Inspections: troubleshooting

Fixes for common inspection problems and error messages. For how inspections work, see Inspections; for step-by-step instructions, see Inspections: how-to.

I can’t see an Inspection panel on a property or room

Why it happens:

1. Inspection is switched off for the property. It then shows under Inactive services instead.
2. Your role doesn’t include view permission for Inspections.
3. For a room: the property is a single let (room panels are for multi-let and block properties only), or the room is deactivated.

How to fix it:

1. Open the property, scroll to Services, and switch Inspection on. See Switch Inspection on for a property.
2. Ask an admin in your organisation to give your role view permission for Inspections.
3. For a single let, record inspections on the property’s panel.

I can’t see Inspections in the menu

Why it happens: Menu > Inspections only appears once at least one property has Inspection switched on, and only for people with view permission for Inspections.

How to fix it: switch Inspection on for a property, or ask an admin for view permission.

I can’t see Property Inspection, Edit, Remove or the settings

Why it happens: you have view permission for Inspections but not edit permission. Inside an Inspection Due Action, you also need edit permission for Actions to see the form.

How to fix it: ask an admin to give your role edit permission for Inspections (and Actions, if you work from the Action).

I recorded an inspection but the Inspection Due Action is still there

Why it happens:

1. You recorded it as a room inspection. Only property inspections count.
2. You recorded an older inspection than the latest one, so the due date didn’t move.
3. Your reminder period is as long as, or longer than, your frequency. For example, 1 month with a 6 weeks reminder: the next reminder date has already passed as soon as you record it.
4. COHO updates in the background; it can take a few moments.

How to fix it:

1. Record it again from the property’s Inspection panel (or from the Action), and remove the room one if it was a mistake.
2. Check the Date completed is the date of the latest inspection.
3. In the settings, choose a reminder shorter than the frequency.
4. Refresh the page after a minute.

I have an Inspection Due Action but the property has just been inspected, or a tenant has just moved in

Why it happens: the due date runs from the last property inspection recorded in COHO, not from a tenancy or a visit you haven’t recorded. A property with no inspection recorded gets an Action straight away.

How to fix it: record the latest inspection with its real date. If you want a check a set time after move-in, see Remind yourself about a tenancy inspection.

One property gets reminders and another, set up the same way, doesn’t

Why it happens:

1. The second property isn’t due yet: its last inspection is more recent.
2. Its terms haven’t been accepted, so you have a “Configure Inspection” Action instead.
3. Inspection is Off there, or the property is deactivated.
4. The Action is assigned to a colleague, or filtered out of your Actions list.

How to fix it: open the property’s Inspection panel and read the message: “The next inspection is due on [date]” tells you when the reminder will start (your reminder period before that date). Accept the terms if asked, and check the Actions list filters.

I can’t see a list of upcoming inspections

Why it happens: Menu > Inspections lists inspections you’ve recorded, not future ones.

How to fix it: check each property’s Inspection panel for its next due date, and your Actions list (under Property) for Inspection Due Actions. Actions with a due date also show in your calendar.

I can’t change the date of an inspection

Why it happens: Edit only changes the notes and files.

How to fix it: click Remove, then add the inspection again with the right date. Re-upload the files.

I set a room inspection frequency but get no reminders

Why it happens: rooms have no settings of their own. Reminders are for properties only; the room form says “Inspection reminders are only sent out for properties, not rooms.”

How to fix it: use the property’s settings, or add an Action for the room yourself.

The owner can’t see the inspection

Why it happens:

1. The owner hasn’t joined COHO. Only owners with an account see inspections.
2. Inspection is switched off for the property, which hides the owner’s panel too.

How to fix it: invite the owner to COHO, or download the files and send them yourself.

The owner can see notes I meant to keep internal

Why it happens: owners who have joined COHO see every inspection on their property, with all notes and files. There’s no option to hide one.

How to fix it: edit the inspection and remove the internal notes or files. Keep internal notes somewhere the owner can’t see.

A tenant says they weren’t told about an inspection

Why it happens: Inspections doesn’t send tenants anything. Notice has to come from you.

How to fix it: send notice before each visit, as a message or with Send document in the room’s Communications panel. See Tell tenants about a visit.

I ticked “Create maintenance issue automatically” but no issue appeared

Why it happens: the issue is created only when a new Inspection Due Action starts. An Action that was already open when you ticked the box doesn’t get one.

How to fix it: add a maintenance issue yourself this time. The next reminder will create one. Look for it in Maintenance as “Inspection Review”; it isn’t assigned to anyone.

I can’t assign an inspection to a supplier or clerk

Why it happens: inspections are records, not jobs. Only maintenance issues go to suppliers.

How to fix it: see Send an inspection to a supplier.

Saving settings changed other properties

Why it happens: Save for all properties (or Save for all properties in this building) was ticked. It copies the whole form, including Off.

How to fix it: set up the correct settings on one property and save them for all properties again, or change the affected properties one by one.

Error messages

Message	What it means	What to do
“You do not have permission to view inspections for this organisation”	Your role has no view permission for Inspections	Ask an admin to add it
“You do not have permission to manage inspections for this organisation”	Your role has no edit permission for Inspections	Ask an admin to add it
“You need to configure the Inspection service before you can use it” (Configure Inspection Action)	The terms haven’t been accepted for the property	Open the settings and accept the terms
“You need to add an Inspection” (on the panel)	No property inspection has been recorded	Record a property inspection
“An inspection is [n] days overdue” (on the panel)	The due date has passed	Carry out and record the inspection
“Are you sure you want to save these settings against all properties, overwriting any existing settings?”	You ticked Save for all properties	Confirm only if you mean to change every property