Have a question or need a hand? Email support@inspectionheroapp.com — Business plans and above include priority support, and Enterprise and Perpetual add guided setup and a reply within one business day.

Getting started

Which devices does it run on?

iPhone, iPad and Mac, from the App Store. Android is coming soon — one product on every platform, with the same features, data and offline behavior.

Do I need to create an account with you?

No. Your organization’s first Supervisor account is created on the device, and that Supervisor adds everyone else. There is no Inspection Hero account and nothing is sent to us.

Can I try it before I set anything up?

Yes. Choose Try a demo on first launch for a fully populated sample workspace from a fictitious company. Every screen is marked DEMO and every export is watermarked. The demo clears itself after seven days, or exit it any time from Settings. When you’re ready, choose Set up for real work — the demo never mixes with real work.

Does it work offline?

Fully. Capture, review, approve, export, and even activate a plan without a connection. With Data Sync connected, changes sync by themselves the moment you’re back online. How offline works has the details and a five-minute test you can run yourself.

Do I have to build my checklists from scratch?

No. The Checklist Library ships with 22 templates: OSHA 1910 and 1926, HACCP preventive controls, ISO 9001, 14001 and 45001, NFPA fire and life safety, GMP line audits, hotel housekeeping, restaurant line checks, 5S audits, healthcare Environment of Care rounds, warehouse dock and forklift checks, commercial cleaning quality, retail store standards, and general safety, maintenance, warehouse, and ergonomics walkthroughs. Every one is sectioned, with follow-up questions, scored choices, evidence rules on failure, and repeatable blocks for rooms, units, and equipment. Import one and customize it, or describe what you need and let the AI Assistant draft it.

Can we bring in the paper checklists we already use?

Yes, on iPhone and iPad. Scan the page with the camera, or choose a photo or a PDF, and the text is read on the device. You check it, then turn it into a checklist yourself or let the AI Assistant organize it into sections. Either way you review the template before it’s saved.

Inspecting

What kinds of questions can a checklist have?

Nine types: pass/fail, free text, number, single choice, multiple choice, instruction (no answer needed), date, rating scale, and signature. Number and rating items can carry a pass threshold so they score automatically. Any item can require a photo before the inspection can be submitted.

Can a question appear only when it’s relevant?

Yes — skip logic shows an item only when another item’s answer is Pass, Fail, or N/A. Hidden items are left out of scoring and reports.

How is the score calculated?

Each item carries a severity; the score weights failures by severity, so one critical fail matters more than three minor ones. Reports show the score alongside a trend against the last approved inspection at the same site.

What happens when something fails?

The item becomes a follow-up with an owner, due date, priority, action type (corrective or preventive), and root cause. It can’t be closed until evidence is attached. Follow-ups have their own screen, sortable by priority.

Review and approval

How does sign-off work?

Inspections move Draft → Submitted → Reviewed → Approved. Each transition is signed and timestamped. Reviewers can send an inspection back with requested changes; Approvers can reopen an approved one. Nobody can review or approve their own submission.

What are the roles?

Supervisor (full control), Inspector (field work), Viewer (read-only), Team Admin (manages accounts), Integrations Admin (manages Data Sync, alerts, and keys), and Auditor (read-only plus backup export). Any non-Supervisor can also be flagged as a Reviewer, an Approver, or both.

Reports

What’s in a report?

A cover in your logo, colors, and choice of layout, then a table of contents, key-findings page, full item detail with typed answers and corrective-action lines, a photo appendix with GPS coordinates and optional map thumbnails, comments, and signatures. An Insights page adds what fails most, what failed again, and what’s overdue across the site’s last 12 months. Each section is a toggle. Reports before approval are watermarked with their status.

Can I export many reports at once?

Yes. Select any set of approved inspections and generate one combined PDF or CSV. The CSV doubles as a CAPA register.

Can I email a report from the app?

Yes, from the export screen through your device’s mail app.

Does a report prove the inspection actually happened?

It establishes what was recorded and that nothing has changed since. Every transition is signed and timestamped, approvals lock, and every edit lands in the audit trail. Photos captured in the app carry the account, the device, and the moment of capture, and a geofence check flags any taken away from the site. We call those confidence signals rather than proof, deliberately: evidence that reaches the record some other way is tamper-evident from the moment it’s received, which isn’t the same as evidence of when or where it was taken. A report that overstates that is a report someone can take apart.

