Local government agencies face mounting inspection backlogs while citizens demand faster, more convenient service. Virtual inspection technology offers a promising solution, but only when it’s truly integrated with existing workflows rather than bolted on as an afterthought.
The key? A platform flexible enough to say “yes” to every agency’s unique way of doing things.
Why Virtual Inspections Matter for Agencies
Virtual inspections go beyond video calls with contractors. When properly integrated with an agency’s Land Management System, they touch every aspect of the inspection workflow—from how contractors request appointments to how evidence is captured and stored, and how inspectors review and report their work.
The difference between success and failure often comes down to integration. Off-the-shelf video conferencing solutions and generic standalone “virtual inspection” tools lack the deep connection to agency workflows around permitting, inspections, and scheduling. They don’t understand your record types, inspection groups, or custom fields. They can’t automatically route different project types through different processes. In short, they force your agency to adapt to the software rather than the other way around.
The Challenge: One Size Doesn’t Fit All
This is where Accela’s configuration capabilities shine. VuSpex provides a state-of-the-art, patented platform for virtual inspections that integrates tightly with Accela Civic Platform through the Construct API. The result? A solution that accommodates any agency workflow through configuration rather than custom development.
Over the past several years working with agencies nationwide, VuSpex has identified over 300 distinct configuration options that influence how virtual inspections operate.
This staggering number illustrates two important realities: first, the remarkable flexibility of the Accela Civic Platform; and second, just how diverse workflows are among agencies performing virtual inspections.
What works perfectly for one jurisdiction may be completely wrong for another. And that’s exactly the point.
Three Components of Virtual Inspections
The virtual inspection ecosystem consists of three distinct but interconnected components:
- Live Virtual Inspections
This is what most people imagine when they hear “virtual inspection”—real-time video collaboration between an inspector and a contractor or homeowner. Picture an inspector at their desk guiding a contractor through a deck inspection, asking them to pan the camera across load-bearing connections, or zoom in on flashing details around a new window installation.
During these sessions, inspectors capture photos or video snippets as evidence, which VuSpex automatically attaches in real-time to the Accela Inspection or Record documents. No manual uploading, no lost files, no gaps in the documentation trail.
- Self-Guided Inspections (Offline Field Reports)
In this scenario, contractors or homeowners submit geotagged photos and videos as inspection artifacts without real-time inspector engagement—think of a contractor photographing completed electrical work following a detailed checklist. Inspectors review the submittal and issue results on their own schedule, often within one business day.
Agencies can optionally provide templates or guidesheets for these submissions, highly configurable based on inspection groups, inspection types, record types, and custom fields. This flexibility ensures contractors know exactly what evidence to provide for each situation.
- Intelligent Scheduling
Scheduling a virtual inspection differs fundamentally from scheduling an in-person inspection. VuSpex enables contractors to request virtual inspections for allowed types on allowed days, with associated time slots or on-demand options—all governed by rules you define.
The system understands which inspection types qualify for virtual completion, which require in-person visits, and which must follow the self-guided path. Contractors see only the options available to them based on their specific project parameters.
Configuration Flexibility in Practice
Every agency operates differently. Here’s how VuSpex accommodates this diversity:
Live Virtual Inspection Decisions
Who decides if an inspection is performed virtually? Some agencies let contractors choose for eligible inspection types. Others require inspector approval based on project complexity. Still others mandate virtual inspections for specific categories while prohibiting them for others. VuSpex supports all these approaches and everything in between.
What types of inspections can be virtual? Your agency might allow virtual inspections for roofing and solar but require in-person visits for structural and foundation work. Or perhaps you allow virtual for everything except final inspections. The configuration options support any combination based on inspection type, record type, and custom field values.
How do we track virtual vs. in-person? VuSpex automatically marks inspections performed virtually within Accela, ensuring proper documentation and enabling you to track adoption rates, identify trends, and measure the impact on your backlog.
Self-Guided Inspection Controls
Agencies configure which inspection types accept self-guided submissions, whether to require templates, how to set scheduled dates (immediate, next business day, or contractor-selected), and whether to limit the number of images per submission. These seemingly small details have significant impacts on contractor experience and inspector workload.
Scheduling Sophistication
Can contractors request inspections on-demand or must they schedule ahead? Can they request both virtual and in-person inspections, or only virtual? How do you indicate that a scheduled inspection will be performed virtually—and does that indicator need to be customized to match your agency’s terminology?
Do contractors pick just a day, a day with preferred time, or an actual timeslot on a calendar? Each approach has implications for inspector workload management and contractor convenience. VuSpex supports all these models because different agencies have different needs.
Success Story: Pima County, Arizona
Pima County was an early adopter of virtual inspections, beginning in 2015. When they implemented VuSpex for both live virtual inspections and Offline Field Reports, they recognized an opportunity to dramatically streamline their Solar App+ workflow—demonstrating the power of combining Accela’s and VuSpex’s configuration capabilities.
