> ## Documentation Index
> Fetch the complete documentation index at: https://docs.probaseapp.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Working assessments
> Track leads that need a look before you can price them — photo requests, on-site visits, and turning the answer into a quote
## What an assessment is for
An **assessment** is the work you do *before* you can put a number on a job. Use one to schedule a property visit or request photos so you can price the work accurately.
Two things land on your **Assessments** screen:
* **Leads from your booking form** arrive here automatically, carrying the customer's own words. See [Contact form](/customers/contact-form).
* **Assessments you create yourself**, from the Assessments screen, the **+** Quick Actions menu, or a customer's page.
Once you know what the work is worth, the assessment turns into a quote. See [Managing quotes](/customers/managing-quotes).
## The Assessments screen
Open **Assessments** from the navigation drawer. The header shows how many assessments are open, and an **Add** button starts a new one.
Open assessments are grouped by what stage they're at, newest activity first:
| Group | What it means |
| ----------------------- | ------------------------------------------------------------------------- |
| **New** | Nothing has happened yet — you haven't asked for photos or booked a visit |
| **Waiting on customer** | You sent a photo link and they haven't replied yet |
| **Visit scheduled** | An on-site visit is on the calendar |
| **Ready to quote** | You have what you need — the photos came back, or the visit is done |
Each row shows the customer's name, their words (or the property address), and a date line for that stage — when the lead arrived, when you asked, or when the visit is booked. Tap anywhere on a row to open the assessment.
When your list is empty, the screen explains what assessments are for and how leads reach it. Nothing is broken — you just haven't got any open work waiting on a look.
### Show closed
Finished assessments live behind the **Show closed** toggle at the bottom of the screen. They're one flat list, most recently resolved first, each row wearing its own outcome:
* **Quoted** — you built a quote from it
* **Closed** — you closed it without quoting (with the reason you typed, if you gave one)
Tap **Show more** if the list is longer than the first page.
## Creating an assessment
Tap **Add** on the Assessments screen — or **New Assessment** in the Quick Actions **+** menu. The flow opens in place over whatever page you were on, so backing out leaves you where you started.
Search your customers by name, email, phone, or address, or add a new one. Starting from a customer's page skips this step.
Pick the address the work is at, or add a new one. A customer with a single property still gets this step so you can confirm — or add another address.
Two ways forward, and the one you tap creates the assessment and carries you straight into it:
* **Ask for photos** — text the customer a link so they can send pictures and answers
* **Schedule on-site visit** — book a time to go and look yourself
## Asking for photos
Choosing **Ask for photos** opens the **What do you need from them?** screen. Type your question — or leave it blank to send the suggested one — and tap **Get the link**.
A send modal opens with the question and the link already written into a text message.
* **Send SMS** opens your phone's messaging app with the message ready to go (when a phone number is on file)
* **Copy Message** copies it to your clipboard so you can paste it anywhere
The assessment moves to **Waiting on customer**, and its page shows a **You asked** card with your original question and when you sent it.
### What the customer sees
The link opens a single page with your business name at the top, the property address, your question, and a line saying when you asked — **Asked today**, **Asked yesterday**, or **Asked 4 days ago**. There's no login and no app to install.
Below the question they get:
* A **Tap to add photo** tile — tapping it opens their camera roll, and they can pick several photos at once
* One text box, **Anything they should know**, for anything they want to type
* A **Submit** button
Each photo they pick becomes a thumbnail with a small remove button, so they can drop one before sending. Picking again **adds** to what's already there rather than replacing it.
After they tap **Submit** the page confirms it — *"Sent to \[your business]. You can add more below if you forgot something."* — and the photos they already sent stay on screen as thumbnails they can't remove. The form stays open underneath, so a customer who forgot the side gate can send it a minute later without a new link.
You don't have to do anything to receive these — there's no accept step and nothing to download. What they send is on the assessment page the next time you open it.
### If something goes wrong on their end
The page explains problems in plain language and never loses what they've already added:
| What they did | What they see |
| ------------------------------------------ | ----------------------------------------------------------------------- |
| Tapped **Submit** with nothing added | *"Add a photo or a note first."* |
| Picked a file that isn't a photo | *"Photos must be images (JPEG, PNG, WebP, HEIC, or GIF)."* |
| Picked a photo larger than 12 MB | *"Each photo must be 12 MB or smaller."* |
| Picked more than 10 photos at once | *"You can add up to 10 photos per submission."* — the first 10 are kept |
| Typed a very long note | *"Notes can be 2000 characters or fewer."* |
| Already sent 40 photos for this assessment | *"This assessment can no longer accept more photos."* |
| Submitted over and over in a few minutes | *"Too many submissions. Please try again in \[N] seconds."* |
There's nothing for you to configure here — these limits are built in, and they're what keeps a public link from being abused. If a customer genuinely can't get a photo through, ask them to text it to you directly.
### Sending the link again
If they haven't replied, open the assessment and tap **Send the photo link again**. It's the same link and the same question — nothing they already sent is lost.
