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 recurring tasks and ensure team members start and complete their tasks within defined timeframes.

This article shows you how to create and update inspection schedules on the web app and outlines some of the frequently asked questions on the feature.

Before you begin

Please note that inspection schedules can only be created and updated on the web app. Additionally, you can only update the schedules that you have created. Unless you have the “Schedule Management” permission, which provides the ability to view, edit, and delete all schedules in your organization. Learn more about permissions and how you can assign them as an administrator.

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

  • Template: The template to be used for the schedule. If the assignee(s) does not have access to the template, creating or updating the schedule automatically provides the assignee(s) “conduct” access to the template.
  • Assignee: The user(s) or group that is tasked with completing the schedule. You can select multiple individual users or a single group as the assignee.
  • “Only one assignee” vs “All assignees”: This option becomes available when more than one user or a group is selected as the assignee. Select “Only one assignee needs to conduct” if the schedule only needs to be completed by one of the assignees, or select “All assignees need to conduct” if all assignees need to conduct their own inspections from the schedule.
  • How often: The recurrence for the schedule. You can set the schedule as a one off or repeat on a set frequency.
  • Timeframe: 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. For example, if the first start is set to 9 AM on a Monday and the first finish or due is set to 5 PM on a Friday, then all recurring schedules will follow the timeframe of Monday 9 AM to Friday 5 PM.
  • Allow inspections conducted after due date: 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.
  • Site (optional): The site for the schedule. Setting this field also automatically selects the site for inspections conducted from the schedule.
  • Title: The inspection schedule title. This field populates automatically based on the configurations you have set for the schedule, but you can customize the title at any time.

Create a schedule

  1. Log in to the iAuditor web app.
  2. Select “Schedules” from the menu on the left-hand side.
  3. Click “+ Schedule” on the upper-right corner of the page.
  4. Configure the schedule accordingly.
  5. Click “Save” to create the schedule.

Update a schedule

  1. Log in to the iAuditor web app.
  2. Select “Schedules” from the menu on the left-hand side.
  3. Click “Manage Schedules” on the top of the page.
  4. Click the schedule you wish to update.
  5. Update the schedule accordingly.
  6. Click “Save” to save the changes.

FAQ

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

No, you don’t have to. If the assignee(s) doesn’t have access to a schedule’s template, creating the schedule automatically provides access.

What’s the difference between “Only one assignee needs to conduct” and “All assignees need to conduct”?

These two options only become available when you have more than one assignee or a group assigned for a schedule. If “Only one assignee needs to conduct” is selected, then only one of the assignees needs to conduct the inspection from the schedule. If “All assignees need to conduct” is selected, 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 “Only one assignee needs to conduct” selected, meaning only one assignee is can conduct inspections from the schedule. Once an assignee starts an inspection from the schedule, it becomes in progress for everyone, so no one else can start new inspections from the schedule. You can update the schedule if you want all assignees to conduct their own inspections.

Why did my assignees not get notifications for a schedule I created?

It’s likely that the starting date and time you selected for the first schedule has already lapsed. Meaning the users would not have received 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 within the defined timeframe.

Do people get notified of missing a scheduled inspection?

No, they don’t. However, we are working on improvements to the Schedules feature, so you can help us by providing your feedback.

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

The Schedules feature currently does not support offline usage. 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?

If the inspection schedule has enabled “Allow inspections conducted after due date”, then you can still start and complete inspection from this schedule until the next occurrence, which the schedule would by then be considered missed.

Can I delete a missed inspections from the list?

You cannot delete specific missed inspections from the missed inspections list, but you can view the notes if an assignee marks an inspection schedule as won’t do.

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 the Schedules feature, so you can help us by providing your feedback.

Can I bulk upload my schedules?

This is not possible at this stage. However, we are working on improvements to the Schedules feature, so you can help us by providing your feedback.

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