---
title: User Guide - Smartwebs Mobile Offline App 4.0.0
description: This user guide is intended for Inspectors and Community Association Managers using Smartwebs' Offline App 4.0.0. It focuses on the inspector's experience while working in the field, including downloading HOA data, recording violations, capturing photos, and uploading changes. It covers common use cases and FAQs.
---
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1. [Smartwebs Solutions](https://solutions.smartwebs.com/en-us/smartwebs-solutions?hsLang=en-us)
2. [Mobile Applications](https://solutions.smartwebs.com/en-us/smartwebs-solutions/mobile-applications?hsLang=en-us)
3. [Offline App](https://solutions.smartwebs.com/en-us/smartwebs-solutions/mobile-applications?hsLang=en-us#offline-app)
November 2, 2026
# User Guide - Smartwebs Mobile Offline App 4.0.0
## This user guide is intended for Inspectors and Community Association Managers using Smartwebs' Offline App 4.0.0. It focuses on the inspector's experience while working in the field, including downloading HOA data, recording violations, capturing photos, and uploading changes. It covers common use cases and FAQs.
### **Overview**
The Smartwebs Mobile Offline App allows inspectors and community managers to review HOA property information, document violations, capture photos, and record changes while in the field—even when an internet connection is unavailable.
**The app follows three primary steps:**
1. **Download** the association's data before going into the field.
2. **Work offline** to review properties, record violations, and document findings.
3. **Upload** your changes when an internet connection is available.
**Version 4.0.0 includes an updated interface, faster navigation, improved photo handling, and clearer messages when downloads or uploads encounter problems.**
#### **1. Before You Begin**
Before starting a field inspection:
- Sign in to the app while connected to the internet.
- Download the HOA association you will be inspecting.
- Confirm that any previous inspection changes have been uploaded.
- Make sure your device has sufficient battery and storage for your fieldwork.
- Allow camera and location access if you plan to take photos with GPS coordinates.
- Confirm that you have the appropriate permissions to perform your assigned tasks.
**Important:** Do not download the same association again until you have uploaded any outstanding changes. Downloading an association again replaces its existing local data, and changes that have not been uploaded will be lost.
#### **2. Sign In to the App**
Enter your Smartwebs username and password.
- Usernames are not case-sensitive.
- Passwords are case-sensitive.
- You must have previously signed in successfully online on that device to sign in offline. Use the same password you used for that online sign-in.
- Your device's password manager may be used to autofill your login credentials.
If you cannot sign in, connect to the internet and verify your credentials before continuing.
#### **3. Download an Association**
Download the association before beginning your inspection so its property information is available on your device.
- Open the association selection screen.
- Select the association you need to inspect.
- Start the download and allow it to finish.
- Confirm the on-screen message that the association's data has been downloaded.
The app displays download progress while the information is being retrieved.
> **If the association already contains changes that have not been uploaded**, the app warns you that downloading again will overwrite them. Upload those changes before proceeding if you need to keep them.
> **If a download fails, confirm that you have an internet connection and try again.** If the app closes unexpectedly after a failed download, close and reopen the app before retrying.
#### **4. Locate the Unit**
Use the address list and search features to locate the property you need to inspect.
- Search begins after you enter at least three characters, excluding spaces.
- You can use the available filters to narrow the list.
- An empty search displays all units matching the selected filters.
- Select a property to open its Unit Detail screen.
The app provides access to unit information, violation details, and history. Properties with multiple violations may display a **Multi** icon.
#### **5. Record and Manage Violations**
From the property's Unit Detail screen, review the available violation information and use the options permitted by your account to record or manage inspection findings.
The available actions depend on the violation's status, the association's configuration, and your assigned permissions,
Follow the steps below to effectively cite and manage Violations during your inspection.
##### Understanding Violation Indicators
The map and property lists use icons to help identify a property's violation status.
- **In Cure:** Indicates that an open violation on the unit is in its cure period.
