Part 1 : Getting to know
What is Belay Reports?
Belay Reports is a digital inspection platform for aerial adventure programs. Inspectors use it to document rope course, zip line, climbing wall, and challenge course inspections, along with training sessions and daily operational assessments. It was built by working inspectors, and it is designed to work in the field where there is often no cell signal or Wi-Fi.
Who is it for?
Professional inspectors and inspection companies, and the camps, schools, parks, and adventure parks they serve. Facility staff can also use the daily assessment tools to record their own opening and closing checks.
What kinds of reports can I create?
Three report types come standard: full equipment and course inspections (operating systems, elements, ziplines, equipment, and standards), training records for staff training sessions, and daily assessments for beginning-of-day and end-of-day checks. Custom report types can be built for your organization.
Does it work without internet?
Yes. This is the core of the product. You can open the app, start a report, add photos, and complete your work with no connection at all. Everything is saved on your device as you go. When you get back online, the app syncs your work to the cloud automatically. You do not have to remember to hit a sync button.
Do I need to download it from an app store?
No. Belay Reports is a web app you install straight from your browser onto an iPhone, iPad, Android device, Chromebook, Windows PC, or Mac. It gets its own home-screen icon and opens in its own window like a regular app, but there is no app store review, no waiting for approval, and updates arrive automatically.
What does the finished report look like?
Each completed inspection produces a professional PDF report with your logo, the client's information, every inspected item with its result (pass, pass with provisions, or fail), inspector comments, photos, and the inspector's electronic signature. Reports can be previewed in the app before they are sent.
Can I add photos?
Yes. You can take photos with your device camera or pick from your photo library, attach them to specific items in the report, add captions, and reorder them. Photos are saved on the device while you are offline and uploaded when you reconnect.
Is there an electronic signature?
Yes. To complete a report the inspector reads an attestation statement, checks a box, and types their full name. The app records the signature along with the device, browser, and IP address for audit purposes.
Can more than one person work on a report?
Yes. Multiple inspectors can work on the same inspection, and the app shows who else currently has the report open. Admins and reviewers can also be given editing rights on inspector reports.
Can I speak instead of type?
Yes. Comment fields and text boxes have a microphone button for voice-to-text, which makes entering notes on a ladder or in gloves much easier.
Is my data secure?
Reports are stored in an encrypted cloud database with row-level access rules, so users only see the reports they are allowed to see. Every login, edit, and completion is written to an audit log. Completed reports are also backed up daily as standalone HTML files to Google Drive, so there is always a copy outside the main database.
What happens if I delete something by mistake?
Deleted items are kept in a recovery ledger, not erased. Admins can restore deleted rows and even whole reports, and every report keeps a history of previous versions that can be previewed and restored.
Is Belay Reports ACCT accredited?
Belay Reports is built by an ACCT Accredited Vendor and the report format follows ACCT inspection practice. [confirm the exact wording you want to use here]
How much does it cost?
[confirm] Suggested structure based on your current proposal: a one-time setup fee that covers branding, template customization, and onboarding, plus a monthly retainer for hosting, support, and ongoing updates. Month-to-month, no minimum term, cancel anytime.
Can I try it before I buy?
Yes. You can create a free account on belayreportsapp.com and use the app as an inspector right away — create inspections, trainings, and daily assessments and see how it works in the field. Admin features are turned on when you become a client. [confirm — this depends on the open sign-up change shipping]
Can it be customized for my company?
Yes. Custom branding (logo, colors, report header), your own comment library, custom form fields and sections, and automated notifications such as a fail-acknowledgement email to the client are all available. Larger integrations, like sending failed gear to an online store for replacement quotes, are available as add-ons.
Who owns the data?
You own your inspection data. You can export your reports at any time, and reports are backed up daily to a Google Drive folder you control. [confirm the Drive folder ownership detail for client instances]
What happens if Belay Reports goes out of business?
Your reports remain yours and exportable. For licensed client builds, the agreement includes a remedy that transfers the code to the client if Belay Reports can no longer provide the service. [confirm — matches the IP clause in the proposal]
What kind of support do I get?
Email and in-app support during business hours, plus proactive monitoring — the app reports errors automatically so problems are often fixed before you notice them. [confirm hours and channels]
Part 2 : Getting started
How do I sign in?
Go to belayreportsapp.com and enter the email and password your administrator set up, or create a free account from the sign-in screen. You can also sign in with Google.
I forgot my password.
Tap "Forgot password" on the sign-in screen and follow the emailed link. You need to be online for this.
Why is the app asking me to fill in my profile?
Your first and last name are required so they can appear on reports and on your electronic signature. Add them under Profile before completing any report.
Installing the app
How do I install it on an iPhone or iPad?
Open belayreportsapp.com in Safari, tap the Share button (square with an arrow), scroll down, tap "Add to Home Screen," then tap "Add."
How do I install it on Android?
Open the site in Chrome, tap the three-dot menu, tap "Install app" or "Add to Home screen," then tap "Install."
How do I install it on a computer?
In Chrome or Edge, look for the install icon (a small monitor with a down arrow) at the right end of the address bar and click "Install." The app opens in its own window.