When their photos and answer arrive, the assessment moves to **Ready to quote** and the reply appears on the assessment page under **From \[their name]**. Tap any photo to open it full size.
### Once you're done with the assessment
The link stays open while the assessment is live, so the customer can keep adding. As soon as you quote the work or otherwise close the assessment out, the same link stops accepting photos and shows a thank-you instead — *"Thanks — \[your business] has what they need."* — with your phone number underneath in case they have anything else.
## Scheduling an on-site visit
Choosing **Schedule on-site visit** — or tapping **Schedule a visit** on an assessment page — opens the **When will you go?** sheet.
Fill in:
* **Date** and **Start time**
* **Duration**
* **Crew** (optional) — only appears when you have more than one crew; leave it **Unassigned** to decide later
Under the date, ProBase tells you what's already booked that day — or **Nothing else booked this day** — so you don't double-book yourself.
Tap **Book visit**. ProBase then offers to confirm the time with the customer: a pre-written text you can **Send SMS** or **Copy**, or skip with **Done**.
The assessment moves to **Visit scheduled** and a **Visit** card appears on its page showing the date, time, duration, and crew. Tapping that card opens the visit's own appointment page — that's where the visit's checklists, notes, and photos live, and where **Reschedule** and **Cancel visit** are.
### Cancelling a visit
Open the visit's appointment page from the assessment's **Visit** card and use its quick actions to cancel. The assessment stays open — the visit card keeps showing so you can see what happened.
## Completing a visit
After you've been to the property, open the assessment and tap **Complete visit**.
If the visit has a [checklist](/checklists/overview), the checklist step opens first — answer the required questions and tap **Continue**.
Then write what you saw:
* **Notes (optional)** — *Only you see these notes — they carry into your quote.*
Finish with one of three choices:
| Button | What happens |
| ----------------------------- | ------------------------------------------------------------------------------------------------------------ |
| **Complete and create quote** | The visit is marked complete and a draft quote opens, carrying your notes and the visit's photos |
| **Complete — quote later** | The visit is marked complete and the assessment moves to **Ready to quote** so you can price it another time |
| **Close assessment** | The visit is complete and there's no work to quote — the assessment closes out |
## The assessment page
Everything about one assessment lives on its own page, read top to bottom.
* **The lead's own words** — when the assessment came from your booking form, the customer's message sits above everything else
* **The header** — the current stage as a pill, the customer's name (tap to open them), the property address, and their phone and email so you can chase without detouring
* **You asked** — your photo question and when you sent it, while you're waiting on a reply
* **Visit** — the visit's date, time, duration, crew, and status; tap through to the appointment page
* **From \[their name]** — the customer's answer and photos
* **Outcome** — on a resolved assessment: what it became, and when
* **Notes** — your own notes on the assessment, plus any notes written during the visit. Tap **Add a note** to write one, or a note to edit it
* **History** — a plain dated list of everything that has happened
* **Actions** — the buttons that make sense for the stage you're at
### What you can do at each stage
| Stage | Actions offered |
| ----------------------- | ------------------------------------------------ |
| **New** | Ask for photos · Schedule a visit · Create quote |
| **Waiting on customer** | Send the photo link again · Schedule a visit |
| **Visit scheduled** | Complete visit · Ask for photos |
| **Ready to quote** | Create quote · Ask for photos |
**Create quote** skips straight to a draft quote — the assessment already knows the customer and the property, so there's nothing to re-pick. Your notes, the customer's words, their answer, and the photos all ride along on the quote page while you build it. See [Adding services to the quote](/customers/creating-quotes#adding-services-to-the-quote).
Creating a quote doesn't close the assessment. It flips to **Quoted** when the quote is sent.
## Closing an assessment
Not every lead becomes work. Tap **Close assessment** in the header of an open assessment.
You can type a **Reason** (optional) — *e.g. Price shopper* — then confirm. The assessment moves out of your active list and stays readable under **Show closed**, with your reason on the row.
### Archiving the customer too
If the person has no active job and no other open assessment, ProBase asks whether to archive them as well. Closing a request isn't the same as burying a person, so it always asks — **Archive \[name]** or **No, keep them**.
If you later work an assessment belonging to an archived customer, ProBase asks before restoring them.
## Assessments on the customer and property pages
An assessment also opens from inside the customer's record, keeping the **Customers / customer / property** trail so you can carry on where you were.
## Assessments on HomeBase
HomeBase surfaces assessments that need you in its **Action needed** section:
* **New assessments** — leads waiting on you
* **Ready to quote** — assessments where it's your turn
* **Waiting on photos** — you asked three or more days ago and nothing has come back
Each row opens the Assessments screen. See [HomeBase](/getting-started/homebase).
## Next steps
* [Managing quotes](/customers/managing-quotes) — build, send, and close out the quote an assessment becomes
* [Creating quotes and assessments](/customers/creating-quotes) — where each flow starts
* [Contact form](/customers/contact-form) — the booking form that feeds leads in
* [Checklists](/checklists/overview) — standard questions to answer on an assessment visit