Documentation — Spectalya

1 Getting started

Login & profile

Download the app, log in and get to know your workspace in a few minutes.

Download the app

Available on the App Store (iOS) and Google Play (Android), on smartphones and tablets.

Log in

Pick the interface language at the top of the screen, then enter your email and password. No account yet? Tap 'Sign up'. Your session stays active between app launches.

Explore your profile

The Profile tab brings together your subscription and usage (cases, transcriptions), report settings, interface and dictation languages, and support. The expert name and signatures are set in each case.

In the field: Your cases are stored locally on the device, so you can work without a network. Only AI transcription and export require a connection.

2 Preparation

Prepare your library

Before your first visit, check the models, pricing grids and legal texts that will feed your cases.

Property models

Apartment, house, studio… Each model pre-fills rooms and elements. Adapt it or build your own with 'Create a template'.

Pricing Grids

The items and unit prices used to price tenant damage. Adapt them to your agreements.

Legal texts

Manage your legal texts in the Legal tab, then choose which ones to attach to the report via the case's 'Legal documents' step.

Update the library

Use 'Sync' and the Catalogs tab to fetch the latest models and pricing grids made available to you.

Language: Each model has a language (FR, NL, EN): pick the one matching your report language.

3 Case

Create an inspection case

Create the case, then let its steps guide you: from entering the details to previewing the report.

New case

From the home screen, tap 'New case', then enter the reference, case type (move-in, move-out, survey, expert assessment…), property type, address, date, time and duration. Switch on 'Furniture inventory' if the property is furnished, then 'Save'.

The case steps

The top-right icon opens the steps: Case Details, Legal documents, Apply model, Inspection, Bulk Transcription, Edit transcriptions, Damage Assessment, Signatures, Preview. Each step shows its status.

Enter the address

Google Places autocomplete for precise address input. GPS geolocation is also available.

Add parties

Parties tab: owner, tenant, agent or any custom role, with their contact details. Complete the Lease & Inventory tab if needed.

Date, language and expert

Details tab: date, time and duration of the visit, report language (FR, NL, EN) and the expert name shown on the cover page and in legal documents.

Choose a model

'Apply model' step: load a model (apartment, house, studio…) to pre-fill rooms and elements.

Find your cases

The Cases tab shows your assignments in a calendar (week or month), with search and filters.

Custom ID: Assign an internal reference to each case (contract number, mandate number…) visible on the record and in the report.

4 Structure

Manage property elements

Organise the property into rooms and sub-elements for a methodical inspection and structured report.

Tree structure

'Inspection' step: hierarchical view of rooms and elements (e.g. Living room → Floors, Walls, Ceilings).

Add and rename

Freely add rooms and elements. Rename them at any time. Reorder by drag-and-drop.

Enter a description

Write your assessment freely for each element (condition, material, colour). Voice dictation supported.

Custom models

Create and save your own structures in the library. Reuse them on all future cases in seconds.

Track progress

Switch on 'Finished' for each item once inspected: the case progress bar shows what is left to do.

5 Media

Photos, audio & documents

Document each element with photos, voice recordings and scanned documents, all attached in the right place.

Take photos

From an element, tap Photos in the bottom bar to take several shots in a row or import from the gallery.

Multi-photo capture

Photograph several elements consecutively without leaving the camera. Photos automatically linked to each element.

Record an audio comment

Tap the mic to dictate your assessment. Waveform displayed in real time. Saved locally.

Attach documents

Scan or import inventories, minutes, certificates. Built-in scanner available on compatible devices.

Quality & compression: Photos are automatically compressed to balance quality and PDF file size. Configurable in report settings.

6 Artificial Intelligence

AI transcription & review

Dictate your findings in the field: Spectalya turns them into text, then you review and format them before the report.

How it works

Each audio note is transcribed by a latest-generation OpenAI speech recognition engine, enhanced with trade vocabulary (materials, equipment, brands).

Multilingual & special characters

French, Dutch, English, with accents and special characters (é, è, ë, ç, ô, ü…). By default the dictation language follows the report language; you can change it in the Profile.

Bulk Transcription

'Bulk Transcription' step: tick the audio notes to process (search available), then 'Start Transcription'. Counters show what is left to transcribe.

Review and correct

The text appears below the audio note; tap the pencil to correct it.

Edit transcriptions

A dedicated step to review every text in the case, field by field, with a formatting toolbar (headings, lists, bold) before generating the report.

Internet required: AI transcription requires an internet connection. If offline, recordings are kept and can be transcribed later.

OpenAI transcription + trade vocabulary

7 Tenant damage

Damage Assessment

Put a value on each damage found: totals excl. VAT, VAT and incl. VAT are calculated automatically.

Choose the grid

The active grid is shown at the top of the screen (e.g. expert agreement). Tap 'Change' to select another one.

Add from the grid

Pick an item: label, category, unit price and VAT are filled in; just adjust the quantity.

Free entry

For an item outside the grid, freely enter label, quantity, unit price and VAT rate.

Automatic totals

Total excl. VAT, VAT amount and total incl. VAT are recalculated on every change and included in the PDF report.

8 Report

Preview & PDF report generation

Preview the report in real time and generate a professional, signed PDF in the language of your choice.

Real-time preview

PDF tab: view the report exactly as it will be produced. Edit tab: adjust the texts without leaving the preview.

Report language

The language chosen in the case details (FR, NL, EN) applies to all headers, labels and sections of the report.

Signatures

'Signatures' step: each party signs with a finger, document by document (e.g. engagement letter). 'Signature refused' and 'Signatory absent' can be recorded. Signatures are embedded in the PDF report.

Report settings

Photo quality, thumbnail size, rendering scale, inclusion of elements without observations.

Print or share

From the preview, print the report or export it as a PDF via your device's share sheet.

9 Closing

Close and export the case

Check the case is complete, then send the report and media to your destinations in one go.

Start the export

Set up your destinations in the Connectors tab, then start the export from the case. Compilation and sending run in the background.

Export contents

PDF report, high-resolution photos, audio files, scanned documents, structured JSON data file.

Pre-closing check

Before closing, Spectalya checks parties, report structure, photos, descriptions, transcriptions and signatures. Each item is validated (green), blocking (red) or a warning (orange), with the list of elements concerned; the arrow takes you to the step to fix. Note: an untranscribed audio does not appear in the report. While a blocking item remains, closing is locked ('Blocking issues must be fixed'); 'Force close' remains available after confirmation.

Available connectors

📁

ZIP

Downloadable archive

📦

Dropbox

Automatic sync

🟢

Google Drive

Google storage

🗂️

FTP / SFTP

FTP / SFTP server

☁️

Amazon S3

AWS cloud storage

Multi-connectors: Set up multiple connectors at once. Each export is sent to all enabled destinations in parallel.

Your first assignment, step by step