RoomScribe customer guide

How to use RoomScribe on an inventory.

RoomScribe helps you capture a property room by room, add 360° images and close-up photos, record notes and condition, then produce a clean PDF inventory report.

Quick start Capture 360 image splitting Rooms PDF Settings Checklist
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Quick start

The simple workflow.

Use this overview when completing your first property or training a new team member.

1. Create propertyChoose the property type and open the workspace. 2. Capture roomsAdd 360° images, phone photos, areas, and notes. 3. Review roomsCheck each room, edit notes, and mark condition. 4. Prepare PDFComplete the summary, reporter details, and export options. 5. Download reportExport the PDF and, if needed, download the full-resolution photo ZIP.

Create or open a property

Start from the property screen. Create a new property, choose the closest property preset, or open a saved property you have already started.

Enter the address and date

In the Capture section, add the property address and report date. This information appears in the finished inventory report.

Capture each room

Select the room you are inspecting, choose the area, add notes, then add photos from your phone, gallery, or 360 image.

Use 360° capture for speed

Place the 360° camera in the room, capture the room, download the image to your phone, upload it into RoomScribe, split it into views, and add the generated images to the inventory.

Add close-up evidence where needed

Use the phone camera for details such as damage, meters, keys, appliances, fixtures, fittings, cleaning issues, or anything that needs a close inspection photo.

Review and export

Open the Rooms section to review the inventory, then use the PDF section to check the summary, select export settings, and download the finished report.

Capture tools

Use Capture to build the inventory.

The Capture section is where you add property details, create extra rooms, choose the room area, write notes, take photos, upload gallery images, and use 360° room captures.

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Property address and date

Add the address and inspection date at the top of the Capture section. This keeps the final PDF clear and professional.

＋

Add room

Add spaces that were not included in the original preset, such as a utility room, study, loft, garage, cupboard, garden room, or storage area.

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Room selector

Choose the room you are currently inspecting. Photos, 360 views, and notes will be saved under that room.

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Area selector

Choose the part of the room you are recording, such as ceilings, walls, floor, doors, windows, fixtures, fittings, or overall room condition.

✎

Item / notes

Add a short note before adding photos. Example: “Walls freshly painted, no visible marks” or “Small chip to skirting board by door.”

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Use camera

Open the phone camera from inside the app. This is best for close-up evidence, damage, meters, keys, appliances, fixtures, fittings, and details.

🖼

Choose from gallery

Upload photos already saved on your phone. Use this when you captured images before opening RoomScribe or downloaded images from another device.

360

Split a 360° image

Upload a 360° room image, generate clean report views, then add those generated images directly to the selected room.

✓

Add to inventory

After choosing the room, area, notes, and photos, add them to the inventory. The item will appear under that room for review.

Recommended Capture workflow
Start with the property address and inspection date.
Select the first room you are inspecting.
For fast room coverage, place the 360° camera in the room and capture once.
Download the 360° image to your phone and upload it into RoomScribe.
Generate the split room images and add them to the inventory.
Use the phone camera for close-ups, damage, meters, keys, appliances, and any detail evidence.
Move to the next room and repeat until the property is complete.
360 image splitting

How to use the 360° image tools.

RoomScribe does not need you to manually photograph every wall from every angle. Capture the room once with a 360° camera, then let RoomScribe split that image into clean report-ready views.

1. Place cameraPut the 360° camera in the room, ideally where it can see the whole space. 2. Take 360 imageCapture the room using your 360° camera or its phone app. 3. Download to phoneMany cameras, including Insta360 models, let you download the image straight to your phone. 4. Upload to RoomScribeAdd the 360° image into the upload box inside the app. 5. Split and addUse the split tools, check the results, and add the generated images to the inventory.

The full 360° process

Place your 360° camera in the room. A central position usually gives the best coverage.
Take one 360° image of the room.
Open your 360° camera app, such as Insta360, and download the image to your phone.
In RoomScribe, choose the correct property and room.
Open the 360° image tool and upload the image into the upload box.
Use the split tools to create ceiling, room-level, and floor views.
Review the generated images and add them to the inventory.
Use normal phone photos for close-up evidence where needed.

