Contents 

• Offline Mode
  • Download Images and Attachments
  • Prepare for Offline Inspections
• Online Mode
• Perform an Inspection
• Resume an Inspection
• Review an Inspection

Offline Mode

You can complete inspections even when you don't have cellular or Wi-Fi connectivity by preparing in advance:

• Before Going Out in the Field: You will need to download association information to your device while connected to the internet.
  • Depending on the size of the association, a download could take several minutes. If you leave the app during a download, it pauses until you return. We recommend that you wait until the entire association is downloaded before navigating away from the app.
  • Photos and attachments do not download by default. To include them in your download so you can view them offline, see the following Download Images and Attachments section.
• During Your Inspection: Switch to Offline mode and perform the inspection normally - the app automatically saves all your actions locally, including:
  • Starting and ending inspections
  • Adding and updating violations and work orders
  • Voting on inspections
  • All other inspection activities
• After Returning to Reliable Internet Coverage: Make sure you have a strong internet connection (such as your office WiFi), and then turn off Offline mode to automatically sync all your completed work with Vantaca. Syncing the data may take some time and the app pauses if you navigate away. We recommend that you wait until all of the association data syncs before navigating away from the app.

Important: Vantaca's best practice recommendation is to always download association information before heading out for inspections. This ensures you can work seamlessly in Offline mode and avoid data loss from connection interruptions. Using Offline mode eliminates frustrating errors caused by poor connectivity and ensures your work is never lost.

You can enable Offline mode at any time, even during an active inspection if your connection becomes unreliable. When Offline mode is active, the app operates independently without communicating with Vantaca servers or other parts of your device.

Download Images and Attachments

If you want images and attachments to download with the association data so you can view them offline, you must enable the following settings on your device:

Important: Enable the settings before you begin the download.

• iOS: In the Settings app on your device, navigate to Vantaca Manage (or Apps > Vantaca Manage depending on your iOS version) and enable Vantaca Mobile Settings Offline Visibility.
• Android: Tap the Hamburger menu and enable the Download with Images option.

When you enable the option, the following items download:

• Violations: The Primary image only.
• Work Orders and ARC Requests: The most recent image added to the related action item and all supported non-image attachments (i.e., PDF, XLSX, XLS, DOC, DOCX, and TXT)

Prepare for Offline Inspections

To prepare for offline inspections while connected to a reliable data connection:

1. (Optional) To include images and attachments in your download so you can view them offline, enable the option outlined in the previous Download Images and Attachments section according to your device type.
2. Navigate to your Associations screen in one of the following ways:
   • Tap Start a new inspection on the home screen to open the Associations screen (if no other inspection is in progress).
   • Tap the Associations icon at the bottom of the screen.
   • Tap the Hamburger menu, and then Associations.

3. Tap the Download icon () next to each association that you will visit that day. 
   The app downloads the basic information about your association and the properties within. A Success message displays when the download is complete and shows the number of properties downloaded (should match the number of properties in the association).
   
   
    

   
   The Download icon displays as:

   • Blue: Information is available for download.
   • Black: The information is currently downloading (in progress) or is downloaded to your device.
   • Yellow: If the downloaded information is more than 24 hours old and new information exists, the icon displays as yellow to indicate you should perform another download to obtain the most up-to-date information.
4. After you download the association information to your device, enter Offline mode at any time by tapping the Hamburger menu, and then enabling Offline mode. 
   The Offline icon (1) displays in the upper-right corner of the app when you are in Offline mode.
   
   
    
5. Perform the inspection as normal.
6. When you return to reliable data connectivity, disable Offline mode to go back online and the app automatically syncs all the information you completed in the field. 
   Tip: Make sure to switch back to Online mode. The app itself will not switch automatically to online mode.

Online Mode

You can perform an inspection at any time using data connectivity (online mode). Online mode is the default and you do not need to do anything to activate it. Vantaca strongly recommends that you download the association information before going out in the field in case of data connection loss.

Perform an Inspection

To perform an inspection:

1. Perform the Prepare for Offline Inspections steps before you begin the inspection.
2. Tap Inspect beside the association that you want to inspect. 
   The app loads the properties list for that association and displays a message so you know an inspection was started. The list is sorted by street name and then number. 
   
   
   
   The properties list shows the following information for each property within the association:
   • Street address
   • Homeowner name
   • Past Cure displays only if there is an open violation that is past the cure date.
   • The number of active violations (red), work orders (blue), and ARC requests (purple) for that property. 
     
     
     
3. (Optional) You can search for a specific property by entering search criteria in the search field.
4. (Optional) To sort differently, Tap the Sort icon to open the Sort by menu at the bottom of the screen where you can select to sort by Proximity, A-Z, or Z-A. If you select Proximity, the properties will list from closest to you to furthest away.
5. Tap the property to open it and display the following tabs: 
   
   
   
   • Violations: Lists all of the active violations for this property. For information about adding and updating violations, see the "Vantaca Manage App: Violations" article.
   • Work Orders: Lists all off the active work orders for this property. For information about adding and updating work orders, see the "Vantaca Manage App: Work Orders" article.
   • ARC Requests: Lists all of the active ARC requests for this property. For information about adding and updating violations, see the "Vantaca Manage App: ARC Requests" article.
6. When you are done working through all of the properties in the inspection, tap End Inspection. Important: After you end an inspection you cannot add anything else to it. Ending an inspection advances it to the review state which can be approved or declined on the app, as well as on Vantaca.net.
7. If you forget a property during your inspection, or need to edit information that was entered, you can decline the inspection and it will move to a Pending state where you can work on it again. Tap End Inspection when complete. 

Resume an Inspection

If you close the app while performing an inspection, and then reopen, the app notifies you that you were in an inspection by displaying a Resume button that you can tap to continue.

The same property also shows in the Recently Viewed section where you can tap Resume to continue.

Note: You can only perform one inspection at a time in the app. You must complete the inspection before you begin another.



Review an Inspection

When you end an inspection, it automatically enters review status. Depending on your assigned roles and permissions, the inspection may appear in the Home screen > Review inspections section, where you can tap to open it, and then approve or decline it.

However, if you lack the necessary approval permissions, inspections in review status will not be visible to you. Each management company can customize this review process, and procedures may vary between different associations.

To review an inspection:

1. Tap an inspection in the Review inspections section of the Home screen. These inspections are in an Open or Pending state which means are part of an active inspection. 
   The specific inspection opens to show information such as when it started and ended, the last step and current step, notes, and lists all of the violations created or updated during the inspection. 
   
   
   
   OR 
   Navigate to the Associations page, open an association, tap the Inspections tab, and then Open to show a list of all open inspections for the association. Tap an inspection to open it (see the previous example screen).
2. Tap one of the following buttons:
   • Decline: If you forget a property during your inspection, or need to edit information that was entered, you can decline the inspection. It moves to a Pending state where you can work with in it again. Tap End Inspection when complete.
   • Approve: Use this button if everything is complete and correct and you want the inspection to move to the next step in your management company's workflow.