Log and close defects
Last updated: 4 October 2026
Defects live on the job's Defects tab. Raise one from site with a photo and a location, assign who fixes it, then walk it through to Verified, so at handover you have a list with proof attached instead of an argument.
Log a defect from site
Open the job, go to Defects and press New defect. Only the title is required, but the more you fill in from site, the less chasing happens later.
Title
What is wrong, in plain words, “Cracked tile”, “Paint runs to soffit”.
Location
The unit or area, so whoever fixes the defect can find it without ringing you.
Due date
When the defect needs to be fixed by. Anything past its date is flagged as overdue.
Assigned to
One team member or one subcontractor, not both.
Photos and notes
Take the photo while you are standing in front of the defect. The photo is the evidence that closes the item.
Move a defect through to Verified
A defect runs through five states:
Open
Raised, nobody has started. New defects begin here.
In progress
Someone is working on the defect. Set this from the Status dropdown.
Awaiting verification
The repair is done and waiting to be checked. Press Send for verification on an Open or In progress defect.
Verified
The defect is checked and signed off. Press Verify on a defect that is awaiting verification.
Rejected
Not accepted as a defect. Set this from the Status dropdown.
Stay on top of the defect list
The strip at the top of the Defects tab shows your total defects, how many are still Open and how many are past their due date, and how many are Awaiting verification. That last list is usually what holds up a handover. Filter the defect list by status, assignee or due date, and sort by due date when you are planning the week.
Export the defect list for the client
Press Export to PDF on the Defects tab for a visual register you can email or print, summary counts plus each defect as a card with initial and completion site photos when attached. Filters follow the current Defects list view; choose how many photos to include per defect. For day-to-day site updates and photos, see Track jobs from site.