Scheduling

How to Create a New Audit Schedule

Scheduling ensures audits happen on time—without needing to manually assign them each time. You can define the frequency, assign to users or groups, and track audit completion. Creating a New Schedule 1. Go to Scheduling - Click Scheduling from the left-hand menu - Remain on Manage Schedules page - Click + New Schedule (top right) 2. Fill in Schedule Details These fields appear for all schedule types and are mandatory: | Field | Description | |---|---| | Checklist Template | Select the checklist to be used in the audit | | Location | Select one or more Locations | | User & User Group | Select one or more User & User Groups | | Schedule Name | Give the schedule a clear and unique name | 3. Select a Frequency Type Audit Now offers Recurring and Custom Scheduling schedule types. Once selected, additional fields appear depending on the chosen frequency. 3.a. Scheduling Recurring Tasks Recurring task scheduling allows you to automatically create audit tasks at regular intervals—such as daily, weekly, monthly, or quarterly—based on a predefined schedule. - Fill in all Schedule Details - Select Recurring under the “How often should this audit run?” section. - Select one of the options below: - Daily - Audit repeats every day. - Audit can be scheduled to be performed only on weekdays. - Weekly - Audit repeats every week on the same day(s) of the week. - Desired days can be selected after Weekly selection. - Monthly - Audit repeats every month on the same day. - Desired day of the month can be entered manually or via numeric stepper after Monthly selection. - Quarterly - Audit repeats every 3 months on the same day. - Desired day of the quarter can be entered manually or via numeric stepper after Quarterly selection. After choosing a frequency option, define: | Field | Description | |---|---| | When should audits begin? | Start date and time for the first scheduled audit | | When should audits be completed by? | Due date and time for audit completion | | How much time to complete each audit? | Time window allocated for completing each audit (specified in Days, Hours, etc.) | Then click Save and Generate Tasks. 3.b. Custom Scheduling Custom Scheduling allows you to create audit tasks on specific, non-recurring dates that you manually select. - Fill in all Schedule Details - Select Custom Scheduling under the “How often should this audit run?” section. - Fill in the following fields: | Field | Description | |---|---| | Select dates | Choose one or multiple specific dates for the audit tasks | | Time | Set a common time (hh:mm aa format) that applies to all selected dates | | How much time to complete each audit? | Define the time window duration | Then click Save and Generate Tasks. This option is ideal for one-time audits, special events, or irregular scheduling needs. 4. Finalize and Save After configuring your schedule type and completing all required fields, click Save and Generate Tasks. The schedule becomes active immediately. Assigned users will see audit tasks in their Tasks tab on the mobile app. How Time Window Works The Time Window field lets you set a duration like: - 1 Hour - 2 Days - 1 Week - 3 Months - 1 Year This is defined using two fields: 1. Numeric value 2. Unit selector (Hour, Day, Week, Month, Quarter, Year) Time Window begins on the Start Date and defines how long the task is available before it becomes overdue. Learn more about overdue tasks: Understanding "Overdue" audit tasks and how to report on them → Who Can Create Schedules? | Role | Permission | |---|---| | Application Admin | ✅ | | Audit Admin | ✅ | | Account Admin | ✅ | | Standard User | ❌ | Best Practices - Use descriptive Schedule Names that include frequency and target group (e.g., “Monthly Safety – Plant A”) - Assign to User Groups for easier team-wide management - Set reasonable Time Windows to match operational needs - Use recurring schedules for ongoing compliance and audit cycles - Revisit schedules quarterly to adjust for team or process changes Next article: Modify, Put on Hold/Resume or Delete Schedules →

Modify, Put on Hold/Resume or Delete Schedules

Before starting, check out: How to Create a New Audit Schedule → You can easily update the configuration of an existing schedule, temporarily suspend its execution, or remove it permanently—all from the Scheduling page. Modify a Schedule To make changes to an existing schedule: 1. Go to Scheduling from the left menu 2. Find the schedule you want to update from the table 3. Click the three-dot (⋮) icon at the right end of the row 4. Select Edit You can update any of the following: - Checklist Template - Location - User Group - Schedule Name - Start Date / Due Date - Recurrence Type - Time Window - Frequency (e.g. monthly, quarterly) Once your changes are made, click Save and Generate Tasks to apply. The changes will take effect for future audit tasks. Already-issued audit tasks remain unchanged. Put a Schedule on Hold To temporarily stop a schedule without deleting it: 1. In the Scheduling list, click the three-dot (⋮) icon 2. Select Pause Schedule The schedule will be deactivated and paused: - No audit tasks will be created while it’s on hold - Its status will show as Paused You can resume the schedule anytime. Resume a Schedule To reactivate a paused schedule: 1. Find a schedule with On Hold status 2. Click the three-dot (⋮) icon 3. Select Resume Schedule The schedule will reactivate immediately, and the next scheduled audit will be created based on its settings. Its status will show as Active. Delete a Schedule To permanently remove a schedule: 1. In the Scheduling list, click the three-dot (⋮) icon 2. Select Delete Schedule 3. Confirm the deletion in the popup This action is permanent and cannot be undone. Completed audit tasks from this schedule remain in the system; only future task creation stops. Who Can Modify or Delete Schedules? | Role | Permissions | |---|---| | Application Admin | ✅ | | Audit Admin | ✅ | | Account Admin | ✅ | | Standard User | ❌ Cannot create/modify/delete schedules | Best Practices - Use Put on Hold when a schedule is temporarily not needed (e.g. seasonal audits) - Regularly review schedules to keep assignments and dates current - Delete only schedules you’re sure won’t be needed again Next article: How to Track and Manage Audit Tasks →