- **Recently Updated and In Cure:** A combined icon indicates both conditions.
- **Must Fix:** Takes priority over other violation indicators.
- **On Hold:** Uses a maroon indicator.
These indicators help you identify properties that may need attention during your inspection.
##### Processing Single Violations
Open a violation to review its details and available actions.
Depending on the violation and your permissions, you may be able to:
- Review the violation's category and subcategory.
- Add or update notes.
- Review violation history.
- Update cure dates or remaining days where permitted.
- Place a violation on hold or update its days when the applicable options are available.
- Change the category or subcategory of a Must Fix violation if you have the required Fix Violations permission.
- Remove a violation from hold when the Off Hold option is available.
- Close a violation when the Close Violation action is available.
Some actions are available only for specific violation statuses. For example, the Off Hold option appears only for violations that are on hold.
If an action is unavailable or its button appears faded, the action may not be permitted in the current situation.
##### Processing Multi-Violations
Use the Multi Violation workflow when you need to work with multiple violations for a property.
The workflow guides you through the available steps for selecting violation categories and subcategories, composing the violations, and reviewing the associated details.
- Use the selection toggles to select subcategories.
- Newly added violations open ready for editing.
- Existing violations display a summary until you enable their edit toggle.
- The Include in Letter option may be unavailable when the associated stage's letter template does not contain a Reason Text field.
- Use Back to return to the previous step.
If you leave the workflow while new work remains unsaved, the app may warn you that the multi-violation work will be lost.
Review your entries before leaving the workflow.
##### Adding Notes
You can add notes to document your observations.
Notes consisting only of spaces are not saved, and leading or trailing spaces are removed when notes are saved.
#### **6. Take and Attach Photos**
Photos help document the property's condition and support violation records.
Follow the steps below to effectively manage photos within Smartwebs Offline 4.0.
##### How to Take a Photo with the App
1. Open the applicable property or violation workflow.
2. Open the camera option.
3. Capture the photo.
4. Review the available information and continue with your inspection.
When GPS stamping is enabled, camera photos include GPS coordinates in the upper-left corner. The bottom of the photo retains the property address and the date and time.
> **Location access is required to take camera photos when GPS stamping is enabled.**
##### How to Use a Photo from Your Phone's Gallery
You can select existing photos from your device's photo gallery.
- Gallery photos do not receive GPS coordinates or date stamps from the app.
- On iPhone and iPad, you can select photos that you have specifically allowed the app to access, even if access is limited to selected photos.
##### GPS Photo Settings
To manage GPS stamping:
1. Open Settings.
2. Select Photos.
3. Locate **Stamp GPS coordinates on photos**.
4. Adjust the setting as needed.
GPS stamping is enabled by default. If it is turned off, photos can be taken without location access for GPS stamping purposes.
#### **7. Review Violation History and Documents**
The historical record of violations on a Unit is a critical factor to notice and consider when issuing violations.
Follow the Steps below to effectively process review the historical violations and documents of the Unit you are inspecting.
##### Violation history
The History screen displays the property's violation activity, with the most recent activity first.
- Active violations appear first in normal colors.
- Closed violations and historical items appear grayed out.
- History may take a moment to load, particularly when the server is slow.
If the app reports that the server took too long to send the history, try opening the history again when your connection is available.
##### Documents
When documents are available for a property or violation:
- PDFs and images open within the app.
- Other file types open in an external app on your device.
- If a document is no longer available, the app displays a message indicating that it cannot be accessed.
If the Include in Letter setting for a document cannot be saved, the app may revert the setting and display an error. Review the setting before continuing.
#### **8. Upload Your Inspection Drive**
Upload your changes whenever you have a reliable internet connection. Uploading sends your recorded information and photos to Smartwebs so they can be processed.
Follow the steps below to correctly upload the inspection results.
