C-Site setup and survey checklist for managing agents

Nico
Nico
· Updated

A working checklist for property managers, site staff, and surveyors setting up buildings, configuring asset routes, conducting digital inspections, and managing auto-generated tasks within Dwellant.

Before you start: Confirm your Dwellant / Concierge user credentials are active and that the relevant building profile exists on Dwellant. If performing an on-site survey without continuous internet access, ensure your building configuration is loaded before heading offline. 

1. App Login & Site Selection

Confirm login access and locate the correct site before configuring assets.

  1. Log in to C-Site

    Use your standard Dwellant / Concierge web login credentials.

  2. Locate your building

    Use the search bar in the top-right corner or sort the list alphabetically or by distance.

  3. Open the site configuration

    Tap the building name to open the building view.

Building List View
Building List View
2. Asset Group & Template Configuration

Establish the asset hierarchy and tailor standard templates to reflect the physical building layout.

  1. Apply an asset template

    Tap Edit (top right) > + (Add Asset) > Templates, then select the appropriate block template:

    • Small Block: 1–30 units (concise, streamlined structure).

    • Medium Block: 30–150 units (standard multi-asset structure).

    • Large Block: 150+ units (complex, multi-tier layout).

       

  2. Duplicate asset groups for repeat areas or multiple cores

    Select the circle next to an asset group (e.g., Car Parking or Meter Cupboard) and tap the Duplicate  icon to duplicate it.

  3. Rename duplicated or custom assets

    Tap the text field of any duplicated asset/group to rename it (e.g., Landlord's Meter or Block B).

  4. Remove non-applicable items

    Select the radio buttons for areas or items not present on-site (e.g., Plant Room, Basement, Roof Area) and tap the Delete (red bin) icon.

  5. Reorder into the natural walking route

    Use the Burger menu icon (three lines on the right) to drag and drop asset groups into your physical inspection sequence

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Asset Configuration View

 

3. Survey Execution & Data Capture

Conduct the physical walkthrough, recording conditions, static data, and observations.

  1. Select the appropriate survey type

    Choose the assigned checklist (e.g., Regular Property Manager Survey, Health & Safety, Wear & Tear, or Move-In).

  2. Complete rating scales and checks

    Record item conditions using the multi-point scale (Very Poor to Excellent) or binary (Yes / No) toggles.

  3. Record pinned reference data and static fields

    Enter required numerical or text values directly where prompted (e.g., meter readings, serial numbers, equipment models, last test dates).

  4. Add observational notes and supporting media

    Tap any question text to open the detail view > tap Add Note to add observations, then attach photos via Camera (live) or Library.

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Inspection Table with Rating Toggles
4. Defect Logging & Work Order Generation

Turn on-site issues into direct, actionable work orders during the survey.

  1. Create an action task on failed items

    From the question detail view, tap Add Task.

  2. Add clear instructions for contractors

    Complete the Subject line and provide detailed instructions in the Description field.

  3. Attach photographic evidence

    Take or attach photos directly to the task so contractors receive visual context with the job instruction.

  4. Save the task

    Tap Save to link the defect to the survey line item.

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'Add Task' View
5. Synchronisation & Upload

Ensure all captured data, media, and created tasks transfer to Dwellant.

  1. Navigate to the Synchronisations tab

    Connect device to an active Wi-Fi or cellular network.

  2. Run manual synchronisation

    Select the completed building survey and tap Sync.

  3. Verify successful transmission

    Confirm the "Successfully synced" confirmation prompt appears and the sync queue clears

5.png

 

6. Dwellant Review & Work Order Dispatch

Audit the survey report and manage auto-generated contractor requests in Dwellant desktop.

  1. Access survey audit reports

    Go to (Property page) > Content > Building surveys to view the survey submission timestamp and surveyor profile.

     

  2. Export documentation

    Under the Actions dropdown, download the required format:

    • Short Report (quick summary of issues).

    • Detailed Report (Word) (editable full audit breakdown).

    • Detailed Report (PDF) (read-only audit file).

  3. Review and instruct generated Action Requests

    Go to Requests to open tasks created during the survey, assign them to contractors, adjust expenditure coding, and track completion.

 

 

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