In the fast-paced world of field operations, efficiency is the key to success. SiteCapture’s Self Surveys and Inspections feature offers companies a seamless solution to significantly optimize their survey and inspection processes. This innovative feature enables businesses to send their customized forms to residents or customers to effortlessly complete in their own time, on their own smartphones. In this article, we’ll dive into the core aspects of this feature, exploring its functionalities, use cases, benefits, and the straightforward process that makes it an invaluable tool for businesses today.

A Simplified Approach to Data Collection

SiteCapture’s Self Surveys and Inspections feature simplifies the data collection process by putting the process in the hands of your customers in an intuitive and user-friendly manner. At a high level, your team first customizes your survey or inspection template with the specific data points you need collected in the field. From there, your team sends a customized email from the SiteCapture platform to the resident or customer containing a link that they can easily open in their mobile browser; no app installation or login credentials are needed. From there, they follow step-by-step the instructions and survey you originally outlined, capturing the essential photos and data from their house on-site directly through their smartphone or tablet. It is fast to set up and easy to manage at scale, with some users sending out thousands of Self Surveys, especially in situations with limitations such as during the COVID-19 pandemic.

The data and photos collected during this process are instantly uploaded to the cloud, granting your team immediate access to critical information in real-time. This streamlined approach eliminates the need to send out a crew member on-site to complete an initial site audit saving time and money in the long run while accelerating their decision-making processes. It also provides unparalleled versatility to customers allowing them to self-complete critical and sensitive information.

How it Works: The Specifics

1. The Set-Up: Before you send your first Self Survey or Inspection

Before sending your initial Self Survey or Inspection, some quick and simple setup is necessary. SiteCapture has existing Self Survey and Inspection templates premade to help you get off the ground and running quickly. Review these available templates, select one that best fits the needs of your project, and customize its fields to capture the exact information you are looking for. Some of these premade templates include In-Home Site Surveys, Periodic Resident Self Inspections, and Pre-Sales Survey’s, Move-In/Move-Out Self Inspections.

After you customize your template, ensure the “Sender’s reply-to email address” in the portal settings is accurate.

2. Create a Project and Send Out the Accessible Link

Your templates are set up. Now you’re ready to create a project. Log in to your SiteCapture account and start a new project selecting one of the Self Survey or Inspection templates you edited.

From here, you can seamlessly prepare this template to be sent out to your customer. You’ll start by filling in necessary fields like addresses, customer names, and email addresses. You can edit the body and subject of the email directly from the app before you send it out as well for any last-minute changes or updates that need to be made to the email’s content.

Next, you’ll have the ability to set a due date. Once you do this, you can choose to have email reminders sent out before and after the due date. These reminder emails will automatically be sent to the customer periodically (you can select the time between each reminder email) to remind them to complete the survey or inspection.

Once everything looks good, you’ll be able to immediately send it out.

3. Completing an Inspection without an App Install

Once the Survey or Inspection is sent out, residents or homeowners will receive an email containing a link to the survey or inspection. As they open the email on their mobile device, they can easily click the link to start the survey or inspection. The survey or inspection will immediately open in their web browser where they can seamlessly complete it. 

No app installation or login credentials are required!

4. Review Self Surveys and Inspections

As soon as the resident clicks on “Get Started” after opening the survey or inspection in their web browser, the status of the survey or inspection updates to “In Progress” in your SiteCapture web app view. This allows you to see the progress of the project in real-time without having to be on-site or even in direct communication with your customer.

From here, you’re able to group, review, and manage the photos and data collected from the survey or inspection You can even download and print PDF reports of the survey or inspection instantly at the click of a button.

Key Features and Benefits

  1. Minimized Site Visits: SiteCapture’s Self Surveys and Inspections feature empowers businesses to keep site visits to a minimum. By sending surveys and inspections directly to customers to be easily completed by customers, companies can efficiently gather required data without dispatching field teams.
  2. Instant Data: As customers complete surveys, your office staff gets immediate access to view, edit, and download that data. This real-time access ensures that businesses can promptly respond and make informed decisions based on the gathered information, enhancing overall operational fluidity.
  3. User-Friendly Customization: The customizable templates offer a unique advantage. Teams can effortlessly tailor survey and inspection forms according to their specific needs ensuring the correct photos and data are gathered the first time eliminating the potential for missed information or additional truck rolls.
  4. Cloud Storage and Security: All survey data is securely stored in the cloud. This not only ensures data integrity but also provides a centralized data archive accessible anytime, anywhere, facilitating comprehensive data management.

Operationally, the time-savings on deal closings are huge with Resident Self Surveys. With job distances averaging 70 – 90 minutes of drive time, every employee we don’t have to send saves hours of work time allowing us to close more deals, faster.

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Michael O'Brien

Director of Sales


Use Cases: Unlocking Versatility in Self-Data Collection

The adaptability of SiteCapture’s Self Surveys and Inspections feature finds expression through diverse applications spanning multiple industries, including Property Management, Solar, and Construction. In each of these industries, the Self Surveys and Inspections feature stands as a versatile solution, offering benefits that cater to the specific needs and challenges of each sector. Whether it’s optimizing property management processes, accelerating solar installations, or streamlining construction projects, SiteCapture’s Self Surveys and Inspections provides a unique and efficient approach to data collection, ensuring that businesses across diverse landscapes can elevate their operational efficiency.

Increasing Overall Efficiency with Self Surveys & Inspections

The Self Surveys and Inspections module not only shows just how extensive SiteCapture’s features are but also, in general, just how beneficial technology can be for enhancing a business’s field operations. By offering a user-friendly, customizable, and efficient solution to data collection, businesses can redefine their approach to surveys and inspections. The reduction of site visits, coupled with instant data accessibility to photos and data, positions this as an essential feature for companies aiming to enhance efficiency, reduce costs, and elevate their overall operational prowess in the competitive landscapes of solar, property management, and construction. If you’re interested in adding this feature to your existing SiteCapture account or want to sign up with SiteCapture and start using this feature, reach out to our team today.