This Help Article covers:
- What is sync in Happy Inspector?
- How does sync work?
- How can I tell if my inspection or report is synced or not in my Happy Inspector?
- An example to illustrate how sync works across your team
What is sync in Happy Inspector?
You do your work on Happy Inspector, Manage, and HappyCo's other products. You perform inspections, prepare reports, manage your team.
But you shouldn't be tied down by a particular service or a particular device. Your work should all just be there, wherever you are, across our platform and accessible.
Luckily we want that too! That's why sync is at the core of all HappyCo's products and it's what we are always working on trying to make better.
Sync allows your team to perform inspections out in the field in Happy Inspector, some on their iPhones, some on their Android phones, then you as the team lead can pull up the results back at your office and prepare a report for your manager.
How does sync work?
Sync works by transferring your inspection data over the internet, through to our main system the HappyCo Cloud where it all gets stored and backed up.
Sync relies on the internet, so either a good wifi or cellular connection, to upload and download your data from your device.
While you're busy rating your units, making notes of it's condition and taking lots of photos, Happy Inspector will be quietly, in the background, working to upload your inspection data off your device and up to the HappyCo Cloud. You may not even notice this if your connection is great.
But if you're on a poorer connection or offline, all your activity will patiently wait while it uploads or you're back online. You will be able to see this queue of items waiting to upload in your app under the Cloud Activity window. Tap the cloud icon in the navigation bar on the left to see your Cloud Activity window.
On your iPhone or iPad your cloud icon will have a blue badge with the number of items waiting to upload and this will count down to no badge as everything uploads.
How can I tell if my inspection or report is synced or not in my Happy Inspector?
In your Happy Inspector app you can have inspections and reports which are either synced or not synced.
When an inspection is synced, all of the data, the ratings, notes and photos which make up your inspection will be on your device. If the inspection was performed by another team member, then the inspection data will need to download in order to get onto your device.
When an inspection is not synced, the inspection may appear in your list but you will need to be connected to the internet in order to tap into the inspection and get all of the ratings, photos and notes. This will have an impact if you're offline and for example, want to view an un-synced report, or you want to copy an un-synced inspection.
Because inspections can potentially contain lots of photos and because Happy Inspector is designed to work offline, inspections do not automatically download each time you login.
Instead, when you login to Happy Inspector and are online, a summary of any new inspections and reports on your account will be downloaded into your app and you will need to tap into an inspection or report in order to view it's contents. If you're offline and try to view an un-synced inspection you will receive an error telling you to connect online.
Inspections which are synced have the word Synced underneath the date and time of the inspection. The title and icon of the inspection will be dark green for synced, complete inspections and dark orange synced, draft inspections.
Inspections which are not synced will have Tap to download underneath the date and time of the inspection. The title and icon will be pale green for not synced, complete inspections and dark orange for not synced draft inspections.
The title of reports which are not synced will be pale compared to synced reports.
An example to illustrate how sync works across your team
You are performing inspections on unit at Happy Villas, while your colleague Liz is performing an inspection on a unit at Super Happy Apartments. You are using your iPhone but Liz is on her Android phone.
You are both on HappyCo wifi at each of your communities.
You perform a Move Out inspection on Unit 23. You take 120 photos of the unit as part of your inspection. Once complete, you prepare a report and you and your tenant sign the final report.
After tapping the checkmark to complete the report, you are then back in the Unit 23 detail screen. The inspection you've just completed is at the top of your list with a dark green checkmark icon and a cloud icon badged with 90 has appeared in the top right corner of the app. Tapping the cloud icon takes you to the Cloud Activity window where you are on the Sending Data tab which says everything is up-to-date. You then tap the Sending Photos tab and can see 80 something photos slowly uploading to the Happy Cloud with the word Syncing... under each photo.
Over at Super Happy Apartments, Liz has started an inspection on Unit 209 but she has saved it to finish later as she was called off to help a contractor sign in for a visitor's pass.
In Liz's app she can see a dark orange timer icon under the details of Unit 209 and the word Synced under the date and time of the inspection.
You have access to the Super Happy Apartments folder on your iPhone and are wondering how Liz went with her inspection.
As mentioned above, you are both on HappyCo wifi so tapping into the Super Happy Apartments folder on your iPhone forces the app to sync with the latest data in that folder. Tapping into the list of inspections in this folder you can see at the top of the list a draft inspection for Unit 209. The inspection has a pale orange, timer icon and the words Tap to download underneath the time and date of the inspection. When you tap into it, Happy Inspector takes a moment to download all of the data that makes up the inspection and you can bring up Liz's photos from the inspection on your iPhone.
Liz is now on her lunch break and has headed to a store to grab some lunch. She is no longer on HappyCo wifi but is connected to the internet by the cellular connection in her Android phone. She is also wondering how you went with your inspection. Liz taps into the Happy Villas folder on her Android phone which causes it to sync and get all of the latest data from the Happy Cloud.
Under the list of inspections in this folder Liz can see at the top of her list of inspections, an inspection of Unit 23 with a pale green, checkmark icon next to it and the words Tap to download underneath today's date.
Liz is conscious of not downloading too much data and using up mobile data so she doesn't tap into your completed inspection to download all 120 photos and instead waits until she is back at Super Happy Apartments and on wifi to download the inspection and bring up your photos on her Android phone.