with the original list.
22.0 HUMAN RESOURCES AND PAYROLL INFORMATION
This module deals with the back end management of the employee relations and automated gross payroll for inspectors. Only authorized users have access here.
Most home inspection companies are extremely weak at recording and cataloging information relating to human resource management. Conversations relating to training, warning, terminations, etc. are all critical when it comes to making a decision about employee performance, payroll increase or ultimate termination. Part of this technology allows you to record historical information relating to each employee within the management section.
To get to the human resources and payroll section simply click the Payroll
icon, 
,on any of the main screens.
From this screen you can view the employee details on every staff member as shown below. You can also generate time sheets for all office staff.
Staff has to log in and log out manually. The Administrator has the rights to every scheduler’s time card.
For this to work correctly every staff member in the office must log
in every day from the front main screen. To log in simply click the clock
in icon, 
,on the main screen and then click the clock
in button. At the end of every day the employee must log out by
clicking the clock out button.
To generate a time sheet simply go to the Employee Details page of the human resources section and choose the staff member from the staff drop down and modify the date range to the dates required. Click the Get Time Card button to process the time sheet for the staff member concerned. To print the time sheet simply click the print button.
To add a new employee simply click the Add New Employee button on the main Employee Details screen and complete the details within the fields concerned and save.
Click on the Employee Details tab within the payroll section.
To view the personnel details of an existing employee simply choose the
employee from the drop down within the employee details tab and click
.
Once the view the main employee screen will appear. Only authorized users will have access here. It will also show on the top left corner the authorized access and user concerned.
Within this section all the employee information should be input. Start
dates, social security number, emergency contact etc. You can only get
to this area though when an employee is added through the Administration
module (
) or if an inspector is added through the Add
an Inspector module (). Fields that have already been completed
will be automatically populated in the employee details screen.
The notes area should be used to track the historical performance of every staff member. This area does integrate with the schedulers’ access to the inspectors’ notes as shown in section 3.2 which is accessible from the main screen inspectors and staff drop downs.
Recording inspection fee returns because of mistakes, complaints, etc. Notes of compliments and achievements should also be recorded. Notes are separated between the negative and positive for ease of quick reference, They are also printed color coordinated as shown. To print this report simply click the date range and press the print button.
You must always click the button when
editing any information in this area.
22.3 Recording Inspectors Payroll Rates and Percentages
Remember calculating hourly rates are simple compared to inspector’s payroll. There are many methods that are used by multi inspector companies and this method calculates on the two most widely used methods.
The first is percentage of gross fees less deductions or without deductions.
The second is basically a flat rate per inspection irrelevant on the size or complexity.
If the software is used effectively, payroll can be completed in minutes for each field staff member.
The payroll section of this technology was developed to calculate gross payroll for inspectors based on inspections conducted.
As this technology is based on inspection type, only the inspection types that the inspector is qualified to do will be paid for. It is the company’s responsibility to correctly input all the inspector payment percentages based on their agreement with the company. Before you can calculate payroll you must first record the inspectors’ payment percentages. Go to the Inspector Percentage tab on the top of the human resources screen.
To record inspector payroll rates and percentages simply do the following:
Click on the Inspector Percentage tab within the payroll module. Go to the drop down which lists the inspectors and choose the inspector in question. Once the inspector is chosen, the list of approved inspection types for which they are qualified to do and have worked on will automatically populate within the window on the right side of the screen.
Refer to setting up inspection types to see how inspectors are approved for each inspection type.
To update the payment rate for each inspection type simply highlight
the inspection type in question and complete the fields as identified
within the inspector percentage screen. Once all fields are complete,
click the button adjacent the drop down tab.
Pay close attention to how the fees are calculated and click the correct
buttons, payment after or before subtraction for example.
You must repeat this for every inspection type for which the inspector is qualified to conduct.
Remember also; when payroll is being calculated it will only take into account one of the percentage modules. So if you are paying extra for referral only inspections then the entire percentage must be entered here, not the additional percentage over and above the base. For example of an inspector is being paid a base percentage of 40% with an additional 5 % percentage for referral only’s and 5% for referral only where the inspector is unavailable, the percentages to be input in the fields are 40%, 45% and 5% accordingly.
