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.
How quality control works
everyone
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Three building blocks: template, inspection, defect
A checklist template is your checklist – the list of inspection items a walk-through goes through. An inspection is one specific walk-through at one site on one day. A defect is a finding that has to be put right.
Tipp: You do not have to record defects twice: every item answered as a defect automatically becomes a defect with its own processing status when the inspection is closed.
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The checklist is frozen at the start
As soon as an inspection is started it carries its own copy of the checklist. Later changes to the template only affect future inspections – ongoing and closed ones stay exactly as they began.
Tipp: That is why you can keep developing a template without distorting old reports. It is precisely what makes it usable as evidence.
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Closing turns the draft into evidence
While the inspection is a draft you can keep working on it freely. Closing it scores it, creates the defects and archives the report as a PDF – unchangeable.
Tipp: A draft carries a “DRAFT” watermark on the PDF. So nobody ever hands out half a walk-through by accident.
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The quality score is weighted
Every inspection item can carry a weighting. The score at the end is the weighted result of all scorable items – so a critical item counts for more than a minor one.
Tipp: Free-text items and items answered “N/A” do not feed into the score. If there is no scorable item at all, the report explicitly states “no score” rather than claiming 0 %.
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None of this blocks time tracking
Quality control reads your operational data but never intervenes: no open defect and no overdue inspection stops anybody from clocking in or making a booking.
Tipp: The consistency check on closing is a hint too, not a block – it never holds up the walk-through.
Set up the module and grant permissions
admins
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Have the module activated
Quality control is an optional module and is not active by default. Once activated, “Quality” appears in the main menu.
Tipp: Sign out and back in once after activation so that menu items and permissions are loaded fresh.
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Switch quality on per project
Open “Project” → “Settings” and enable the switch for quality inspections. Only then does the “Quality” tab appear on the project and inspections become possible there.
Tipp: Switching it off never deletes anything: reports and defects are kept and reappear as soon as you set the switch again.
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Set permissions in the user group
Open “Administration” → “User groups” and tick the boxes in the “Quality” block: “Can perform quality inspections” (site manager), “Can view quality inspections” (read only), “Can manage quality findings”, “Can manage quality templates and plans”, “Can reopen closed inspections” and “Can manage controlled documents”.
Tipp: Performing inspections and managing findings each include viewing – you do not have to tick the read permission on top.
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Cut the roles sensibly
A proven setup: the site manager may carry out inspections, quality management maintains templates and plans and manages findings, and only a few people may reopen closed inspections.
Tipp: Grant reopening deliberately narrowly: it is the only way to change a report that has already been frozen.
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Your own defects need no permission
An employee a defect has been assigned to sees it and can report it as resolved – without any quality permission, on the web as in the app.
Tipp: They may not verify it themselves, though. That is the four-eyes point – see the section on defects.
Create checklist templates
admins
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Create a new template
Open “Quality” and switch via the toolbar to “Checklist templates” → “New template”. Enter a name, a description and optionally an industry (cleaning, security, construction or general).
Tipp: Build several lean templates rather than one big one: “Office maintenance cleaning” and “Window cleaning” kept apart produce far more useful scores than one combined list.
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Add inspection items
For each item set a section (e.g. “Sanitary”), the title and optionally an instruction. The section structures the walk-through and also appears in the report.
Tipp: Word the item the way it is judged on site – “Mirrors streak-free” rather than “Sanitary area in order”. Judgeable beats complete.
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Choose the answer type
Per item you choose between “OK / defect”, a score scale (with a from and a to value), “Yes / No” and free text.
Tipp: “OK / defect” is the normal case: only this type automatically creates a defect on closing. The score scale suits you when you need gradations rather than a verdict.
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Set the weighting
The weighting controls how strongly an item feeds into the quality score.
Tipp: Use weightings sparingly and with a reason. A template where every item carries a different number cannot be explained to anybody later.
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Make photo and comment mandatory
Per item you can set “Photo required” and “Comment required on defect”. This is checked on closing and names anything missing item by item.
Tipp: This is the most effective lever for dependable reports: a defect without a photo is an assertion in a dispute, a defect with a photo is evidence.
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Optional: store an AQL level
With an AQL level under DIN 77400, every closed inspection additionally gets a verdict of “lot accepted” or “lot rejected” under ISO 2859-1 – in addition to the score, not instead of it.
Tipp: Common in cleaning contracts that explicitly reference DIN 77400. Without such a contractual basis, leave the field empty.
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Deactivate instead of deleting
A template already used in inspections can no longer be deleted. Deactivate it – it disappears from the selection while old reports stay readable.
Tipp: Existing inspections keep the checklist they were started with anyway. So nothing is ever lost.
Schedule recurring inspections
admins
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Create an inspection plan
Open the “Quality” tab on the project and create an inspection plan: checklist template, interval (weekly, every two weeks, monthly or quarterly) and the first due date.
