Visit Reports AI: Routine Inspections Guide

Technical Support & How-To for Visit Reports

This page explains how to use Visit Reports, which is currently in beta.

Where to find it

Use Inspections for your diary/tracker (gas, electrical, routine visits). Use Visit Reports to capture observations during a routine property visit and to generate reports or emails afterwards.

Quick start (about 2 minutes)

  1. Create a visit report

From Tenancy Builder → Tenancy Manager → Visit Reports, click Add. Choose Use inventory or enter the property address. Add the inspection date and inspector name, then set Role to Landlord or Agent (this affects wording later).

  1. Add observations
  • Click Add observation.
  • Select a Room (if you chose an inventory, its rooms are shown).
  • Pick an Outcome - Action required (needs fixing/investigation). No material issue observed (checked and fine), or Info/note only (e.g., "Room not inspected -- sleeping child").
  • Write a factual Observation (what you saw/tested).
  • Photos are optional.
  • Item link is optional and shown only when using an inventory (e.g., door, fan, alarm).
  1. Finish

Click Save.

Observations will display in different colours by outcome (actionable, info only, etc.).

Save periodically as you work to keep the report up to date.

  1. AI Analyse

Click the AI Analyse button. After the initial analysis, choose one or more outputs:

  • Detailed report with action plan
  • No material issues report
  • Email to tenant - actions required, or Email to tenant - all satisfactory.

The assistant returns raw Markdown text you can copy with one click.

Important: The assistant does not generate downloadable files. Copy the text and paste it into Word/Docs/your CRM/email.

Photos are not sent to the AI; only typed data is analysed.

Using an inventory

When you create a Visit Report, you may select an existing AI Inventory you've already created in Tenancy Manager.

If selected, the property address is auto-filled. While adding observations, you can pick from the inventory's rooms and, where helpful, link to items in that room (e.g., door, bath, walls).

PDF (non-AI) option

When you need a basic printable record without AI, open the Visit Reports list and, from the action button next to the report, choose PDF (no AI).

The PDF includes the property header, your observations (Action required / No material issue / Notes), and photos (if selected). It mirrors the style of the inventory report and does not use AI.

Best-practice data entry

  • Keep notes factual and specific. For example, "Impact hole ~60 mm at mid-height; splintered edges" is better than "door damaged".
  • Record positive checks for key items (e.g., "Smoke alarms tested -- audible throughout"). Note access limits ("Sleeping child").
  • Add photos where they help make decisions or future comparisons.

How the AI output works (what to expect)

For each Action required item, the assistant proposes liability (Landlord/Tenant/To be confirmed), priority (High/Medium/Low) with a target timeframe, recommended actions (plain-language steps with trade/material hints), and a follow-up (reinspection or photo confirmation by a date).

For No material issue observed, it records the satisfactory check; for Info/note only, it logs relevant context (e.g., access constraints).

If you want changes, ask the assistant (e.g., "Set liability to tenant; target 7 days; add recharge note referencing Clause 4.3").

No files: By design, the AI should never offer PDFs/Word or downloads. Use Copy last response. If it does suggest a file, please ignore the sentence.

Data retention & privacy

AI outputs aren't stored. Each time you click AI Analyse, a new analysis is generated. Copy anything you want to keep into your own system, or use Print/Save where provided. Photos are not sent to the AI -- only the typed data.

Troubleshooting

"It offered to export a PDF."

We're working to prevent this completely. If you see it, ignore the sentence and copy the text. You can click Start Over to re-run the output. If it persists, please contact support and, if possible, attach the saved output (use Print/Save).

My inspection has only two issues -- do I need to list every room?

No. Capture is exceptions-only. You may add positive checks if you want evidence (e.g., alarms OK).

The AI liability/priority isn't what I want.

Tell it exactly what to change (e.g., "Set liability to tenant; target 14 days; add recharge note referencing Clause 4.3"). It will regenerate the section.

Edit a Visit Report

You can edit a report at any time. Go to Tenancy Manager → Visit Reports, and from the action button choose Edit.

Delete a Visit Report

From Tenancy Manager → Visit Reports, choose Delete from the action button. This action is permanent and cannot be undone.

Developer / power-user notes (optional)

Click JSON Preview to view the machine-readable data that's sent to the AI for analysis. Use the copy button to take this raw data for your own LLM/AI with your own instructions to generate reports, tenant letters, or other outputs.

Support

When contacting us, please include:

  • The saved output (use Print/Save) if it's an AI query.
  • For non-AI queries, the JSON Preview (use the copy button), if helpful.
  • When it happened.
  • What you expected vs what you saw.

Contact: https://support.landlordsguild.com/help/2114337242

Legal & scope reminder

This is a limited, non-invasive visual inspection tool. It is not a survey and not a substitute for statutory checks (gas, EICR, fire safety, etc.). Liability and recharge decisions ultimately rely on your tenancy agreement, evidence, and the applicable scheme rules.

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