Do I have to install it?
No, it works in a normal browser tab too. Installing is recommended for field use because it starts faster and is more reliable offline.
Working offline
Can I really start a report with no signal?
Yes. Open the app, tap New Inspection, and work normally. Everything is saved to your device. You will see an offline banner at the top; that is expected.
What if I open the app offline and it asks me to sign in?
If you have signed in on that device before, tap "Continue offline" and you will be taken to your reports. If you have never signed in on that device, use "Continue as Guest" — you can still create reports, but guest reports stay on the device and do not sync. Sign in when you are back online before starting real client work.
How do I know my work synced?
Each report card on the dashboard shows a sync badge. A cloud icon with a check means it is safely in the cloud; a pending icon means it is waiting for a connection. You can also open Sync Status from the header to see how many items are waiting.
It says "pending" but I am online. What do I do?
Tap the sync indicator and choose Force Sync. If it still will not sync, open Recovery & Sync Health from your profile menu — it shows exactly what is stuck and why, and it can retry or save a local backup. If that does not resolve it, contact support and do not clear your browser data.
Will I lose work if my battery dies or the app closes?
No. The app auto-saves as you type. When you reopen it, your draft is right where you left it.
Creating and editing reports
How do I start a new inspection?
From the dashboard tap New Inspection, pick or type the organization name, set the inspection date, and tap Create. Previous inspections for that organization can be used to pre-fill the element list.
How do I add elements, ziplines, or equipment?
Each section has an Add Row button. Type the name, pick the operating system type from the dropdown (or type a new one), choose the result, and add comments or photos. Rows can be dragged to reorder.
What are dividers?
Dividers are labels like "High Elements" or "Low Elements" that group rows on the report. They are not inspected items, have no pass/fail result, and print as a section heading.
The Operating System field is blank on a new row. Is that a bug?
No. It is left blank on purpose so the inspector chooses it. It will not copy from the row above or from a divider.
How do I add a photo to an item?
Tap the camera icon on the row. Take a new photo or choose one from your library. You can add a caption and reorder photos. Large photos are compressed automatically so they upload faster.
Completing and sending reports
How do I complete a report?
Fill in all required fields, then tap Complete. You will be asked to read the attestation statement, agree, and type your full name exactly as it appears in your profile. This is your electronic signature.
The app will not let me complete the report.
Check the progress bar at the top — it points to sections that still have required fields empty. Saving a draft never requires everything to be filled in; only Complete does.
Can I edit a report after it is completed?
Yes, if you have permission. Opening a completed report shows a "Report Locked" notice; tapping Confirm Edit reopens it. When you are done, complete it again. Every change is logged.
How do I get the PDF?
Open the completed report and tap View Report or Download PDF.
What does "Invoiced" mean on the dashboard?
It is a simple checkbox admins can set to track which completed reports have been billed. It does not change the report itself.
Updates and troubleshooting
The app says an update is available. What should I do?
Finish and sync any work in progress, then tap Update. The app will reload with the new version. If you have unsynced work it will warn you first.
My app looks out of date compared to a coworker's.
Open the Version panel from your profile menu and tap Check for Updates. If that does not work, use Force Refresh (Cache) from the same panel. On Windows, uninstalling and reinstalling the app once fixes a stale copy.
I got a "storage almost full" warning.
Your device is running low on space for offline reports and photos. Sync your pending work, then the app will clean up old cached files automatically. Freeing space on the device itself also helps.
A photo shows a broken image on the report.
The photo may not have finished uploading. Open the report, check the sync status, and Force Sync. If it is still broken, contact support with the report name and item.
How do I report a bug?
Use Contact Developer in the profile menu. It sends your app version and device details along with your message, which speeds up the fix.
For administrators
How do I add a user?
Admin dashboard → Users → Add User. Enter their name and email and choose a role. They will get an email to set their password.
What are the roles?
Inspector: can create and edit their own reports. Admin: can see and edit all reports in the organization, manage users, and restore deleted data. Super admin: everything above plus form configuration, branding, backups, and version policy.
How do I change the form — add a field, reorder sections, edit dropdown options?
Admin dashboard → Form Configuration. Sections, fields, and option lists can be dragged to reorder and edited in place. Changes apply to new reports immediately.
How do I restore something that was deleted?
Admin dashboard → Data Recovery. You can search deleted records by report, preview the snapshot, and restore it. Reports also keep an edit history you can roll back to.
Where are the backups?
Completed reports are exported daily as HTML files to a Google Drive folder. Admin dashboard → Backups shows the last run and any errors. The database itself is also backed up daily by the hosting provider.
Can I see who changed what?
Yes. Admin dashboard → Audit Logs lists logins, edits, completions, and deletions with the user, time, and device.
How do I force everyone onto the latest version?
Admin dashboard → Version Policy. Set a minimum required version and devices below it will sync their work, clear their cache, and reload.
Can I merge two organizations that were entered with different spellings?
Yes. Admin dashboard → Organizations → Merge. Pick the duplicate and the one to keep; all reports move to the kept organization.