You've driven to the job, knocked, rung the tenant, and nobody's there. That visit still counts — and on landlord work you may well need to prove it happened.
From the door, in about fifteen seconds
Open the job on your phone. Next to Photo, Call and Directions there's a Couldn't get in button.
- Tap it.
- Tap Photo at the door and take the picture.
- Add a line if it's worth saying — "rang twice, no answer, card through the door".
- Tap Record it.
That's the lot. The office is told straight away, and the job moves to Couldn't get in so it stays on your list to be booked again.
The photo dates itself
The date, the time and the address are printed onto the photograph as you take it. So if that picture ever gets forwarded on its own — to a letting agent, to a landlord, into an email chain — it still says when you were there and where.
It's stored as proper information too, not just as ink on the picture, so the paperwork works either way.
It works with no signal
A stairwell, a basement flat, a block with thick walls — that's usually exactly where you've got no bars, and it's exactly where this gets used. The attempt and the photo are held on your phone and sent the moment you get a signal. You don't have to do anything, and you don't have to remember.
Your engineers can do it themselves
Engineers and subcontractors can record a failed visit without being able to edit jobs. They're the ones standing at the door, so they're the ones who can say the door didn't open.
If you want to turn it off for a role, it's in Settings → Roles, called Report a failed visit.
Every attempt is kept — that's the important bit
Rebooking the job doesn't wipe the visits you've already made. Open the property and you'll see them listed oldest first — first attempt, second attempt, third — with the date, who went, any notes and the photos.
That's deliberate, and it's the whole point for anyone doing landlord work. Under the Gas Safety Regulations a landlord has to show they took all reasonable steps to get the check done. One visit doesn't show that. Three dated visits with photographs does.
Sending it to the landlord
From the property, there's an Access attempts PDF. It carries every visit to that address across every booking — the dates, the times, the engineer, the notes and the photos — on your letterhead.
Send that to the landlord or the managing agent and they've got what they need.
The document says what happened and stops there. It doesn't claim anyone's discharged a legal duty — that's for whoever's reading it to decide, and a record that argues its own case invites the argument it's there to settle.
Why it isn't a job status
You might expect "No Access" to be a status like Scheduled or Completed. It deliberately isn't, and it's worth knowing why:
- Cancelled would stop the job being chased. The work still needs doing.
- Completed would claim the work was done and start chasing an invoice for it.
- Scheduled would wipe the times, erasing the fact your engineer ever turned up.
Recorded this way, the job keeps its status, keeps its timestamps, and stays in every count and every list where you'd expect to find it.
Getting in next time
While you're on the job, the property's Getting in notes show right there — gate codes, key safes, where to park. If you found something out the hard way, add it on the property so the next person doesn't repeat your trip.
And if you're chasing a batch of tenants for access, see Jobs → Arrange access, which messages the lot in one pass.