AI condition checks for Trail

Overview

Trail is unusually serious about photo evidence, and that evidence is exactly what nobody has time to look at. A task can be blocked from completion until a photo is attached, and mobile devices can be restricted to the camera so the image is taken there and then rather than pulled from a library. So the pictures arrive, time and date stamped, tied to a site and a day, and they sit in the record. RapidEye reads them: every photo on every completed task, across every site, back as one finding per problem with the two shots that show it.

How it works with Trail

Trail groups the day into published tasks assigned to sites, so the checks follow the tasks a team already opens rather than a separate inspection round. These are examples, not the boundary: RapidEye reads whatever documentation a team produces, photos, video walkthroughs or 3D scans, and reports against the standard you set.

• Opening checks. The photo on a bar setup or a floor check is the first honest look at the site that day. RapidEye names what is off: chairs still stacked in shot, a smeared glass door, a bin left by the fire exit.
• Cleaning and closing checks. Tonight's kitchen photo against the same angle from the nights it was done properly, so a prep bench that has been quietly slipping for two weeks becomes a finding rather than a feeling.
• Record logs. A file or photo field in a record log sits next to the readings. The number tells you the fridge is at temperature; the picture tells you the seal is perished and the shelf below it is not clean.
• Delivery checks. Crates on the pass, damaged packaging, a short case: what the driver left, in a photo, matched to the day and the site so a credit claim has something behind it.
• Maintenance logs and corrective actions. When a team raises a corrective action from a task, the photos before and after become a dated record of whether the fix actually happened.

A finding is one problem: where it is, what kind it is, how bad it looks, the photos that prove it, and a next step. It shows up in the RapidEye dashboard, with Slack or an inbox as optional stops. What you do inside Trail is yours: reopen the task, raise a corrective action, or put it on the area visit list. If your sites, your capture format or the standard you are checking against is not one of these, that is a conversation we have at setup, not a wall.

How to connect Trail to RapidEye

1. The sites and tasks to read. Name the published tasks that matter for condition: opening and closing checks, cleaning schedules, delivery checks, audits, maintenance logs.
2. Photo evidence turned on. Trail's forced photo and file comments setting stops those tasks being completed without a picture, and restricting to camera only on mobile keeps the picture current. If a task has no photo today, RapidEye can send a capture link that opens on any phone with nothing to install.
3. A Trail user for RapidEye. Add Rapid Eye under Users as a new Manager-level user with site access to the sites you want read; Managers can be assigned to any combination of sites or groups. The modal has the details.

How a Trail task records evidence

Checked against Trail's help centre, September 2026.

Trail is work management software for hospitality and leisure, used in restaurants, hotels, pubs, bars, cafes, bakeries, retail, schools, gyms and spas, from single sites to franchise groups. Tasks are built in the task editor, sit in one of three states, Draft, Published or Archived, and are assigned to sites and to roles; teams work them from the Complete Tasks page. According to Trail's help centre documentation (trailapp.com), a photo or file can reach a task in three places, and one setting decides how honest the picture is.

1. The comments boxAttach a file or photo to a task as evidence, with or without a comment. On a phone you either upload from the library or take the photo right then with the camera icon.
2. Inline commentsThe same attachment, but inside the task next to the item it belongs to, so the picture is attached to the thing it shows. A Standard Plan feature.
3. A record log file or photo fieldPhoto evidence as a field of the log itself, sitting beside the readings and the options, and it can be set as a mandatory field.
4. Camera only, on all threeRestrict to camera only on mobile devices removes the library as an option, so teams add a new image every time it is requested. Trail's own reason for it, in its own words.

Around that sit the controls that make the evidence usable: forced photo and file attachments block a task from being marked done until something is attached, corrective actions can be requested or required when an answer is out of range, sign-off puts a completed task into a Pending approval state until a manager approves it, and an approved task carries a second timestamp under the completed one saying who approved it and when. Admins and Managers can approve by default, custom roles can be granted the permission, and a PIN code can be used to approve on the spot.

What a Trail site score measures, and what it does not

Timing, deliberately. Trail's scores are calculated from completion: ten points for a task completed on time, five for late, zero for incomplete, totalled and divided by the number of tasks for an average out of ten, per site and per area, with an organisation average and a 30 day trend on top.

That is a fair and legible measure of whether the day was run, and it is what a multi-site operator gets on the daily digest. It is not a measure of what the sites looked like: a site can score 9.8 every week with a photo of a prep bench nobody has examined since March. The photos to answer that are already in the record, tied to the site and the day. RapidEye reads them and gives the operator the second number, condition, next to the one Trail already gives them.

Trail integration FAQ