Simplify Property Inspections with Timeero’s Custom Fields
Andjelka Prvulovic
Last update on:
May 19, 2025 7:42 AM
Published on:
As a property manager, your day starts early. At 7:30 AM, you’re already on the go. Coffee in hand, your inbox is filling up. You take a deep breath and begin the usual routine: reviewing yesterday’s inspection reports.
But wait, here it comes - the familiar roadblock. Once again, half your team hasn’t updated their property inspection checklists, and important details are missing.
Sound familiar?
We get it. You shouldn’t have to spend your morning chasing down reports just to find out if smoke detectors were checked. And you definitely shouldn’t have to rely on paper forms, texts, or emails that leave you with incomplete or inconsistent data.
The problem? No standardization.
When you rely on outdated methods, it’s nearly impossible to verify whether inspections are actually happening or if follow-up steps are being completed. And all that wasted time adds up, leaving you scrambling to stay on top of everything.
Timeero to the rescue: Streamline your inspections in real-time
Here’s the good news: Timeero’s Custom Fields can help you put an end to the chaos.
Imagine a world where you no longer have to chase down reports or wonder if your team completed their inspections correctly.
With Timeero, you can set up customized inspection questions for your team to answer directly when they clock-in or clock-out. Think dropdown menus, yes/no questions, short answers, and photo uploads. It’s all up to you.
And the best part? Answers are automatically timestamped and geotagged, so you can rest assured that all the info you need is captured in real time.
Real-world use: How Timeero helps in your day-to-day operations
Let’s get practical. Here’s how Timeero can help you streamline property inspections:
1. Daily walkthroughs of apartment units or shared spaces
Picture this: Your building attendant starts their day by opening Timeero on their smartphone. Instead of dealing with paper forms or struggling to remember what needs checking, they open up a tailored Daily Inspection checklist.
As they walk through the property, they answer simple questions, like:
Are the hallways clear?
Does the laundry room have proper lighting?
Are there any safety concerns in the parking lot?
If they run into any problems, they can immediately log the details into the app, so the issue is documented and ready for follow-up.
You’ll have instant access to completed inspection responses so that you can act right away.
No more waiting for reports, no more missing details.
2. Weekly property checks for maintenance, safety, or damage
Imagine now that your maintenance technician is doing their weekly round of inspections. They open Timeero, pull up their Weekly Property Check checklist, and get to work, answering questions like:
Is the HVAC system operating efficiently?
Are all electrical outlets securely covered?
Are fire extinguishers accessible and properly maintained?
If they spot any issues, they can log the problem with photos, detailed notes, and specific next steps. Everything is captured right on the spot, with real-time updates.
No more manual tracking.
3. Move-in/Move-out inspections
Inspecting property before a tenant moves in or out can be tricky, especially when you need to document the condition of the property.
With Timeero’s Custom Fields, you can easily collect:
Photos of any existing damage
Notes on issues like a stained carpet or a leaking faucet
You can even collect signatures from the tenant and landlord right on the spot, confirming that everyone agrees on the condition of the property. This is not only valuable in states where tenant and landlord presence is required by law, but it is also considered a good business practice.
The result? Complete transparency and proof of everything documented. If any questions come up later about the condition of the property, you’ll have thorough records to back up your claims.
4. Handling tenant issues in real time
When tenants bring up a problem, you need to act fast. Let’s look at a few scenarios where Timeero offers users the perfect solution.
Scenario 1: Real-time notes
Let’s say your building manager is doing rounds and a tenant mentions their kitchen faucet is leaking.
Instead of hoping the manager remembers to tell maintenance later, they log the issue immediately into Timeero:
Unit 305: Kitchen faucet leak was reported by the tenant. Contacted John from Maintenence.
The manager can capture this complaint using a standard timesheet note.
Scenario 2: Capture data with Custom Fields
Let’s say, it’s 10 PM, and your on-call staff gets yet another noise complaint from Unit 207.
Document complaints with Custom Fields
On-call team visits the property, documents the issue, and creates a record right there in Timeero. No more delays.
Once the issue is logged in Timeero, the manager has all the details needed to determine the best course of action.
The payoff? Real-time job updates lead to faster response times, happier tenants, and a complete record of the problem, which comes in handy during lease renewals or disputes.
5. Confirming locks, fire alarms, and utilities are working
Property safety is a top priority. When you use Timeero, confirming that all locks are secure, fire alarms are operational, and utilities are functioning is easy and fast.
Again, each inspection task is logged in the app.
For example:
The front door lock is secure.
The fire alarm in the hallway is working.
Water pressure in Unit 102 is adequate.
All records are timestamped, so you can always verify that the inspections were completed on time. A proactive approach ensures a safe living environment for tenants.
Setting up Custom Fields in Timeero
Here's how to quickly set up Custom Fields in Timeero to simplify your property inspections:
1. Log in to your Timeero admin dashboard
From your Timeero dashboard, go to Company settings and choose the "Custom Fields" section. This is where you can create and manage fields tailored to your inspection needs. Create yes/no questions, short or long text responses, checklists, or drop-down answers.
2. Create and assign Custom Fields to Jobs
You can create custom fields for different types of inspections or tasks. For example, you might want a field to check the status of fire alarms or to log tenant complaints.
a) Name the Field and choose the appropriate Field Type (e.g., dropdown, text, yes/no, date, time…).
b) Assign the Field to a specific inspection job. This way, the field is only visible when a team performs a certain inspection, making it easier for them to stay on track.
3. Mobile app integration for field workers
Once your custom fields are set up, your field workers will see them on their Timeero app when they clock in or out.
They can fill in the fields right on their mobile devices as they complete their inspections.
4. View detailed reports
Timeero's Custom Fields help organize your inspection data into reports you can actually use. After your team completes their rounds, you can gather the information you need without the usual hassle.
The reporting is straightforward. You can make a template, or filter by team member, group, jobs, tasks, custom fields, and the date range to see what you're looking for. Each entry is linked to a timesheet, so you know exactly when and where inspections happened.
Need to check on this week's maintenance work? Want to review inspections for a specific building? It's all there in the system. And since reports update as soon as inspections are completed, you're always working with current information.
Timeero's Custom Fields transform how you handle daily property management tasks. From morning walkthroughs to move-in inspections, your team has the tools they need right in their pocket.
With Timeero’s GPS tracking and geofencing features, you always know your team is where they should be. Time and mileage tracking happen automatically. And every inspection, whether it's checking HVAC systems or documenting tenant complaints, is properly timestamped and located.
When it comes to reporting, you get the information you need without all the hassle. Filter by property, team member, or task type to see exactly what’s been completed.
The bottom line?
Less time chasing down information, more time managing your properties.
It's property management the way it should be - organized, transparent, and efficient.
Ready to experience the power of Timeero’s Custom Fields?
See how Timeero can revolutionize your property management workflow.
Andjelka is a researcher and writer with 6+ years in digital marketing. Her background in social work and journalism has sharpened her skill in connecting with people from all walks of life. For the past 3 years, she’s specialized in time, location, and mileage tracking. Outside work, she enjoys yoga, swimming, and unwinding with her cats while listening to Leonard Cohen’s music.
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