Managing machinery, equipment and facility inspections is one of those critical responsibilities that, despite its importance, is still often handled through outdated and manual processes. Paper-based checklists, disconnected spreadsheets and scattered reports frequently become a serious operational burden when audits or compliance reviews take place.
At Holistic Data Solutions, we have developed a solution on monday.com that transforms this traditional approach into a fully digital, automated and traceable workflow. We call it the Inspection Tracking Solution, designed to simplify the management of inspections required under Occupational Health and Safety (OHS) regulations.
In this article, we explain how the solution works and how it helps organisations centralise information, reduce manual effort and ensure full traceability across all inspections.
The challenge of managing inspections in complex operational environments.
In industrial, energy, logistics or manufacturing environments, each facility may contain hundreds or even thousands of assets requiring regular inspection: machinery, electrical systems, fire protection equipment, ventilation systems, tools and other critical infrastructure.
Without a proper system in place, inspection management quickly becomes inefficient. Paper forms must be digitised later, records are duplicated or lost, corrective actions are delayed, and audit preparation becomes time-consuming and error-prone.
Holistic’s Inspection Tracking Solution, built on monday.com, addresses these challenges by digitising the entire inspection lifecycle within a single, collaborative environment.
An integrated solution for inspection and compliance management.
Below is an overview of how the solution operates in practice.
Direct equipment inspections.
The process begins with the safety or operations manager generating a unique QR code in monday.com for each piece of equipment or installation. This QR code is printed and physically attached to the asset.
When a technician performs an inspection, they simply scan the QR code using a mobile phone or tablet. This opens a digital inspection form directly connected to monday.com, where all required information can be recorded: date, responsible person, condition, observations, photographs and any additional data.
All information is saved instantly, without intermediate steps or manual data entry. This guarantees data integrity, full traceability and a significant reduction in administrative effort.
Automated preventive and corrective actions.
Thanks to monday.com’s automation capabilities, workflows can be configured to trigger actions automatically based on inspection outcomes:
- If an asset is marked as defective, the system automatically notifies the responsible manager or department.
- If a periodic action is required (such as calibration or technical verification), automated reminders are generated.
- If an inspection requires approval, the workflow can include a validation step with digital sign-off.
This proactive approach ensures that issues are addressed before they escalate and that compliance with occupational safety requirements is maintained at all times.
Digitising pre-use inspections.
In many industries, operators must carry out pre-use checks before using machinery, vehicles or equipment. These checks are often performed on paper and later forgotten or archived without proper traceability.
With the Inspection Tracking Solution, pre-use inspections can be completed directly from a mobile device. The results are recorded instantly in the system and made available in real time.
This transforms pre-use checks from a formality into a true preventive control mechanism, improving safety while maintaining operational efficiency.
Analysis and control through visual dashboards.
All inspection data is stored centrally and visualised through interactive dashboards within monday.com. From these dashboards, safety and operations teams can monitor:
- Total completed and pending inspections
- Inspection frequency by asset or location
- Assets with recurring issues or open non-conformities
- Overdue inspections or corrective actions
- Overall compliance status
This analysis makes it possible to identify trends, prioritise resources and provide clear evidence for internal or external audits, significantly reducing report preparation time.
A flexible solution adaptable to multiple industries.
While the primary use case focuses on Occupational Health and Safety and industrial environments, the flexibility of the Inspection Tracking Solution makes it suitable for a wide range of sectors, including:
- Hospitality: room inspections, cleaning controls, common-area checks
- Technical services: inspections of electrical systems, elevators or HVAC equipment
- Facility management: monitoring of building conditions and infrastructure
- Construction and logistics: pre-use inspections and safety checks
In all cases, the underlying principle remains the same: every asset has a QR code, every inspection generates a digital record, and the system automatically manages alerts, follow-ups and reporting.
Benefits of the Inspection Tracking Solution.
Our solution enables organisations to benefit directly from the following advantages:
- Digitise a traditionally manual process, eliminating paper and reducing data entry errors.
- Centralise all information within a single, secure and accessible environment.
- Automate preventive and corrective actions, reducing response times.
- Facilitate audits and certifications by ensuring full traceability.
- Optimise resources, as only the H&S team requires a licence; field technicians can access the form via QR code without needing a monday.com licence.
- Identify recurring issues and patterns through automated reporting.
- 100% adaptable: each workflow is designed according to the company’s specific protocols, inspection frequency and approval hierarchy.
As you can see, the Inspection Tracking Solution replaces the chaos of forms and spreadsheets with an agile, collaborative and fully traceable system, designed to adapt to the reality of each organisation.
monday.com: the technology that enables digitalisation
monday.com provides the ideal technological foundation for this solution thanks to its visual and modular approach. Its ability to integrate forms, automations and interactive dashboards allows organisations to build a complete process without the need for custom software development.
In addition, the platform offers native integrations with email, calendars, ERP systems and Power BI, enabling inspection data to connect seamlessly with other corporate systems.
Holistic Data Solutions: your digital transformation partner.
At Holistic Data Solutions, we believe there is no one-size-fits-all approach. Every organisation has its own structure, regulatory requirements and operational realities. That is why we tailor each solution to fit our clients’ specific needs and existing systems.
As official monday.com partners, we bring deep expertise in workflow design, automation and system integration, ensuring every implementation delivers measurable value.
Equipment inspections and compliance with Occupational Health and Safety regulations no longer need to rely on slow, manual or hard-to-audit processes. With the Inspection Logbook solution, your organisation can fully digitise the process, automate alerts and achieve complete traceability, with minimal licence usage and rapid implementation.
If you would like to learn how Holistic Data Solutions can help you adapt this solution to your inspection, maintenance or compliance processes, please get in touch with us.
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