Overview
This article covers how to configure Template Rating Sets to automatically create a task or work order when an inspection is being completed.
By linking specific ratings (such as "needs repair," "damaged," or "unacceptable") to these actions, the system automatically generates a HappyCo task if no WO integration is set up or a work order in your Property Management System (PMS) as soon as that rating is selected during an inspection.
For resident-led inspections, this ensures that issues requiring follow-up automatically trigger the necessary work orders or tasks, giving property managers reassurance during data reviews.
Key Concepts
Checkbox Rating: A rating style where checking the designated box during an inspection triggers the creation of a work order or task.
Selector or Radio Rating: A rating style where individual selection options (e.g., "unacceptable") can be configured to trigger a work order or task.
Requirements
By default, Administrator permissions are required to edit templates.
Integration Configuration: If you create work orders via an integration, your template can be set up to generate either a single work order or multiple work orders depending on how your integration is configured.
System Priority (Work Orders vs. Tasks): If the Inspection Work Order integration is enabled for your property, Work Orders will automatically be created instead of Tasks.
Steps
Configuring Checkbox Ratings
Navigate to Manage.
Go to Settings and select Templates on the left side.
Search for the Inspection Template you would like to manage and click Edit Template.
Click over the item where the rating set resides.
Click the desired rating type.
Select the option named Create Work Order or Create Task.
During an inspection, selecting this checkbox will automatically trigger the creation of the work order.
Note: Depending on your setup, multiple work orders can be created from a single inspection item.
Configuring Selector or Radio Ratings
Navigate to Manage.
Go to Settings and select Templates on the left side.
Search for the Inspection Template you would like to manage and click Edit Template.
- Click over the item where the rating set resides.
Assign the Create Work Order or Create Task setting to the specific individual options (such as "unacceptable") where follow-up is required.
During an inspection, selecting any of these configured options will automatically trigger the creation of the work order or task. Note: Depending on your setup, multiple work orders can be created from a single inspection item.
Troubleshooting
- Issue: A rating is selected during an inspection, but no work order or task is created.
Cause: The Work Order / Task integration is not enabled for the inspection template or account, so rating-triggered follow-up items are not generated.
Resolution: Confirm the integration is enabled for the applicable account, property, and inspection template. Once enabled, run a test inspection using the configured rating to confirm a work order or task is created as expected.
- Issue: A rating is selected during an inspection, but no work order or task is created after the template was recently configured.
Cause: The inspection template was not saved after the rating-to-work-order/task configuration was added or updated. Because the changes were not saved, the inspection is still using the previous template behavior.
Resolution: Open the inspection template, confirm the rating trigger configuration is present, then save/publish the template changes. Start a new inspection from the updated template and test the rating again.
- Issue: A rating creates no work order or task for one property but works as expected for another property.
Cause: The integration or rating-trigger configuration is assigned to a different property than the one where the inspection is being performed.
Resolution: Verify the property tied to the inspection, then compare it against the property configured for the integration/template. Update the configuration so the correct property is linked, then test with a new inspection for that property.