Teams and sync

Can inspections repeat on a schedule?

Yes, on every plan, Starter included. A Supervisor sets each schedule once from the Team tab: a checklist, a site, who it’s for, and a rhythm — daily, weekly or monthly, such as every weekday, every other Monday, or the 1st of each month. Each inspection appears on its day, already assigned and ready to fill in, and is created on the device with no connection needed.

Can a Supervisor see everyone’s open work?

Yes. The Team tab, shown only to Supervisors, lists open work by person and which scheduled visits were on time, late or missed. From there a Supervisor can reassign open work, book a make-up for a missed visit, and export the range on screen as a PDF or CSV. It shows open work only: no speed, streaks or rankings. It counts what has synced to that device.

Does Today’s route track where our inspectors are?

No. Today’s route is a card on each person’s own Account page that lines up their inspections for the day as stops, nearest first, and moves on as each one is signed. It is built on the device from the locations set on your sites, is never shared with anyone else, and records nothing about where the person was. The device’s position is read only if they tap “Start from here”, used once to order the stops, and never stored.

How do several devices share the same inspections?

Connect Data Sync (Team plan and above) to storage your organization controls — Amazon S3, Cloudflare R2, Backblaze B2, an S3-compatible store such as Wasabi or DigitalOcean Spaces, Google Cloud Storage, Azure Blob Storage, or Azure Files — using credentials you create there. Every device syncs automatically, and a new device picks up the whole workspace on its first sync, accounts and roles included; passwords are set on each device.

Do we need IT to set that up?

Someone who can create a bucket and an access key. It takes about ten minutes, and we’ll walk you through it. Until then, the free Starter plan runs the complete workflow on one device.

How do I set up the rest of our devices?

On a device that is already set up, a Supervisor or Integrations Admin opens Settings → Set up another device. It shows one QR code per setting — sync first, then alerts, the team AI key, maps and Smart defaults (and Single Sign-On, before the device has joined an organization) — all under the same short setup code; skip any that device should not have. It can start with Who is this device for?: the person you name sets their own password on the new device, once.

On a new install, choose Set up for real work, then Joining your organization?, scan the first code with the Camera (or paste its link) and type the setup code. The first sync runs right away and brings accounts, roles, branding and the plan; inside an organization, Single Sign-On arrives with it rather than as a step. For the remaining codes, or on a device already in use, a Supervisor or Integrations Admin signs in, scans each code with the Camera and taps Apply (Smart defaults and Single Sign-On take a Supervisor). The codes are sealed under the setup code and open for 24 hours, so a forwarded link opens nothing on its own; keep the code to the people setting up.

What if I enter the wrong key, bucket or SAS?

Save checks first: the app lists the storage, writes one small test file and reads it back, and tells you in plain words what the storage refused, before anything is saved. If the device is offline you can still save and the check runs on the first sync. An Azure SAS is read before it is saved, so one that is missing a permission, limited to an IP address, or ending within a week is caught right there, and the Sync card on Home says when a SAS ends two weeks ahead.

Can we use a folder on our own file server instead of a cloud bucket?

Microsoft shops can: connect Azure Files, and Azure File Sync brings that same share to your Windows file server, usually within a day, with nothing to install. Everyone else points Data Sync at a bucket.

Is there a size limit on photos, video and audio?

Each file syncs whole, up to 5 GB, which is what storage services accept in one upload. A larger file stays on the device that captured it; the inspection still syncs, and the Sync card on that device shows the file as kept there. In Settings → Data Sync you can also hold files above a size you choose until the device is on Wi-Fi.

Data Sync says it can’t connect to a server on our own network.

