Field visits

How field work is dispatched, captured and completed: the Field jobs page, arranging a visit, what an inspector or crew does on site for each of the four services, and how floor plans and reports come out of it. It is written for dispatchers and project managers (the office side) and for inspectors and abatement crews (the field side). The decisions that create visits are made in running a project.

A visit is one scheduled trip to a building for one service. A project can have several. Each visit is a row that carries the service (XRF inspection, dust-wipe sampling, paint-chip sampling or abatement), whether it is a clearance visit, the company that owns it, the date, the assigned person and the outreach and access state.

Before you start

Prerequisite	Where to set it	Why it matters
The person set up for the service	Team → People → Field work (team and roles)	Only staff set up for the service are offered as its inspector, and XRF visits take the instrument the person carries.
A current license for the service, with its PDF	Settings → Licenses (team and roles)	Only staff holding a current license for the service on the visit date are offered as the inspector. The firm's EPA certification file must be on file too.
XRF instruments	Settings → XRF instruments (make, model, serial number, calibration rule, Assigned to)	An XRF visit needs an instrument selected before readings can be imported. The person it is assigned to gets it on their XRF visits automatically.
Laboratory partners	Settings → Laboratory partners	A chain of custody names the lab the samples go to. With none on file, the chain of custody cannot be started.
The right permissions	Team and roles	The office needs the permission to manage inspections. Inspectors and crews need the capture permission for their service and see only the jobs assigned to them.

The Field work tab (/projects?tab=field)

Field jobs are the Field work tab of Projects; the old address, /field, still opens it. Anyone who sees every project starts on All projects; inspectors and crews start on Field work. What you see depends on your permissions.

The office board (for anyone who can view every field job) lists every visit, grouped by Day (Overdue, Today, Tomorrow, Later this week, Later, No date yet) or, with Group: Dispatch stage, by where it stands from "nobody has called yet" to done. The line above it counts today, this week and how many still need the office. Search by address, service or inspector, and filter by When (today, this week, no date yet, late), Inspector / crew, Service, Status and Only my jobs; a link can preset any of these (?when=today, ?scope=mine, …). Schedule job lists the visits still waiting for a date, closest to booking first; the ⋯ menu shows or hides closed visits and opens the week. Click a row to open the visit panel in place (log a call, agree access, set the date, assign) or its Project link to go to the project.

Stage	Meaning	Next step
Unscheduled	Visit created, nobody contacted	Reach out to the occupant or management
Contacting	At least one attempt logged	Keep trying until access is agreed
Ready to schedule	Access agreed, no date	Set the date and time
Needs inspector	Date set, nobody assigned	Assign a licensed inspector
Assigned	Date and inspector set	The inspector starts on the day
In progress	Access recorded at the door	The inspector is capturing
Completed / No access / Cancelled	Closed	—

A field person's own list shows only the visits assigned to them, by day: In progress, Overdue, Today and Upcoming, with a service filter and Show completed. A visit appears once it has a date and their name on it. Each row opens the field job. Inspectors and crews normally work from the field workspace below instead.

The field workspace (/inspector)

An inspector or abatement crew member, someone whose role does field work and doesn't book visits, review reports or bill (the Inspector and Abatement crew roles), signs in to their own workspace. Being allowed to browse buildings as well doesn't change that: those pages join their sidebar under More and the field workspace stays first. Everything in it is their own work: the visits assigned to them, read through the same permissions as the rest of the app. A visit card shows the address, apartment, the resident or on-site contact and their phone, the super, and the access notes; never the client, a management company, a price or an invoice, and amounts of money typed into notes are taken out.

