Resident intake

Resident intake captures household context around a job — why it was raised, who’s affected, and how the resident wants to be contacted — entirely optional, and just as editable later from the case’s own drawer as it is at the point you raise the job.

What it is

Every field is optional: Reason for inspection (complaint, disrepair claim, stock-condition survey, renewed report, environmental alert, routine inspection, contractor referral, or other, with a details box when “other” is chosen), whether the property is a licensed HMO (with a room/unit location field), the number of adults and children, whether there are pets on site (with a details box), the resident’s best contact method (phone, email, text, WhatsApp, post, other), how the report should be delivered (email, post, an alternative address, WhatsApp, other), and preferred language — recorded only, not translated.

All of these live together in one nested field on the job, which is why they’re grouped in one disclosure rather than scattered across separate boxes.

How to do it

1. On New survey, expand Add report details and open the resident-intake section, or open an existing job’s drawer and edit it from Overview.
2. Set whichever fields you know — none are required.
3. Choose a Best contact method and a Report delivery method if a resident-facing letter will be sent for this case; each reveals its own follow-up field (a delivery address, a WhatsApp number, or a details box) where relevant.
4. Save. These fields can be revisited and updated at any point in the case’s life, not only when it’s first raised.

How it integrates

Resident intake is read-only context for the surveyor in the capture app and prints in the report’s property-information section where populated. Preferred language is recorded honestly as information only — it does not drive any automatic translation of resident letters, the report, or the capture app itself; if a resident needs a translated document, that’s arranged separately. Reason for inspection and household details help explain why a job was raised when a case is reviewed later, alongside the timeline and any resident letters sent.

Common problems

• I don’t have this information yet. Leave it blank and raise the survey — none of it blocks creating or assigning a job.
• I recorded a preferred language but the resident letter still went out in English. That’s expected — preferred language is a record, not a translation instruction.
• I need to correct a detail after the visit. Open the job’s drawer and edit the same fields there; there’s no separate “locked after raising” state for resident intake.