What RoomScribe creates from the 360° image

The uploaded 360° image is split into standard-looking inventory photos. These are easier to use in a PDF report than one long panoramic image.

Upward views help show ceilings. Level views help show the overall room. Downward views help show floors.
The 360° image gives room context. Use close-up phone photos for damage, meters, appliances, keys, cleaning issues, labels, and anything that needs detailed evidence.
What each 360° tool does
Upload image box This is where you add the 360° image from your phone. The image should be the full 360° room image downloaded from your camera app.
Inventory room Choose the room the 360° images belong to. Generated images will be added to this selected room.
Notes for generated images Add a note that should appear on the generated 360° images when they are added to the inventory. This is useful for simple notes such as “360 room capture”.
Preset Applies a ready-made setup for the split. Most users should start with the standard inventory preset because it is designed for normal room reports.
Number of views Controls how many directions are created around the room. More views give more coverage, but create more images to review.
Field of view Controls how wide each generated image looks. A wider view shows more of the room in each image. A narrower view feels more zoomed in.
Tilt angle Controls how far the split images look upward or downward. This helps create ceiling and floor views from the same 360° image.
Vertical offset Moves the generated views slightly up or down. Use this if the camera was placed too low, too high, or the split views need correcting.
Output size Controls the size of the generated images. Larger images can show more detail but may make files larger.
Image format Choose the type of image file created. JPG is usually best for normal inventory reports because it keeps file sizes manageable.
JPEG quality Controls image clarity and file size when using JPG. Higher quality looks clearer but creates larger files.
Advanced quality options These are for fine-tuning image sharpness, detail, and processing. Most users can leave them on the default settings.
QA preview Shows how the split views sit on top of the original 360° image. Use this to check the app is capturing the right parts of the room before adding images to the inventory.
QA legend Lists the generated views so you can see which image is which. Selecting a view helps you match it to the preview and result cards.
Generate images Creates the split images from the uploaded 360° room photo. Use this after you have checked the selected room and settings.
Generated results Shows the images RoomScribe has created. Review them before adding them to the inventory.
Add generated images to inventory Adds the split images into the selected room. Upward views are used for ceilings, level views for overall room evidence, and downward views for floors.
Add original 360° to inventory Adds the original unsplit 360° image to the selected room. Use this if you also want to keep the full room capture in the report evidence.
Download generated images Downloads the split images separately. Use this if you need copies outside the RoomScribe inventory.
Clear generated images Clears the current generated results so you can adjust the settings and generate again.
Best practice for 360° room capture
Place the camera where it can see as much of the room as possible.
Keep doors, cupboards, and important features visible where practical.
Avoid standing too close to the camera while capturing.
Check the 360° image on your phone before uploading it.
Use the QA preview before adding generated images to the inventory.
Take separate close-up phone photos for anything important or disputed.
Rooms section

Use Rooms to review and tidy the inventory.

The Rooms section is where you check each room before export. You can review photos, edit notes, add room-level comments, mark condition, remove mistakes, and minimise completed rooms.

👁

Review each room

Open each room and check that the correct photos, 360° views, and notes have been added to the correct area.

✎

Edit image notes

Use this if a photo needs a clearer description, such as identifying damage, condition, cleanliness, or location within the room.

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Add room notes

Use room notes for overall comments, such as “Room generally clean and well presented” or “Light wear visible throughout.”

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Mark condition

Set the room condition as good, needs improvement, or urgent attention. This helps the final report show a clear overall picture.

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Minimise completed rooms

Collapse rooms once they have been checked. This keeps the screen tidy while you continue reviewing the rest of the property.

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Remove mistakes

Delete any incorrect photos or rooms before exporting, such as duplicate images, wrong-room photos, or accidental uploads.

Recommended Rooms review checklist
Open each room and scan the photos from top to bottom.
Check that every photo is in the correct room and area.
Edit any unclear notes before exporting.
Add a room-level note if the whole room needs a summary.
Set the condition status for the room.
Delete duplicates or accidental images.
Minimise the room once it is complete.
PDF section

Use PDF to finish and export the report.

The PDF section brings the property together into a final inventory report. Use it to complete the summary, add reporter details, choose export settings, preview the report style, and download the PDF.

