EC Rounds — Admin Guide

This guide covers the dashboard side of EC Inspection Rounds: getting items into the system, keeping checklists current, and producing the reports a Joint Commission surveyor will ask for.

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CSV import

Bulk-import your EC item inventory from the dashboard. The importer walks you through upload → column mapping → validation preview → commit. Required columns:

• Item kind (extinguisher, emergency light, eyewash, AED, fire door, med gas)
• Building
• Floor

Optional columns: room, serial number, manufacturer, install/service dates, asset tag, and a free-text location hint (e.g. “east stairwell, by the ice machine”). How matching and placement work:

• Fuzzy room matching — room values are matched against your existing location hierarchy, tolerating naming differences. Rows that don’t match a room still import at the floor level, with the location hint preserved for the inspector.
• Centroid pins — imported items get an automatic pin at the center of their matched room. The pin is refined to its true position the first time an inspector touches the item in the field, so you don’t need exact coordinates in your spreadsheet.
• Cadence seeding — each item’s first due date is seeded from its template’s default interval, and can be staggered by floor so the whole building doesn’t come due on the same day.

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Label printing

From the dashboard you can generate PDF label sheets for any batch or filtered set of items. Labels print on the Avery 5160 grid (30 per sheet) and carry a QR code of the item’s asset tag plus its name and location. Print labels after import and apply them during your first round — see the Onboarding Runbook.

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Template add-on editor

Each item kind has a Harbingers-authored core checklist with per-question standard citations. The core is read-only — it changes only when the underlying standard revision changes, and every revision is a new version, so historical inspections always show the checklist they were actually performed against. Facility admins can append questions after the core: pass/fail, text, number, or photo answers, each optionally required. Saving your add-ons bumps their version; inspections record both the core version and the add-on version in effect.

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Rounds management

Explicit rounds are optional — the due queue works with no round setup at all. Create a round when you want dispatch and progress tracking:

1. Name the round and pick a scope (a building or floor subtree)
2. Optionally restrict to specific item kinds
3. Assign an inspector and set a date window

The round appears on the assigned inspector’s Rounds tab in the app with a progress bar, and you can watch completion from the dashboard.

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Compliance dashboard

The EC Compliance dashboard shows an item kind × month completion matrix, with the governing standard citation on each row. Drill down from any cell into:

• Completed — every inspection with its evidence
• Missed — items that came due and were not inspected (surfaced loudly)
• Failed — failed inspections with their remediation sprint disposition

Inspections flagged by the plausibility co-signals appear in a supervisor review queue, where they can be reviewed and cleared.

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Monthly close

On the 1st of each month, monthly statistics (due, completed, failed, missed per item kind) are frozen automatically. Corrections that arrive after close — for example, an offline inspection that syncs late — surface as a footnoted variance rather than rewriting the closed month, so the numbers a surveyor saw last quarter never silently change.

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Surveyor report

Generate a print-ready, date-ranged, kind-scoped report for a surveyor visit: cover summary, per-standard completion matrix, exception tables with disposition, and an evidence appendix. The report renders as HTML — use your browser’s Print to PDF to produce the handout. Reports are delivered via signed URL, and every generation is written to the audit log.