Use cases

Inspections and audits in Cohiva Control

In short

Inspections in Cohiva Control use templates that capture pass or fail, numeric, photo and signature questions. A failed inspection item can automatically raise a work order, and inspection records are versioned and immutable once submitted, so an inspection both records the condition and triggers the fix while staying defensible for an audit.

Inspections and audits in Cohiva Control

Inspections are how you know the state of your assets before they fail and how you prove, later, that you checked. A clipboard does the first job poorly and the second job not at all. Cohiva Control turns inspections into structured, immutable records that can trigger the corrective work themselves, so an inspection is both a snapshot of condition and the start of the fix.

Templates that capture real answers

An inspection in Cohiva Control runs from a template, and the template can capture more than a tick. Questions can be pass or fail for a clear result, numeric for a reading such as a pressure or a temperature, photo for visual evidence, and signature to confirm who completed and signed off the check. That range matters because real inspections are not all yes or no. A reading that is within range today but trending tells you something a pass or fail box cannot, and a photo of a worn part is worth more than a note describing it.

A failed item can raise the work order

The point of an inspection is to find problems and fix them, and Cohiva Control closes that loop. A failed inspection item can automatically raise a work order. The technician who finds the fault does not have to remember to log a separate job, and nothing falls through the gap between noticing a problem and acting on it. The corrective work order is tied to the same asset, so the condition record and the fix sit together on that asset’s history.

Versioned and immutable once submitted

Once an inspection is submitted, its record is versioned and immutable. It cannot be quietly edited to change a result after the fact. This is what makes inspections defensible. When an auditor, an insurer or a regulator asks what you checked and what you found, the record shows the answer as it was recorded at the time, not as someone might have preferred it to read later. Immutability is not a constraint on the team; it is the property that gives the record value.

Inspections in the field

Inspections are designed to be done where the asset is. A technician works through the template on site, captures readings and photos, and signs off, and the record is complete the moment it is submitted. Combined with the asset register’s QR codes, the inspector can scan an asset to reach its inspection record directly, which keeps the process fast and accurate in the field.

How it supports an audit

An audit is, at heart, a question about evidence: did you do the checks, and can you show it? Because inspection records are immutable once submitted and tied to the asset’s append-only history, Cohiva Control gives you a straight answer. You can show what was inspected, what the readings were, what failed, and what work order the failure raised. The system helps you comply with your own inspection regime and supports your obligations by keeping that evidence honest, rather than making any claim to guarantee a regulatory outcome.

Why it matters

Inspections that only record results leave the fix to memory and leave the record open to change. Cohiva Control’s inspections capture structured evidence, raise the corrective work themselves, and lock the record once submitted. That combination is what makes them useful day to day and defensible when it counts.

Part of the Cohiva platform

Cohiva Control is part of the Cohiva platform. Leisure operators often run it with Cohiva Complex, and finance teams connect it to Cohiva Crunch for the general ledger. Explore the platform at www.cohiva.app.

Frequently asked questions

What kinds of answers can an inspection capture?
Pass or fail, numeric readings, photos and signatures. That range lets one inspection record a clear result, capture a measurement, attach visual evidence and confirm who signed it off.
What happens when an item fails?
A failed inspection item can automatically raise a work order, so the problem is not only recorded, it is turned into a job for someone to fix, with no manual step in between.
Can a submitted inspection be changed?
No. Inspection records are versioned and immutable once submitted, so the result that was recorded at the time stays as it was, which is what makes inspections trustworthy for an audit.
How is this different from a paper checklist?
A paper checklist records a result but does nothing with it and can be altered later. An inspection in Cohiva Control captures structured answers, can raise the corrective work order itself, and locks the record once submitted.
Does an inspection link to the asset?
Yes. Inspections run against assets in the register, and any work order raised from a failed item is tied to the same asset, so the condition record and the fix sit together on that asset's history.