Almost always the certificate. Every Data Sync connection is HTTPS, and the app trusts exactly the certificate authorities your device trusts — nothing more — so a store on your own network needs a certificate issued by your organization’s certificate authority, and that authority’s root has to be trusted on each device. Three things to check:

• The root is installed and trusted. Roots pushed by your device management are trusted automatically. A root installed by hand on iPhone or iPad also needs Settings → General → About → Certificate Trust Settings → full trust turned on; on a Mac it needs to be marked trusted in Keychain Access.
• The server certificate meets Apple’s rules. SHA-256, a 2048-bit RSA or P-256 key, a validity of 825 days or less, and the server’s hostname in the Subject Alternative Name — the common name alone is ignored. Use a hostname your network resolves rather than an IP address where you can.
• The address starts with “https://”. A plain “http://” address is never saved, so if the field comes back empty after saving, that’s why.

Can our team sign in with the accounts they already have?

Yes, on the Business plan and above, or on Team + Single Sign-On: Google Workspace, Microsoft Entra ID, Okta, OneLogin, Ping Identity, or any OpenID Connect provider. A Supervisor sets it once for the whole organization, and it reaches every device through Data Sync. Test connection checks your identity provider before anyone signs in, and its Details can go straight to your IT team: no names, emails or tokens are in it. First sign-in creates an Inspector account automatically; promote from User management as needed, or map your provider’s groups to roles so your directory decides. Password sign-in keeps working as a fallback, unless a Supervisor turns on Admins sign in with Single Sign-On only, which closes it to Supervisor, Team Admin, Integrations Admin and Auditor accounts while your plan includes Single Sign-On.

How do alerts work?

Due and overdue inspections and follow-ups are posted to Slack, Microsoft Teams, Discord, Telegram, email, or any webhook, with Send test for each. Turn on workflow events for a destination and that device also sends every signed step (submitted, reviewed, approved, sent back, reopened), every critical fail, and every closed follow-up. Email goes out from your own Microsoft 365 or Google Workspace mailbox, which uses your Single Sign-On setup (Business and above, or Team + Single Sign-On), or through your organization’s mail relay when the device is on your network or VPN. If a destination can’t be reached, the alert waits and goes out as soon as it can; anything still waiting shows under Undelivered events. Alerts also go out from time to time while the app is closed on iPhone and iPad.

How do I connect Slack, Teams, Discord or Telegram?

Each one takes a link (Telegram takes a bot token and a chat ID), pasted under Settings → Notifications. Then tap Send test.

• Slack: at api.slack.com/apps, create an app, turn on Incoming Webhooks, add one to your channel and copy its link.
• Microsoft Teams: in a standard or shared channel, open Workflows, choose “Send webhook alerts to a channel” and copy its link.
• Discord: in the channel’s settings, open Integrations, then Webhooks, create one and copy its URL.
• Telegram: create a bot with @BotFather and add it to the chat. For the chat ID, send /start in the chat, then open https://api.telegram.org/bot<your token>/getUpdates and copy the chat id.

An alert didn’t arrive. What should I check?

Send test and Undelivered events both say what the destination answered:

• “Nothing answers at that address” (404 or 410): the link was deleted or its channel removed. Make a new link and save it; waiting alerts go out again.
• Slack says “channel is archived” or “action prohibited”: unarchive the channel, or ask your Slack admin to allow the app.
• A Slack link stopped working after someone left: links made outside a Slack app stop when the person who made them leaves the workspace. Make one through an app (see above).
• Teams says sent, but nothing shows: open the flow’s run history in Workflows to see why, and use a standard or shared channel.
• Telegram says “chat not found”: add the bot to the chat, or check the chat ID.
• “Could not reach the destination”: the device is offline or can’t reach that address. Alerts wait and go out when it reconnects.

Can I import my team from a spreadsheet?

Yes, on the Business plan and above — upload a CSV roster of up to 500 people, and each account is created with a password reset required on first sign-in.

AI Assistant

What does the AI Assistant do?

It drafts; you decide. It writes a whole checklist from a plain-English description or organizes one you scanned from paper; suggests questions, gaps, and evidence rules while you build a template; drafts root cause, corrective-action notes, and follow-ups for failed items; and writes the report summary and a read of the site’s trends, with the reviewer named on the report. Nothing it writes is saved until someone has read it.

Who decides whether AI is used?

A Supervisor. The AI Assistant stays off until a Supervisor turns it on, and a Supervisor chooses where it runs: your AI key first, on the device first, or only on the device. A Supervisor can also require everyone to use the organization’s key. Each person allows an AI service once before their first request to it; drafts made on the device need no permission, because nothing is sent. Every AI-drafted field is noted in the audit trail, with where it ran.

