Solution
Virtual inspection software for service and maintenance teams
Virtual inspection works best when it is a defined workflow rather than a request for pictures. Every inspection type gets its own capture steps.
No app. No customer account. No live video call.
What should virtual inspection software do?
Virtual inspection software should define what must be recorded, guide the person on site through it, and return a complete, reviewable record. That means per-inspection capture steps, required photos and video, identification details, checklist responses and structured questions — with no app install, no account and no need for a scheduled call, so the person on site can complete it whenever it suits them.
The typical situation
Teams improvise virtual inspections with messaging apps and email, then spend longer chasing missing photos than the visit would have taken.
Who records the video
Site contacts, tenants, operators, contractors, dealers or your own technicians.
What is captured
- Inspection steps defined per situation
- Mandatory photos and video clips
- Asset and location identification
- Condition checklist responses
- Defect descriptions and severity answers
- Before and after evidence where relevant
Service cases
What the service team receives.
Illustrative workflow views across the sectors we work in. Example content, not customer data.
Service case #4821
Rooftop unit stopped — alarm on controller
- Site
- Office building — Dublin
- Asset
- Rooftop air-handling unit
- Data plate
- Captured
- Fault code
- E04
- Observed
- Condenser fan not running
- Owner
- HVAC service desk
Recommended next action
Refrigeration engineer — bring condenser fan motor and capacitor
Service case #5107
Inverter offline since Monday morning
- Customer
- Beckers Logistics
- Location
- Roof array B — Eindhoven
- Asset
- String inverter 25 kW
- Serial
- INV-31204
- Fault code
- F13
- Owner
- Solar service desk
Recommended next action
Site visit scheduled — bring replacement DC isolator and string tester
Service case #5122
Water ingress above first-floor office
- Customer
- Harbour Facilities
- Location
- Block C — Rotterdam
- Asset
- Pitched tile roof — chimney flashing
- Section
- Rear slope, chimney line
- Reported
- After heavy rainfall
- Owner
- Roofing estimator
Recommended next action
Quote from video — no survey visit required before works
Service case #5149
Alarm panel showing fault at side entrance
- Customer
- Northgate Retail Park
- Location
- Gate 2 — Dublin
- Asset
- Alarm panel + entrance camera
- Serial
- AP-77210
- Indicator
- Zone 4 fault on keypad
- Owner
- Security support desk
Recommended next action
Resolved remotely — zone 4 contact reset on site, no dispatch needed
Service case #5168
Charge session stops at 3 minutes
- Customer
- City Fleet Services
- Location
- Depot bay 7 — Antwerp
- Asset
- 22 kW AC charge point
- Serial
- EVC-40911
- Fault code
- E-021
- Owner
- Charging support desk
Recommended next action
Technician visit — bring RCD module and type 2 socket assembly
Service case #5183
Combi oven tripping the breaker on start-up
- Customer
- Meridian Foods
- Location
- Main kitchen — Waterford
- Asset
- Commercial combi oven
- Serial
- OV-20884
- Fault code
- AL-07
- Owner
- Equipment service desk
Recommended next action
Right technician assigned — heating element and contactor pre-ordered
Service case #5204
Water running behind the kitchen unit
- Customer
- Ellen Doyle
- Location
- 14 Mill Lane — Cork
- Asset
- Kitchen waste and supply pipework
- Isolation
- Stopcock located under sink
- Reported
- Since yesterday evening
- Owner
- Service desk
Recommended next action
Engineer dispatched same day — bring compression fittings and flexible tails
Service case #5231
Water surfacing beside the footpath meter chamber
- Reported by
- Site contractor
- Location
- Bridge Street — Galway
- Asset
- Meter chamber and service connection
- Reference
- MC-11820
- Access
- Footpath, traffic management needed
- Owner
- Network control
Recommended next action
Category confirmed — crew scheduled with traffic management and repair collar
Service case #5257
Damp patch spreading on bedroom wall
- Tenant
- Apartment 2C
- Location
- Riverside Court — Limerick
- Asset
- External wall, first floor
- Reported
- Worse after rainfall
- History
- Second report this year
- Owner
- Repairs coordinator
Recommended next action
Assigned to roofing trade first — no plumbing visit booked
Service case #5279
Warning light and rattle under load
- Customer
- Fleet account — Voss Transport
- Location
- Service reception — Utrecht
- Asset
- Light commercial van
- Identification
- VIN captured on video
- Indicator
- Engine warning lamp on
- Owner
- Service advisor
Recommended next action
Diagnosis slot booked — exhaust heat shield and sensor quoted in advance
Service case #5298
Vibration reported in nacelle during operation
- Operator
- Northsea Renewables
- Location
- Turbine 7 — coastal site
- Asset
- Nacelle drive train
- Serial
- WT-6042
- Indicator
- Vibration alarm logged
- Owner
- Technical support
Recommended next action
Specialist review before climb — lifting plan and spare coupling prepared
How the service team uses it
- Standardise inspections across teams and regions
- Review asynchronously rather than live
- Escalate only the cases that need attendance
- Keep one complete record per inspection
- Hand over evidence to the next decision
Operational outcomes
- Repeatable inspection quality
- Less scheduling overhead
- Fewer follow-up requests
- Auditable documentation
Outcomes depend on your own service operation. We do not publish savings percentages that have not been measured with you.
Two directions of video
Before dispatch, and from the field.
The same structured approach is used in both directions, with different capture steps.
01 Customer or site → Service team
- Service request received
- Guided video link sent
- Customer or site contact records
- Service team reviews
- Resolve remotely or dispatch correctly
02 Field technician → Head office
- Technician opens the job
- Guided capture on site
- Checklist and readings
- Before and after evidence
- Completion record reviewed centrally
Related
Continue reading
- Remote visual inspection without an app or a live call
Carry out remote visual inspections with guided video and photos recorded on the customer's or technician's own phone. No app, no account, no scheduled video call.
- Quality control for field-service work
Supervisors review completed work from structured video and checklist evidence instead of travelling to inspect a sample of jobs.
- Structured service documentation from the field
Video, photos, answers and checklist responses kept together as one structured service record instead of scattered across messages and notes.
- Proof of completion for service and maintenance work
Close jobs with dated before-and-after evidence, checklist responses and restart confirmation attached to the service record.
Discuss your service workflow with us.
In 30 minutes we look at how requests arrive, how they are triaged and how work is documented today — and where guided video would fit.
Prefer to try the capture workflow yourself first? Start a free account