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What are schedules?

This article explains what inspection schedules are and shows you how to use them.

What are schedules?

Inspection schedules are recurring reminders you can create and assign to your team members for regular inspections, such as asset maintenance checks. To ensure inspections are conducted consistently, you can set defined timeframes for each schedule so your team members know exactly when to start and complete them.

We recommend that you familiarize yourself with the fields that can be configured when creating and updating schedules.

Schedule fields

The template to be used for a schedule. If the assignees don't have access to the template, creating and updating schedules automatically provides the assignees "conduct" access to the template.

Select a template when scheduling an inspection via the web app.

If you want to prefill each inspection's site and asset questions, please make sure the template you select has both site and asset questions in place.

The site for a schedule. Setting this field also automatically selects the site for inspections conducted from each schedule. You can select multiple sites to bulk create schedules. This field's name may appear differently if your organization's site labels are customized.

The asset for a schedule. Setting this field also automatically selects the asset for inspections conducted from each schedule.

The Asset field when creating an inspection schedule.

The users or group that are tasked with completing a schedule. You can select multiple individual users or a single group as the assignee. If you've selected sites, you can also use site-based assignment, where schedules you create will be assigned to each site's members or members who are also in selected groups.

When there's more than one assignee for an inspection schedule, the "Only one assignee needs to conduct" and "All assignees need to conduct" options become available.

  • Only one assignee needs to conduct: Select if the schedule only needs to be completed by one of the assignees.

  • All assignees need to conduct: Select if all assignees need to conduct their own inspections from the schedule.

The recurrence for a schedule. You can set the schedule as a one-off or repeat it at a set frequency.

The starting and finishing date and time of the first schedule. The field on the left-hand side defines when the first schedule starts, and the field on the right-hand side defines when the first schedule finishes or is due. Please note that this also defines the timeframe for each schedule recurrence.

Select the checkbox to allow assignees to submit late inspections until the start of the next occurrence. If the schedule is a one-off, assignees can submit late inspections within fourteen days after the due date.

The title of a schedule. This field populates automatically based on the configurations you have set for the schedule, but you can customize the title at any time.

Set the title of the scheduled inspection via the web app.

Missed and late scheduled inspections

We understand things can be missed or late from time to time and this is no exception to scheduled inspections. There will be times when your team members can't complete scheduled inspections within the defined timeframes and it is critical to identify why certain scheduled inspections have been missed or not submitted on time. You can easily check different statuses of missed and late inspections via the web app.

View missed and late inspections via the web app.

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