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
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)	An XRF visit needs an instrument selected before readings can be imported.
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 jobs page (/field)

What you see depends on your permissions.

The office board (for anyone who can view every field job) lists every visit grouped by where it stands, from "nobody has called yet" to done. Use All or Mine, click a stage count to filter, and Show closed to include finished visits. Click a row to open the visit panel in place: log a call, agree access, set the date, assign, without leaving the board.

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	—

An inspector's day ("My field jobs") shows only the visits assigned to them, by day: In progress, Overdue, Today and Upcoming, with Show completed. A visit appears once it has a date and their name on it. Each row opens the field job.

Arrange a visit

Open the project (/projects/:id), then Work → Field work. Each track lists the visits it needs. 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 with a current license for the service on that date. If none qualifies, the panel says so. 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 linked to 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.

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	Choose the instrument, 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.
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, and Open / print reopens 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.

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
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 components or add your own with a quantity
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

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, with the reasons on hover, until the service's needs are met:

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 (/floor-plans, opened with the search palette, Ctrl+K / ⌘K) is where a floor-plan artist works:

1. Filter with Today, This week or Overdue, and All or Mine.
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 File 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 abatement supervisor affidavit and the rest of the proof-set are filed on the File tab.

Under the hood

Data flows · Report rendering · Documents · HPD rulebook