Quick Summary
- A pole inspection app is software that records each pole's condition, photos, and defects against its asset ID, then turns findings into repair work. Utileyes is drone inspection software for utilities built around that record.
- The app is only as useful as the inspection form inside it. Build the form first, then pick the tool.
- A good form uses asset IDs, a short defect list, clear severity levels, and required photo links.
- USDA Rural Utilities Service guidance recommends wood pole re-inspection every 8 to 12 years, so form data has to stay readable for a decade or more.
A pole inspection app is the tool your crews use to record what they find on each pole, tie it to photos, and send repairs to the right people. The best one is built around a clear inspection form, because the form decides what data you collect and whether anyone can act on it.
Utileyes is drone inspection software for utilities, built by people who flew utility inspections. This guide walks through how to build the pole inspection form first, so whichever pole inspection app you use produces findings crews can act on.
If you are still comparing platforms, our earlier post on pole inspection software features covers the buying side. This post stays on the form.
What is a pole inspection app?
A pole inspection app is software that captures the condition of each utility pole in a structured record. It links photos, defect notes, and a severity rating to one asset ID. Then it gets that record to the people who schedule repairs. Paper forms and loose spreadsheets do the first part but rarely the last two.
Some pole inspection apps are built for a lineman walking a circuit with a tablet. Others, like Utileyes, are built around drone photos. Either way, the job is the same: one pole, one record, one clear next step.
The difference shows up after the inspection. A spreadsheet row that says "bad crossarm" with no photo and no pole number sends someone back out to look again. A structured record does not.
Why does the inspection form matter more than the app?
The inspection form matters more because it defines what every inspector records at every pole. A strong app with a weak form still produces vague, inconsistent data. A clear form with consistent fields, defect names, and severity levels produces findings you can sort, map, and dispatch, no matter which inspector filled it out.
Most inspection data problems start with the form, not the software:
- Free-text fields let ten inspectors describe the same defect ten ways.
- Missing asset IDs make it hard to match a finding to the right pole in GIS.
- No severity scale means every finding looks equally urgent.
- Photos stored apart from the record get lost or mismatched.
Fix those four things in the form, and almost any pole inspection app gets more useful.
How do you build a utility pole inspection form?
Build a utility pole inspection form in five steps. Start from your asset list so every record has a pole ID. Pick a short list of defect categories. Define severity levels in plain terms. Require a photo for every finding. Then match field names to what your GIS and work order systems expect.
1. Start from asset IDs
Every record should begin with a pole ID that already exists in your asset data. Utileyes builds the asset map from KML or CSV files, or from asset points generated in flight, so each photo and finding has a place to land.
2. Pick a short defect list
Use dropdowns, not free text, for the defect type. Keep the list short enough that inspectors choose fast and consistently. You can add a notes field for anything unusual.
3. Define severity in plain terms
Severity tagging means rating each finding by how soon it needs work. Write each level as a rule an inspector can apply in seconds. Utileyes lets each utility tag severity to its own standards, such as outage risk, fire hazard, or safety priority.
4. Require a photo for every finding
A finding without a photo is a finding someone has to verify again. Make the photo link required, and make sure the photo carries the pole ID.
5. Match fields to your downstream systems
Name fields the way your GIS and work order tools expect. That keeps export clean. Utileyes exports to CSV compatible with ArcGIS/ESRI and integrates with existing GIS and work order systems rather than replacing them.
Here is a starting set of fields most utilities can adapt:
| Field | Type | Why it matters |
|---|---|---|
| Pole ID | Pulled from asset data | Ties the record to GIS and past inspections |
| Inspection date | Date | Supports cycle tracking and audits |
| Component | Dropdown (pole, crossarm, insulator, hardware, guy) | Groups findings for crews and reports |
| Defect type | Dropdown | Keeps descriptions consistent across inspectors |
| Severity | Dropdown, defined by your standards | Sets repair priority |
| Photo link | Required | Lets reviewers verify without a return trip |
| Notes | Short text | Captures anything the dropdowns miss |
What defects can drones find on utility poles?
