We’re thrilled to announce the launch of Assessments, a powerful new feature in Ecotrak designed to streamline your operational inspections, and facility health checks. Now you can design, schedule, and roll out operational assessments at scale, all from within Ecotrak.
This feature is built for speed, clarity, and compliance, giving you real-time visibility and faster rollouts across all your locations.
Assessments at its Core
The Assessments module operates with two primary user roles: the Assessment Builder and the Assessment Taker.
Role | Function | Examples |
Assessment Builder | Creates, assigns, and manages the assessment's master form and schedule. | 'Edit HVAC System Inspection Assessment' screen (Form Builder). |
Assessment Taker | Receives and completes the assigned assessment. | 'Answering • Lake Jamisonchester' screen (Response View). |
Your access to the feature, whether for building or taking assessments, is managed through existing company and job-title permissions.
For Assessment Builders: Creating Your Inspection
The Builder workflow focuses on three key areas: Master Creation, Smart Scheduling, and Assignment.
1. The Create New Assessment Flow (Setup)
Initiated by the + Add New button, this flow uses a multi-step drawer to capture all necessary setup information.
Step 1: Assessment Details | Step 2: Assessment Frequency (Smart Scheduling) |
Assessment Name: The unique name for your audit (e.g., "HVAC System Inspection"). | Assessment Starts: Pick a start date. |
Locations Assigned (Mutually Exclusive): You must choose one of the following: Concept: Assigns to all locations under a specific brand. Specific Locations: Select individual location numbers/names. Org Structure: Assignments are based on your region/district hierarchy. | Repeat Every: Set the frequency (e.g., "3 Day(s)," "2 Week(s)," or "1 Month(s)"). You can also select Does not repeat. |
Job Titles Assigned: Select the eligible job titles that will be able to complete this assessment (e.g., Facility Manager). | Ends: Choose one of three end rules: Never, on a specific date or after a set number of occurrences. |
2. Master Assessment Creation (Form Builder)
After setup, you proceed to the Master Assessment Creator interface, where you build the form itself.
Question Types: You can configure a variety of question formats, including multiple choice, short answer, and yes/no.
Structure: Organize your assessment using sections (like the "Monthly Inspection" section shown).
Compliance: Enhance data integrity by making questions required and enabling the inclusion of attachments to capture photo evidence right from the field.
3. Managing Assessments (List View)
The main Assessments List View allows you to see all created inspections and their status:
Status Workflow: Assessments progress through Draft (editable, not live), Active (published, visible to assigned users), and Inactive (archived).
Cycle Tracking: Once an assessment is Active, you can drill down to see a list of scheduled cycles and their status: Cycle Pending, Cycle In Progress, or Cycle Completed.
The Assessment Hierarchy: From Master to Response
A key structural concept is the hierarchy of your assessment data. The Master Assessment is the root, and all subsequent data rolls up under it:
Master Assessment→Cycles→Locations→Assessment Form + Responses
Drilling Down to Responses
Master Assessment Details: Selecting an assessment takes you to the detailed view.
Cycles: From here, you can see a list of all scheduled occurrences (cycles), such as Cycle Apr 5, 2025.
Locations: Selecting a cycle reveals the list of locations assigned to that cycle (e.g., Lake Jamisonchester). This view shows the assessment status for each location (e.g., Pending, In Progress, Complete).
Assessment and Response: Selecting a specific location takes you to the response view, which contains:
The Assessment Form and Taker Responses.
A Comments Tab (separate from the response form) where Takers can communicate with Admins, or Admins can provide direct feedback.
For Assessment Takers: Completing an Assessment
The Taker experience is designed for field-ready UX, with full web and mobile friendly for completion on the go.
1. Starting and Responding
Click Start Assessment to begin.
Clear Workflow: The status for your specific assessment progresses from Pending → In Progress → Complete with activity logging.
Capture Evidence: For questions that require evidence, you can add a photo or attachment directly from your device (mobile or web).
2. Submission and Validation
The answering experience includes page-level validation to ensure all required fields are filled.
Use Save and Continue Later to pause your progress, or hit Submit when you are finished. Your progress is saved as a draft.
3. Evidence
Once submitted, all your responses, including photos and notes, are stored in Ecotrak. Your submissions are fully searchable by cycle, location, and the taker's username, ensuring comprehensive compliance records are easily accessible.