Audit evidence, captured on site.

Use it whenever you need to carry out an inspection, audit or checklist using Orchestrate, whether that is a planned, scheduled visit or an ad-hoc reactive inspection. The guide covers the full field journey: sign in, open Inspections/Forms/Checklists, prepare the right template and site, work through the questionnaire, then sync the completed audit back to Concerto.

The types of inspection and audit supported include, but are not limited to:

• Cleaning & hygiene audits
• Playground inspections
• Lease dilapidation surveys
• Site readiness inspections
• Perimeter security inspections
• Carbon reduction inspections
• Waste management inspections
• Accessibility assessments
• Void inspections
• Damp & mould inspections
• Post-work sign-off forms
• Plant condition audits
• Risk assessments

The exact questions and sections you see are controlled by the questionnaire template configured in Concerto for your organisation.

1.1 Install and open Orchestrate

1. Open your app store. Use the App Store on iOS or Google Play on Android.
2. Search for Concerto Orchestrate and install it.
3. Open the app. The app starts first-run onboarding before sign-in.

1.2 First-run onboarding

The first time you open Orchestrate, the app asks for permissions before sign-in. You can change these later in your phone's Settings.

1. Camera. Required for QR-code login and for any photo steps your questionnaire uses. Tap Allow.

   [Screenshot: Onboarding — Camera permission]

2. Location. Used where your organisation records site attendance or inspection location. Choose While using the app.

   [Screenshot: Onboarding — Location permission]

3. Notifications. Lets Concerto alert you about work or messages. Recommended.

   [Screenshot: Onboarding — Notifications permission]

4. Biometric sign-in. Enable Face ID, Touch ID or fingerprint so you do not need to retype your password each time. Optional but recommended.

   [Screenshot: Onboarding — Biometric sign-in]

1.3 Logging in

You'll need three things from your manager or administrator: a URL for your organisation's Concerto, a login name and a password.

1. Enter the URL. Type it exactly as supplied. The app checks it and shows a green tick when it is valid.
2. Enter your login name. This is usually your work email address or a short user code.
3. Enter your password. Tap the eye icon if you need to check what you have typed.
4. Tap Login. If you see "Concerto is warming up. This may take a little longer than usual.", wait for the app to finish connecting.

If your organisation uses single sign-on

Tap Sign in with SSO instead of entering a password. Finish signing in on your organisation's sign-in page and you will be returned to Orchestrate.

If your device was pre-configured

Tap Scan QR code on the login page and point the camera at the QR code your administrator has provided. The URL and login name fill in automatically.

Multi-factor sign-in — Login with a QR code

If your organisation requires multi-factor authentication, use the QR code flow shown on the Login page. Generate the QR code in the Concerto website, then scan it from the app.

1. Log in to the Concerto website on a desktop or laptop.
2. Click your initials in the top right of the home page.
3. Click "Scan to Login to App". A QR code appears on the web page.
4. Scan the QR code. On your phone, tap Scan QR code on the Orchestrate Login page, then point the camera at the QR code. You are signed in.

Forgotten password

Tap Forgotten password?, enter your URL and login name, then tap Reset Password. You will receive an email with instructions.

Accepting the Terms and Conditions

The first time you log in, you may be asked to read and Accept the Concerto Terms and Conditions. You will only see this again if the terms change.

1.4 The Home page

After logging in you land on the Home page. You only see the tiles your role has access to.

The top bar

• "Orchestrate" wordmark — identifies that you are on the app Home page.
• Sync spinner — turns when Orchestrate is communicating with Concerto.
• Messages — opens messages from your office or administrator.
• Avatar / menu — opens profile, settings, help and sign-out options.

1.5 Open Inspections/Forms/Checklists

On the Home page, tap Inspections/Forms/Checklists. The landing page opens with two tabs: Assessments for inspections already in progress, and Download Site for pulling site data down to the device.

2.1 Download a questionnaire template

If no template has been downloaded to your device, the app will prompt you to download your first template. You can also open Options and tap Manage templates.

1. Open Manage templates. Use the Options sheet from the assessment area.
2. Search for the questionnaire supplied by your organisation. The name typically reflects the inspection type — for example, Cleaning Audit, Playground Inspection, Void Inspection or Damp & Mould Assessment.
3. Tap the template. The Download form template popup opens.
4. Choose Download and start if you are ready to begin, or Download to device if you only want to prepare your phone ahead of the visit.

2.2 Download a site

Download the property before you start the inspection so the app has the site, block and location data it needs. This also lets you work offline once you arrive.

1. Tap the Download Site tab.
2. Search for the property by name or reference.
3. Tap the site to download it to the device.

2.3 Resume an in-progress inspection

Existing inspections appear on the Assessments tab. Each row shows the questionnaire name, site, date, progress gauge and compulsory-answer count. Tap a row to continue where you left off.

1. Tap Add in the Assessments tab. If there are no assessments yet, tap the round plus button.
2. Choose the form to complete. Select the relevant questionnaire from Form to complete.
3. Choose the site. Use the site picker to select the property you are visiting.
4. Choose the block. Select the building, block or area covered by the inspection.
5. Choose the lease if shown. Some inspections are lease-specific; if the Lease field appears, select the relevant agreement.
6. Tap Start inspection.