Which provider does it use?

Either or both. Inspection Hero works with Apple Intelligence on supported iPhone, iPad and Mac, which drafts on the device. Alongside it, bring your own API key for OpenAI or any compatible provider — including a model you host yourself — for longer requests, and for photos on devices where Apple Intelligence can’t read them. Requests go directly from the device to that provider; nothing passes through us. In Settings → AI Assistant, the model fills in for known providers, and Test connection checks your key with a short test message and a small test image, never inspection data.

Is my inspection content private when I use it?

Drafts made with Apple Intelligence stay on the device: nothing is sent to us, to Apple, or to any AI service. With your own key, content is sent to the provider you chose, under that provider’s terms — and nowhere else. If your policy requires that content never leave your infrastructure, a Supervisor can keep AI on the device only, or point the assistant at a self-hosted model.

Data and backups

Where is my data stored?

On each device, in a local database — and in your own storage if Data Sync is connected. Never on our servers.

How do I back up?

Settings → Backup exports a signed file you can keep anywhere, on every plan. Add a passphrase and it’s encrypted; a Supervisor’s encrypted backup restores a complete workspace — accounts, roles, and integrations — onto a new device. Restoring needs the Team plan or higher, and a backup made under a licensed plan carries that plan with it, so a replacement device restores from it directly.

How do I delete everything?

A Supervisor can factory-reset the workspace from Settings, or simply uninstall the app. There’s nothing to delete on our side because nothing is there.

What happens if our plan expires?

You keep full function for 90 days. After that the workspace runs on the Starter plan; existing users keep signing in and no data is ever locked or deleted.

Restricted and disconnected environments

Can we run this with no internet connection at all?

Yes, permanently. Capture, review, sign-off, export, and plan activation all work with the radio off — a license key is signed and verified by the device itself, so nothing ever calls home. If you want devices to share work on a closed network, point Data Sync at an S3-compatible store running on that network — over HTTPS, with a certificate your own certificate authority issues — and nothing routes out.

Our work is export-controlled or involves CUI. Does using Inspection Hero extend our assessment boundary?

No. We never receive, process, or store your records, so there’s no vendor in the data path to assess, no agreement to sign, and no subprocessor to add to your register. The app runs inside the enclave you’ve already accredited, under your controls.

Are you CJIS, CMMC, FedRAMP, or SOC 2 certified?

No, and none of them applies to us. Those programs assess a provider that handles your data or a cloud service you’d be buying. Inspection Hero is neither — it’s software you license and run on your own equipment, and your data never reaches us. That’s what we’ll put in writing for your security team, and we’re glad to walk them through the architecture or complete a vendor questionnaire.

We have a data-residency requirement. Where does our data live?

Wherever your devices and your bucket are. Choose the region in your own cloud console, or use storage inside your own building. Because nothing is transmitted to us, there’s no cross-border transfer to assess and no transfer mechanism to negotiate.

Does it work underground, offshore, or in a hangar?

Yes — the same offline capability that satisfies a security policy also covers mines, tunnels, ship holds, platforms, remote pipelines and wind farms, and disaster response. Everything syncs when a device is back in range, and conflicting edits are flagged for review with both values kept, never silently overwritten.

Support

How do I get help?

Email support@inspectionheroapp.com. Business plans and above include priority support. Enterprise and Perpetual add guided setup and a reply within one business day, on Perpetual while its updates are current.

Where are the terms and the refund policy?

The End User License Agreement and Privacy Policy cover every plan. The refund terms are on the pricing page under “Pricing questions”: fees are non-refundable once a license key has been issued, except where the law requires otherwise — evaluate with the free Starter plan and the demo first.

Can you help us roll it out?

Yes. Guided setup is a 2-hour consult for a one-time $490: we guide setup of Data Sync with your IT contact and confirm the first two devices sync, guide setup of Single Sign-On if your plan includes it, walk your Supervisors through the app’s features and settings, and hand over a written record of the configuration. It’s included with Enterprise and Perpetual; for any other plan, book it on the purchase page. We’re also onboarding founding customers directly, with guided setup included. Ask on the pricing page.

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