Record an inspection
The OCCL inspector has just left Claymont with two citations. Tom wants the visit on the site's record. This page is how to record it, and what PTRS cannot record about it, so you know what to keep elsewhere.
It records that an inspection happened, its type, date, inspector, outcome and a count of violations. It cannot record which regulations were cited, and it cannot track a corrective action to closure. Nothing in PTRS can mark a violation resolved. The corrective action cycle, the part with the OCCL deadline attached, has to live somewhere else.
What you need
The inspection report: the type of visit, the date, the inspector's name, the overall result, the number of violations cited, and the corrective action deadline if one was set.
Step 1: open the Inspections tab
Open Claymont from Site Directory, then the Inspections tab. The heading reads Inspections with a count. With none recorded, it reads "No inspections recorded, Record an inspection to start tracking compliance history." Existing inspections are listed newest first.
Step 2: press Record Inspection and fill in the dialog
The dialog is headed Record Inspection, "Record a new site inspection or complaint investigation."
| Field | Required | What PTRS accepts |
|---|---|---|
| Inspection Type | Yes | Pre-Licensing, Unannounced, 60-Day, 6-Month, Full Compliance, Complaint Investigation. Starts as Unannounced. |
| Date | Yes | A date |
| Inspector Name | No | Up to 200 characters |
| Passed | A tick box, ticked by default | |
| Investigation Outcome | No | Shown only for Complaint Investigation. Substantiated, Unsubstantiated, Unsubstantiated with Concern. |
| Violation Count | Yes | Zero or more. Starts at 0. |
| Corrective Deadline | No | Shown only when the violation count is above 0 |
| Notes | No | Up to 2,000 characters |
Passed is ticked by default. An inspection recorded without changing it is recorded as passed. Untick it for a failed visit. It cannot be changed afterwards.
Press Record Inspection.
Step 3: expand the row for the detail
Click the row. The panel shows Date, Inspector, Outcome, Corrective Deadline, Follow-up and Notes, each only when it has a value, and below them a Violations list.
The violations list is always empty. It reads "No violations recorded for this inspection." on every inspection in every organisation, for the reason in the next step.
Step 4: record the violations somewhere else
PTRS can hold a violation, with the DELACARE regulation number and title, a description, whether it is a repeat, the corrective action and its deadline. No screen offers a way to add one. There is no Add Violation control on this tab or anywhere else.
So for each regulation cited, keep the detail outside PTRS, and use the inspection's Notes field for the essentials. A workable convention is one line per citation, with the regulation number, what was found and the corrective deadline: "7.2.6, staff-to-child ratio exceeded in Room 3, corrective by 15 September 2026". The fields PTRS would have used are listed on Site fields and limits, so a later move into PTRS is a straight copy.
Step 5: track the corrective action to closure outside PTRS
Three things exist for this and none can be set after the inspection is recorded: the inspection's follow-up date, its "all violations resolved" flag, and each violation's resolved date. The "(all resolved)" suffix on an inspection row and the green Resolved badge on a violation are drawn for a state PTRS cannot produce.
An inspection is therefore fixed the moment it is recorded: its pass or fail, violation count and corrective deadline cannot change. A correction means recording a second inspection.
What you now have
The visit is on Claymont's record and in the organisation's recent inspections list, with enough in Notes to reconstruct what was cited.
When something goes wrong
| What you see | What it means | What to do |
|---|---|---|
| Location with ID '…' was not found. | The site belongs to another organisation, or the page is stale | Reopen the site from the directory |
| An inspection is recorded as Passed when it failed | Passed is ticked by default | It cannot be corrected. Record a second inspection and refer to the first in its Notes. |
| Investigation Outcome does not appear | It is shown only for Complaint Investigation | Change the type first |
| Corrective Deadline does not appear | It is shown only when the violation count is above 0 | Enter the count first |
| The violations list says "No violations recorded" on an inspection with a count | The count is a number you typed; violations cannot be added from any screen | Use Notes |
| A violation cannot be marked resolved | Nothing in PTRS can | Track corrective actions outside PTRS |
| The follow-up date cannot be set | No screen can | As above |
Related
Checked against PTRS on 7 September 2026.