Managing regulatory inspections is a key challenge for ensuring compliance and safety within any organisation. This guide gives a concise overview of the Inspection Cycle, from scheduling through to validating interventions.

The goal: to help you manage your regulatory obligations efficiently with a reliable, purpose-built tool.

Managing regulatory inspections is an ongoing cycle: from preparing inspections to achieving compliance, each step helps ensure the safety and compliance of your facilities.

Here are the 7 essential steps for structuring your inspections, meeting deadlines, centralising proof of compliance, and making audits easier.

Some of your elements are still in “Draft” or “To be categorised” status. Setting them to “Active” finalises their setup and fully integrates them into regulatory tracking in Ealico.

This status means the creation process hasn’t been completed.
The element isn’t yet considered in service, because not all its technical characteristics have been filled in (e.g. commissioning date, regulatory area, inspection body, etc.).

Once this information has been entered, you can change the element’s status to “Active” so that inspections are generated automatically.

🔗 Useful resources:
👉 Set the status to “Active”
👉 Add a note in “Elements”

This status applies to elements imported from a CMMS.
You need to select the corresponding regulation (e.g. Electrical, Lifting, Pressure equipment, etc.) in order to use the associated regulatory data.

Once the regulation is defined, you can then fill in the required characteristics and change the status to “Active” to include the element in deadline tracking.

🔗 Useful resources:
👉 Categorise elements
👉 Set the status to “Active”
👉 Add a note in “Elements”

Scheduling your inspections means organising and planning ahead for your inspection visits, to ensure rigorous regulatory tracking and avoid any missed deadlines.

The deadline appears in the “Deadlines to schedule” list. This means no inspection visit has been created yet for this piece of equipment.

You then need to link the deadline to an inspection visit (existing or new) to record the planned dates and the parties involved (inspection body, service provider, internal team, etc.).

🔗 Useful resources:
👉 View “To schedule” deadlines
👉 Link to an inspection visit
👉 Download calendar entries for inspection visits

Once the inspection has been scheduled, you can edit or add to the visit’s details: date, scope, status, attachments, etc.
This ensures precise deadline tracking and prepares the ground for receiving the report once the inspection has taken place.

🔗 Useful resources:
👉 Use the “Global filter” in “Deadlines”
👉 Edit an inspection visit
👉 Add a deadline to an inspection visit

Validating an inspection visit confirms that the planned inspection actually took place and ensures full traceability of operations in Ealico.
This step guarantees that on-site information (dates, service provider, etc.) is correctly recorded before the report is received.

When the visit went as planned, you can validate it to indicate that the inspection is complete.
This action automatically updates the associated deadlines and makes it easier to manage the inspection report once it arrives.

🔗 Useful resources:
👉 Validate an inspection visit
👉 Add a note in “Inspection visits”

If some of the planned deadlines ultimately weren’t inspected, you should remove them from the visit before validating it. This keeps a clear history and avoids confusion when tracking reports.

🔗 Useful resources:
👉 Remove a deadline from an inspection visit
👉 Add a note in “Inspection visits”

You’ve updated the completion date of a deadline to confirm the inspection was carried out, but the inspection report hasn’t been received or attached in Ealico yet. Depending on your situation, here’s what to do:

In this case, you should save it manually in Ealico or attach it using the “Express Reports” feature.

🔗 Useful resources:
👉 Submit a report
👉 Assign a document to a documentary obligation
👉 Set the status to “Validated”

If the element ultimately wasn’t inspected, it’s important to flag this in Ealico so the report doesn’t stay incorrectly marked as “awaiting receipt”.

🔗 Useful resources:
👉 Cancel an inspection
👉 Set the status to “No action required”

Validating your Express Reports automatically updates the regulatory data for all the equipment identified in the report, following the analysis carried out by our artificial intelligence. This step ensures that completed inspections are properly recorded in Ealico and linked to the right equipment.

When the automatic analysis has correctly identified all the equipment and information in the report, you can validate the Express Report directly.
The inspection data (dates, observations, statuses, etc.) will then be updated across all linked objects.

🔗 Useful resources:
👉 View Express Reports “To validate”
👉 Validate a report

In some cases, the report may contain:

These generate inconsistencies that need to be corrected manually before the report can be validated. Once the corrections have been made, validation becomes possible and the report is then incorporated into regulatory tracking.

🔗 Useful resources:
👉 View Express Reports “To validate”
👉 Resolve inconsistencies
👉 Validate a report

Scheduling your observations means structuring the corrective actions needed to resolve the non-conformities identified during inspections. Every observation must be linked to an action plan, even if it can’t be resolved immediately. This demonstrates risk control and ensures traceability in the event of an audit.

The observation appears in the “Observations to schedule” list. This means no corrective action has been defined yet.

You then need to create an action plan that includes at least:

This information demonstrates that the non-conformity is under control, even if it hasn’t been resolved yet.

🔗 Useful resources:
👉 Edit an observation’s action type
👉 Edit an observation’s person responsible
👉 Edit an observation’s deadline
👉 Add a note to an observation

Once the action plan has been created, you can link the observation to a maintenance task to schedule its resolution.
This ensures traceability of corrective actions and tracking through to the closure of the action plan.

🔗 Useful resources:
👉 View “To schedule” observations
👉 Link a maintenance task to an observation

Validating a maintenance task confirms that the corrective actions planned in the action plan have been carried out, and ensures full traceability of operations in Ealico.

When the planned actions have been successfully completed, you can validate the task to indicate that the observation has been resolved. This automatically updates the observation’s status and closes the associated action plan.

🔗 Useful resources:
👉 View maintenance tasks “To validate”
👉 Validate a maintenance task
👉 Set the status to “Completed”
👉 Add a note in “Maintenance tasks”

If some of the observations planned in the task couldn’t be resolved, you should:

🔗 Useful resources:
👉 Remove an observation from a maintenance task
👉 Add a note in “Maintenance tasks”

Feel free to check out the other guides and articles in our Help Center or contact our support team via the chat built into Ealico.