Building Inspector instructions

Start the process by registering to use the Strata Hub. Once you register or log on to the Strata Hub you can view the details of the development and progress the building bond case.

1. The Strata Hub will send you an email advising you that ‘You have been proposed as a building inspector’ including the case reference number.
   You will need to ‘Register for the Strata Hub’ or ‘Log into’ to the Strata Hub to review the details of the development and progress the building bond case.
2. Read the Privacy Statement. If you understand the statement, tick ‘I understand’, complete ‘ReCAPTCHA’ and select ‘Continue’.
3. Complete the fields in the ‘Personal Details’ page including the declarations at the bottom of the page. Select on ‘Register’. The fields marked with a red asterisk [*] are mandatory.
   Tip: the password you create must be at least 8 characters long and include at least one alphabetical character [a-z], one numeric character [0-9], and one special character.
   Note: Please manage your password details securely and ensure they can be retrieved easily for the next time you log in to the Strata Hub.
4. If you understand the statements, tick the two checkboxes and select 'Continue’.
5. Select 'Inspector’ under Registration Details.
   Enter the email address for service of the Inspector as provided when lodging the bond in the NSW Planning Portal (SBBIS Stage 1).
   Once you insert your email address, you will see the details that have come across from the NSW Planning portal (where the bond was lodged).
   Select on ‘Register’.
6. You will receive an onscreen message about a welcome email. Select ‘Return to login screen’.
7. To login, you will need to enter your username and temporary password.
   Note: your username is your email address.
8. You will receive a ‘Verification Code’ in your email address.
9. Please enter the verification code and select ‘Submit’.
10. Once you submit your verification code, the system will ask you to change your password. Set your new password to complete your registration process.
11. After changing password, you will be able to see the Welcome page/Home Page.
12. Search your ‘Strata Bond Number’, you will be able to see and update the details.
13. To log off, go to the left menu, go down to the icon with your initials on it at the bottom of the page. Select on that icon and select the ‘Log off’ option.

If you have any issues, please call 13 32 20.

System requirements

The preferred browsers are Firefox, Chrome, Safari and Microsoft Edge. Windows Internet Explorer not supported.

Note: When using your web browser to access the Strata Hub, ensure it is not zoomed in beyond 100% or some of your left panel menu options will not be visible.

1. The Strata Hub will send you an email advising you that ‘You have been proposed as a building inspector’ including the case reference number.
   You will need to register or log on to the Strata Hub to view the details of the development and accept or refuse the proposal.
2. Log in with your username and password to the Strata Hub.
3. Your profile will show that you are a Building Inspector using the system.
4. The Strata bond you have been nominated for will appear under ‘My Work’.

1. Select the strata bond case hyperlink for which you need to apply for a variation of time.
2. Select on the ‘Actions’ tab on the left menu and select ‘Variation of time’ from the drop-down list.
   You will then view the ‘Variation of time’ screen displaying the Current milestones for the case.
3. Select the milestone from the menu that relates to your variation of time request. In this case, Building inspector appointment due date.
4. Enter the ‘New requested date’ for the milestone.
   Enter the reason for your request into the free text box.
   You can also attach any supporting documents.
   Select ‘Submit’.
5. The task will then move to the Secretary’s work queue for consideration.
   You will receive a notification of the outcome of your request.
   If your request is approved, the new date will appear in the Modified column.

Select the Strata bond number to check the details of the Strata Bond case.
You can then view more information including ‘Building’, ‘Developer’, ‘Owners corporation’ by selecting on the links. The information will be displayed in a pop-up window which you need to close to return to the Strata Bond case.

1. The Strata bond you have been nominated for will appear on the homepage under ‘My Work’. Select on ‘Go’ in the Action column to open the strata bond case.
2. You will be taken to a ‘To do’ screen with the option to ‘Accept or decline inspector appointment’. Select on ‘Go’.
3. Under ‘Disclosures’, you’ll be asked to respond ‘Yes’ or ‘No’ to three mandatory questions.  
   If you select ‘Yes’ to the first two disclosures you cannot accept the appointment as you will not comply with the Strata Schemes Management Act 2015. You will need to choose ‘Decline’.  
   If you answer ‘Yes’ to the final disclosure, a warning message will appear. This applies if you have been employed by the developer or their contractors within the last 2 years. If so, you must disclose this. Select on ‘Accept’ or ‘Decline’.  
   Note: If you are nominated by the Secretary, there will be additional disclosures for you to address. These appear under ‘Secretary’s additional disclosures’.
4. The ‘Status’ will change to ‘Awaiting Owners Corporation Approval’.
   Note: the strata bond case will now be forwarded to the owners corporation to approve or refuse the appointment.

