What are Self Assessments?
Send structured inspection checklists, report templates or property information forms to third parties to complete themselves. You define the questions, photo prompts, required fields and declarations — and the recipient completes the workflow remotely. Each submission is captured inside InventoryBase as structured information.
This is not just a form builder. Self Assessments are designed for property inspections, reporting and evidence capture, with condition fields, photos, signatures, report outputs and property history built around InventoryBase workflows.
You set the template
Define questions, photo prompts, required fields and declarations.
They complete the assessment
The recipient follows guided steps remotely, on any device.
You receive the structured record
Responses, photos and signatures flow back into InventoryBase.
Choose the right inspection mode for the job
InventoryBase gives teams different ways to capture property information depending on the level of risk, detail and involvement required.
Scale property data capture without scaling your team
Some workflows don't need a full inspection visit. Self Assessments help property teams collect information in a structured way, without relying on email chains, generic forms, spreadsheets or unstructured photo messages.
Too many low-risk visits
Not every check needs a professional on site. Reserve in-person visits for the work that needs them.
Unstructured photos and messages
Email threads, WhatsApp photos and loose attachments are hard to track, compare and report.
Incomplete information
Structured templates and required fields help recipients provide the information your team actually needs.
Scheduling friction
Self Assessments can be completed asynchronously, making them easier for tenants, landlords and residents.
Limited visibility
Submissions are captured in InventoryBase so teams can review, track and report from one place.
Portfolio scale
Use repeatable templates to collect information across many properties, rooms or units.
Easy access for tenants, landlords, owners and third parties
Recipients shouldn't need to learn InventoryBase to complete a Self Assessment. They access it through a simple secure link or QR code where configured, then follow guided steps from their phone, tablet or desktop.
No account required
Recipients can complete the assigned assessment without becoming full InventoryBase users.
Link sharing
Send a direct assessment link by email, SMS or other communication channel where configured.
QR code access
Use QR codes for on-site check-ins, property access points, student accommodation or recurring location-based checks.
Works on common devices
Designed for browser-based completion from mobile, tablet or desktop where supported.
Guided experience
Clear prompts help non-technical users provide the right information.
Controlled access
Assessment links are secure, trackable and limited to the intended workflow.
Final access behaviour is confirmed per configuration. No-login, browser-only, QR code and SMS sharing are available where configured.
Used across multiple property workflows
Self Assessments are flexible enough to support any workflow where a third party can capture the data themselves and your team still needs a structured record.
Tenant inspections
Issue guided checklists for move-ins, move-outs, periodic inspections or resident-submitted condition checks.
Midterm checks
Ask tenants or residents to submit condition updates, photos or declarations between in-person visits.
Pre-checkout reviews
Collect early evidence before a final check-out, helping tenants understand potential issues.
Maintenance triage
Ask occupants to submit photos and issue details before deciding whether to send a contractor.
Landlord onboarding
Collect property details, declarations, documents and supporting information from landlords.
Property information forms
Collect structured information from sellers, landlords, owners or clients without PDFs and email chains.
Student accommodation
Collect room checks, student comments, photos, arrival condition or self-submitted evidence at scale.
Housing & resident checks
Collect resident-submitted condition information, photos and follow-up evidence for housing teams.
You control what gets submitted
Self Assessments are completed by third parties, but your team defines the structure. Use templates, required fields, photo prompts and declarations to collect information consistently.
Standardised templates
Every assessment follows a predefined structure based on your workflow.
Required fields
Make important questions, sections or confirmations mandatory.
Photo prompts
Ask recipients to upload photos for specific rooms, items, issues or evidence points.
Conditional questions
Show relevant questions based on previous answers where supported.
Signatures and declarations
Capture confirmation, acknowledgement or sign-off where required.
Review before final output
Allow your team to review submissions before generating final reports or sharing them externally.
Turn every submission into a structured report
Each completed Self Assessment can produce a structured report containing the recipient's answers, photos, comments, signatures and supporting information.
Photo evidence
Capture photos directly against relevant questions or report sections.
Comments and notes
Allow recipients to add observations, explanations or issue descriptions.
Branded report output
Generate professional PDF or online reports using your InventoryBase report setup.
Structured data
Store the responses in a format that can be reviewed, compared and reused.
Property history
Keep the completed assessment as part of the property record.
Shareable reports
Share reports with clients, landlords, tenants, owners or internal teams where appropriate.
Reports can follow the same structured reporting standards as your wider InventoryBase workflows.
Track condition changes over time
Self Assessments help teams build a more regular record of property condition. Compare submissions against previous reports, identify changes and spot issues before they become larger problems.
Compare between occupants
Review differences between move-in, midterm, pre-checkout and move-out submissions.
Monitor recurring issues
Track recurring maintenance, cleaning, damage or condition concerns.
Identify issues early
Use remote submissions to flag problems before they escalate.
Build a property timeline
Keep submissions connected to the property history.
Support audit trails
Maintain clearer records of what was submitted, by whom and when.
Use alongside in-person reports
Combine self-service submissions with professional inspections for a fuller record.
Comparison and review workflows are available where configured. Self Assessments do not automatically detect damage or guarantee issue detection.
Use self-service where it fits — keep inspectors where they matter
Self Assessments give you a scalable remote option for the workflows where third-party capture is appropriate, while your team continues to use in-person and Live Inspections where professional judgement or real-time guidance is needed.
Use in-person inspections when
Use Live Inspections when
Use Self Assessments when
Examples of workflows you can create
Self Assessments can be configured around the reports, forms and data capture processes your team already uses.
Connected to the wider InventoryBase platform
Self Assessments work best as part of your wider inspection and reporting setup — connected with templates, reports, evidence, actions and property records.
Report Builder
Turn completed submissions into structured reports.
Templates & Dictionaries
Standardise questions, wording, condition fields and report structures.
Client Portals
Share reports and collect responses from relevant stakeholders.
Scheduling & Diaries
Coordinate self-service workflows alongside scheduled inspections.
Mobile Inspection App
Use professional mobile inspections alongside self-service workflows.
Live Inspections
Use guided live video inspections when real-time direction is needed.
Maintenance Reporting
Turn reported issues into follow-up actions or maintenance records.
Integrations
Connect captured data with other systems where configured.
Built for teams that need remote reach
Letting agents
Collect tenant-submitted check-ins, pre-checkout information, maintenance photos and property information forms.
Property managers
Scale routine condition checks, resident updates, landlord forms and maintenance triage.
Inventory providers
Offer self-service report options alongside in-person inventories and check-outs.
Housing providers
Collect resident-submitted condition checks, onboarding information, repair evidence and follow-up records.
Student accommodation teams
Collect room photos, arrival checks, comments and self-assessments across high-volume portfolios.
Managed service providers
Coordinate self-service workflows at scale across clients, suppliers and property portfolios.
Self Assessments FAQs
Self Assessments support remote property data capture and structured submissions. Some inspections may still require an in-person visit or live guided inspection depending on the property, risk, client requirements and professional judgement.