What are inspection templates and how do I create them?

With the Inspections feature, you manage recurring inspection duties for your inventory items in one central place — for example DGUV V3, inspections under the German Industrial Safety Regulation (BetrSichV), or your own internal quality checks. You create an inspection template once, assign it to a category, and record the results directly on the item. Inventory ONE calculates the next due date automatically and reminds you in time.

The two terms differ as follows:

• Inspection template: the definition of an inspection — name, interval, and possible results. Created once and reused.
• Inspection / inspection result: the actual execution on an inventory item at a specific point in time.

1. Create an inspection template

Inspection templates are created in the system settings. This feature is available to users with administrator rights.

When creating a template, you fill in the following fields:

• Name — the designation of the inspection (e.g. "DGUV V3")
• Description — an optional explanation of what is inspected
• Inspection interval — defines how often the inspection is due
• Result values — the possible results of an inspection

Available inspection intervals: weekly, monthly, every six months, yearly, every two years, and custom (for individual periods).

Result values: By default, the values passed and failed are available. However, you can freely define the result values per template if you need more differentiated assessments.

Predefined templates

For a quick start, five common inspection templates are already prepared:

• DGUV V3
• HU/AU (vehicle inspection)
• Ladder inspection
• PPE
• Chain inspection under BetrSichV

You can use them directly or adapt them as a starting point for your own templates.

2. Assign an inspection template to a category

Inspection templates are assigned via categories. As soon as a template is assigned to a category, the inspection duty applies to all inventory items in that category. This saves you from assigning it manually to each individual item — new items in the category are covered automatically.

3. Record an inspection result

Once an inspection has been carried out, you record the result directly on the inventory item:

1. Open the inventory item in question.
2. Click Enter inspection result.
3. Record the details of the inspection:
   • Date of the inspection
   • Result (e.g. passed / failed)
   • Comment (optional, e.g. defects found)
   • Inspection report as PDF (optional, as proof)
4. Save the result.

Based on the stored inspection interval, Inventory ONE automatically calculates the next due date. You do not have to schedule the next inspection manually.

4. Keep track of deadlines

To make sure no inspection slips through, Inventory ONE shows the inspection status in two places:

• Dashboard — upcoming and overdue inspections at a glance when you log in.
• Reports — various analyses around inspections, for example for audits or as documentation for insurers.

This way, the inspection status of your entire inventory is documented and traceable at all times, and you can quickly provide proof when needed.