Site Visits

1. How to Use Site Visits

Site visits are the meat of SolarGrade. We use “site visits” to refer to all site visits or fieldwork instances. The site visit feature is where teams can work through a streamlined checklist that standardizes the fieldwork into reports.

These site visits are built using templates and can be customized according to each site. All site visits will display the template from which they were created in italics at the top of the page underneath the title.

Navigating Progress Within Site Visits
As you work through a site visit checklist, your progress is tracked via the progress bar at the top of the mobile app. To help you determine what you’ve accomplished already, your findings are color-coded.

Gray (blue on desktop) — indicates that a section or category has not been started
Yellow — in progress
Green — completed

2. Creating a Site Visit

Desktop

From the dashboard, navigate to the relevant project
Select the site visit tab
Click the CREATE SITE VISIT button in the top right corner
Select the desired template from your template library
- If you want to use one of our default templates for a site visit, you will need to copy it into your space.
Assign
- Inspectors (Please note: inspectors need to be assigned to both the project and the site visit in order to access both the project information and site visit information)
- Date range
- Scope

Mobile App

Select the project from the dashboard
Tap the ADD SITE VISIT button in the top right corner
Select the desired template from your template library
Assign
- Inspectors (Please note: inspectors need to be assigned to both the project and the site visit in order to access both the project information and site visit information)
- Date range
- Scope

3. How to Add or Edit a Site Visit Drawing Layout(s)

Please note: this feature is only available on desktop.

First, navigate to the site visit that you are working in
Click the gear icon to the right of the GENERATE REPORT button
Select Add Layouts to add additional layouts to the site visit, or change your existing layout
Select the layout(s) that you wish to add to the site visit
This should automatically update the site visit
To adjust the transparency of each layer, select the layer icon in the top right corner of the map icon and adjust the slider to your preference.
- You can do this in reports too!

4. Pre-Site Visit Checklist

**This checklist is very important for inspectors to complete!

Solar is often built where land is cheap. You’re not always guaranteed to have good cell service, or any at all. Luckily, SolarGrade works both on- and off-line. But to ensure that you’re prepared for any scenario, we’ve developed a checklist for technicians, engineers, and anyone on-site to conduct prior to going to a job site.

Locate the project of your upcoming site visit by filtering SORT BY NEXT SITE VISIT on the mobile app dashboard
Download the project drawings to have off-line by selecting DOWNLOAD (note: this process will go faster if you have wifi or good service)
Toggle over to the SITE VISITS tab
Find your upcoming site visit by using the filter button (by site visit name, inspector name, site visit scope, date range)
Sync the upcoming site visit to your device by selecting the download icon (blue downward arrow)
Double check that your phone has location services, camera, and photo access enabled

5. Editing Sections, Categories, and Items

Adding New

For Sections and Categories—

Desktop
- Select + ADD NEW SECTION or + ADD NEW CATEGORY buttons
- Type in the name of the new Section or Category
Mobile App
- Select the notepad symbol at the top of that page
- Type in the name of the new Section or Category

For Informational Items—

Desktop
- Select + ADD NEW INFORMATIONAL button
- Type in the name of the new Informational Item
- Select the type of Informational Item
  - Binary checkboxes
    - Indicate confirmation and negation options
  - Multiple checkboxes
    - Input various options
  - Date
  - Number
    - Input options if applicable
  - Range
    - Input range options if applicable
  - Signature
  - Text
  - Photo
  - Table
    - Label the table
  - Progress Bar
  - Geolocation
Mobile App
- Select the notepad symbol at the top of that page
- Type in the name of the new Informational Item
- Select the type of Informational Item
  - Binary checkboxes
    - Indicate confirmation and negation options
  - Multiple checkboxes
    - Input various options
  - Date
  - Number
    - Input options if applicable
  - Range
    - Input range options if applicable
  - Signature
  - Text
  - Photo
  - Table
    - Label the table
  - Progress Bar
  - Geolocation

For Issue Items—

Desktop
- Select + ADD NEW ISSUE button
- Type in the name of the new Issue
- Write out the new description
  - Include what the issue is, why it’s significant, and recommended next steps
Mobile App
- Select the notepad symbol at the top of that page
- Type in the name of the new Issue
- Write out the new description
  - Include what the issue is, why it’s significant, and recommended next steps

Editing Existing

All Sections, Categories, and Items can be edited or duplicated in the field.

Note: on the desktop, you can drag sections, categories, and items to reorder them. You can also drag items into different categories and categories into different sections in the same way you can in Templates.

