Regulatory Inspection & Visit Log

The problem this kills

A regulator or agency inspector shows up, walks the site, and leaves you with a list of observations and citations. Then the real pressure starts: each one carries a response deadline, agencies are strict about those dates, and you have to draft a corrective action, get it approved internally, send the official reply, and hold onto proof you replied.

Most teams run this out of someone's inbox, a shared spreadsheet, and a folder of PDFs. Deadlines hide in email threads. Nobody is sure which citation maps to which CAPA. When the next visit comes — or the agency asks for last year's response — you scramble to reconstruct what happened.

This plan kills the scramble. You build one place that holds every visit, every citation, every corrective response, every deadline, and every piece of reply evidence — with reminders so nothing slips and an approval gate so nothing goes out half-baked.

What you'll build

An internal web app — just for your team — that lets you:

• Log each inspection visit: agency, scope, inspector, date, site.
• Record the observations and citations issued during that visit.
• Assign a corrective response and a hard deadline to each citation.
• Route every response through a human approval gate before it counts as submitted.
• Attach the evidence of your official reply (the letter, the email, the form you sent).
• Get Resend email reminders before each deadline.
• Export the whole inspection and response history to CSV any time.

What's inside the Implementation Plan

A complete, paste-and-go runbook written for a non-coder. You paste it into Claude Code and it builds the tool with you, step by step.

Crucially, the plan opens by interviewing you about your business — which agencies inspect you, how your citations are numbered, what your real response deadlines look like, who approves a reply, and the messy exceptions you actually hit. It reflects a short tailored spec back to you for a thumbs-up, then shapes the database, the validations, and every later step around your process — not a generic template.

Inside you'll find: the discovery interview, the exact stack, an architecture diagram, and numbered build steps that each end with a ready-to-copy prompt. It closes with a "how to know it works" checklist and a no-integration fallback so you can build the whole thing today using a spreadsheet or CSV.

The governance it includes (this is the point)

This isn't a toy. Compliance tools have to be trustworthy, so the plan bakes in:

• Login so only your team can open the tool.
• Row-level security so each organization or site only ever sees its own inspections.
• A complete audit trail — who logged what, who approved which response, and exactly when.
• A human-in-the-loop approval gate — the AI drafts and organizes, but the site compliance lead reviews and approves each corrective response and confirms the official reply before it is ever recorded as submitted to the agency.
• Duplicate guards so the same citation on the same inspection can't be logged twice (dedupe key: inspection ID + citation).

Who it's for

Compliance, EHS, and quality leads at sites that receive regulatory or agency inspections and have to manage the follow-up — observations, citations, corrective actions, and strict response deadlines — without dropping anything.

You've got this. Paste the first prompt and let's build it.