Tutorial: Completing Your First Report

Open the Pasco Cloud web app and click Reports in the sidebar. You will see the reports list — this is where all your reports live. If this is your first report, the list will be empty.

Find your site inspection template and click on it. The card will be highlighted to confirm your selection.

Choose the project this inspection belongs to from the dropdown. The organisation will be pre-filled based on your membership on that project. If it is correct, leave it as is. If not, change it to the correct organisation.

Click Create to start the report.

Fill in the site details:

• Project Name — this may be pre-filled from your project selection. Confirm or update it.
• Inspection Date — select today's date from the date picker.
• Inspector — select your name from the person dropdown (or type it in a text field).
• Weather Conditions — choose from the multiple-choice options (for example, "Fine", "Overcast", "Raining").

Add your inspection items:

1. Fill in the first row — enter an item description (for example, "Roof framing alignment"), set the status (Pass/Fail/N/A), and add any notes.
2. Click Add Row to add more inspection items.
3. Repeat for each area you inspected.

For one of your inspection items, set the status to Fail. If the template has conditional logic configured, you might see additional fields appear — such as a "Corrective Action Required" text box.

Fill in the corrective action details. If the template has Raise Issue enabled on this field, submitting the report will automatically create an issue linked to this response. This is one of the most powerful connections in Pasco Cloud — flagged inspection items flow directly into the issue tracker.

Click the Next button at the bottom of the page, or click the second page tab at the top. You are now on the sign-off page.

Find the signature field on the sign-off page. Click or tap the signature area to activate it, then sign using your mouse (desktop) or finger (mobile).

If you are not happy with your signature, click Clear and sign again. The signature is saved as part of your report and will appear in the generated PDF.

If there is a comments or additional notes field, add any final observations. For example: "Roof framing requires rectification before next inspection. All other items satisfactory."

Click the Preview button in the builder toolbar. The builder saves your work automatically before navigating to the preview page.

You will see your report rendered as A4-proportioned pages with:

• A branded header with the template logo and document number.
• Your field responses in a clean, professional layout.
• Photos at full size.
• Your signature.
• Page numbers in the footer.

Scroll through to check for any missing information or formatting issues. Use the zoom controls to get a closer look.

Return to the builder (if you navigated to preview) and go to the last page. Click the Submit button.

If any required fields are missing, you will see validation messages. Go back and fill in the missing fields, then try again.

Once you submit:

• If the template has an approval workflow, the report status changes to Under Review and the first approver is notified.
• If the template has no workflow, the report is marked as Submitted immediately.

After submitting, you are taken to the report detail page. In the Overview tab, you can see the approval workflow with each step listed:

• Step 1 — shows "Awaiting approval" with the designated approver's name.
• Subsequent steps — show "Pending" until the previous step is approved.

The approver receives a notification. When they open the report, they see an approval banner with Approve and Reject buttons. If they approve, the next step activates. If they reject, you will be notified and can edit and resubmit.