Drones can photograph most defects visible from above and around a pole. That includes cracked or split crossarms, broken or chipped insulators, loose or missing hardware, damaged pole tops, and signs of woodpecker damage. The top of the pole is where drones help most, since it is hard to see from the ground.
Your form's defect list should match what your inspectors can actually see in drone photos. Defects below grade, like internal decay at the groundline, still need ground methods such as sound and bore testing. Keep those in a separate field or a separate inspection type so the form stays honest about what was checked.
For deeper checklists on specific components, see our guides to crossarm inspection by drone and insulator defects to flag.
How often should utility poles be inspected?
USDA Rural Utilities Service Bulletin 1730B-121 recommends re-inspecting wood poles every 8 to 12 years, depending on the decay zone. Poles in the most severe decay zones get re-inspected every 8 years. Poles in the mildest zone get re-inspected every 12 years.
Some regulators set their own cycles. For example, the Florida Public Service Commission has required investor-owned utilities to follow an eight-year wood pole inspection cycle.
That timeline has a direct impact on form design. The person reading a record may open it a decade later. Consistent defect names, defined severity levels, and linked photos are what make an old record useful during the next cycle.
How does Utileyes handle forms, photos, and severity?
Utileyes connects the inspection form to the photo and the pole automatically. Photos are organized by GPS location and asset ID during upload. Built-in QA flags mismatched or misplaced images. Inspectors fill out customizable forms and tag severity to the utility's own standards, then send findings to crews.
Here is how that plays out with the details we can stand behind:
- Upload: Drone photos are dragged and dropped in, then auto-organized by GPS metadata and asset ID.
- QA: The system flags images that look mismatched or misplaced before they reach a reviewer.
- Review: Inspectors complete the form against each pole, with side-by-side RGB and thermal review when both are captured.
- Dispatch: Photo captured to crew dispatched can happen in as little as 15 minutes.
- Cost: Running inspections in-house with Utileyes costs about 50% less than outsourcing to vendors.
Utileyes was built with utility linemen and drone pilots. The founders personally flew more than 10,000 utility inspections, and the leadership team brings more than 50 years of combined utility operations experience. The form logic reflects what crews need in the truck, not what looks good in a demo.
See the full workflow on the How It Works page.
Frequently Asked Questions
Can I use my existing paper pole inspection form in an app?
Yes, and it is a good starting point. Convert free-text fields to dropdowns where you can, add a required pole ID and photo link, and define severity levels in writing before you load it.
How many defect categories should a pole inspection form have?
Keep it short enough that inspectors choose quickly and consistently. Group defects by component, such as pole, crossarm, insulator, and hardware, and use a notes field for rare cases.
Does a pole inspection app replace my GIS?
It should not. A good pole inspection app reads from your asset data and sends findings back. Utileyes integrates with GIS and work order systems and exports CSV compatible with ArcGIS/ESRI.
Do drone inspections replace ground testing for decay?
No. Drones capture what is visible above ground, especially at the pole top. Groundline decay checks still use ground methods like sound and bore, so track them as a separate inspection type.
What if we do not have drones yet?
Utileyes helps utilities with no drones get started through partners, including hardware recommendations and Part 107 training resources. Answers to common setup questions are on the Utileyes FAQ.
Build the Form, Then Fly
A pole inspection app pays off when the form behind it is clear, consistent, and tied to every pole and photo. Get the form right first, and every inspection cycle after that gets easier to act on.
Want to see how Utileyes turns drone photos into structured pole records and dispatched repairs? Schedule a demo.
Sources: USDA RUS Bulletin 1730B-121, Wood Pole Inspection and Maintenance; Florida PSC Order No. PSC-07-0078-PAA-EU.
