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Why aren't inspections showing on an inspector's calendar?

An inspection was scheduled on a permit, but it is not on the inspector's calendar in the Scheduler, or the inspector cannot be chosen when scheduling. Inspections scheduled on a record are added to the Scheduler automatically for the assigned user, so when one is missing the cause is usually one of four things: the appointment was not saved, the inspector's calendar is not turned on in the Scheduler, the calendar is open on the wrong view or date, or the inspector is not set up with the right Title. This article is for anyone who schedules inspections or manages the Scheduler. Run the checks in order.

1. Confirm the appointment was saved on the record

  1. Open the permit and click the Inspections tab.
  2. Find the inspection in the grid. A scheduled inspection shows a Result of Scheduled with a Date and an Inspector. If the Result still says Requested and the Date and Inspector columns are blank, it was never scheduled.
  3. To schedule it, click the pencil icon, click the calendar icon, choose the inspector in the Assign To dropdown, add a Subject and any Details, set the date and time, and click Add. The Result changes to Scheduled.
  4. Click Save on the inspection, then save the permit. Starting an appointment and closing the record without saving does not create it.

2. Turn on the inspector's calendar in the Scheduler

The Scheduler shows the calendars you have selected, not everyone's at once.

  1. Click the Scheduler icon in the left navigation bar on the Home Page.
  2. In the left panel, make sure the inspector's name is checked.
  3. If the inspector is not listed, use the search box at the top of the calendar panel to find them by name and select them. Their calendar is added alongside yours. You can add several users this way for a combined view.

Which calendars you can view depends on your user permissions. If you cannot find a coworker's calendar at all, ask your system administrator to review your access.

3. Check the view and the date

The Scheduler reopens in the layout you used last (Day, Work Week, Month, Agenda or Timeline), even after you log out and back in. If it is on Day view, an inspection next week will not be on screen. Switch to Work Week or Month, or move to the inspection's date, and look again.

4. Make sure the inspector has the right Title

Inspectors appear in the scheduling dropdown, and are assigned by default, based on their Title. If an inspector is missing from the Assign To dropdown, or the wrong person keeps coming up, a system administrator can check it:

  1. Go to Account Settings, then User Role Management, then Title Management.
  2. Find the Title that matches the inspection type.
  3. Click Assign and add the inspector. Remove a former inspector from the same Title if they are still listed.

5. If the calendar shows the days as full

Red days on the Scheduler mean the user's daily appointment limit has been reached. A system administrator can review it under Account Settings, User Role Management, User Management, select the user, then Setup Daily Appointment Limits, and confirm the daily limit and work hours.

Things to know

  • Events that come from a record cannot be edited inside the Scheduler. To change the date, time or inspector, open the permit and change it on the inspection. The Scheduler updates on its own. The page curl icon on the event opens the related record.
  • Once an inspection is scheduled and saved, it also appears in the GovInspect app for the assigned inspector.

When to reach out to our support team

If the inspection shows as Scheduled on the record with the right inspector and date, the inspector's calendar is checked, and the appointment is still not on the calendar, reach out to our support team. Include the module, the permit or control number, the inspector's name, the scheduled date and time, and a screenshot of the Inspections grid. Which Titles exist and how they map to inspection types are set up by our team, so if a new inspection type needs a new Title, include that in your message as well and we will review it.

✅ Pro Tip: The Inspections grid on the permit is the source of truth. If the Date and Inspector columns are filled in there, the problem is on the Scheduler side; if they are blank, the appointment was never created.

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