AI Report Builder

The AI Report Builder designs the PDF report for a survey template. The AI reads your survey (and, optionally, example reports you upload) and generates up to three professionally designed report options. You pick the one you like, refine it with the assistant, and publish it — from then on, every completed survey of that template can be turned into a branded PDF report with one click.

Use Cases

Client-facing reports — turn field survey data into a polished, branded PDF the moment a survey is completed
Match an existing look — upload an example of a report your customers already expect, and the generated designs lean toward it
Design before data — the report is designed against the survey template, so a project can ship the survey and its report together before any survey has been completed

Key Concepts

Concept	Description
Style	A professionally designed report look (Editorial, Technical / Tabular, Compliance Certificate, Photo-Forward). You choose one; you don't design page layouts yourself
Report design	Your report for one survey template: a style, plus your choices (colours, fonts, photos, header/footer, summary placement)
Draft / Published	Every generated design is kept as a draft. Publishing makes it the live design that surveyors' reports use — nothing goes live until you publish
Executive summary	An AI-written summary page, generated from each completed survey's actual data. You can review and edit it before sharing the report

The report body always shows the whole survey — every group and field, automatically, in the style you pick — including any photos captured during the survey, shown next to the field or section they were taken against. You're choosing how the report looks, not which content appears.

The report styles

Every report is built on one of four professionally designed styles. Styles are fixed, product-designed looks — you pick and personalise one; you don't build page layouts yourself. Each adapts to any survey.

Style	Best for
Editorial	The safe default for most surveys — property and condition inspections, or any report where a polished, magazine-like look matters. Specimen cover, numbered sections, key-findings stat cards.
Technical / Tabular	Checklists, equipment servicing, and multi-item inspections — a compact job-sheet with dense tables and status stamps, where the data is the point.
Compliance Certificate	Regulatory and compliance records — a formal certificate with a compliance banner and a signed declaration block.
Photo-Forward	Reports where photos carry the story — environmental and site surveys, before/after documentation — with a full-bleed hero cover and large captioned figure plates.

Administrators can see the full catalog — each style with a "when to use" note and a sample report — at Services → Survey Templates → Report styles.

New styles are added by the product team as designed, validated additions to the library (they can't be created or edited in the app). If you need a look the four styles don't cover — for example to match a specific customer's house style — ask your account contact.

Designing a report

Open the survey template (Services → Survey Templates) and click Design report.
On the setup screen:
- Browse the style gallery. The AI picks the best styles for your survey — tap one to make sure it's included.
- Optionally add example reports (PDF) or extra logos (accreditations, certifications). The design options will lean toward that look. Files are virus-scanned first; a file that isn't ready yet is picked up next time you generate.
Click Generate design options. The AI reads your survey and designs up to three options, each shown as a full PDF preview with realistic sample data and your branding.
Compare the options side by side and click Use this design on your favourite — or Regenerate options for a fresh set, or Skip — design one for me to jump straight in with a single design.

Your chosen design opens in the workspace as a saved draft. If you come back later, you land straight in the workspace; Explore new designs takes you back to the gallery for a fresh set (your current design stays untouched until you publish a new one).

Refining the design

The workspace shows a live PDF preview that re-renders as you make changes.

Ask the assistant (left panel) in plain English — "use our navy as the accent", "make the photos bigger", "feel more formal", "move the summary to the front". Each proposal appears as a card you Apply or Discard, so nothing changes without your say-so.
Advanced (above the preview) opens the direct controls:
- Style — switch to a different style; your survey re-flows into it.
- Theme — accent colour and body font for this report.
- Captured photos — whether the photos surveyors take during the survey appear in the report (on by default). When on, they render next to the field or section they were taken against, with a photographs gallery at the end.
- Photos — how each cover / evidence photo area renders (grid, inline, large, full-page).
- Executive summary — whether it appears, and before or after the survey content.
- Header & footer — what appears at the top and bottom of every page: the style's default, the survey title, the completion date, your standing footer line, or custom text.
Preview data — preview with sample data, or with a real completed survey if one exists.
Demo mode — temporarily overlay a prospect's logo on the preview (never saved) — useful in sales conversations.

When you're happy, click Publish. Reports generated for this template's surveys now use this design. Save draft keeps work-in-progress without going live; Obsolete retires a published design.

Organisation branding

Click Organisation branding (in Advanced) to set details that apply to every report: accent colour, business contact and address, company registration and VAT numbers (shown in the "Issued by" block), and a standing footer line (e.g. a confidentiality notice) that new designs place at the bottom of every page automatically. Editing these requires the Admin Settings permission.

Generating a report from a completed survey

Once a design is published, every completed survey session of that template shows an AI Report section on its detail page:

Click Generate report. The executive summary is written from the survey's data (first time only), the pages are designed — including any photos captured during the survey — and the PDF opens.
Use Copy link to share it — the link expires (the expiry time is shown); regenerate for a fresh one.
Click Review summary to read and edit the executive summary, then Regenerate report to see your edits in the PDF. An edited summary is never overwritten.

The last report is remembered: when you come back to the session, the section shows Open report (which fetches the stored PDF — the link is always fresh) and Regenerate report to rebuild it with the latest survey data.

If the survey changes

Report designs reference survey fields (for example, which field is the cover title). If you later remove such a field from the survey:

The survey editor warns you before the change, naming where the field appears in your report design.
The Report Builder shows a notice ("This report design uses survey fields that were removed") with a Fix automatically button that points the affected parts at the closest current fields.
The report body is never affected — it always adapts to the survey's current structure.

Tips

Upload an example first. A strongly branded example report is the fastest way to designs that match customer expectations — it steers colours, tone, and style choice.
Set organisation branding once. Registration details and the standing footer line then appear on every new design without per-report work.
Publish deliberately. Drafts are safe to experiment with — surveyors only ever see the published design.