Diary & Inspection Scheduling

The Diary & Inspection Scheduling module gives property management agents a single place to record all office diary activity and site inspection history against developments, units, owners, and contractors. It is accessible from the Operations section of the main navigation under Diary & Inspections.

Overview

The module has two distinct but linked areas:

Area	Purpose
Office Diary	Schedule and track all events, calls, meetings, deadlines, and reminders related to a development or contact
Site Inspections	Record structured site inspection visits with findings, outcomes, and follow-up actions

The two areas are integrated: creating a site inspection can automatically generate a linked diary entry, and completing an inspection automatically completes its linked diary entry.

Office Diary

Diary Entry Types

Each diary entry has a type that categorises the activity:

Type	Description
`site_visit`	On-site visit to a development or unit
`phone_call`	Phone call with an owner, contractor, or contact
`meeting`	Formal meeting (internal or external)
`inspection`	Inspection activity (use Site Inspections for structured records)
`follow_up`	Follow-up action on a previous entry
`deadline`	Key deadline (e.g. service charge payment, compliance filing)
`reminder`	Internal reminder for staff
`agm_related`	AGM preparation or follow-up activity
`contractor_visit`	Scheduled contractor attendance on site
`owner_meeting`	One-to-one or group meeting with unit owners
`other`	Any activity not covered above

Status Lifecycle

scheduled → completed
         → cancelled
         → overdue  (automatic when past scheduled date without completion)

Priority Levels

low — routine, no urgency
medium — standard priority
high — requires prompt attention
urgent — immediate action required

Linking

Diary entries can be linked to any combination of:

Development
Unit
Owner
Contact
Contractor
Staff assignee

Completing a Diary Entry

Use the Complete action on a diary entry to mark it as done and record outcome notes. Once completed, the entry status changes to completed and is recorded in the audit log.

Site Inspections

Inspection Types

Type	Description
`routine`	Standard periodic site inspection
`pre_agm`	Inspection conducted before an AGM
`post_works`	Post-contractor-works sign-off inspection
`insurance`	Insurance-required inspection
`health_safety`	Health & Safety inspection
`fire_safety`	Fire safety compliance inspection
`lettings_checkin`	Lettings check-in inspection
`lettings_checkout`	Lettings check-out inspection
`snagging`	Snagging inspection for new or refurbished units
`ad_hoc`	Unplanned or ad hoc visit
`other`	Any inspection not covered above

Inspection Outcomes

Outcome	Meaning
`satisfactory`	No issues found
`minor_issues`	Small issues noted, no immediate action required
`major_issues`	Significant issues requiring action
`urgent_action_required`	Immediate action required

Structured Findings

Each inspection record supports structured findings with:

Area — the part of the development or unit inspected
Description — what was found
Severity — how serious the finding is
Photo URL — link to supporting photographic evidence
Action required — what needs to be done

Executive Summary & Follow-up

Inspections include a free-text executive summary and an actions required field, along with a follow-up date for scheduling any remedial work or re-inspection.

Auto-Diary Integration

When creating a site inspection, you can opt to automatically create a linked diary entry. This keeps a chronological diary record alongside the structured inspection report. When the inspection is marked as complete, its linked diary entry is also automatically completed.

Dashboard UI

Navigate to Operations → Diary & Inspections to access the module.

Summary Cards

The top of the page shows live summary counts:

Card	Description
Today	Diary entries scheduled for today
Next 7 Days	Entries scheduled in the next 7 days
Scheduled	All entries with `scheduled` status
Overdue	Entries that are past their scheduled date and not completed
Upcoming Inspections	Inspections not yet completed
Urgent Actions	Inspections with `urgent_action_required` outcome

Filtering

Both the diary and inspections table views support filtering by:

Status (scheduled, completed, cancelled, overdue / in progress)
Type (entry type or inspection type)
Priority (diary entries only)

Creating Entries

Use the + New Entry button on the Office Diary tab to open the create diary entry dialog. You can link the entry to a development at creation time.
Use the + New Inspection button on the Site Inspections tab to open the create inspection dialog. You can opt in to auto-creating a linked diary entry at the same time.

Detail Panels

Clicking any row opens a detail panel showing all fields, linked entities, and findings (for inspections). The completion workflow is accessible from the detail panel.

tRPC API Reference

All procedures are under the diary router namespace.

Diary Entry Procedures

Procedure	Description
`diary.summary`	Dashboard summary counts for diary and inspections
`diary.listDiaryEntries`	Paginated list with filters: `status`, `entryType`, `priority`, date range, `assignedUserId`, `developmentId`
`diary.getDiaryEntry`	Single entry with all linked entity names
`diary.createDiaryEntry`	Create a new diary entry
`diary.updateDiaryEntry`	Partial update of an existing diary entry
`diary.completeDiaryEntry`	Mark an entry as completed with outcome notes
`diary.deleteDiaryEntry`	Delete an entry (admin only)
`diary.entriesForDevelopment`	All diary entries scoped to a specific development

Inspection Procedures

Procedure	Description
`diary.listInspections`	Paginated list with filters: `status`, `inspectionType`, `developmentId`, `inspectorId`
`diary.getInspection`	Detailed inspection view including findings
`diary.createInspection`	Create an inspection; optionally auto-creates a linked diary entry
`diary.updateInspection`	Partial update with findings management
`diary.completeInspection`	Record outcome; auto-completes linked diary entry if present
`diary.deleteInspection`	Delete an inspection (admin only)
`diary.inspectionsForDevelopment`	All inspections scoped to a specific development

All mutation procedures are covered by full audit logging.

Database Schema

Two new tables are introduced in src/db/schema-diary.ts:

`diary_entries`

Key columns: id, orgId, developmentId, unitId, ownerId, contactId, contractorId, assignedUserId, entryType, status, priority, title, notes, scheduledDate, scheduledTime, duration, recurrence, outcomeNotes, createdAt, updatedAt.

Indexes: orgId, developmentId, scheduledDate, status, assignedUserId.

`inspection_records`

Key columns: id, orgId, developmentId, inspectorId, linkedDiaryEntryId, inspectionType, status, outcome, scheduledDate, completedDate, executiveSummary, actionsRequired, followUpDate, findings (structured JSON array), createdAt, updatedAt.

Indexes: orgId, developmentId, scheduledDate, status, inspectorId.

Integration Points

Development detail pages — use diary.entriesForDevelopment and diary.inspectionsForDevelopment to embed diary and inspection history directly on a development's detail page
Existing schema — diary entries link to the existing developments, units, owners, contacts, and contractors tables
Inspection → Diary — the auto-diary-entry feature on inspection creation keeps the office diary automatically up to date without double-entry