✓

General condition

Mark key areas such as cleanliness, smells, tidiness, and overall presentation. This gives the report a quick summary of the property condition.

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System checks

Record simple property checks such as ventilation or other report summary items shown in the app.

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Summary notes

Add any final comments that should appear in the PDF, such as general observations or important notes for the landlord or tenant.

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Reporter details

Add the name of the person completing the inventory so the finished report has a clear author.

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PDF quality

Choose the PDF output quality. Higher quality gives clearer images, while smaller file settings make the report easier to share.

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Date and time options

Choose whether the PDF should use the photo date and time, or apply one replacement date and time across the report.

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PDF preview

Use the preview to check how the report branding and layout will look before downloading.

PDF

Download PDF

Creates the finished inventory report with property details, room photos, notes, condition status, summary, and branding.

ZIP

Download photos ZIP

Downloads the full-resolution photos separately. Use this if you need to keep or share the original image evidence.

Recommended PDF export checklist
Check the address and report date are correct.
Review every room before exporting.
Complete the general condition summary.
Add any final summary notes.
Enter the reporter name.
Choose the PDF quality setting that suits how the file will be shared.
Check the estimated file size.
Download the PDF report.
Download the full-resolution photo ZIP if you need the original image files.
Important: RoomScribe auto-saves locally on the device you are using. Download the PDF before clearing saved data or clearing your browser/device storage.
Settings section

Use Settings to control report branding and workspace layout.

The Settings section controls the look of your PDF report and gives you quick tools for managing the room list view.

🏷

Upload PDF logo

Add your agency, company, or client logo. Once uploaded, the logo is reused in future PDF exports from the same device.

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Logo width

Adjust how large the logo appears on the PDF. Use the preview to make sure it looks balanced on the page.

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Divider colour

Choose the line colour used in the PDF report. This helps the report match your brand style.

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Logo preview

Check how the logo will sit on the report page before exporting a final PDF.

✕

Remove custom logo

Clears the uploaded logo if you want to use the default branding or upload a different logo.

⇅

Expand or minimise rooms

Open all rooms for a full review, or minimise all rooms to make the workspace easier to navigate.

Recommended Settings setup
Upload your preferred PDF logo before creating client reports.
Use the logo size slider until the preview looks professional.
Choose a divider colour that matches your brand.
Use Expand all rooms when doing a full review.
Use Minimise all rooms once the report is complete or when navigating a large property.
On-site checklist

Before you leave the property.

Use this checklist before ending the appointment to reduce missed rooms, missing photos, or incomplete notes.

Capture checks

Every room has been selected and captured.
360° images have been added where needed.
Close-up evidence has been added for damage, meters, keys, appliances, fixtures, and cleaning issues.
Photos are assigned to the correct room and area.
Important notes are clear and specific.

Report checks

Room condition has been marked where relevant.
Summary condition has been completed.
Reporter name has been added.
Logo and report appearance look correct.
PDF has been downloaded before clearing any saved data.
Common questions

Do I have to use a 360° camera?

No. You can still use standard phone photos. The 360° workflow is there to speed up room capture.

Which 360° cameras can I use?

RoomScribe is designed around standard 360° room images. Many popular 360° cameras, including Insta360 models, let you capture the room and download the image straight to your phone.

When should I use both 360° and phone photos?

Use 360° for the main room context, then use phone photos for close-up evidence such as damage, keys, meters, fixtures, fittings, and appliance details.

Where do generated 360° images go?

Generated images are added into the selected room. Upward views help with ceilings, level views help with overall room evidence, and downward views help with floors.

What should I do if the split images do not look right?

Clear the generated images, adjust the 360° settings, check the QA preview, and generate again before adding the images to the inventory.

What should I do if I add a photo to the wrong room?

Go to the Rooms section, find the photo, and remove it. Then add the correct photo again under the right room and area.

Should I download the photo ZIP?

Download the ZIP if you need the full-resolution original images for your own records or to share separately from the PDF.

RoomScribe support

Need help completing your first inventory?

Follow the workflow: create the property, capture each room, add 360° and close-up evidence, review rooms, complete the PDF section, then export the finished report.

Open RoomScribe Contact support