##### Upload Steps
1. Connect your device to the internet.
2. Open the upload option for the association.
3. Allow the app to verify your profile and gather your changes.
4. Review the upload summary, which identifies the affected units, changes, and photos.
5. Select **Upload Data** to begin.
6. Keep the app open and allow the upload to finish.
During the upload, the app displays progress as photos and other changes are sent.
##### Successful uploads
When the upload is received successfully, the app displays a confirmation message with an upload reference number.
For example: `AX-123456`
Save this reference number in case you need help with the upload. It can be used to identify the submitted data.
After the app confirms that the upload was received, the association's local data is removed from the device. The server may still need several minutes to process a large upload.
**Important:** An upload confirmation means the server received the data. It does not necessarily mean every change has already been applied to the website.
##### If an upload fails or is interrupted
If the upload cannot finish:
- The app displays an error message.
- You may be offered the options to **Send Email** or **Wait and Upload Later**.
- If your internet connection is lost, the app informs you that you are no longer connected.
- Your local data is retained when an upload fails or is interrupted.
Reconnect to a reliable network and try the upload again. The app can continue an incomplete upload without requiring you to re-enter your inspection changes.
If an upload was only partially completed, the app may display a message asking you to try again when you have a better connection.
##### If some changes do not appear on the website
An upload may be received successfully even if some individual items cannot be applied. For example, a violation may have been deleted by another user, or a submitted change may no longer meet the applicable validation rules.
When this happens, the remaining valid changes may still be applied. The upload receipt email identifies items that were not applied and explains why.
If you cannot find your changes on the website after uploading, allow time for processing and retain your upload reference number. Contact your organization's Smartwebs support contact if further assistance is needed. You may not need to re-enter the inspection data.
#### **9. App Settings and Personalization**
The Settings screen allows you to adjust supported app preferences.
Available options include:
- **Theme:** Choose Light, Dark, or Paper.
- **Font size:** Adjust text size for easier reading.
- **Photos:** Manage GPS coordinate stamping.
- **Keep logs for N days:** Adjust how long app logs are retained.
- **Email logs:** Send diagnostic information when requested for troubleshooting.
Your theme and font-size preferences are retained across app updates. Settings are stored on the device and may be lost if you uninstall and reinstall the app or move to a different device.
Increasing font size changes text size; icons retain their normal size.
#### **10. Troubleshooting Common Issues**
| Issue | What to do |
| --- | --- |
| Unable to sign in offline | Sign in successfully while connected to the internet on the same device, then use the same password for offline sign-in. |
| Association download fails | Check your internet connection. If the app crashes when retrying, close and reopen the app before downloading again. |
| Camera will not open | If GPS stamping is enabled, verify that location services are on and the app has permission to access your location. |
| Upload is interrupted | Reconnect to the internet and retry the upload. Your local data should remain available if the upload did not complete. |
| Uploaded changes are not visible on the website | Allow time for server processing and retain your upload reference number. Contact your organization's Smartwebs support contact if the issue continues. |
| Violation action is unavailable | Review the violation's current status and your assigned permissions. Some actions are available only under specific conditions. |
| History does not load | Try opening the history again when the server or network is responding. |
| A note appears to cause an error | Reopen the screen to check whether the note was saved. Notes containing curly braces may trigger an error even when the note itself is saved. |
| A property selection list looks cut off on iPhone or iPad | Switch to another app and return to Smartwebs to allow the screen to resize. |
#### **11. Best Practices for Field Inspections**
- Download the correct HOA association before leaving for the field.
- Upload existing changes before downloading the association again.
- Review violation details and notes before moving to another property.
- Confirm that photos are attached as intended.
- Enable location access if you need GPS-stamped camera photos.
- Upload changes as soon as a reliable connection is available.
- Keep the upload reference number if you need assistance.
- Do not re-enter inspection data simply because changes are not immediately visible on the website; allow time for processing first.
Following these steps helps ensure that your inspection information, violation records, notes, and photos are retained and submitted successfully.
End of user guide
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