Field Report user guide

1. Sign in to your own account

   Register with your email, then sign in with a password or email verification code. Use the same account for purchases, team access and saved online templates. The login screen follows your phone’s supported language; unsupported languages use English.

2. Choose your path

   Working alone? Follow the solo steps below. A team administrator buys a team plan and grants seats. Invited members sign in with their own registered email and use the team authorization; they do not need to buy another plan.

3. Know what needs a connection

   Once signed in, local capture, editing and PDF generation can work offline. Login, team uploads and synchronization, online templates and customer links need a connection. Team authorization must refresh online at least once every 24 hours. Keep backups of local projects.

1. Create a project

   On the project home screen, create a project and enter its name. Complete the customer, address and inspector details as needed. If you use location, allow access when requested and check the result before saving.

   

   

2. Capture an issue

   Open the project and use the camera button. Choose the built-in camera or your phone’s system camera; confirm the photo before returning. Add an issue title, location and description, and annotate photos where useful. Save, then check that the issue appears in the project.

   

   

3. Turn a sentence into a draft

   In the project’s More menu, open the sentence recording feature. Type or dictate the observation, then check and edit the draft before saving. For example: “Bathroom, cracked tile beside the door.” This helps organize text; it does not automatically diagnose a defect from a photo.

4. Record the rectification

   Open the issue and enter rectification. Add after photos and a note, then confirm the status before saving; the edit screen initially selects Completed. In the rectification camera, use the original photo as an alignment reference to reproduce the angle. The reference overlay is not saved into the new photo.

   

5. Review and finish

   Review the project timeline and rectification records. When every issue is completed, the Finish project button appears above the camera button. If the problem returns, use the reinspection workflow to retain the earlier evidence and the new round.

6. Deliver the result

   Choose the project’s PDF template, preview the report, and complete any required signatures before exporting. Share the PDF, or create a before/after comparison card from rectification or reinspection photos. For browser viewing and feedback, preview the PDF and explicitly confirm publishing a customer link.

1. Grant a team seat

   After purchasing a team plan in the app, open Account → Team licenses. Ask each member to register first, then grant a seat using their registered email. Add their display name when assigning authorization; this is also used for the inspector name in their Library. The purchaser counts toward the seat limit.

   

2. Add members to a specific project

   Open your local project → More → Team projects, enable the team project, then add authorized members. A software seat alone does not add someone to every project. Tap a member’s name to enable Allow issue reporting and/or Allow rectification submission, then save the permissions.

   

3. Receive reported issues

   Members with reporting permission can submit a title, description and 1–6 photos. The issue enters the project immediately without a reporting approval step. Open the original project to synchronize it; if necessary, use Sync issues to local project and retry after a connection error.

4. Assign the work

   Open an unresolved issue and choose Assign issue. Select a project member who has rectification permission, add instructions and a due date as needed, and publish the assignment. The member works on their own assigned tasks rather than browsing the entire local project.

   

5. Accept the rectification and sync

   Open Team tasks to review the submitted photos and note. Choose Approve and sync to import the accepted evidence into the original local project, or Return for changes with a reason. Reporting new issues has no approval step; rectification acceptance remains an administrator action. If local import fails, retry synchronization before exporting the final PDF.

6. Manage access and deliver one report

   Keep the project name, customer/address, PDF layout, branding, signatures and member permissions under administrator control. Export the consolidated report after syncing. To replace a member, reclaim their license and grant the seat to another registered account, then add the new member to the appropriate projects. Removing access keeps previously imported local evidence.

1. Enter the right project

   Sign in with the exact email authorized by the administrator. Open Account → Team projects and select a project. If the list is empty, ask the administrator to add you to that project as well as grant your software seat. Team entries appear only for authorized team accounts.

   

2. Report a new issue

   If Allow issue reporting is enabled, tap Report issue. Enter a title, add a description and 1–6 photos, then tap Submit to project. Check for the success confirmation. A failed upload keeps the draft so you can retry. You can see your own reported issues and the tasks assigned to you.

   

3. Submit rectification evidence

   Open Account → Team tasks, select your assigned task, read the before photos and instructions, then add after photos and a note. Tap Submit rectification when ready. Refresh the list to see acceptance or a return reason; if returned, update the evidence and submit again. Team updates currently rely on refresh, so check the list regularly.

   

1. Start from a built-in layout

   Open Account → PDF templates. Start with Standard, Compact, Photo-first or Rectification comparison, then preview using sample content. Save your changes as a named custom template. Choose a template in a project for that report, or set a default for new work.

2. Use either editing mode

   Edit in the App keeps the native controls for branding, photos, content, headers and footers. Design on the web opens PDF Studio inside the app: select a starter, adjust blocks, and use Preview in App to view the actual PDF. Save the template to reuse it.

   

3. Preview desktop designs on your phone

   When using PDF Studio on a computer, generate the preview QR code. In the app, open Account → PDF templates → Scan preview and scan it using the same signed-in account. The QR request expires after two minutes; generate a new one if needed. Changing layout or branding alone does not invalidate signatures; changing issues, photos or rectification information does.

Common questions