Create schedules (new experience)
Learn about the different schedule types and how to create schedules for users and sites in the new Schedules experience via the web app.We currently have a legacy and a new experience with the Schedules feature.
This article covers the new Schedules experience. Please ensure you're in the new experience by using the toggle on the upper-left of the Schedules page.
What are schedules?
Schedules in SafetyCulture give you peace of mind by removing the guesswork from managing recurring work. Instead of manually tracking whether inspections or tasks have been completed, you can create a schedule once and automatically generate the assigned inspections at the frequency you set. This means you always have a single place to monitor progress and ensure critical checks are completed consistently and on time.
Schedules are especially valuable for maintaining compliance and standardizing work across teams or locations. For example, you can set up a daily safety inspection for every site, assign a monthly asset audit to groups, or schedule seasonal maintenance so equipment is serviced ahead of time. Automating these recurring tasks improves visibility, accountability, and compliance, helping your organization reduce risk and operate with greater confidence.
Schedule types
In the new Schedules experience, you can create inspection schedules for users and sites. Each type controls who the schedule is assigned to and how it’s managed.
Users
This schedule type assigns schedules directly to specific groups or users. This type is ideal when certain users or groups are consistently responsible for completing inspections and is best used for schedules that applies to specific people, such as a monthly driver safety checklist for each driver or a weekly maintenance check for maintenance teams.
Sites
When you create schedules for sites, you are assigning an inspection to a single site, across multiple sites, or a higher level in the site hierarchy. This type works best when inspections are tied to sites rather than individuals, especially in organizations with multiple sites.
When a schedule is created for multiple sites, it is managed as a single schedule. Any changes made to the main schedule automatically apply to all sub- schedules. While users or groups complete the inspections, the schedule itself remains associated with the site. Site-based schedules also allow the schedule’s time zone to be set based on the site’s time zone.
Each schedule supports only one type, which can’t be changed after it’s created.
Create a schedule
Select
Schedules in the sidebar or select it in 
More.Click
Create schedule on the upper-right corner of the page.Enter the schedule title and select a template from the dropdown list.
In the "Details" section, select
Users as the schedule type.Select the schedule's assignees from the dropdown list. If you select multiple users or a group, select one of the following completion requirements:
Only one assignee needs to complete: The schedule is marked as complete once any assignee completes the inspection.
All assignees must complete their own: The schedule is marked as complete only after every assignee completes their inspection.
Configure the timing settings accordingly.
Once you're ready, you can check your settings in the "Review" section.
Click Save
Select
Schedules in the sidebar or select it in More.Click
Create schedule on the upper-right corner of the page.Enter the schedule title and select a template from the dropdown list.
In the "Details" section, select
Sites as a schedule type.Select one or more site from the dropdown list.
Select the schedule's assignees from the dropdown list. If you select multiple users or a group, select one of the following completion requirements:
Only one assignee needs to complete: The schedule is marked as complete once any assignee completes the inspection.
All assignees must complete their own: The schedule is marked as complete only after every assignee completes their inspection.
Configure the timing settings accordingly. By default, the schedule uses the time zone of the selected site. To keep using this time zone, make sure all selected sites have a time zone set.
Once you're ready, you can check your settings in the "Review" section.
Click Save.
Schedule fields
Overview section
Field | Description |
|---|---|
Title | The title of a schedule. It's best to describe the work that needs to be done, as this is what assignees will see on their Home page, Home screen, or schedule list as a schedule to complete. |
Template | The selected template for a schedule. This is the template assignees will use for their scheduled inspections. Please ensure all assignees have access to the template so they can complete their schedules without disruption. |
Details section
Field | Description |
|---|---|
Schedule type | The type of a schedule. This defines what the schedule is for and sets its details. You can create schedules for users or sites. |
Assignees | The assignees of a schedule. You can select a group, multiple individual users, or, if sites are selected as a schedule type, use advanced access to assign users based on their site membership. |
Site | The selected sites for a schedule. You can assign it to a site level, like a region or area, that includes multiple sites. However, any new sites added under that site level after the schedule is created won’t automatically be assigned the schedule. To include them, edit the schedule, reselect the same site level, and save the change. |
When a schedule is assigned to multiple sites, only users who are added as direct members of those sites are included as assignees. Inherited site members aren’t included.
Timing section
Field | Description |
|---|---|
Time zone type | The selected time zone of a schedule. It can be based on the site, the time zone set in the creator's user profile, or a custom one. Based on the duration and frequency settings, each repeat will become available in this time zone. |
Duration | The repeat duration of a schedule, which defines how long each repeat is available. For example, if a repeat runs from Monday 9:00 AM to Friday 5:00 PM, then each repeat will last 4 days and 8 hours. |
Frequency | The frequency at which each repeat is made available. Some frequency options may be unavailable depending on the selected duration. For example, if each repeat lasts longer than one day, you can’t set the frequency to everyday or every weekday. |
Late completion | The toggle for whether to allow a schedule to be completed late. If this setting is turned on: • For repeating schedules, assignees can complete a repeat after the due date, up until the next repeat begins. • For one-off schedules, assignees have 14 days after the due date and time to complete it. Depending on the schedule's duration and frequency setting, late completion may not be possible even if it's turned on. For example, if each repeat lasts until the start of the next repeat, then there's no time in between for late completion. |
Frequently asked questions
You can only assign schedules to sites you’re a member of. Any sites you’re not a member of won’t appear in the list.
Schedule frequency controls how often a scheduled inspection repeats. Most options follow simple frequencies, such as daily and weekly, and repeat exactly as you configure them. However, frequencies set to monthly may adjust slightly to stay aligned with calendar dates. This prevents repeats from overlapping, skipping, or behaving unexpectedly when months have different lengths.
For example, if you set a schedule to repeat monthly starting on the 1st, some months have 30 days, others 31, and February has 28 or 29. Instead of ending a repeat on a date that does not exist every month, the system runs each repeat until the next monthly cycle begins. A schedule that starts on January 1 at 9:00 am ends when the next repeat starts on February 1 at 9:00 am, even if you selected an end date like the 30th or 31st.
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