Rackify: The Complete Guide to Pallet Racking Inspection & Compliance (A to Z)

Turn warehouse racking inspections into a structured, visual, auditable workflow — from the floor plan to the PDF report.

Introduction: The Problem Every Warehouse Team Knows

If you manage or inspect pallet racking, you have lived this workflow:

An inspector walks the warehouse with a paper checklist or a generic form app that does not understand racks, bays, or damage severity.
Photos end up in a camera roll or email thread with no link to the exact rack and component.
A forklift hits an upright — someone scribbles a note, but follow-up repair work is tracked in a spreadsheet or over WhatsApp.
The compliance officer asks for last quarter's inspection evidence — and you spend a day stitching PDFs, photos, and floor-plan mark-ups together.

That loop is slow, risky, and hard to defend in an audit.

Rackify is the platform built to replace it. Inspectors work on native mobile apps with offline support. Managers use a web dashboard for schedules, blueprints, actions, and analytics. Every finding ties to a physical rack on a floor plan. Every completed inspection produces a signed PDF and a permanent audit record that cannot be deleted — only archived.

This guide walks through the product from your team's perspective: who it serves, how inspections run on the floor, how damage becomes repair work, and how compliance evidence is produced.

Who Is This For?

Audience	What you get
Field inspectors	Rack-by-rack inspections on iOS or Android — photos, damage classification, QR scanning, digital signature, offline when signal drops
Site & warehouse managers	Site dashboard with risk charts, inspection schedules, action tracking, blueprint view, and PDF export
Inspection companies	One account managing many client organisations — each with their own sites, users, and compliance history
Warehouse operators (self-inspecting)	The same inspection workflow for your own sites, without a third-party inspection firm in the middle

Two Customer Models, One Platform

Rackify serves two types of paying customer on the same system:

Type A — Inspection companies
Your business inspects racking for warehouse clients. You create a client organisation per customer (e.g. a retail distributor), then add their sites, warehouses, areas, and racks under that organisation. Your inspectors see only the sites they are assigned to.

Type B — Warehouse operators
You own or operate warehouses and inspect internally. You typically have one organisation (your company) with many sites across the country. The workflow is identical — only the commercial structure is simpler.

In both cases the physical hierarchy is the same:

CODE // TEXT
Site → Warehouse → Area → Rack

Examples: Tesco Swindon DC (site) → Main Warehouse → Frozen Goods (area) → rack A-15.

The Platform: Web + Mobile, One Workflow

CODE // TEXT
SETUP (Organisations, sites, blueprint) → SCHEDULE → INSPECT (mobile) → ACTIONS → REPORTS

Web dashboard — for managers and admins

Client overview — portfolio view for inspection firms: all client organisations, sites, open inspections, schedules, and actions at a glance.
Site dashboard — damage doughnut charts by component and risk (red / amber / green), inspection counts, missed inspections, blueprint quick access.
Blueprint designer — drag-and-drop floor plan editor: place racks, areas, and labels on the warehouse layout. Racks show live risk colour on the operational view.
Inspection schedules — recurring windows (weekly, fortnightly, monthly, quarterly, annually). Assign inspectors. Pause during site shutdowns. Track missed windows.
Actions board — remediation tasks from inspection findings: assign, track repairs, close out with photo evidence, export action reports.
PDF reports — inspection certificates and action summaries generated automatically after sign-off.

Mobile apps — for inspectors on the floor

Native iOS and Android apps (not a wrapped web view) built for warehouse conditions:

Start scheduled inspections or create ad-hoc inspections.
Walk areas rack by rack — classify damage by component (upright, beam, brace, footplate, etc.) and severity (red / amber / green).
Capture and annotate photos on the damage point.
Scan QR codes on racks for instant lookup.
Sign digitally before completing an inspection.
Work offline — findings, photos, and completions queue locally and sync when connection returns.

Three Inspection Types

Type	When to use	Completion rule
Standard full	Routine compliance inspection of the whole site	Every rack in every area must be inspected before sign-off
Partial	Spot checks or time-limited visits	At least one rack inspected; skipped racks appear clearly on the blueprint and in the PDF
Isolated damage	Reactive report (e.g. forklift collision)	Single rack; sign-off immediately routes to assign action — repair tracking is mandatory

What happens on the floor (mobile)

CODE // TEXT
Start inspection → Select area → Tap rack → Classify damage → Add photos → Next rack
       ↓
Area progress bar turns complete when all racks in that area are done
       ↓
Sign with finger/stylus → PDF generates → (isolated damage) assign action now

Completed inspections cannot be deleted — only archived. That is a deliberate compliance rule, not a limitation.

Blueprint: Your Warehouse on a Map

The blueprint connects lists to physical reality.

Design mode (web)
Build or import the warehouse floor plan. Place racks, draw areas, snap to grid. Status shows not started, in progress, or complete on the site overview.

