Checklist Settings

Manage Who Can Conduct Audits

Where to Find Access Controls 1. Go to Checklists from the left-hand menu 2. Find the checklist you want to configure and click on its ellipsis 3. Select Settings 4. Go to Access tab 5. Stay on Conduct Audits tab Assign Access Permissions In this section, you define who can use the checklist to conduct audits. You can assign access by: - Individual Users – Grant access to specific users - User Groups – Assign to a group of users (e.g. Safety Inspectors) - Locations – Make the checklist available only for specific sites Each field has a searchable dropdown where you can select one or more values. You must assign at least one permission to make the checklist available. Saving Your Changes Once your access settings are defined: - Click Save Access Rights at the bottom of the screen - These permissions will now be enforced during task scheduling and audit access What Happens Next? - Only assigned users, groups, or locations will see this checklist when starting an audit - Users without access will not be able to view or start audits using this checklist—even if assigned a schedule Best Practices - Use User Groups to simplify role-based access across checklists - Limit access to specific locations for site-specific checklists - Review permissions regularly, especially after team or location changes Next article: Manage Who Can See or Edit Audit Results →

Manage Who Can See or Edit Audit Results

Read Before - Manage Who Can Conduct Audits → Where to Find Access Controls 1. Go to Checklists from the left-hand menu 2. Find the checklist you want to configure and click on its ellipsis 3. Select Settings 4. Go to Access tab 5. Then go to View / Edit Result tab Assign Result Access by User Group or Individual Users You can grant result access to: - Individual Users - User Groups Each entry has a dual-permission selector: - View Only – User can view audit results but cannot make changes - Full Access – User can view and edit results Additionally, you can toggle location restrictions: - You can enable the location restriction toggle to ensure that selected users or groups can only access results for audits conducted at locations already assigned to them. Special Case: In-Progress Audits If a user is assigned to conduct an audit (but not granted view/edit result access): - They can still access and complete any in-progress audit they started themselves - However, they cannot view or edit results of completed audits This ensures workflow continuity for auditors while protecting result data visibility. Saving Your Changes Once your access settings are defined: - Click Save Access Rights at the bottom of the screen - Your permission rules will take effect immediately These settings apply across: - Results page (web) - In-app Inspections page (mobile) Best Practices - Grant View Only access to roles like auditors or supervisors - Use Full Access sparingly—for checklist owners or audit managers only - Always enable location restrictions when working across departments or regions - Review permissions when teams or locations are restructured Next article: Manage Who Receives Automatic Audit Reports →

Manage Who Receives Automatic Audit Reports

Read Before - Manage Who Can Conduct Audits → - Manage Who Can See or Edit Audit Results → Where to Set Up Report Distribution 1. Go to Checklists from the left-hand menu 2. Find the checklist you want to configure 3. Click the ellipsis (⋮) next to it 4. Select Settings 5. Open the Distribution tab Add Recipients to Receive Reports In the Distribution tab, you can choose who will automatically receive audit reports when a checklist is completed. You can add: - Individual Users – Registered users in the system - User Groups – Groups already defined under User Management Use the searchable dropdown fields to add multiple entries in each category. Saving Distribution Settings Once your access settings are defined: - Click Save Access Rights at the bottom of the screen - The settings apply to all future audits completed using this checklist Best Practices - Add User Groups to scale distribution without manual updates - Review distribution lists regularly to match reporting needs Next article: How to Create a New Audit Schedule →