Digital Inspections for a Strata Manager
Mobile inspection app with defect tracking, photo documentation, compliance reporting and owner communication. Replaced paper inspection forms and manual report generation.
Strata management company — residential and commercial strata
A WA strata management company managing 150+ strata schemes — residential apartments, townhouse complexes and commercial strata. Their strata managers conducted regular property inspections for common area condition, compliance items and maintenance requirements.
Inspections were done with a clipboard, pen and phone camera. Managers walked through properties noting defects and taking photos. Back at the office, they typed up the inspection report — matching photos to notes, formatting the document and emailing it to the strata committee. A single inspection report took 2–3 hours to compile.
What needed to change
Inspection reports took longer to write than the inspection took to conduct. A 45-minute physical inspection generated 2–3 hours of office work — typing notes, organising photos (which were numbered differently on the phone versus the clipboard), formatting the report and distributing it.
Defect tracking was inconsistent. Defects identified in one inspection were not systematically tracked to closure. If a cracked balcony railing was noted in March and still not fixed by September, the manager might not realise it was a repeat finding — especially with 150+ schemes.
Compliance items were tracked in spreadsheets. Fire safety, pool fencing, electrical testing, asbestos registers and insurance certificate expiry dates were maintained in separate spreadsheets. Compliance items were regularly missed until the annual review.
What we built
A mobile inspection app with structured forms, photo capture, defect tracking, compliance registers and automated report generation — purpose-built for strata property management.
Mobile Inspection
Structured inspection forms by property type. Walk through the property completing each section — common areas, car park, grounds, building exterior. Photos captured in context and linked to the correct section.
Defect Tracking
Defects logged during inspection with photos, severity and recommended action. Tracked from identification through to resolution. Repeat defects flagged across inspections.
Compliance Register
All compliance items tracked by scheme — fire safety, pool fencing, electrical testing, insurance, asbestos register. Automated reminders before expiry dates. Dashboard shows compliance status across the portfolio.
Report Generation
Inspection report generated automatically from the mobile data — formatted with photos, defect list, recommendations and compliance status. Ready to send to the strata committee within minutes of completing the walk-through.
How it works
Manager opens the inspection
Selects the strata scheme on the app. Previous inspection data pre-loaded — outstanding defects, compliance items due, areas flagged for follow-up.
Walks through the property
Completes the structured form section by section. Takes photos in context — they automatically link to the correct section and tagged with the property location.
Logs defects and actions
New defects captured with photo, description, severity and recommendation. Outstanding defects from previous inspections reviewed — mark as resolved (with photo) or still outstanding.
Report generates on completion
When the inspection is marked complete, the report generates automatically. Photos formatted, defects listed with severity, compliance status included. PDF ready in under 5 minutes.
Report sent to strata committee
Report emailed to the committee directly from the app. Defect work orders created for maintenance items. Timeline for next inspection auto-scheduled.
Measurable outcomes
A 45-minute inspection used to take the rest of the afternoon to write up. Now the report is ready in 15 minutes. And we finally track defects properly — nothing falls through the cracks between inspections anymore.
How we delivered it
Strata Manager Shadowing
1 weekAccompanied strata managers on 5 inspections across different property types. Documented the full inspection-to-report workflow. Identified time wasters and error-prone steps.
App Build
4 weeksBuilt the mobile inspection app with structured forms, photo capture, defect tracking and offline capability. Designed property-type templates for residential, commercial and mixed-use strata.
Compliance & Reporting
2 weeksBuilt the compliance register, automated report generator and portfolio dashboard. Configured templates matching the company's existing report format for committee familiarity.
Rollout
1 weekDeployed to all strata managers with device setup and training. Migrated existing compliance data from spreadsheets. Ran the first round of inspections with the new app alongside paper for validation.
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