Conducting Inspections on the iPad App (ROE/ISC Staff Guide)

The HLS system iPad app allows inspectors to perform complete facility walkthroughs offline while out in the field. Follow this guide to maximize your efficiency using the built-in bulk tools, smart comments, and sync options.

ISBE Data Reminder: All facility structures and names are auto-pulled from ISBE's HLS system every night. If a building is missing or incorrect, it must be resolved directly through ISBE HLS.

Step 1: Initialization and Login

1. Open the FileMaker Go app on your iPad.

2. Tap on the latest version of the mobile file (e.g., HLS Mobile).

3. Pro-Tip (Before you log in): Tap the Update tab located in the center of the screen. This updates all school building data, inspector lists, and checklists from the server so you have the latest information before heading offline.

4. Tap your County/ROE name, select your Inspector Name, and you will arrive at your main mobile dashboard. (Note: If your name is missing, an administrator must grant you the "Inspections" privilege on the HLS website).

Step 2: Creating a New Inspection Record

1. From the dashboard, tap View schools and inspections.

2. Select your target District, then tap the specific Building.

3. To start a fresh walkthrough, look to the right-hand side and tap the white plus icon inside the blue circle (+) next to the prompt to create a record for the current school year.

4. Tap the newly created inspection record row to open your checklist.

Step 3: Advanced Checklist Tools & Shortcuts

Once inside the inspection record, use these built-in features to speed up your data entry:

General Comments & Attendees

• Tap Show Comments on the right side of the screen to log attendees or type general inspection notes. Tap Hide Comments to minimize it and return to the full checklist view.

Bulk Answering

• To save time on compliant areas, you can use the Set All to Yes or Set All to N/A shortcut buttons located right above the answer columns. The app will ask you to confirm before filling out the section automatically.

Smart Pre-Determined Comments & Multiple Items

• If you tap No on any violation item, a green button will appear next to the comment line.

• Tap this green button to pull up a scrollable menu of pre-determined violations/concerns (e.g., "Wedges hold open"). You can select multiple pre-written comments and add specific custom descriptors like "Room 212" or "Bathroom on main floor".

• Tap the upper Checklist tab when finished to return to the main section view.

The "Other Concerns" Quick Jump

• Just above the Administration and General category, you can tap the Other items shortcut button. This instantly jumps you to Item 36 (Other concerns), which houses a massive list of atypical violations.

• When you are done logging an other concern, tap Back Checklist and the system will automatically drop you right back to the exact section where you left off.

Real-Time Progress Tracking

• On the main Location List screen, the app displays a fraction next to each section (e.g., 9 of 24 completed). Use this to easily see what areas still need to be addressed before you leave the site.

Step 4: Uploading Changes to the Web Server

Once you have completed your walkthrough, use the back buttons to return to the main mobile dashboard. You can store multiple inspections on your iPad and upload them all at once when you have a stable internet connection.

1. From the home dashboard, tap Upload all changes to server.

2. A list of locally stored inspections will appear. Tap the selector box next to Ready for the schools you want to transfer.

3. Tap Proceed. The system will process the data and securely move the inspections to the live website database.