As organizations expand their operations or increase their workloads, it becomes essential to use more effective means to manage and utilize time and resources. That’s why with iAuditor, you can create schedules to automate reminders of frequent inspection tasks and ensure team members start and complete these tasks within defined timeframes. This article outlines how you can create, pause or unpause, and delete schedules, as well as some of the frequently asked questions on the topic.

IMPORTANT NOTE

You need to have the “Schedule Management” permission to view, edit and delete all schedules in an organization. Learn how to assign this permission to users as an admin.

Create a schedule

  1. Log in to the iAuditor web app.
  2. Click "Schedule" from the left-hand side menu.
  3. Select "Manage Schedules" from the top of the page.
  4. Click "Schedule Inspection" on the upper-right corner of the schedules list.
  5. Configure the following fields accordingly:
    Template: Select the template you wish to use for the schedule. If the assignee(s) does not have access to the template, creating this schedule will automatically share the template with this assignee with view permission.
    Assignees: Select the individual assignees or one group of users to complete this schedule. If you have more than one assignee or a group assigned, the options of “One assignee to conduct” and “All assignees to conduct” become available. Select “One assignee to conduct” if the schedule only needs to be completed by one of the assignees; select “All assignees to conduct” if all assignees need to conduct their own scheduled inspections.
    How often: Configure the schedule first, to either repeat on a set frequency or create the schedule as a “One off”. Then click on the date and time field on the left-hand side to select when you’d like the first schedule to start. The selected date and time will show below the field. Now click the dater and time field on the right-hand side to select when you’d like the first schedule to be due.
    IMPORTANT NOTE

    If your schedule is set to repeat, the first schedule’s start and due date and time determine the timeframe each time the schedule is repeated. For example, if the first available from is set to 9AM on a Monday, and the first due is set to 5PM on a Friday, all recurring schedules will follow the timeframe of Monday 9AM to Friday 5PM.


    Site (optional): Choose a site that the inspection should be completed at. If a site is selected, inspections started from this schedule will automatically pre-fill with the selected site.
    Title: The title populates automatically based on the configurations you have selected for the schedule, but you can customize the title at any time.
  6. Click “Save” to create the schedule.

Pause a schedule

If you need to have a schedule put on hold, you can pause the schedule to temporarily cease reminders for assignees.

  1. Log in to the iAuditor web app.
  2. Click "Schedule" from the left-hand side menu.
  3. Select "Manage Schedules" from the top of the page.
  4. Search and select the schedule you wish to pause.
  5. Click “Pause” at the lower-right corner of the page.
  6. Click “Pause” again in the pop-up to confirm pausing the schedule.

Unpause/resume a schedule

If you have a paused schedule that can be resumed, you can unpause the schedule to restart reminders for assignees.

  1. Log in to the iAuditor web app.
  2. Click "Schedule" from the left-hand side menu.
  3. Select "Manage Schedules" from the top of the page.
  4. Check the “Paused” checkbox on the left-hand side panel to display schedules that are paused.
  5. Search and select the schedule you wish to unpause or resume.
  6. Click “Resume” at the lower-right corner of the page.
  7. Click “Resume” in the pop-up to confirm unpausing or resuming the schedule.

Delete a schedule

If you have created a schedule by mistake or wish to clean up old schedules, you can delete schedules.

IMPORTANT NOTE

Deleting a schedule does not affect inspections conducted as part of the schedule, but it does delete the associated missed inspection history.

  1. Log in to the iAuditor web app.
  2. Click "Schedule" from the left-hand side menu.
  3. Select "Manage Schedules" from the top of the page.
  4. Search and select the schedule you wish to delete.
  5. Click “Delete” at the lower-right corner of the page.
  6. Click “Delete” in the pop-up to confirm unpausing or resuming the schedule.

FAQ

Do I need to share the template before I create the schedule?

No, you don’t have to! When you create a schedule, the template used for the schedule gets automatically shared to the assignees with view permission, if they didn’t have access before.

What’s the difference between “One assignee to conduct” and “All assignees to conduct”?

These two options only become available when you have more than one assignee or a group assigned for a schedule. If “One assignee to conduct” is selected for the schedule, then only one user out of the assignee can conduct the inspection from this schedule. If “All assignees to conduct” is selected for the schedule, then all assignees are expected to conduct their own inspections from the schedule.

I assigned a schedule to a group, but how come some users can’t start their scheduled inspection?

It’s likely that the schedule has “One assignee to conduct” selected, meaning only one assignee is expected to start the schedule. Once the schedule is started by a user, the schedule becomes in progress for everyone, so no one else needs to start new inspections. If you wish to change this setting, you will need to delete the existing schedule and create a new one.

Can I change a recurring schedule to no repeat and vice versa?

You cannot. At this stage, the only way to change a recurring schedule to no repeat and vice versa is to delete and recreate the schedule entirely. However, we are working on improvements to scheduling, so please let us know of any feedback or requests you have on the feature!

Why did my assignee not get a notification for a schedule I created?

It’s likely that the date and time you selected for “First schedule available from” has already lapsed. If this is the case, users will not receive any notifications as the start of the schedule has already gone by. However, if this is not the case, your users should check their notification settings to make sure scheduled inspection reminders are enabled.

What is considered a missed inspection in schedules?

A scheduled inspection becomes a “missed inspection” if it’s not completed between the schedule available and due date & time.

Do people get notified for missing a scheduled inspection?

No, they don’t. However, we are working on improvements to scheduling, so please let us know of any feedback or requests you have on the feature!

I started a scheduled inspection on my mobile app whilst offline, why is it now considered missed?

Currently the Schedule feature on the mobile app only works online. Meaning even if an inspection was started and completed within the scheduled timeframe, the inspection would not be associated with the schedule.

Can I start or edit a missed inspection?

It’s not possible to start or edit a missed inspection at this stage. Once a schedule inspection becomes missed, it cannot be modified. However, we are working on improvements to scheduling, so please let us know of any feedback or requests you have on the feature!

Can I delete a missed inspections from the list?

You cannot delete specific missed inspections from the missed inspections list at this stage. However, we are working on improvements to scheduling, so please let us know of any feedback or requests you have on the feature!

How does timezone work with schedules?

Our schedule reminders notify users based on their chosen timezone, meaning if a schedule has been set by a user that is in Australian Eastern Daylight Time (UTC+11:00) for 8 AM to 5 PM every day to a user in Australian Western Standard Time (UTC+08:00), the user will receive the available schedule notification at 8 AM local time in AWST, rather than the exact AEDT 8 AM. However, for the scheduled inspection to be available at the right time, users must ensure their iAuditor account timezone setting matches their device (local) time.

Can I export my schedules?

This is not possible at this stage. However, we are working on improvements to scheduling, so please let us know of any feedback or requests you have on the feature!

Can I bulk upload my schedules?

This is not possible at this stage. However, we are working on improvements to scheduling, so please let us know of any feedback or requests you have on the feature!

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