1. Notifications are viewed from the information panel under the ‘Documents & Notifications’ heading. Select ‘Notifications’ to open the notifications window.
2. Notifications are grouped into the SBBIS stages.  
   Expand the stage accordion to view a list of the notifications for the stage.
3. Select the hyperlink for the notification you want to view.
4. The notification will open in a pop-up window.
   Close the pop-up window.  
   Select ‘Done’ or ‘Cancel’ to close the notifications window.

1. Log in with your username and password to the Strata Hub.
2. Select on the ‘Strata Bond Number’ hyperlink in the ‘Active Strata Bond’ section to open the bond case.
   Note: You can search for the bond number in the search field.
3. Select on the ‘Actions’ menu on the information panel.
4. Select ‘Variation of time’ from the list.
5. You will then view the ‘Variation of time’ screen showing the current milestone dates.
6. Select the milestone for ‘Interim inspection and report due date’.
7. Enter the proposed new date for your milestone. Then enter the reason for your request into the free text box. You can also attach any supporting documents.
   Select ‘Submit’.
8. The task will then be sent to the Secretaries for consideration.
   You will receive a notification of the outcome of your request.
   If your request is approved; the new date will appear in your milestone history.

1. In the ‘My Work’ screen, select ‘Go’ for the Strata bond case showing Capture Inspection Schedule in the ‘Assignment step’ column.
2. You progress to the ‘Capture Inspection Schedule’ screen. Select the ‘Proposed building inspection date and time’ and select ‘Submit’.
3. You progress to the Select Inspection Type screen. Select on ‘Go’. You will then be shown the steps needed to conduct an inspection.
4. Select on ‘Start 1. Desktop Research’ and ‘Submit’.
   If selecting this option, skip to Step 7.
5. You can choose to use another inspection tool outside the Strata Hub by skipping to preparing the report without completing the desktop research and on-site inspection.
   To pursue this option, select ‘Skip to 3. Prepare Report for Publish’.
   Select ‘Submit’
   Note: You can view the documentation for the project at any time by selecting ‘Documents’ on the left-side navigation panel. This is where all the documents provided by the developer can be accessed.
6. When using the Strata Hub for the end-to-end interim inspection report process (including desktop research and on-site reporting), you will progress to the ‘Capture Inspection Details’ screen where you can view the ‘Building Inspector’ details.
   Tip: As you move through the steps, the ribbon at the top shows where you are in the process.

1. After reviewing the building inspector details, you can ‘Add Secondary Inspector’ or ‘Add Specialist’ by selecting the relevant button, if required.
2. When adding a secondary inspector, you can choose from the drop-down list of building inspectors and then select ‘Submit’.
   Note: Only building inspectors who are members of a Strata Inspector Panel can be added as a secondary Inspector. Start typing the building inspector’s name to search the list of building inspectors.
   Tip: Select on the blue arrow to access the drop-down menu.
3. When adding a specialist, you enter their details and select ‘Submit’. Then select ‘Continue’.
4. View ‘Development Details’ and ‘Owners Corporation details’ details. Select on ‘Continue’.
   Tip: To update details, you need to contact the system administrator - [email protected]
5. View ‘Developer details’ and ‘Builder details’. Review information and select ‘Continue’.
6. You progress to the ‘Site details' screen. You can view Site details and upload site documentation.
7. To upload documents, select ‘Add’ and then drag and drop the file. Select ‘Submit’.
8. Scroll down to Site documentation.
   Select ‘Yes’ or ‘No’ for the question ‘Have you received all documents listed in section 198A of the Strata Scheme Management Act 2015 and clause 46A Strata Scheme Management Regulation?’
   If you select ‘Yes’, you will be asked ‘Were they provided within 28 days of your appointment?’ Select ‘Yes’ or ‘No’.
9. If you select ‘No’ you will get a text box ‘List and explain the attempts you have made to obtain all required documents’.
10. Select ‘Yes’ or ‘No’ for the question ‘Were the documents provided by the Secretary?’
11. Select ‘Yes’ or ‘No’ for question ‘Australian Standard - Has the documentation set out in AS 4349: clause 2.4 been made available to you?’
    If you select ‘No’, you will be asked to ‘List and explain the attempts you have made to obtain the required documents’.
12. Select on ‘Save’ or ‘Continue’. If you select continue, you progress to the Capture Scope and Testing Details screen.
    Select on ‘Continue’.
13. You then progress to the ‘Capture scope and testing details’ review content and select ’Continue’.
14. You progress to the screen for ‘Capture Observations’. You can create an observation by selecting on the ‘Create observation’ button. You need to provide all mandatory details, add photos, evidence and then select ‘Save’.
    Select ‘Continue’.
    Note: Observations are items captured during desktop research and can be investigated when conducting the onsite inspection. If an observation is confirmed as a defect it can be converted to an interim defect as part of the onsite inspection step.
    These observations will then appear on screen with a unique ID.