For Sections and Categories—

To open the edit tray, you can either (1) tap the 3 vertical dots in to the left of the Section or Category title or (2) select the EDIT button at the top of the page
Select the pencil symbol to edit
Select the double rectangle to duplicate
Select the trash can to delete (you will be prompted to confirm you wish to delete)
To close the edit tray, you can either (1) tap the 3 vertical dots to the left again or (2) select DONE at the top of the page

For Items—

To open the edit tray, you can either (1) tap the 3 vertical dots in to the left of the Section or Category title or (2) select the EDIT button at the top of the page
Select the pencil symbol to edit
Select the double rectangle to duplicate
- When you duplicate an issue, the severity, status, and description are also copied over. This leaves you free to snap a new photo and add a new location.
Select the trash can to delete (you will be prompted to confirm you wish to delete)
Select the circle arrow to clear the item and reset to the template setting
To close the edit tray, you can either (1) tap the 3 vertical dots to the left again or (2) select DONE at the top of the page

Merging Items

Accidentally created two of the same issue? No problem. Now you can merge two issues and condense all of the photos and locations into 1 issue with multiple locations. The occurrence values will be added together. You will have the option to choose which description and which severity you want for the merged issue.

To merge an issue:

Select the 3 vertical dots near the issue title
Select MERGE
Choose the issue you would like to merge with
Choose the description and severity fields you would like to include
Click MERGE

Download Issue Photos from Site Visit

You can download images straight from a site visit without generating a report. On the desktop, when you hover over an image, you will see a cloud icon to the right of the caption icon. If you click that icon, it will save the image to your desktop as a .jpg file.

6. Creating an Issue — Notebook View

There are two ways to create an issue from a site visit: one using the notebook view and the other using the map view. The notebook view is the default setting for all SolarGrade users. You know you’re in this view when you have to swipe between sections, categories, and items and see a checklist of items to check.

This article is designed to walk you through how to create an issue when you find a failure on-site.

7. Creating an Issue — Map View

No matter where you are in a site visit, there is a button in the bottom left with a compass icon. If you double tap this icon, it pulls up a layout view of the site with all of the issues flagged. This view is also as interactive as a SolarGrade report. If you tap on the pin once, you will see the name of the issue. If you tap on the pin again, you will be taken to that particular issue within the site visit. It’s the perfect tool for punchlists.

If you double tap the icon again, you can also see your device’s GPS location to find your location on-site.

Creating Issues from the Map View

Traditionally, SolarGrade checklists have appeared in a notebook view, allowing you to swipe between sections, categories, and items.

With the layout mode, you can create an issue from the map. To do this:

Select the compass icon in the bottom left corner of the site visit.
Select the button with the arrow pointing upwards
Select the flag icon
Choose the location
Choose the section, category, and item. If it is a new issue, select OTHER to create a new issue.
Add a description, photos, prevalence, and any other related information
Select SAVE

You can also add issues by dipping into the repository of recent issues. To do this:

Once you select the flag, toggle over to RECENT tab
Select the issue that you would like to use
Add any additional information
Select CLOSE

If you want to duplicate an existing issue, simply:

Tap the pin
Select the DUPLICATE button
Choose a new location
Add any additional information
Select CLOSE

If you want to delete an existing issue, you can either:

Tap the pin
Select the DELETE button
Confirm that you want to delete that item

OR

Select the button with the arrow pointing upwards
Select the trash can icon
Tap the pin you want to delete
Confirm that you want to delete that item

8. Completing & Syncing a Site Visit

**This action is critical for inspectors. If the data is on your device and has not synced with the server, we do not have access to that information.

When you have completed the site visit in the field, be sure to sync your mobile device with the server.

Auto sync capability:

SolarGrade auto sync can be enabled on any mobile device. This feature allows for the automatic syncing of issue data with any type of connection, not only wifi, and has no speed threshold. If there is a connection, elements will be synced as soon as they are added/edited. If there is no connection, the sync will start when the device is online.

Note: you will still need to manually sync photos!

To enable auto sync, select the three horizontal lines in the top left corner of the mobile app
Tap Settlings
Toggle on auto sync
Please also note that the app will need to be open to start the auto sync. Then, it will continue if the app is minimized (not closed) or the screen is off

To manually sync issues:

Pull down during a site visit
Return to the site visit details page and select the sync button

To sync photos:

Return to the site visit details page and select the sync button

You know that you have synced properly when there are 2 checkmarks and the text “all items synced” and “all photos synced” when you navigated to the site visit details page.

If you encounter sync issues:

Select the menu button (3 horizontal lines in the top left corner of the app)
Tap Cloud Sync. This page will show you which issues or photos have not synced.

9. Using Cloud Sync

The Cloud Sync page is where you can see all of the data you have on your device that is pending synchronization with the SolarGrade server. Remember to perform this process after a site visit so that photos and items get uploaded in a timely manner.