“Implementing virtual inspections with Accela and VuSpex has transformed our workflow. The system automatically guides contractors to the right inspection process based on their project, which has eliminated confusion and reduced turnaround times. Our inspectors can now focus their attention where it’s needed most, while contractors appreciate the clarity and efficiency. It’s a win-win for everyone involved,” shared Tracey Gutheim, Pima County Development Services, Assistant Director.
The Challenge
Solar App+ projects are relatively standardized and well-documented, making them ideal candidates for self-guided inspection. However, Pima County needed to ensure contractors followed the correct process while maintaining flexibility for projects requiring additional work like main panel upgrades.
The Solution
Working with VuSpex, Pima County configured their system so that specific Accela record types with custom field values identifying them as Solar App+ would automatically route to the Offline Field Report process. The VuSpex scheduling module now:
- Prevents contractors from scheduling traditional virtual or in-person inspections for standard Solar App+ projects
- Requires contractors to submit an Offline Field Report with photos of the installation, which inspectors review and result within one business day
- Allows live virtual inspections when the Main Panel Upgrade custom field is selected, recognizing that these projects need real-time inspector guidance
The Implementation
The configuration leverages Accela record types (Building/ElecMech/NA/NA) and custom fields (subTypeASI with value “Solar”) to make intelligent routing decisions. When a contractor attempts to schedule an in-person or live virtual inspection for a standard Solar App+ project, the system explains they must submit an Offline Field Report instead. Conversely, contractors attempting to submit Offline Field Reports for non-qualifying projects won’t see those inspection types as options.
The Results
This automated, intelligent routing reduces solar inspection turnaround time while ensuring inspectors focus their live interaction time on projects that truly need it. Contractors appreciate the clarity—they know exactly what process to follow based on their project type. Inspectors gain efficiency by reviewing straightforward solar installations asynchronously while maintaining high-touch engagement for complex scenarios.
“The beauty of this approach is that it’s completely transparent to contractors. The system simply guides them to the right path based on their project characteristics. No confusion, no rejected inspection requests, no wasted time,” the VuSpex Implementation Team shared.
Overcoming Common Implementation Challenges
Agencies considering virtual inspections often face similar concerns. Here’s how configuration-driven flexibility addresses them:
Contractor Adoption Resistance: When virtual inspections are optional and properly scoped to appropriate inspection types, contractors quickly recognize the convenience factor. They save drive time and can schedule inspections more flexibly. The key is starting with inspection types where virtual clearly provides value.
Inspector Training and Comfort: Gradual rollout helps. Begin with a subset of inspection types and a small group of inspectors who are comfortable with technology. As they demonstrate success and efficiency gains, other inspectors become more willing to participate. Configuration allows you to control exactly which inspectors handle virtual inspections during this transition.
Quality Assurance Concerns: Self-guided inspections can require geotagged photos confirming the contractor is at the site. Live virtual inspections create permanent video evidence. Many agencies find their documentation actually improves with virtual inspections compared to inspector notes and occasional photos from in-person visits.
Integration Complexity: This is where Accela’s Construct API and VuSpex’s experience with dozens of jurisdictions pays dividends. The configuration-based approach means implementation doesn’t require custom coding—VuSpex has likely already built the specific workflow variation your agency needs.
Best Practices from Experience
Having onboarded many large Accela jurisdictions, VuSpex typically recommends starting with a specific profile of configuration options based on your agency’s requirements and goals. This approach:
- Decreases implementation time by leveraging proven configurations rather than starting from scratch
- Optimizes the workflow for both agency staff and contractors based on what’s worked well elsewhere
- Provides a foundation you can adjust over time as your virtual inspection program matures
Our institutional knowledge in virtual inspections allows us to provide substantial guidance given the large suite of options. We’ve seen what works, what doesn’t, and what seemed like a good idea but created unintended complications. You benefit from this accumulated wisdom.
The Future is Flexible
The future of community development services is flexible, responsive, and digital-first. As agencies face growing pressure to do more with less, integrated virtual inspection solutions built on platforms like Accela provide the adaptability needed to meet each community’s unique needs—whether that requires 50 configuration options or 300.
VuSpex’s decade of partnership with Accela and proven track record with agencies like Pima County demonstrates that successful virtual inspection software must be built on a simple principle: your agency’s way is the right way, and the technology should adapt to you—not the other way around.
Virtual inspection software, deeply integrated with your inspection workflow, plays an increasingly important role in meeting the demands of the communities you serve. The Accela Civic Platform, with its exceptional configurability and powerful Construct API, provides an ideal foundation. VuSpex builds on that foundation to deliver benefits that respect your agency’s unique processes while enabling the flexibility modern citizens expect.