22.4 Calculating Inspectors Payroll
To process payroll simply click the Process Payroll tab within the payroll module of the software. Before processing payroll read the following definitions and information relating to calculating payroll.
Remember calculating hourly rates are simple compared to inspector’s payroll. There are many methods that are used by multi inspector companies and this method calculates on the two most widely used methods.
The first is percentage of gross fees less deductions or without deductions.
The second is basically a flat rate per inspection irrelevant on the size or complexity.
If the software is used effectively, payroll can be completed in minutes for each field staff member.
22.4.1.1 Inspector Requested
Some companies pay a bonus rate for inspectors that are requested to conduct inspections. The concept is to encourage the inspector to consistently provide better service and conduct a better inspection for and to the customer they work with and to ask for their referral.
With this technology companies may choose a fee based on a percentage of the inspection or a flat rate per inspection.
22.4.1.2 Inspector Requested but Unavailable
Many inspectors will lose morale where they do not benefit from inspections they have created but are unable to conduct. This technology allows tracking so that this information can be gathered and each inspector can be bonused for their energy and work in the field to promote the company at large.
This percentage will normally be a small percentage based on the overall inspection fee. Remembering that another inspector will be paid to conduct the inspection, this is just a goodwill gesture on behalf of the company to the inspectors for consistently providing the service clients expect and deserve.
22.4.2 Inspector Standard Rate
This is the standard fee you will pay your inspector until such time as he builds his credibility and referral base in the market.
22.4.3 Deductions per Inspection
Many companies will deduct a scheduling fee, a manual or report book fee or other fee related to the overall inspection fee gross. This technology allows you to make this deductions and selects to calculate pay , before subtracting the deduction or afterwards. Click on the required button to ensure that payment is calculated correctly.
Many companies conduct WDO inspections at the same time as the home inspections. Sometimes some companies will contract with other companies to have their inspectors certified by the state to do these inspections. The calculation of payroll is based on the same philosophy as main inspection types.
To process payroll simply click the Process Payroll tab within the payroll module of the software. This will take you to the process payroll screen.
Choose the inspector from the drop down menu, choose the inspection company in question and click the payroll date range with which to process payroll. Once you have entered the relevant information click the calculate pay button. The payroll report will list all the inspections the inspector will be paid for in addition to the payroll amount which is located at the bottom left corner of the screen.
Payroll will only be paid however, if all of the following are confirmed.
22.5.1 Report Delivered to Office
From a multi inspector perspective ensuring all employees or contracted inspectors deliver the completed inspection reports to the office, is critical. This confirmation can only be made by the financial accountant for the company and will take place on the main scheduling screen.
22.5.2 Pre-Inspection Agreement Received
Again, for liability purposes every multi-inspector company must ensure that the pre-inspection agreement is received with every report that it delivered. This must be a signed agreement. The financial person for the company is the only one authorized to confirm this within the payment section of the scheduling screen.
For inspectors to be paid the balance of the inspection fee must be equal to zero.
The only one that can modify the data within the payment screen is the financial accountant or person working for the inspection company. The schedulers and other administrative staff do not have the rights to change any of the data or input data within the payment section of the scheduling screen.
Within the Process Payroll section, companies can check how many inspection
reports and fees are still outstanding and not delivered to the office
by each of the field inspectors. Simply choose the inspector and
company concerned from the drop downs and identify the date range which
you want to process the payment tracking report. Press the 
button and this will give a total dollar value of what
is owed to the inspector and number of inspections that were conducted
by that inspector for the date range in question.
The difference between the Calculate Pay Report and buttons
should equal the total number of reports and fees still to be submitted
to the office by the inspector.
To print either of these reports, simply click the Print button.
All reports should be given to every inspector with their payroll at every pay period.
Technical support is gained through internet communication. Simply click the Tech Support icon on any of the main screens, complete the fields concerned and clearly describe the issue you are experiencing. This will be forwarded to a number of tech support personnel who will answer your query as fast as possible. Only in extreme emergency situations should you call for telephone support.