Tipp: The first due date anchors the whole series. Set it to the day the inspection should actually happen – the following dates are calculated from there.
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Name the responsible inspector
Define who is responsible for the inspection. Without an assignment the reminder goes to the project’s quality team.
Tipp: A named responsible person acts far more reliably than a distribution list – assign one wherever you can.
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Understand the reminders
Jobilino gets in touch when the inspection is due, and if the date passes an escalation follows as overdue – in the inbox and as a push notification.
Tipp: Each stage reports once per date, not anew every day.
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Book the inspection onto the plan
If you start the inspection from the plan, closing it automatically fulfils that plan’s oldest open date.
Tipp: An inspection started freely does not fulfil any planned date – that date stays open and keeps being chased. So when you inspect to plan, start from the plan.
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Deleting a plan is harmless
If an inspection plan is deleted, only the scheduling disappears. Inspections already carried out are kept in full.
Tipp: Better to pause a plan via “Active” when a site is temporarily dormant.
Carry out an inspection
employee
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Start the inspection
Open the project, switch to “Quality” and click “New inspection”. Choose the checklist template, the inspection date and optionally the area – or leave “Entire site”.
Tipp: The Jobilino app offers the same function in the side menu, with a badge for due inspection plans. The walk-through is created where it happens – not in the evening at a laptop.
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Answer the inspection items
Work through the checklist section by section. Depending on the answer type you choose OK or defect, a score, Yes or No – or you enter text. Mark items that do not apply as “N/A”.
Tipp: “N/A” is a real answer and the right way to handle items this site does not have. An item simply left empty, by contrast, prevents closing.
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Record photos and comments
For every defect, record what you see – a comment and a photo right at the item. For items with a mandatory photo, uploading it is a precondition for closing.
Tipp: In the app the photo is captured with the camera and marked as such. That very difference is what gives it evidential value later.
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Save as you go
“Save draft” stores your progress so you can continue later. The draft stays open as long as you like.
Tipp: On large sites, saving after every section is worth it – walk-throughs get interrupted.
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Notes on the overall impression
Use the notes field for what belongs to no single item – weather, access problems, agreements made on site.
Tipp: This note appears in the report. It is the place for the context nobody will remember six months from now.
Close the inspection
employee
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Trigger the close
Click “Save & close”. Jobilino first checks completeness and names missing answers, missing mandatory comments and missing mandatory photos individually.
Tipp: These messages name the item, not just a count – you jump straight to what is still missing.
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What closing triggers
The score is calculated, every item answered as a defect becomes a defect, the result of the consistency check is frozen and the report is archived as a PDF.
Tipp: From that moment the inspection is unchangeable. The download always returns the archived PDF, never a freshly recalculated version.
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Read the consistency check
Jobilino 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.
Tipp: These are hints, not accusations, and not a block. They appear in the report – whoever checks their own report sees the same anomalies an auditor would see later.
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Report and PDF version
The closed inspection shows the score, the defect list, the consistency result and the PDF version. The download hands out the archived file.
Tipp: The version number is printed on the PDF itself, along with which version it replaces. A customer holding two copies can tell immediately which one applies.
Reopening and customer signature
admins
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Reopen an inspection
If a closed inspection has to be corrected, reopen it via “Reopen” – with a mandatory reason. That requires the dedicated permission.
Tipp: Every reopening is logged, and the next close archives a NEW PDF version. The old version is never overwritten.
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What reopening resets
The score, the consistency result and any customer signature already captured lapse – they belonged to the old content. They are gathered again after the new close.
Tipp: So if it was already signed, obtain the signature again. Anything else would be a signature under a text the customer never saw.
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Capture the customer signature
Once the report is closed, have the customer sign directly on the screen and enter their name. The signature appears on the PDF.
Tipp: Exactly one signature is possible per report version. It works the same way in the app – the site manager collects it right at the handover.
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Correct on the web, not on mobile
Reopening is deliberately web-only, as is managing templates and plans. The app covers the walk-through, not the correction of a piece of evidence.
Tipp: An employee with the reopen permission gets a note in the app that this step happens at a computer – rather than a missing button.
Work through defects
admins
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Open the defect overview
“Quality” in the main menu leads straight to the defect overview – the daily working surface. Filter by project, severity, status or “Overdue only”.
Tipp: Defects originating from an inspection carry the source “Inspection”. You can additionally record one “ad hoc” or create a “customer complaint” – with the reporting customer contact.
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Assign and set a deadline
Set the severity (low, medium, high, critical), the responsible person and the deadline. The assignee is notified.
Tipp: Experience says a defect with no owner and no deadline does not get fixed – it only gets documented. Assign both.
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Report as resolved
Whoever fixed the defect marks it as resolved and briefly describes what was done. The assigned employee may do this themselves, on the web as in the app.
Tipp: That description is later the record of the corrective action. “Resolved” on its own answers the question of how in no audit.
