Logging defects
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Defects is the punch list — everything to be put right before handover, organised by where it is.
Locations and rooms
Section titled “Locations and rooms”Add Location and Add Room build the structure. Defects sit under a location, which is what makes a list of eighty items walkable.
Use the room names from the drawings. Bed 2 is unambiguous; back bedroom is not,
and the person fixing it was not at the inspection.
Logging one
Section titled “Logging one”| Field | What it is |
|---|---|
| Location | Where it is |
| Observation | What is wrong |
| Supplier | Who is responsible for fixing it |
| Internal Note | Your own comments |
| Choose file | A photograph |
Writing an observation
Section titled “Writing an observation”The person reading it will not be the person who wrote it. Write for them.
| Weak | Better |
|---|---|
Paint |
Paint runs to architrave, door 3 side, approx 300mm |
Scratch |
Scratch to benchtop, 150mm, left of sink |
Door not right |
Door binds on frame at top hinge, does not latch |
Tile |
Chipped tile, 2nd row from floor, wall behind toilet |
Three things make the difference: what is wrong, where exactly, and how much. Without them the trade arrives, cannot find it, and rings you.
Photographs
Section titled “Photographs”Attach one to anything that is not immediately obvious from the description.
A photograph removes the argument about whether something is a defect, and it removes the second site visit where the trade could not find it. It is the highest-value thing you can attach.
Assigning a supplier
Section titled “Assigning a supplier”Set the supplier who is responsible. That is what lets you produce one list per trade rather than one list of everything.
A carpenter given eleven carpentry defects fixes them in one visit. The same carpenter given a 60-item list covering every trade reads it, finds their four, and rings to check.
Importing a list
Section titled “Importing a list”Import Defects From Excel brings in a list from a spreadsheet, and Generate Template produces the right columns.
This is how an independent inspector’s report gets in. They almost always deliver a spreadsheet or a PDF; tidy it into the template and import rather than re-typing 80 items.
Before importing, make sure the locations match the ones already in the job.
Otherwise you get Bedroom 2 and Bed 2 as separate locations, and the list stops
being walkable.
Duplicate
Section titled “Duplicate”Duplicate copies a defect. Useful when the same fault appears in several rooms — the same paint defect in four bedrooms is four defects, each in its own location, and duplicating is faster than typing it four times.