Page	Who	What it shows
Today (/inspector)	Everyone	The greeting and the day in one line, the next stop (address, time, access, resident, a big Start and Navigate), today's route at a glance (stops done, and an estimate of the miles and travel time between stops worked out from straight-line distance), today's stops in order, and Things to finish: the daily XRF check, reports to finish, licences lapsing within 60 days
My jobs (/inspector/jobs)	Everyone	Every assigned visit in In progress, Upcoming, To finish, Missed and Done, with one-tap filters; ?type=xrf narrows to one service
My route (/map?mode=route)	Everyone with the map	Their own day on the map: today's stops in booked order, joined by straight lines (there are no road directions), each with its time, apartment and kind of visit, plus Navigate (directions in a maps app) and Open job. The arrows step to other days
Documents (/inspector/documents)	Everyone	The current papers on their jobs (reports, affidavits, lab results, chain of custody, work orders), grouped by job, and their own licence files. Never proposals or invoices
Field tools (/inspector/tools)	Inspectors	XRF, paint chip and dust wipe, each opening the next visit of that kind, greyed with the reason when the person isn't licensed today. XRF also needs an instrument in calibration
Reports to finish (/inspector/reports)	Everyone	Each visit whose field work is done but whose report isn't, with a checklist from what was really captured: readings, calibration shots, photos, floor plan, the report check and the affidavit for XRF; samples, chain of custody and lab result for sampling; photos and the report for abatement
Floor plans (/inspector/floor-plans)	Inspectors	The floor plans on their jobs and the finished XRF visits still waiting for a sketch
Equipment (/inspector/equipment)	Inspectors	The XRF instruments assigned to them or used on their visits: calibration due date, the calibration rule, the last calibration shots, the source, and whether today's daily check is due. Sampling kits aren't tracked yet
My licences (/inspector/licences)	Everyone	What they may do today by licence, each licence's expiry, and what stops when it lapses
Daily log (/inspector/daily-log)	Crews	Per day and job: components finished, hours on the clock, waste bags and safety checks, gathered from the abatement job's tabs
Containment photos (/inspector/containment)	Crews	Before, during and after photo counts per abatement job, and what is still to take
Clearance status (/inspector/clearance)	Crews	Where each abatement job is on its dust-wipe clearance: none booked, booked, at the lab, passed or failed

The rail lists these pages, then Projects and Settings, which field people could already open. On a phone the bottom bar is Today · Jobs · Route · Documents · More. A field job opened by a field person leads back to My jobs. A field job lists the orders its visit is for: the open and overdue violations of every track that needs that service on the project. Closed orders and orders certified and awaiting HPD are not listed.

Arrange a visit

Open the project (/projects/:id), then Work → Field work. A project is one apartment (or the building), so every visit on it is that apartment's job, with its own report. Each track is one kind of work for the project's open and overdue violations (an XRF test, an abatement, a paint chip test), and lists the visits it needs. A visit counts toward every track that needs its service: one XRF visit covers both a 623 and a 626. Choose Add visit on a row (or the button in the Next up card), and the visit's drawer walks through four steps. Each step unlocks the next.

1. Outreach. Record each attempt with Who (Tenant, Management, Super, Other) and How (Call, Text, Email, Letter, In person), then Log attempt. When someone agrees, choose Access agreed; if the door is closed for good, choose No access (you can Reopen outreach later).
2. Date and time. Set the date once access is agreed.
3. Inspector. Pick a person once a date is set. The list contains only staff set up for the service (Team → People → Field work) with a current license for it on that date. If none qualifies, the panel says so. On an XRF visit, picking the person fills in the instrument they carry, shown under the picker (in red if its calibration has lapsed by the visit date). Someone with several guns picks one of theirs on site; someone with none must be given one first. Changing the inspector before the job starts swaps the instrument with them, unless one was picked by hand; once the job has started it never changes, because readings are checked against that instrument. Under the picker, any failing license check is listed (no license, no license file, expired, the firm's certification missing, license number mismatch). A user with the manage-licenses permission can enter a reason and Override a failing check; the override is recorded.
4. Field work. From here the inspector runs the job. Open field job goes to it.

The footer has a visit status menu (Not started, In progress, Completed, Cancelled). Two more things help on a track:

• Add another visit asks for confirmation when the task already has one. Visits on a track can be cancelled, never deleted.
• Same day appears when two or more visits on a track have access agreed, and sets one date on all of them.
• Also schedule in this building (on an apartment project's visit) books the same visit (service, date, inspector, instrument) on the building's other open apartment projects that have none yet. On an apartment whose orders need no such visit, it shows under Other visits. Tick the apartments and Book. Each apartment gets its own visit: change any of them on its own (a different inspector is fine), and an apartment with No access never holds up the others. One XRF export (CSV) belongs to one apartment's visit: calibrate and export per apartment.

Other visits lists visits no current track needs, for example a dust wipe after the decision changed to an XRF cure. They count toward nothing and are never deleted: open one to schedule it or cancel it. A building project's visits are for the common areas; its field job offers the common-area rooms first.