1. You then progress to the ’Review Desktop Research’ page.
2. Make sure you review all the information in each of the sections of this toggle menu before you select ‘Finish’ as this will automatically progress your case to the next ‘Onsite Inspection’ stage & you won’t be able to review further details of the report.
   Select on ‘Finish’.
3. You will progress to the ‘Wait for onsite inspection’ screen.
   You will then progress to the On-site Interim inspection stage.

The following steps guide you through the desktop version of the onsite inspection.

If you are using the ‘SBBIS Inspect’ app on your mobile device. Please refer to the ‘SBBIS Inspect’ user instructions.

1. Log in to the Strata Hub to Capture Site Visit Inspection Details.
   Select the strata bond case and select ‘Go’.
   Note: If you are already logged in, select the Home icon on the left-hand panel to return to the homepage and then select ‘Go’.
2. Enter the Date/s of the site visit including the Start time.
   Enter the Weather conditions.
   If you want to upload files and images, select ‘Add’ by the ‘Documents & Notifications’ heading on the left-hand panel.
   Select on ‘Continue’.
   Tip: To view attachments you must have your pop-up blocker turned off or an ‘allow pop-ups’ internet setting.
3. You will progress to the ‘Observations’ screen. The system will show any observations that were entered as part of desktop research.
   Select on the three dots to Edit or Delete any of the ‘Observations’.
   Then select ‘Continue’.
4. A ‘Defective Building Work’ screen will appear. You can edit details as required.
   You can then select on the ‘Convert to Defect’ button.
5. To add new defects select the ‘Defects’ tab and select ‘Add’.
6. Add the details of ‘Defective Building Work’ including any photo evidence required and select 'Save’. You progress back to the ‘Capture Observation/Defects’ screen. You can continue to ‘Edit’ or ‘Add’ defects as required.
   When you are finished, select ‘Continue’.
7. You progress to the ‘Capture Areas not inspected’ screen.
8. Select on ‘Add’ to enter the details of area/item not inspected and the ‘Circumstances preventing inspection’. You can add upload documents and photos.
   Select on ‘Save’.
   Tip: to view attachments you must have your pop-up blocker turned off or an ‘allow pop-ups’ internet setting.
9. You return to the ‘Capture Areas not inspected’ screen. You can continue to ‘Add’ items until all defective building work found during the inspection has been recorded.
   Select on ‘Continue’ to progress.
10. You progress to the ‘Capture secondary Inspector or Specialist’ screen.
    You can Add Secondary Inspector or Specialists using the drop down.
    Review the details. Scroll down and select ‘Continue’.
11. You progress to the ‘Inspection Summary’ screen.
    Review the details onscreen and select ‘Submit’ to complete.
12. Once you select ’Submit’ you will see a pop up reminding you that you won’t be able to make any changes.
    If you need to go back into the report, select ‘Cancel’. Or if you have completed the report select ‘Finish’.
    You will then see a confirmation that the ‘The onsite inspection has been completed’ and you can prepare to publish it online.
13. You return to the home screen. Your strata bond case will show as ‘Pending-prepare report’.
    Select on ‘Go’.
14. You can now ‘Prepare to publish’.
15. You progress to the ‘Report Summary’ screen. Review the details on screen by selecting any heading along this ribbon.
    You can toggle through the various screens and add or edit details in each section as required.
    Select on 'Finish’ to complete.
    Your Interim inspection report is being generated. You will receive an email when the report is ready for review.
16. You will then progress to the ‘report is being generated' screen.
17. You can then head back to ‘My Work’. Before this, you can select the report to download and view the report.
18. Select on ‘Downloads’ to open the report.
19. Review your report.
20. Select on ‘Make changes’ to go back and make any edits required.
21. Select on ‘Submit report’ to progress. The report will then go to the Secretary.