Note: If you ever encounter an error message while syncing or are unable to sync aspects of a site visit, the Cloud Sync menu is also where you would see that error message and be able to sync with the server.

To access Cloud Sync:

Tap the 3 horizontal lines in the top left corner of your mobile app
Select the CLOUD SYNC option
Here you should be able to see all of the pending data. Here you can easily sync the data for multiple site visits.

10. A Guide for Subcontractors

Hey! You must be a subcontractor who’s been asked to work in SolarGrade. This article/video is designed to get you feeling comfortable with the software.

As always, be sure to reach out with any questions.

11. Creating a Punchlist

Creating a Remediation-Only Punchlist

From the dashboard, navigate to the relevant project
Select the site visit tab
Locate the site visit from which you want to create a punchlist
Without clicking on the site visit, locate the three vertical dots symbol on the right side of that line item
Click the three vertical dots symbol
Click CREATE PUNCHLIST
Assign
- Inspectors
- Date range
- Scope
Scroll to the bottom of the page and select SAVE SITE VISIT

Creating a Custom Punchlist

Instead of a remediation-only punchlist, which narrows the site visit scope down to only previously found issues, you can create a custom punchlist that pulls from all of the issues in a particular project. The custom punchlist has two primary functions: (1) users can filter the table to create a specific remediation checklist that pulls issues from multiple site visits or they can (2) pull issues from a previous site visit and merge with a site visit template to create a full, template-based site visit that carries previous issues of that particular site.

From the dashboard, navigate to the relevant project
Select the issue summary tab
Sort the table to include the issues you would like to include. You can include all issues if you like.
Select the CREATE CUSTOM PUNCHLIST button
Assign
- Inspectors
- Date range
- Scope
Use the dropdown menu to Add Template Data to create a new site visit from a template, while still importing the punchlist data to the issue items.
Click the CREATE CUSTOM PUNCHLIST button

12. Using Progress Tracking in a Site Visit

Navigate to the PROJECTS tab
Select the project you want to edit
Scroll down through the project information until you see the PROGRESS TRACKING section header (if you reach the site visit log, you’ve gone too far)
Select the ADD PROJECT TRACKER button
Input the name of the item you want to track (it could be modules, inverters, gremlins, piles, etc.)
Input the target quantity (this is the total number or your goal)
Every site visit has a PROGRESS TRACKING section at the top of the page, just above the GENERATE REPORT button. When your team works on an site visit, they can select the desired progress tracker(s) for that particular site visit and input the appropriate values.
- For example, if you installed 1,000 modules over the course of an site visit, you would input 1,000. The 1,000 modules installed during this site visit are then added to the cumulative amount for this particular project.
When you publish a report, this data can be accessed within the report as line graphs. It can also be found on the PROJECT page for an at-a-glance view of the activity’s progress.

13. Exporting Item Data from a Site Visit

14. Exporting Support File

Exporting the Support File from your mobile app allows our developers to investigate what has happened in a more detailed manner. Please send all files to solargrade@heliovolta.com.

If you have not already spoken with a SolarGrade support member, we will reach out.

Here is how to export the support file:

On the mobile app, select the icon with 3 horizontal lines to open the SolarGrade menu.
Select the item called Local Database next to the pie chart icon.
Tap the button to “Export Support file” at the bottom of the screen.
Please then email this file to solargrade@heliovolta.com.

15. Notes Field

Need to leave a note for your team about access to a site? Want to give a head’s up that the report is ready for review? You can now enter a short note to a site visit to notify other users of important events on-site, site visit status, and more. This new field is on the Site visit details page on the mobile app or at the top of a site visit on the desktop. It is a text rich field, which means you can bold, italicize, add hyperlinks, and add bullets and numbering. Once a note is added, all users with access to that site visit will see the note, the user who wrote it, and the date/time that it was added. However, any data in the Notes field is not included in the report.

To create a note:

Select the NOTES section
Add your note. This is text rich field, so you can use bold, italics, numbering, or bullet points.
When you’re finished, click the ADD button to add your note.

16. Adding Photos to Pass Issues

Many teams don't want their reports to only include issues of errors and failures. Many teams want to include examples of things that were done correctly on-site. Does this sound like you? Meet your newest favorite feature: adding photos to pass issues.

You can now add photos to issues that are marked as pass. To do this:

Mark an issue as pass
Select the ADD PHOTO button
Add any related photos
Select SAVE

These photos will now appear in the report in the "Issues marked as pass" category.

To opt out of including these in reports, please create a report customization. To learn more about report customizations, click here.

Adding New

Editing Existing

Merging Items

Download Issue Photos from Site Visit

Creating Issues from the Map View

Creating a Remediation-Only Punchlist

Creating a Custom Punchlist

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