A clearance visit shows a warning when its company also owns an abatement visit on the same track, because clearance must be independent of the abater (rulebook §7). Scheduling is still allowed.

On the day: the field job (/field/:inspectionId)

Open the job from the board or the visit's drawer. Access comes first. The page opens on an access gate and shows no steps until the inspector records what happened at the door:

Outcome	Result
Access granted	The steps appear
Knocked, no answer · Cannot locate · Occupant refused	Capture is locked. The inspector writes access notes describing the attempt, and the visit can be completed with those notes as its record.

The first outcome recorded on a not-started visit also moves it to In progress.

Every step saves as it is used. A step is ticked when its data exists. The steps depend on the service.

XRF inspection

Step	What to do
Rooms	List the rooms walked. The room name suggests presets; a name that matches none is used as typed, and a duplicate name is flagged.
Readings	The instrument: only the guns the visit's inspector carries are offered, and their only gun is filled in on open (replacing one that isn't theirs). Once readings are imported the instrument can still be changed, for instance to redo the job with a gun the inspector has since been given, but switching asks first and removes those readings, because they were checked against the old instrument's calibration; then import from the new one. Then record the arrival checklist, import the instrument's CSV export (drop or choose the file, or paste its text), and attach photos. The file is checked the moment it is loaded, and the result is shown beside what is already stored. Replace asks for confirmation and names what would be discarded. Problems in the file (calibration cadence, gaps, time span, door and window or wall and ceiling issues) are listed.
Floor plan	Upload the apartment sketch (see below).
Checklist items	Optional. Record areas that could not be tested; they appear on the report's notes page. Throughout the apartment offers every reason, the apartment-wide ones first, since any of them can be stated once for the whole apartment (for example that closets share their room's paint history); a reason chosen there excuses its components in every room. Each room offers the room reasons.
Notes	Optional. Anything the client should read; notes appear on the report.
Report	Generate the client report once there are readings and a floor plan. Preview shows the report as it will render. Coverage checks lists the findings, including license checks and their overrides. Each generation is stored as a version.

Someone with the review permission can then mark the report Pending review, Passed review, Passed final or Flagged for errors in the Report review card. The generated inspection report and XRF affidavit land in the project's documents (documents and filing).

Dust-wipe sampling

A dust-wipe visit is one Samples tab, worked top to bottom.

1. Chain of custody. Enter the chain-of-custody number, a turnaround, and the lab, then start it.
2. The sample sheet. A clearance samples rooms, not components. Each room named by the project's HPD violations is listed with up to three wipes: floor, window well, window sill. Tick the ones taken and enter each wipe's length and width in inches. Add a room that is next to the work but was not abated by ticking Adjacent; it starts as a floor wipe and prints as Adjacent - <Room> - <Surface> after the abated rooms. A trailing Blank closes the sheet. Each room shows which violations it came from. Press Save once to write the whole sheet, numbered in room order.
3. Print the CoC. Generate CoC PDF stores the sheet, with the firm's logo and contact details from Settings → Branding. The row then shows Version N · date with Open (read or print it) and Download (saves <address> - Chain of Custody <number> vN.pdf). If the sheet is changed and saved afterwards, the row says the PDF is out of date, Regenerate becomes the main button, and Open and Download wait for it. Printing is blocked with a reason when the header is incomplete or there are no samples.

Paint-chip sampling

Steps: Rooms, Samples, Print CoC, Floor plan and Notes. Add each sample with its description and location and the surface, assign the samples to a chain of custody (its number, turnaround and lab), and generate the CoC sheet to take to the lab. Samples the lab has reported on cannot be removed.

A chip taken because of a violation (616 or 624) has to match that violation's own room and component, as HPD words it. When the project has linked violations, Taken for a violation on the Samples tab lists their surfaces: pick one and the Room and Component fill in from it and are locked, and the sample keeps the violation's number and HPD's wording. Choose "No — XRF-driven" to type a room and component by hand. Priced as a base fee plus a charge per sample (the client's or the firm's paint-chip rate card), on the proposal and the invoice: "we took 10 samples".

