Admin how-to

Keep the visit queue and defect queue tightly linked.

Scheduling tells you what should happen next. Inspections confirm what happened. Defects show what still needs action. Use the three desks together rather than as isolated views.

Audience

Schedulers, coordinators, compliance managers, and office teams monitoring inspection flow.

Before you start

You need live sites, systems, and engineers who already have app access.

Expected outcome

The planner is current, the inspection queue is clear, and defects are being converted into real follow-up work.

Use Scheduling as the assignment source of truth

Open Scheduling to plan and rebalance work by engineer, date, and site context.
Create or update visits here when you want to see workload in context, not just as a flat inspection record.
Use map and day-run views when geography, route efficiency, or engineer capacity matters as much as the due date.
Check for conflicts, overload, or missing engineer resolution before saving changes.

Deucalion admin weekly scheduling view — **Planner timeline**
Use the week view when you need to balance work across multiple engineers.

Deucalion admin daily scheduling view — **Day run focus**
Tighten the daily route when the exact sequence and capacity matter.

Monitor inspections with clear queues

Use Inspections to filter by site, engineer, status, result, and date range.
Review pending and in-progress work first so the office team can spot blocked visits before customers do.
After completion, open the inspection directly from the list to review the certificate, defects, and next actions.
Use Dashboard for summary triage, then move into the inspection desk for the operational detail.

Deucalion admin inspections workspace — **Inspection desk**
This is the fastest way to watch status transitions and open completed output.

Work defects as an active queue

Use Defects to review open issues by severity, status, site, and age.
Treat this desk as the live remediation queue rather than a passive record of historical failures.
When defects need commercial follow-up, move them into Quotes or Work Orders instead of leaving them as open findings only.
Use inspection history and asset context when deciding whether a defect is isolated or part of a repeat issue at the site.

Availability note

AI Assistant, quote generation, and work-order handoff may be limited by workspace access or feature flags. If a guide references a surface your users cannot see, confirm your plan and enabled features first.

Recommended operating loop

Use Scheduling to plan and rebalance work before the visit.
Use Inspections to confirm completion and review output after the visit.
Use Defects to drive remediation, not just to confirm that issues existed.
Use Dashboard only as the summary layer that tells you which desk to open next.

Troubleshooting

Problem	What to check
A scheduled visit is missing from the mobile app	Check the assignment, date, engineer access, and whether the mobile user belongs to the same organization.
Completed visits still look open in the workflow	Refresh the inspection desk and confirm the engineer completed sign-off and certificate generation, not just the checklist body.
Defects are piling up without action	Review whether there is a quote or work-order follow-up path in place for the affected sites rather than treating defects as an endpoint.

Next steps

Once the operational queues are stable, move into commercial follow-up and reporting.

Customers, quotes, work orders, and finance Reports, exports, and integrations

Last updated: .