Inspection reports get their look from the template they were created from — and each template can carry several PDF layouts. This guide covers managing those layouts, choosing one when an inspection starts, and downloading inspection reports individually, merged, or with all their media. Work order reports have their own guide — see "Work order reports: settings, downloads and sharing".
Where template report settings live
Go to Organisation Settings → Templates, open a template, and switch to its PDF tab. Everything you change shows instantly in the live preview on the right.
Multiple layouts per template
Each template keeps its own set of named PDF layouts. Use the layout picker at the top of the PDF tab to:
Create a new layout — for example an internal layout with file names and upload dates, and a customer-facing layout without them.
Rename or delete a layout.
Mark one as the default (the star) — used whenever no explicit choice is made.
Every layout has three groups of controls:
Style — photo thumbnail size (how many photos per row), photo resolution, media metadata (file names and upload dates under photos), report theme and page size.
Content — which blocks appear in the report (photos, signatures and more).
Email — the recipients and message used when a report is emailed on completion.
The template’s PDF tab: (1) the layout picker with default star, (2) style, content and email controls, (3) the live preview.
Choosing a layout for an inspection
When someone starts an inspection from a template, they can pick which of the template's layouts that inspection's report will use. If they don't pick, the template's default layout applies. This is how one template produces different documents for different audiences without duplicating the template itself.
Downloading inspection reports
In the inspections list, select one or more inspections — the action bar appears at the bottom with everything you need: Excel (list export), and Download for reports and media. Click Download and the menu opens as an extension of the bar:
PDF report — the inspection's report in its chosen layout (up to 100 at a time).
Media — a zip of every photo across the selected inspections; media prepares and downloads directly.
Separate PDFs / One merged PDF — separate is the default: one PDF per inspection, delivered as a single zip. Or switch to merged: any inspections can merge into one continuous PDF, even across different templates.
Summary — the box at the bottom tells you exactly what you'll get before you commit.
Selecting at scale: "Select all" covers the inspections loaded in the list so far — scrolling loads more. Need the maximum without scrolling? Use "Select first 100" in the action bar: it selects the first 100 inspections in list order straight from the server. If your selection grows past 100, Media still covers all of it; for PDF reports the menu shows a note with a one-click "Keep first 100".
The inspections Download menu and the action bar: (1) PDF and media, (2) separate or merged, (3) exactly what you’ll get, (4) download, email or share.
Download, email or share
Once your options are set, pick how the file reaches you:
Download — the file is prepared and saves to your device automatically the moment it's ready.
Email me the link — carry on working; a download link lands in your inbox when the file is ready (PDF reports).
Share with someone — type any email address and they receive the download link directly (PDF reports).
Large downloads are prepared in the background — the progress tracker in the top bar shows a live percentage, and the file saves automatically when it completes.
Quality details you get for free
Section headings are never stranded at the bottom of a page — a heading always starts together with its first item.
A question and its answer always stay together; media rows keep their label with at least the first row of thumbnails.
Each inspection report ends with its own media gallery, so photo ownership is always clear — merged documents keep one gallery per inspection.