Abatement

The tabs open once access is granted (Notes and Notification stay open). In order:

Tab	What it holds
Summary	The finished job on one page: scope and photographs, crew and licenses, materials used, safety setup
Scope	The components being abated. Scope from violations proposes the surfaces the linked HPD orders cite; add others by hand. Component, substrate and method are typed, or picked on each box's arrow from the standard ones (and any component the price list added under its own name). Staff who can see financials get a Price per component (from the price list on Rate cards, or this job's own price) and an estimated total; with Manage pricing the price can be changed for this job, and a component added by hand can take a price, saved to Rate cards when it is not on the list
Notification	Whether the firm's EPA certification (and the crew's) is on file for this job. It has no uploader: replace files under Settings → Licenses
Materials	The materials used: pick common materials or add your own with a quantity. Staff who can see financials get a Unit price and a Total (unit price × quantity) per material and a materials total; Manage pricing sets the unit price. Materials are the firm's own cost tracking: they are never billed or printed on the invoice
Crew	Who was on the job and their role, plus clock in / clock out hours
Work	The safety setup checklist (floor covered, plastics up, warning signage posted, occupant notified, HEPA vacuum on site, waste bags on site) and, per component, the work done, its completion date, and before and after photographs
Notes	Free-text notes
Generate	The abatement report, once every required item is in (see below). The invoice is not here: billing generates it on the project's Money stage

Marking a visit complete

Mark complete (in the page header) is available to the person who can capture for that service, and it re-checks the data from the database when pressed. It is disabled until the service's needs are met. The reasons show on hover and in the Before completing panel: in the sidebar on a desktop, and above the steps on a phone or tablet while anything is outstanding.

Service	Must have
XRF	At least one room, an instrument, at least one reading, a floor plan for the project
Dust wipe	At least one room and one sample, and a chain of custody for a clearance visit
Paint chip	At least one room and one sample, and a chain of custody
Abatement	At least one component scoped, every safety-setup item confirmed, every HPD-cited surface abated, and a before and after photograph on every component
Any service, no access	Access notes describing the attempt, and no results recorded on the visit

A clearance visit also shows a warning to confirm the firm split; it does not block.

A completed visit is locked and read-only. Edit unlocks it for the session, and Save changes (or Done) locks it again.

Floor plans

A floor plan is per project. In an XRF visit, the Floor plan step uploads the inspector's sketch; a plan that is requested but has no drawing attached blocks the report. The Floor plans queue (the Floor plans tab of Projects, /projects?tab=floor-plans; /floor-plans still opens it) is where a floor-plan artist works. Someone whose only work is floor plans sees just this list when they open Projects:

1. Pick Today, This week or Overdue, and choose All plans or Assigned to me.
2. Open a plan whose status is Sketch uploaded and choose Assign to me.
3. Upload the redrawn Final floor plan PDF with Upload redraw.
4. Someone with the floor-plan permission reviews it and chooses Approve.

What reports and lab results the app produces

• XRF visits produce a generated, versioned inspection report and XRF affidavit.

• Dust-wipe and paint-chip visits produce a chain-of-custody sheet. The lab's analysis (DUST-LAB, PC-LAB), the sampling report and the affidavits are filed as documents on the project's Documents & filing tab; the app does not record lab result values or a clearance pass or fail for dust-wipe samples.

• Abatement visits record scope, crew, materials, work and photographs. The affidavits are compliance paperwork, not part of the job; the rest of the proof-set is filed on the Documents & filing tab.

• Generating the paint-chip report. Once a paint-chip visit is marked complete, the job's sidebar shows a report card with Generate report: the sampling report (PC-RPT), HPD's testing affidavit filled in for the visit (PC-AFF, to sign before a notary) and the lab sheet (PC-LAB). It covers the whole project and is filed on the Documents & filing tab. Generating again files a new document.

• Dust-wipe lab results. There is nothing to generate: a dust-wipe job's sidebar shows a Lab results card that links to the project's Documents & filing tab. When the lab sends its report, upload the PDF to the DUST-LAB slot.

• Abatement: the Generate tab. The last tab of an abatement job. Once every required item is in (scope, safety setup, cited surfaces abated, photographs) it offers the report, with the usual Open / Download bar:

  • Abatement report (ABATE-RPT): the job's crew and licences, safety setup, scope (with estimated and measured sizes), before / during / after photographs as thumbnails, materials, notes. No prices. It covers the whole project; Regenerate report files a new version.

  Until the required items are in, the tab lists what is still outstanding.

Under the hood

Data flows · Report rendering · Documents · HPD rulebook