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Use Cases

Condition Surveys: Workflows in PlanRadar

Overview

This article walks through the condition survey from Condition Surveys: Overview in the order it happens: set up in the office, walk the survey on site, review and issue the signed report, and compare with a second survey at the end of the works.

The example is the fit-out contractor surveying two office floors and the common areas before a refit, with one Condition survey form, a four-step rating, one plan per floor and a SiteView run per room. The steps assume you know how the individual features work. Each step links to the feature article.

Set Up the Survey (Office, Webapp)

Create the Lists

  • Element: Floor, Ceiling, Wall, Door, Window, Radiator, Lighting, Sockets and switches, Sanitary, Staircase, Lift lobby, Façade.
  • Condition: Good, Fair, Poor, Defective. Put a one-line definition of each value into the field description.
  • Room: only if rooms have numbers and you want to filter by room in addition to the plan position. In the example the landlord's room numbers are used.

Create the Form

Create a form named Condition survey. Keep attachments and plan position enabled. Enable the numbering sequence with the prefix CS and enable locking. Leave out Assignee and Due date: nothing in a condition survey is delegated.

Field nameField typePurpose
TitleDefaultElement and finding in one line, for example "Wall, hairline crack above door"
ElementListWhich building element the finding is on
ConditionListThe rating
RoomListOptional. Room number for filters and the report
DescriptionLong textWhat was observed, with dimensions where they matter: "Crack 40 cm long, less than 1 mm wide, no displacement"
Existing damageCheckboxTicked when the finding is damage that pre-dates the works. Lets you filter the findings that matter in a dispute
Surveyed onDateDate of the survey. The ticket also records creation date and time automatically in the journal
Surveyed byUserThe surveyor, where several people survey and the report has to name them

Photos go into the ticket's general attachments. Read more in Create & Edit Forms, Field Types and Edit Form Settings.

Roles and Users

  • Surveyor: an in-house user with a role that has tickets Create, View all tickets, Edit all tickets that the user can view.
  • Project manager: an in-house user with full permissions, who locks tickets and generates reports.
  • Landlord, tenant or their surveyor: a watcher, if they want to see the findings in PlanRadar rather than only in the PDF. Watchers see everything and edit nothing. Most external parties only get the PDF.

Set Up the Project

  • Create a project for the survey, or use the works project so that the survey and the later works share plans. In the example the works project is used, with the survey form added to it.
  • Upload one plan per floor into a layer per floor, plus a plan for the common areas. Read more in Upload Plans to Layers.
  • Add the Condition survey form to the project. Read more in Manage Forms of a Project.
  • Prepare the ticket report template: one finding per block with number, room, element, condition, description and photos, and a plan per floor showing the finding numbers. Read more in Create Basic Ticket Report Templates.

For a per-element survey, prepare the element tickets in a spreadsheet, one row per room and element, and import them before going on site. The surveyor then only opens each ticket, rates and photographs it. Read more in Import & Update Tickets.

Walk the Survey (Site, Mobile App)

The surveyor walks floor by floor and room by room, in a fixed order, so nothing is missed.

Record the Room

  1. Record a SiteView run of the room, or take a 360° still image in each room with the 360° camera. This covers every surface. Read more in SiteView Quick Start Guide and Record a Run with the Insta360 App.
  2. Take one wide photo of each wall, the floor and the ceiling with the phone. These go into the room's tickets as context.

Record Each Finding

  1. Tap the position of the finding on the floor plan and choose the Condition survey form. The ticket gets its number, for example CS-37.
  2. Take one close photo of the finding and one wide photo that shows where it is.
  3. Fill in the fields:
    Title: "Wall, hairline crack above door".
    Element: Wall.
    Condition: Fair.
    Room: 2.14.
    Description: "Crack 40 cm long, less than 1 mm wide, from door frame towards ceiling. No displacement. Paint intact."
    Existing damage: ticked.
    Surveyed on: today.
    Surveyed by: yourself.
    Dictate the description if your hands are full. Read more in Fill Ticket Fields with Voice.
  4. Save and move to the next finding.

For a per-element survey, open the pre-created ticket for the element instead of creating one, set the position on the plan, add the photos and the rating, and save. An element in good condition still gets a photo and the rating Good. That is what makes the survey complete.

Basements and plant rooms usually have no signal. Keep recording, the app syncs later. Read more in Working Offline.

Place Findings on the 360° Image

Back in the office, or on site if the run has synced, open the room's 360° image in the Webapp and place each finding ticket on the image where it is. The landlord's surveyor can then open the run and see the crack in its surroundings rather than as a cropped photo. Read more in Add Tickets to 360° Images in the Webapp.

Review and Issue (Office, Webapp)

  1. Filter the project for the Condition survey form and check completeness: every room in the plan has findings or a SiteView run, every finding has at least one photo, a rating and a description. The Ticket Completeness Agent can flag tickets with missing photos as they are created. Read more in Filter Tickets and Create & Manage Your AI Agents.
  2. Correct anything that is wrong now. After the next step, nothing can be changed.
  3. Select all survey tickets and lock them. Read more in Lock a Ticket.
  4. Generate the ticket report as PDF with the prepared template. Check the plan pages show every finding number. Read more in Create a Ticket Report (PDF).
  5. Have the report signed. In the example, the contractor's project manager and the landlord's representative walk the floors with the PDF open on a tablet, agree the findings and sign the report there. Read more in Sign, Annotate & Share Ticket Reports in the Mobile App.
  6. Store the signed PDF in Documents, in a folder the landlord's watcher can access. Read more in Document Management and File/Folder Access Control.

If the other party disputes a finding, do not edit the locked ticket. Add a comment to the ticket with their objection and your answer, so the dispute and its resolution sit next to the finding. Comments stay possible on a locked ticket. Read more in Comment a Ticket.

Compare at the End (Office and Site)

At handover, the same areas are surveyed again with the same form, the same lists and the same plans.

  1. Walk the areas as described in Walk the Survey above, with a new SiteView run per room. Create a ticket for every new finding and for every existing finding that has changed. Use the same rating scale.
  2. In the description of a changed finding, reference the baseline number: "See CS-37. Crack now 70 cm, 2 mm wide, displacement 1 mm." Or add the baseline ticket as a reference so both are linked. Read more in Use Sub-Tickets for linking related tickets.
  3. Filter for findings created after the baseline date. That list is what changed during the works and is the basis for the discussion with the landlord.
  4. Compare the two SiteView runs of a room side by side to check surfaces that had no ticket in the baseline. Read more in View & Navigate 360° Images.
  5. Findings that need repair become defects: create a Defect ticket assigned to the trade, referencing the survey finding. Read more in Defect Management: Workflows in PlanRadar.
  6. Lock the comparison survey and issue the report as described in Review and Issue above.

Updated September 11, 2026