Operational view (web + mobile)
Read-only map where each rack is coloured by current risk: green, amber, red, or grey (not yet classified). During partial inspections, unvisited racks appear faded. Tap a damage indicator to see the finding, linked photos, and open actions — or close out a repair directly from the map.

If the blueprint is not built yet, the blueprint button stays disabled until layout work is complete.

From Finding to Fixed: The Actions System

A finding is what the inspector observed. An action is the repair workflow that follows.

When an inspection completes with damage recorded, actions are created for follow-up. Each action contains one or more repairs (one per finding). Repairs move through:

CODE // TEXT
pending → done   (or   cant_do)

Action status follows the repairs:

Action status	Meaning
todo	Assigned, not started
ongoing	Work in progress
completed	All repairs marked done
unfinished	All repairs closed, but at least one marked can't do

Multiple team members can work the same action. Anyone with site access can pick it up from All Actions, not only the named assignee. Overdue actions show a badge when past the due date.

Repair via blueprint: open an action, tap Repair Via Blueprint, navigate to the rack on the floor plan, and close the repair at the damage marker.

Scheduling & Missed Inspections

Schedules are set up on the web by managers:

Choose recurrence and assign an inspector.
Each schedule opens a window — the period in which the inspection must be completed (e.g. 14 days for a fortnightly schedule).
The inspection card on mobile is only startable inside that window.
If the window closes without completion, it records as a missed inspection — visible in the Missed Inspections tab for audit and management review.
Schedules can be paused (site closure) and resumed later.

Roles & Access

Role	Typical user	Can do
Tenant admin	Inspection firm owner / IT	Everything: organisations, sites, users, billing, all reports
Group user	Account manager across clients	Manage assigned client organisations and sites
Management user	Site or warehouse manager	Schedules, blueprint design, actions, reports, analytics
Inspector	Field inspector	Start and complete inspections on mobile; cannot change org settings

Inspectors are scoped to assigned sites. Admins see the full tenant. Email login is unique per company account — the same person can hold inspector access at different firms with separate logins.

Offline & Sync: Built for the Warehouse Floor

Warehouses have dead zones. Rackify is designed for that.

Works offline after setup:

Recording damage classifications and notes
Taking and annotating photos
Completing an inspection including signature
Closing out action repairs (for data already downloaded)

Requires connection:

Starting a brand-new inspection
Editing action assignments
Archiving records
Downloading or sharing PDF reports
First visit to a blueprint not cached before

When sync takes too long or signal drops, the app shows a clear offline indicator and queues your work. When connection returns, photos upload first, then findings, then completed inspections. If the server has a conflicting record, the inspector sees a choice — keep local, accept server, or merge — rather than silent data loss.

Typical Workflows

Workflow A: Routine full site inspection

Manager creates a monthly schedule and assigns an inspector.
Inspector opens the scheduled card on mobile when the window opens.
Walks each area, classifies every rack, attaches photos where needed.
Signs off → PDF report generates in the background.
Manager reviews dashboard charts and archives the inspection when the action backlog is clear.

Workflow B: Forklift damage (isolated)

Inspector taps New Inspection → Isolated damage → selects rack B-22.
Classifies upright damage as red, adds photos and description.
Signs → immediately prompted to assign action with due date and assignee.
Repair crew fixes the upright, uploads evidence photo, marks repair done on mobile or web.
Action moves to completed; site dashboard risk colour updates on the blueprint.

Workflow C: Inspection company client onboarding

Tenant admin creates organisation Acme Logistics and site Leeds DC.
Group user builds the warehouse blueprint and registers racks (with optional QR labels).
Management user sets quarterly schedule and invites two inspectors with site-only access.
Client overview shows Acme alongside other customers — data never mixes between organisations.

Compliance & Evidence

Rackify is built to produce defensible records:

Digital signature required on every completed inspection type.
Photos linked to findings and repair evidence.
PDF reports for inspections and completed actions.
Audit log of user actions across the platform.
Archive instead of delete for inspections and completed actions.
Historical snapshots — past inspections remain reviewable even as the live blueprint evolves.

Getting Started

Your tenant admin creates your organisation and sites.
Build or import the warehouse blueprint and register racks.
Invite inspectors and assign site access.
Create schedules or run ad-hoc inspections from mobile.
Track actions to closure and export reports for compliance files.

Summary

Rackify replaces fragmented paper, photo folders, and spreadsheet follow-up with one field-first platform. Inspectors get offline-native mobile tools tied to real rack locations. Managers get schedules, risk visibility on blueprints, and action tracking through to repair evidence. Inspection companies and warehouse operators share the same engine — with the hierarchy and access control each model needs.

The goal is simple: make racking risk visible, traceable, and actionable — from the first walk-through to the signed PDF on file.

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