4.1 Choose or add a location

If the questionnaire is multi-location, Orchestrate opens a Locations list. Tap an existing location to continue, or tap Add location if you need to include a new area found during the inspection.

4.2 Use the summary page

The Summary page shows the questionnaire name, site, location details if applicable, section cards, overall progress and any outstanding compulsory answers. Tap a section card to open its questions.

4.3 Answer the questions

Each section contains the questions defined in the template. You may see lookup choices, radio buttons, multi-select fields, text boxes, memo fields, number fields, dates or time fields. The exact content depends on the questionnaire your administrator has configured.

1. Read the question and any guidance text. Some templates include inspection notes or answer-specific prompts to help you make a consistent judgement.
2. Record what you find. Choose or enter the answer that reflects the condition on site at the time of inspection.
3. Add supporting detail. Use notes, photos or actions where the template provides them — especially for defects, non-compliances or items that need follow-up.
4. Clear compulsory questions. A red warning icon or an incomplete compulsory-answer count means something mandatory still needs a response. The form cannot be marked as completed until all compulsory answers are provided.

4.4 Use the extra question buttons

Depending on how the questionnaire is configured, each question can show extra buttons below the answer: Note, Action and Image. You may see one, two, all three or none at all.

4.5 Add notes

Use Note when the selected answer needs context — for example, to explain a judgement call, record a temporary condition, or describe exactly what you observed.

1. Tap Note under the question.
2. Enter the inspection note. Keep it factual, specific and useful to someone reading the audit later.
3. Use standard note chips if they are shown. These insert approved wording and help keep reports consistent across inspectors.
4. Tap Save. The note appears back under the answer as supporting commentary.

4.6 Raise actions

Use Action when a finding needs follow-up — work that must be assigned, escalated or remediated. Examples include arranging a repair, commissioning a specialist, clearing a hazard or requesting a further assessment.

1. Tap Action under the question.
2. Add the action details on the Actions page. Follow your organisation's rules for priority, owner, due date and description.
3. Save the action. Return to the question when finished.
4. Check the count. The Action button shows how many actions are attached to that question.

4.7 Add images

Use Image to attach photographs to a specific question. Photos are recommended for any visible defect, access issue, damage, non-compliance or condition that a remote reviewer or decision-maker would need to assess.

1. Tap Image under the question.
2. Tap Take Photo. The camera opens if permission has been granted.
3. Capture the evidence clearly. Take a wide shot for location context and a close-up of the defect or finding where useful.
4. Review the image list. Delete and retake any blurred, dark or misleading images.
5. Return to the question. The Image button shows the number of attached photos.

4.8 Pin action locations

Use the pin button to mark the exact location of an action on a building drawing. Pinning is especially useful for defects, access issues, damaged assets or non-compliances that a remote reviewer or planner would need to locate on a floor plan.

1. Tap the pin button on the action.

   On the Actions page, each action row shows a small pin icon on the right-hand side. Tap it to start the pinning flow for that action.

   [Screenshot: Actions list — pin icon visible on action row]

2. Select the drawing.

   The drawings page opens and lists all floor plans and schematics available for the site. Tap the drawing that covers the area where the action was raised.

   [Screenshot: Drawings list — floor plan and schematic rows for the site]

3. Find the location on the drawing.

   The drawing opens in the drawing viewer. Use pinch to zoom in and one-finger drag to pan so you can see the relevant area clearly. Any pins already recorded for this action are shown on the drawing.

   [Screenshot: Drawing viewer — floor plan with existing pin visible]

4. Enable Pin mode.

   Tap the Pin mode toggle at the top of the viewer to switch it On. Pin mode must be active before you can place or remove a pin — tapping the drawing while Pin mode is off will not create a marker.

5. Tap to drop the pin.

   Tap precisely on the location of the finding. A pin marker appears on the drawing. The pin is saved immediately and will sync to Concerto the next time the device is online.

6. Return to the action list.

   Tap the back button to return to the Actions page. Repeat from step 1 if you need to pin the same action on a second drawing, or continue answering questions as normal.

Removing a pin

To remove a pin you have already placed, open the drawing viewer again via the pin button and tap the existing pin marker. The pin is removed and the deletion is queued for sync.

5.1 Review the summary

Return to the Summary page and check each section. The answer count, compulsory-answer count and progress bar show what remains. If the questionnaire is multi-location, return to the Locations list and check each location's progress before completing.

5.2 Preview the report PDF

Before marking the form complete, you can preview the PDF report from the Options menu. This is useful for checking that the main answers, notes, actions and images read correctly as a formal audit record.

1. Open Options from the Summary or Locations page.
2. Tap PDF report. Orchestrate creates the PDF and opens a preview on the device.
3. Review the report. Check the site, block, location, question answers, notes, actions and images.
4. Return to the audit and correct anything that needs changing before marking the form as completed.

5.3 Mark the form as completed

1. Open Options. Use the button at the bottom of the Summary or Locations page.
2. Tap Mark form as completed. If compulsory answers are missing, return to the relevant section and complete them first.
3. Wait for the confirmation. The thank-you screen confirms your answers will be uploaded to Concerto shortly and removed from the device.

5.4 Sync back to Concerto

Orchestrate syncs in the background when the device has signal. You can also tap the sync button in the title bar to push pending inspection updates immediately.