Scheduling Inspections

Overview of Inspection Schedules

Inspection Schedules allow organizations to automate recurring audits (e.g., daily opening checklists, weekly safety walks, monthly equipment checks, or custom recurring cadences).

A schedule automatically generates assigned inspections based on configured recurrence rules and time slots.

Centralized Schedule Management (Settings -> Schedules)

Schedule management is centrally managed under Settings -> Schedules in the web application menu:

• Schedule List: View all active, paused, or completed schedules across your organization.
• Actions: Create new schedules, edit existing schedule parameters, pause/resume schedules, or delete outdated schedules.
• Quick Creation from Template: Alternatively, click the Options menu (three dots) next to any template in the Templates list and select Create Schedule.

Schedule Configuration Parameters

When creating or editing a schedule, configure the following settings:

1. Template Selection:
   • Select the inspection template to be used for generating recurring audits.
2. Site Selection:
   • Select the operational site where the scheduled inspection must take place.
3. Resource Selection:
   • Select the specific resource, asset, or equipment item (e.g., Forklift #12, Generator B) associated with the scheduled inspection.
4. Assignee Selection & Frequency:
   • Assign the schedule to specific Individual Users, Functional User Groups, or Site Teams. This framework integrates directly with the Advanced Assignment System, ensuring recurring audits automatically route based on physical site locations, assigned user roles, and site hierarchy rules.
   • Set the recurrence frequency (e.g., Daily, Weekly, Monthly, or custom recurring cadences).
5. Time Slots:
   • Set the active inspection window with From and To times (e.g., 09:00 to 17:00).
   • Click + Add Time Slot to configure multiple time windows per shift or day.
6. Allow Late Submissions:
   • Enable or disable whether inspectors can complete and submit the inspection after the scheduled due window has passed.
7. Schedule End Date:
   • Never: The schedule runs indefinitely until manually stopped.
   • On Specific Date: Automatically terminates the schedule on a chosen date and time.

Scheduled Inspection Lifecycle & Statuses

When a schedule runs, generated inspections follow a clear lifecycle in the user's Inspections menu:

• Active Window (-> My Inspections): During the active time slot (between the From and To time), the scheduled inspection appears under the My Inspections tab for assigned users to perform and submit.
• Expired Window (-> Missed Inspections): If the active time window expires without completion (and late submissions are disabled), the inspection automatically moves to the Missed Inspections tab under the Inspections menu.

Real-World Use Cases

Scenario A: Shift-Based Opening Checklist (Daily Recurrence)

• Operational Goal: Ensure the morning supervisor at a manufacturing facility completes the Equipment Opening Audit every day between 07:00 AM and 09:00 AM.
• Configuration:
  • Recurrence: Daily Mode (07:00 - 09:00).
  • Assignee Routing: Assigned to the "Morning Shift Supervisors" group using the Advanced Assignment System.
  • Outcome: As soon as any supervisor on duty completes and submits the checklist within the 2-hour window, the requirement is satisfied for the entire site.

Scenario B: Multi-Facility Monthly Environmental Walk (Parent-Child Site Inheritance)

• Operational Goal: Conduct monthly environmental safety reviews across 5 regional warehouse sites.
• Configuration:
  • Recurrence: Monthly Mode (active from the 1st to the 5th of every month).
  • Site & Assignee Targeting: Assigned to the parent region, with Include All Levels Below enabled in site permissions.
  • Outcome: On the 1st of each month, localized inspection slots automatically appear in the My Inspections view for EHS Officers assigned to each child facility.

❓ Frequently Asked Questions

What happens if an assigned inspector is absent? Can other team members complete the scheduled inspection?

Yes, provided the schedule is assigned to a User Group (such as "Shift A Supervisors") AND the completion rule is set to "Only one assignee needs to complete".

This allows any member of the group present at the site to see, launch, and submit the scheduled inspection. Once submitted by any single member, the requirement is satisfied for the entire team. (Note: If "All assignees need to complete" is selected instead, the system creates separate inspection entries for every individual member of the group, requiring each person to complete their own copy).

Does updating a template automatically update the active schedules using it?

Yes. Active schedules always generate inspections using the latest published version of the selected template. Any structural updates or logic changes published in the template editor will instantly apply to the next generated inspection slot.

What happens when a scheduled time window passes without submission?

If Allow Late Submissions is disabled, the unsubmitted inspection automatically transitions to the Missed Inspections tab and is flagged as an expired compliance slot in audit reports.