1. You will be notified if the Secretary requests changes to the report. An action for ‘Secretary Requested Changes to Report’ will appear in your work queue. Select on ‘Go’.
2. You will arrive at a ‘Secretary Requested Changes to Report’ screen.
   Review the changes requested, including any attachments.
   Select ‘Edit report’ to make the requested changes.
3. This will take you to the beginning of the workflow for the report. You will need to go through the workflow to make the required changes.
   Select ‘Continue’ to progress through the workflow and review relevant sections (optional) until you reach the screen/s you need to change.
4. An example scenario is that edits are required to the ‘Review Defects’ screen.
   Navigate to the ‘Defects’ tab. Next, select the three dots to ‘Edit’ the details of the information you need to update.
5. At the end of the workflow, you will arrive at the ‘Report Summary’ screen.
   Note: The sub-menu (below the top ribbon) allows you to toggle across the screens.
6. When you’re done, navigate to the bottom of the screen you’re on and select ‘Finish’.
7. You will arrive at a screen where you can ‘Submit report’.
   The status will then show that it’s awaiting Secretary Review.

1. Log in with your username and password to the Strata Hub.
2. In the ‘My Work’ screen, select ‘Go’ for the Strata bond case showing Capture Inspection Schedule in the ‘Assignment step’ column.
3. You progress to the ‘Capture Inspection Schedule’ screen. Select ‘Proposed building inspection date and time’ and select on ‘Submit’.
4. You progress to the ‘Capture Inspection Schedule’ screen. Select ‘Proposed building inspection date and time’ and select ‘Submit’.
   Note: The date must be between the scheduled final inspection start/due date. The inspection date needs to occur between 15 -18 months after the occupation certificate is issued.
5. You progress to the Select Inspection Type screen. Select on ‘Go’. You will then be shown the steps needed to conduct an inspection.
   Select on ‘Start 1. Desktop Research’ and ‘Submit’.
   If selecting this option, skip to Step 7.
6. You may choose to use another inspection tool outside the Strata Hub. In such cases, you can skip to preparing the report without completing the desktop research and on-site inspection. To pursue this option, select ‘Skip to 3. Prepare Report for Publish’.
7. When using the Strata Hub for the end-to-end final inspection report process (including desktop research and on-site reporting), you will progress to the ‘Capture Inspection Details’ screen where you can view the ‘Building Inspector’ details.
   Tip: As you move through the steps, the ribbon at the top shows where you are in the process.
8. After reviewing the building inspector details, you can ‘Add Secondary Inspector’ or ‘Add Specialist’ if required.
9. You can select a secondary inspector from the drop-down list of inspectors and then select ‘Submit’.
   Tip: Select on the blue arrow to access the drop-down menu.
10. You can also Add a specialist if you need to.
    Select on ‘Continue’.
11. View ‘Development Details’ and ‘Owners Corporation details’ details.
    Select on ‘Continue’.
    Tip: To update details, you need to contact the system administrator – [email protected]
12. View Developer details and Builder details.
    Review information and select on ‘Continue’.
13. You progress to the ‘Site details' screen. To view site details and upload site documentation.
    To upload documents, select ‘Add’ and then drag and drop the file. Select ‘Submit’.
14. Scroll down to Site documentation.
    Select ‘Yes’ or ‘No’ for the question ‘Have you received all documents listed in section 198A of the Strata Scheme Management Act 2015 and clause 46A Strata Scheme Management Regulation?’
    If you select ‘Yes’, you will be asked ‘Were they provided within 28 days of your appointment?’ Select ‘Yes’ or ‘No’.
    If you select ‘No’ you will get a text box ‘List and explain the attempts you have made to obtain all required documents.’
15. Select ‘Yes’ or ‘No’ for the question ‘Were the documents provided by the Secretary?’
16. Select ‘Yes’ or ‘No’ for question ‘Australian Standard - Has the documentation set out in AS 4349: clause 2.4 been made available to you?’
    If you select ‘No’, you will be asked to ‘List and explain the attempts you have made to obtain the required documents.’
17. Select on ‘Save’ or select ‘Continue’ to progress to the Capture Scope and Testing Details screen.
    Select on ‘Continue’.
18. You progress to the Capture Scope and Testing Details screen. Review details and select ‘Continue’.
19. You can now review the Observations and interim defects.
    Select the 3 dots to open each interim defect.
    Select ‘Continue’
20. You will progress to the ‘Review Desktop Research’ screen.
    Note: You can toggle between the menu headings to review the details for:
    • Inspection
    • Development
    • Developer and builder
    • Site
    • Scope
    • Observations/Defect
21. Make sure you review all the information in each of the sections of this toggle menu before you select ‘Finish’ as this will automatically progress your case to the next ‘Onsite Inspection’ stage without enabling you to further review details of the report.
    Select on ‘Finish’.

