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Web Report Writer: Report Writing

Updated over 3 weeks ago

This article shows you how to start a report, write using Sections, Locations, or Media, and finally publish and distribute the report. It focuses on the browser version of the Web Report Writer.

📱 If you're using the mobile version, check out: Web Report Writer: Mobile App

🆕 Just getting started? Begin here: Web Report Writer: Setup

Start a Report

Start from an Appointment (Recommended)

Creating an appointment is the easiest and most complete way to start a report.

  • Automatically links documents like agreements and invoices

  • Imports key data from the appointment

  • Makes delivery to clients and agents smoother

🔗 Learn how: Web Report Writer: Start Inspection Report from Appointment

Start from the Web Writer

You can also start a report directly from Web Writer.

Use this if you’re writing a quick report without linked documents. After publishing the report, you must add your client or real estate agent to the report for delivery.

  1. Click Add Inspection (top right)

  2. Enter your Client Name (optional, for cover page)

  3. Enter the Property Address (Google will help auto-complete)

  4. Set the Inspection Date and Time

  5. Choose Property Type (e.g. Single Family, Condo)

  6. Select your Report Template (defaults to your last used)

  7. Click Save

Your new report will now appear in your Inspections List.

Cover photo

  1. Click the placeholder image next to the address

    screenshot of selected inspection with an arrow pointing to placeholder image

  2. Choose Add Media or select from uploaded photos
    ​

    screenshot of report dashboard with media gallery highlighted on right side

  3. Click Done

Overview Tab

This tab holds general details about the property.

Property Condition

  • Add broad observations that don’t fit in a specific comment

  • Click Save when done
    ​

Disclaimers

  • Click Add Item Disclaimer(s)

    screenshot of textbox labeled Disclaimers with button labeled Add Item Disclaimers in the middle

  • Use the right-hand panel to toggle, search, or create disclaimers

  • Click Done
    ​

Descriptions

  • Add general property details

    screenshot of form titled Descriptions

  • Click Edit Fields to modify existing ones
    ​​

Home Tour

Here, you can add photos, videos, or 360 images to the report to create a property tour.

  1. Click Add Media
    ​

    screenshot of field titled Home Tour with arrow pointing to button labeled Add media

  2. Click Add Media or select the photos you want to add to the Home Tour if you have added photos to your Media already.
    ​

    screenshot of field labeled Choose Media with arrow pointing to button labeled Add Media

  3. Select the images from your File Explorer and click Open

  4. The images will automatically be assigned to the Home Tour. Click Done to finish.
    ​

    screenshot of field labeled Choose Media with 4 images added

Items Tab

This is where you do most of the report writing.

The Items tab shows your report content organized by:

  • Sections: Organizes by systems (e.g., Electrical, HVAC)

  • Locations: Organizes by room or space (e.g., Kitchen, Garage).

  • All Items A complete list of everything in the report.

💡 Think of these as different “views” of the same items.

Sections View

By default, it is organized by systems like HVAC or Electrical but can be rearranged and customized to fit your inspection needs.
​

  • Click Add Section to create a new one

  • Use Reorder to drag-and-drop

  • Rename, Duplicate, or Delete Sections as needed

  • Sections can be used to generate a different report output than the defaulted Standard

Locations View

Organizes by room or space (e.g., Kitchen, Garage).
​

  • Click Add Location to add a new one

  • Use Reorder to drag-and-drop

  • Rename, Duplicate, or Delete Sections as needed

  • Works best for room-by-room inspections

  • On the report layout locations are tags on the Item

🔗 Learn more: Web Report Writer: Locations

All Items View

A list of every report item in one place is organized alphabetically.

  • View every report item in one place, regardless of Section or Location

  • Filter Items by status to track progress or spot incomplete sections

This is a helpful option for reviewing and finalizing reports efficiently.

Edit Sections or Locations

Inspection Only Changes

Changes made to Sections or Locations within an Inspection do not affect the Template.

Click to sort Items within a Section or Location by Name, Severity, Locations, or Comments. Sort toggles between ascending/descending and persists during the session.

Add Section or Location

  1. Click Add Sections or Add Locations to launch the Add window.

  2. Enter a unique name.

  3. Click Add—the new Section or Location will appear at the bottom of the list.

Reorder Section or Location

  1. Click Reorder

  2. Drag and drop the Sections or Locations in any order you desire

  3. Click Save to save the changes

Rename Section or Location

  1. Select the Section or Location you want to rename.

  2. Click the Edit Section or Edit Location button.

  3. Select Rename and enter the new name.

  4. Click Save to apply the change.

Duplicate a Section

  1. Select the Section you want to rename.

  2. Click the Edit Section button

  3. Select Duplicate.

  4. Choose whether to Copy Items to the New Section.

    • Enabled: Creates new items without sharing status/comments.

    • Disabled: The items will share comments and the status of the existing section.

  5. Click "Duplicate" to finalize.

Delete a Section or Location

Permanent Deletion

When a Section or Location is deleted, all items associated with it are also deleted. These cannot be recovered.

  1. Click the Checkbox next to the Section.

  2. Select Delete at the bottom.

  3. Confirm by clicking "Delete Section".

Adding Items

  1. Click "Add Item" next to the Section.

    2025-01-29_16-33-35.png

  2. Use the search bar or browse items by category.

    2025-01-29_16-45-47.png

  3. (Optional) Include a Location for the item.

  4. Click "Add" button.

Status

The status of an item will decide which Exclusive Summary the item will display in the finished report. Comments have a status assigned, and the status will change depending on the comment.

By default, each item is marked as "Not Tested." Click on the status indicator to mark an item as "satisfactory" or "N/A." Clicking Hide N/A Status will remove any item with that status from view.

🔗 Learn more: Web Report Writer: Locations

screenshot of section titled Systems with subsection titled Appliances with list of different appliances underneath

Inside Each Item

When you click on an item to open it (e.g., Cook Top), fill in the details, and then click Next to go to the following item. Or you can click on the Icons to open up the following:

  • Item Details – general notes or descriptions

  • Comments – observations, issues, or praise

  • Disclaimers – to protect your business

Add Item Details

  1. Fill in the Item Details

To manage or add more, click Edit Fields

Add Comments

  1. Click Add Comments

  2. Toggle on the ones you want

  3. Click Done

To manage or add more, click Manage Comments

Add Media to Comments

  1. Click Upload to add new images

  2. Click Assign to attach from existing media

  3. Media shows below the comment in the report

Add Disclaimers

  1. Click Add Item Disclaimers

  2. Toggle on the ones you need

  3. Click Done

Media Tab

You can see every photo, video, or diagram you’ve added. You can also use it to inspect by taking a picture first and then assigning a comment to the item; this is a quick and easy way to write an inspection report.
​

Add Media

  1. Click Add Media

  2. Find where your media is stored and select the photos or videos you would like to add

  3. Click Open when done

It might take a moment for the images and videos to load.

Assign Media

  1. Select an image

  2. Click Assign

  3. Choose:

    • Cover Photo

    • Home Tour

    • Item Comment

Edit Media

  • Crop/Rotate

  • Annotate

  • Add a Caption

  • Use arrows to scroll or X to exit

Sort/Filter Media

  • By Status

  • By Type (photo, video, diagram)

Related Articles
Guide to Web Report Writer and Web Report Writer Mobile App
Desktop Report Writer: PDF Space Between Pages
Android Companion: Report Writing
iOS Companion: Report Writing
Release Notes: Web Report Writer and Web Report Writer Apps Change Log
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