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Verify the fix (four-eyes principle)
A resolved defect only counts as closed once it has been verified. Verification must be done by a DIFFERENT person than the one who resolved it – or a closed follow-up inspection of the same project is recorded as the proof.
Tipp: This is exactly the difference between “says it is done” and “demonstrably done”. The person who resolved it is informed of the confirmation.
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Reject it if it was not a defect
If a finding turns out to be unfounded, reject the defect. It stays visible with that status.
Tipp: Rejected does not mean deleted – the finding and its assessment stay traceable. That is exactly what an auditor expects.
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Keep an eye on overdue defects
If the deadline passes, Jobilino gets in touch with the responsible person; the overview shows an overdue marker, and the “Quality” dashboard card lists them together with overdue inspections.
Tipp: The card only appears when there is something to do – if everything is fine, your home page stays quiet.
Hand the report to the customer
admins
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Download the PDF and send it
The simplest route: open the report, download the PDF, give it to the customer. It is always the archived version with the version number, score, defect list and photos.
Tipp: If it has already been signed, the PDF carries the signature – you do not need a separate acceptance protocol.
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Report language
The report is produced in the language stored on the customer, and that language is frozen when the inspection is closed.
Tipp: So a report never changes language afterwards because somebody changed a language setting. Maintain the document language on the customer before you close.
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Optional: create a customer link
If the feature is enabled for your installation, use “Create link” on the report to generate a time-limited web address. The customer opens it, reads the report, downloads the PDF and acknowledges it with their name.
Tipp: The link is shown only once – copy it immediately. A new link invalidates the old one; that is exactly how you devalue a link passed on by mistake. Revoking is possible at any time too.
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Know the limits of the acknowledgement
The acknowledgement records the name and the timestamp. It proves the customer has seen the report – it is not an electronic signature and does not replace an acceptance.
Tipp: For a genuine acceptance, use the customer signature on the report or the signed PDF.
Reporting and exports
admins
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Export inspections and defects
Export the inspections as Excel or PDF and the defects as Excel or CSV – each with your current filters.
Tipp: The defect export is the fastest preparation for an audit or a review meeting with the customer: filter, export, walk through it.
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Evaluate the quality score per site
Under “Reports”, the quality score report per project shows the development across the months – as an average, not a sum.
Tipp: The trend is the actual information. A single score says little; three consecutive falling months are a reason for a conversation.
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Open defects by age
The open-defects report groups them by age. It shows the current state, not a historical snapshot.
Tipp: The oldest group is the interesting one: defects open for months are almost always a question of ownership, not of substance.
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Evidence is not tidied away
Inspection reports, defects and archived PDFs are never deleted automatically – they are evidence.
Tipp: So do not plan around an automatic clean-up. What you record here will still be available in three years.
Controlled documents and training
admins
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What else belongs to quality
Two further areas belong to quality and target ISO 9001: “Controlled documents” with the QM handbook and read receipts, and training management with the qualification matrix.
Tipp: Both are independent working surfaces with their own permissions – you can use quality control without deploying them.
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Controlled documents in brief
A document carries versions (draft → approved → superseded), each with one file. Approval requires a different person than the uploader, and the assigned employees acknowledge them under “My documents” – with a signature if required.
Tipp: A newly approved version resets the read receipts. That is intended: what was acknowledged was a specific version, not a title.
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Who may maintain documents
Creating documents and chapters, uploading and approving versions, and assigning and tracking read receipts is governed by the permission “Can manage controlled documents” – in the “Quality” block of the user group, admin-only by default.
Tipp: Your own assigned documents, by contrast, are visible and acknowledgeable to everyone under “My documents” – with no permission at all, on the web as in the app. The same self-service logic as with your own defects.
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Training and the qualification matrix in brief
Qualifications can carry a validity date. The qualification matrix shows per employee whether one is valid, expiring soon, expired or missing, and a reminder goes out before expiry.
Tipp: Expired qualifications no longer count as held in dispatch – so an expired certificate automatically stops qualifying a driver.
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Where to find them
You reach both areas from the main menu once the matching permissions are set; the qualification matrix sits in Administration next to the qualifications.
Tipp: Ask us for a dedicated guide if you want to run these areas productively – they have enough depth for a chapter of their own.
Frequently asked questions
What happens if I change a checklist template while inspections are running?
Why can I not simply edit a closed inspection?
How is the quality score calculated?
Do I have to record defects twice – once in the walk-through and once in the defect list?
Why can I not verify my own fix?
What is the consistency check, and does it block closing?
What does the AQL assessment under DIN 77400 mean?
Can an employee without quality permissions work with defects?
Why is my inspection not counted against the inspection plan?
In which language does the customer get the report?
What can the customer link do – and what can it not?
Can I carry out an inspection on mobile?
Do open defects or overdue inspections block time tracking?
Are old inspection reports deleted automatically at some point?
What happens if I switch quality inspections back off for a project?
Still have questions? We are happy to help.
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