How to manage snag lists across multiple client projects

Choose a sensible project boundary

Use one project for a coherent job whose findings can sensibly be reported together. A different client or address is usually a strong reason to start another project. A return visit to check the same recorded defects can stay with the original project so the context remains accessible.

For several units in one development, think about recipients and access. If each owner needs a separate report, distinct projects can make that separation easier. If one site manager receives a combined record, a single project with precise unit and area names may fit better. Make this decision before recording dozens of items.

Use names that survive a busy week

A practical pattern is a job reference, short property name and scope: J042 - Cedar Street - handover. Keep the full address in the project details. Do not rely on the client first name or a label such as “new job”, which becomes ambiguous as soon as the next inspection arrives.

Use the same property reference in your external job folder and issued filenames. Dates belong in report filenames and visit notes; avoid renaming the entire project after every visit if doing so makes earlier correspondence hard to reconcile.

Inside each project, use consistent room and location names. Repeated rooms need unit, floor or zone information. “Bathroom” in four different apartments is not enough to locate a repair.

Review active work by next action

Set aside a regular review of live projects. Check unresolved items, due dates, contractor replies and visits waiting for access. A status only helps when its meaning is consistent: agree what you mean by Open, In Progress, Resolved and Closed, and record who supplied any completion information.

• Which items need an instruction or clarification?
• Which reported repairs need a return visit?
• Which jobs are waiting for a client or contractor response?
• Which reports need issuing after a material update?

A due date is a recorded target, not evidence that a reminder was delivered. Keep appointments and reminders in your established scheduling process. Site Audit is the inspection record; do not assume it automatically contacts the contractor.

Example: three jobs with different next steps

Consider an inspector with a house handover, a small office fit-out and a repair reinspection. The house project needs the initial report sent. The office project needs two contractor-specific lists. The reinspection project needs new photos compared with the original observations.

Separate projects let the inspector check the correct client identity, reporting profile and recipient for each export. They keep the issue list for the house intact while revisiting the repaired items elsewhere. This example illustrates organisation; it is not a claim that the app schedules or coordinates these jobs automatically.

Use contractor reporting within the appropriate project, and retain the exact file issued to each recipient. A filtered report is a selected view of one project, not a cross-project portfolio report.

Retain completed records and back them up

The free version allows one project. Completed and archived projects still count toward that limit. Pro removes the project limit, which suits ongoing work where earlier records need to remain available alongside new jobs. Do not delete a client record just to make room without considering your need for its photos and history.

Save the final PDF, any useful CSV exports and a backup of the working data. Project status and archiving are organisational tools; neither creates an independent backup. Pro also does not add shared editing between inspectors, so nominate one owner for the current record when several people contribute observations.

For common-area work, use building-wide location references and keep responsibility questions separate from observed conditions.