Handbook
Inspect sites, close out defects and hold the evidence in your hand
Step-by-step instructions for admins, site managers and employees. This is how you use quality control in Jobilino: build checklist templates with inspection items, schedule recurring inspections, record the walk-through with photos on site, close the inspection and freeze it as a PDF, work through defects with a deadline and four-eyes verification, and hand the report to the customer – including the quality score, the AQL verdict and a consistency check against your own operational data.
Frequently asked questions
What happens if I change a checklist template while inspections are running?
Nothing – and that is deliberate. From the moment it starts, every inspection carries its own copy of the checklist. Changes to the template only affect future inspections; running drafts and closed reports stay exactly as they began. That is why you can keep developing a template without distorting old reports.
Why can I not simply edit a closed inspection?
Because closing turns it into evidence: the score is calculated, the defects are created and the report is archived as a PDF. Changes go exclusively through “Reopen” – with a mandatory reason, logged, and with a NEW PDF version on the next close. The old version is never overwritten. Only a few people should hold that permission.
How is the quality score calculated?
As the weighted result of all scorable inspection items. Every item can carry a weighting, so a critical item counts for more than a minor one. Free-text items and items answered “N/A” are not included. If there is no scorable item at all, the report explicitly states “no score” rather than claiming 0 %.
Do I have to record defects twice – once in the walk-through and once in the defect list?
No. Every item you answer as a defect automatically becomes a defect when the inspection is closed, with its own processing status, severity, responsible person and deadline. On top of that you can record defects independently of an inspection – as “ad hoc” or as a “customer complaint” with the reporting customer contact.
Why can I not verify my own fix?
That is the four-eyes principle and the core of the evidence. The responsible person may resolve it themselves, but verification has to be done by someone else – or a closed follow-up inspection of the same project is recorded as the proof. Only then does the defect count as closed. The person who resolved it is informed of the confirmation.
What is the consistency check, and does it block closing?
On closing it compares the inspection with your own operational data for that day and points out, for example, that no working time was recorded and no staff was scheduled at the site on the inspection day, that the walk-through was started far from the site pin, or that it was strikingly short. It blocks nothing – the result is simply frozen into the report. Whoever reads their own report sees the same anomalies an auditor would see later.
What does the AQL assessment under DIN 77400 mean?
If you store an AQL level on the checklist template, every closed inspection additionally receives a verdict of “lot accepted” or “lot rejected” under ISO 2859-1, based on the number of defects relative to the items inspected. This comes IN ADDITION to the quality score, not instead of it. It makes sense for cleaning contracts that explicitly reference DIN 77400 – otherwise leave the field empty.
Can an employee without quality permissions work with defects?
Yes, with their own. Anyone a defect is assigned to sees it and can report it as resolved – on the web as in the app, without any quality permission. They may not verify it themselves (four-eyes principle), and they do not see other people’s defects.
Why is my inspection not counted against the inspection plan?
Because it was probably started freely. Only an inspection started FROM the inspection plan fulfils that plan’s oldest open date when it is closed. A freely started inspection is a valid report but leaves the planned date open – and that date keeps being reported as due and then as overdue.
In which language does the customer get the report?
In the language stored on the customer as the document language. That language is frozen when the inspection is closed, so a report that has been handed out never changes language afterwards because somebody changed a setting. Maintain the document language on the customer before you close.
What can the customer link do – and what can it not?
If the feature is enabled for your installation, you generate a time-limited web address for a closed report. The customer reads the report, downloads the PDF and acknowledges it with their name; name and timestamp are recorded. The link is shown only once, a new one invalidates the old one, and you can revoke it at any time. It is NOT an electronic signature and does not replace an acceptance – for that, use the customer signature on the report.
Can I carry out an inspection on mobile?
Yes – the walk-through is exactly what it is meant for. In the Jobilino app you pick the site (with a badge for due inspection plans), fill in the checklist, take photos with the camera, close the inspection and collect the customer signature; the archived PDF opens straight away. Deliberately web-only are reopening, managing templates and plans, verifying and rejecting defects, and the exports.
Do open defects or overdue inspections block time tracking?
No, never. Quality control reads your operational data but does not intervene: nobody is stopped from clocking in, from making a booking or from any step of work because a defect is open or an inspection is overdue. Reminders and hints are the instrument, not blocks.
Are old inspection reports deleted automatically at some point?
No. Inspection reports, defects and the archived PDFs are evidence and are never cleaned up automatically. So do not plan around an automatic deletion – what you record here will still be available years from now.
What happens if I switch quality inspections back off for a project?
Nothing is deleted. The “Quality” tab disappears and new inspections are no longer possible on that project, but all reports, defects and archived PDFs are kept and are fully there again as soon as you set the switch once more.
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