The following steps guide you through the desktop version of the onsite inspection.

If you are using the ‘SBBIS Inspect’ app on your mobile device. Please refer to the ‘SBBIS Inspect’ user instructions.

1. You will progress to the ‘Wait for onsite inspection’ screen
   In the ‘My Work’ section of the home screen, select ‘Go’ for the Strata bond case showing Capture Site Visit Details.
   Note: This process largely replicates the steps taken when preparing for a Stage 3 interim inspection.
2. An important difference in the final inspection process (compared to the interim inspection) is the tabs under ‘Capture Observations / Defects’.
   These classify the types of defects affecting the development.
   • Interim Defects (defects identified in the interim report),
   • Final Defects
   • Rectified (Defects).
3. You can then ‘Add Visit’.
4. Add date and conditions of the visit. Select ‘Add’ to continue.
5. You can now review the ‘Interim Defects’ and then select the 3 dots to open each interim defect.
6. You can now select to:
   • Convert to Final Defect (i.e. an interim defect that was not rectified in the final inspection)
   • Mark as Rectified.
     
     Note: Choose ‘Convert to Final Defect’ if a defect identified in the interim report has not been rectified during the final inspection. Choose ‘Mark as Rectified’ if a defect identified in the interim report has been rectified during the final inspection.
7. To ‘Convert to final’ scroll down to view ‘Details for final report’ and add any additional comments. Select ‘Save’.
8. This information will now be carried across to be listed as a ‘Final Defect’. Select ‘Continue’.
   If required, you can ‘Create Defect’.
   Note: New defective building work can only be created in the final report when it has arisen from the rectification of defective building work previously identified in the interim report.
   Complete details of defective building work.
   Select ‘Continue’.
9. A dialogue box will appear with information to complete such as:
   • Details for final report
   • Whether defective building work requires urgent attention / is a serious hazard?
   • Inspection equipment
   • How the defective building work should be rectified?
   • Cost estimates for rectification works (if you are being paid to provide this detail).
     Select ‘Continue’.
10. Add any comments on ‘Areas not inspected’.
    Select ‘Continue’.
11. Once you’ve followed the prompts (described above), the defect will be displayed under the relevant tab – the defect will no longer appear under the Interim Defects tab.
12. Any defects identified as rectified will also be listed under the ‘Rectified’ tab
    Select ‘Continue’.
13. The total number of interim, rectified, and unrectified defects will be identified in the Inspection Summary final screen (at the end of the ribbon you are following to complete the final inspection process).
    After reviewing, select ‘Submit’.
14. You will then see a pop-up message to remind you that when you press ‘Finish’ you will no longer be able to make any changes.
    Select ‘Cancel’ If you need to go back to make further edits.
15. You will receive a completion message – the onsite inspection has been completed.
16. Select on the ‘Home’ icon to view your ‘My Work’ list.
    Go to the step ‘Pending-Prepare Report’ and select ‘Go’.
17. Select ‘Continue’ to progress through the report details to review the draft inspection report.
18. You can then progress through each section to do a final review of the report details.
    Select ‘Finish’.
19. The system will generate a PDF version of the Report Draft. You can select ‘Make changes’ to go back and make any edits required.
    Select on ‘Submit report’ to progress. The report will then go to the Secretary for approval.

1. You will be notified if the Secretary requests changes to the report. An action for ‘Secretary Requested Changes to Report’ will appear in your work queue.
   Select on ‘Go’.
2. You will arrive at a ‘Secretary Requested Changes to Report’ screen.
   Review the changes requested, including any attachments.
   Select ‘Edit report’ to make the requested changes.
3. This will take you to the beginning of the workflow for the report. You will need to go through the workflow to make the required changes.
   Select ‘Continue’ to progress through the workflow and review relevant sections (optional) until you reach the screen/s you need to change.
4. An example scenario is that edits are required to the ‘Review Defects’ screen.
   Navigate to the ‘Defects’ tab. Next, select the three dots to ‘Edit’ the details of the information you need to update.
5. At the end of the workflow, you will arrive at the ‘Report Summary’ screen.
   Tip: The sub-menu (below the top ribbon) allows you to toggle across the screens.
6. When you’re done, navigate to the bottom of the screen you’re on and select ‘Finish’.
7. You will arrive at a screen where you can ‘Submit report’.
   The status will then show that it’s awaiting Secretary review.