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Schedule recurring inspections
Set up a schedule so an inspection is created automatically on a recurring cadence — daily, weekly, monthly, or a custom interval — instead of relying on someone to remember to start it. Each schedule tracks whether its inspections are completed on time.
Last updated: August 2026
The short version
| What it is | |
|---|---|
| Schedule | The rule that decides what inspection recurs, how often, for whom, and within what execution window. |
| Scheduled inspection | One occurrence generated by a schedule. It moves from due, to in progress, to completed. |
One schedule generates many scheduled inspections over time. Find them under Inspections → Schedules.
Before you start
- You need permission to create schedules. If you can open Inspections → Schedules and see New Schedule, you're set.
- You need a published template to schedule.
- You need something to inspect — an asset, an asset type, or a site — and, if you want it assigned, a user or group to assign it to.
How schedules work
A schedule links four things:
- A template — the published form to run each time.
- A target — the asset, asset type, or site the inspection applies to.
- A cadence — how often the inspection recurs.
- An assignee — the user or group responsible for each occurrence.
The Schedules page (Inspection Schedules) organizes this into three views: My Tasks (occurrences assigned to you), Schedule Library (all schedule configurations), and History.
Create a schedule
- Daily, Hourly, and Minutely: Start Time and End Time are required. The window is that range; the occurrence is overdue after End Time if it isn't done. - Weekly, Monthly, Quarterly, Yearly, and Custom: optionally set Window opens — the time each scheduled day's window begins. The window closes at the end of that day.
- Select Inspections → Schedules.
- Select New Schedule.
- Enter a Schedule Name.
- Choose the Template to run. Templates show their type — for example
(ASSET)or(AUDIT). - Add a Description (optional).
- Under Target Selection, choose the asset, asset type, or site the schedule applies to.
- Under Assignment, set the Assignment Type — Assign to User or Assign to Group — then pick the user or group.
- Under Schedule Configuration, set the Frequency: Hourly, Daily, Weekly, Monthly, Quarterly, Yearly, or Custom. (Minutely is in the list for testing only — do not use it in production; it generates inspections every few minutes and will overload the queue.)
- Set Repeat every (the interval). For Daily, this is how often to run within each day between start and end time (once daily, hourly, every 30 minutes, or every 15 minutes) — not “every N days”. For weekly and longer cadences, it is every N periods (for example, every 2 weeks), plus Day of Week, Day of Month, or Month when those apply.
- Set the Start Date and, if the schedule should stop, an End Date (Optional).
- Set the execution window — the controls depend on frequency:
- For Daily, Hourly, Minutely, Weekly, and Custom, optionally choose Exclude Days to skip specific weekdays (for example, weekends).
- Select Create Schedule.
The schedule becomes active and begins generating scheduled inspections.
The execution window and on-time completion
Each occurrence has an execution window. How that window is set depends on frequency:
- Daily, Hourly, and Minutely — you must set Start Time and End Time. The window is that range on each scheduled day. After End Time, the occurrence is overdue.
- Weekly, Monthly, Quarterly, Yearly, and Custom — optionally set Window opens. The window then closes at the end of that day. If you leave Window opens empty, the window is the full scheduled day.
Then:
- The assignee can begin the inspection once the window opens.
- Completed before the window closes → recorded as completed on time.
- Not completed before the window closes → missed. A late finish still counts as completed, but it remains missed for compliance.
Days you list under Exclude Days are skipped when occurrences are generated.
Minutely is not for production. It is present so you can test short windows, but a live schedule at that cadence will create far more inspections than a real operation can complete.
Schedule statuses
| Status | Meaning |
|---|---|
| Active | Running and generating inspections. |
| Paused | Temporarily stopped; no new inspections generated until resumed. |
| Completed | Reached its end date and finished. |
| Cancelled | Stopped permanently. |
Each generated occurrence is separately tracked as due, in progress, or completed.
Track schedule compliance
From Schedules, select Compliance to open Schedule Compliance.
Choose a period — Last 7 days, Last 30 days, or Last 90 days — to see:
- Completion rate — how many scheduled inspections were completed.
- On-time rate — how many finished within their window.
- Missed — how many were late or never done.
- Open missed — missed items that still need action.
A Scheduled vs completed by day chart and an Action items table (Schedule, Location, Window, Assignee, Compliance, Status) help you follow up. Remember: late finishes count as completed but remain missed for compliance.
For broader trends across all inspections, use Analytics.
Frequently asked questions
What's the difference between a schedule and a round?
A schedule recurs a single inspection against one asset, asset type, or site. A round sends an operator along an ordered route of several asset stops in one pass. If you need a checklist walked in sequence across several assets, use Operator rounds instead.
Can I schedule an inspection for a whole asset type?
Yes. Choose an asset type under Target Selection so the schedule applies across assets of that type.
What happens to a scheduled inspection that isn't done in time?
It's marked missed. The occurrence isn't deleted — it stays on the record, and a late completion still shows as missed for compliance.
Can I change a schedule after it's running?
Yes. Pause it, edit the details, and resume. Changes apply to future occurrences.
Should I use Minutely?
No — not in production. Choose Daily or Hourly (with Start Time and End Time) for real work. Minutely exists only for short tests.
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