How to Track and Manage Audit Tasks

Before reading this article, check out: - How to Create a New Audit Schedule → - Modify, Put on Hold/Resume or Delete Schedules → This tab gives audit owners and admins complete visibility into what’s completed, overdue, or pending—task by task. Access the Manage Tasks Tab - Go to Scheduling from the left-hand menu - Switch to the second tab: Manage Tasks You’ll see a list of individual audit tasks generated from active schedules. Visual Task Tracking Widgets At the top of the Manage Tasks tab, you’ll see a set of status summary widgets. These are small visual tiles that help you quickly assess the state of all audit tasks. Each widget represents a task status and displays the total number of tasks under that category: - Completion Rate (percentage) - Completed Inspections (count) - In Progress Inspections (count) - Overdue Inspections (count) They give you instant visibility into workload and follow-up needs. Widget Toggle (Enable/Disable) At the top-right of the widget row, there is a toggle switch labeled “Show Widgets” - Toggle ON → Widgets are visible - Toggle OFF → Widgets are hidden Turning off the toggle hides all widgets and simplifies the list view. Widget Filters: Location & Location Level Next to the widget toggle, you’ll find two dedicated filters that control the data shown in the widgets above: Location Level Filter - Filter widget counts by a specific level in your location hierarchy (e.g. Region, Branch) - Dropdown displays available levels configured in your hierarchy Location Filter - Filter widget counts by a specific location (e.g. Istanbul Office, Plant A) - Automatically adapts based on the level selected These filters also affect the task table below. Resetting Filters To reset the widget filters: - Click the “X” beside each dropdown - Or switch the selection to “All” This will restore widgets to display organization-wide totals. What You See in the Task List Each row in the Manage Tasks list shows: - Schedule Name - Checklist used - Location - Assigned Group - Due Date - Status (In Progress, Scheduled, Ready to Start, Completed, Cancelled, Paused) Filters on the Manage Tasks Page The filter panel is located at the top of the task table. It includes: | Filter | What It Does | |---|---| | Search Bar | Search by Schedule Name | | Task Status | Choose from: In Progress, Scheduled, Ready to Start, Completed, Cancelled, Paused | | Overdue Checkbox | Filters all overdue tasks regardless of their status | | Completed Checkbox | Filters all completed tasks | | Due Date | Use date pickers to narrow by due date timeframe | Click the “X” on a filter tag to remove it, or use the “Clear all” button to reset all filters. ✅ You can also use Location and Location Level filter above widgets to filter your task list table. Reassign, Reschedule and Cancel Tasks Each row in the Manage Tasks list includes a three-dot (⋮) action menu on the far right. This menu gives users access to following actions: | Option | Description | |---|---| | Reassign Task | Select a new user group to take over the task | | Reschedule Task | Update the start of the individual task | | Cancel Task | Immediately cancel the audit task; it will no longer appear in the assignee’s task list | ❗ The Cancel Task option is not available for already cancelled tasks. Best Practices - Use Overdue filter to quickly follow up on overdue tasks - Combine Checklist + Location filters to monitor specific programs (e.g. "Monthly Food Safety – Istanbul") - Use “View Audit Result” to verify corrective actions or documentation - Use date filters weekly to audit task volume and coverage Who Can Access the Manage Tasks Tab? | Role | Access | |---|---| | Application Admin | ✅ Full access | | Audit Admin | ✅ Full access | | Account Admin | ✅ Full access | | Standard User | ❌ No access | Next article: Scheduled Task Reminders (Push, Email) →

Scheduled Task Reminders (Push, Email)

Learn More - How to Create a New Audit Schedule → - Modify, Put on Hold/Resume or Delete Schedules → - How to Track and Manage Audit Tasks → Notification Channels | Type | Platform | Where It Appears | |---|---|---| | Push Notification | Mobile App | In the device's notification tray and in-app notification center | | Email Notification | Email inbox | Sent to the assigned user’s registered email address | Reminders are only sent to assigned users (user group members). When Are Reminders Sent? For every scheduled audit task, the assigned user receives multiple reminders: 1. Before the Start Date & Time A notification is sent before the audit becomes available. 2. Before the Due Date & Time Another reminder is triggered as the audit approaches its deadline. 3. After the Due Date (if Incomplete) If the audit is not completed by the due date, a late reminder is sent. Best Practices - Encourage users to enable push notifications for the app - Use reminders to track accountability, especially for recurring audits - Train teams to respond promptly to “past due” alerts to reduce compliance risks Next article: Understanding "Overdue" Audit Tasks and How to Report on Them →

Understanding "Overdue" audit tasks and how to report on them

Read Before - Scheduled Task Reminders (Push, Email) → - How to Track and Manage Audit Tasks → What Makes a Task "Overdue"? Audit tasks in Audit Now are considered overdue when they are not completed within the assigned due date window. A task is flagged as overdue if: - The current date is later than the task’s Due Date (for incomplete tasks) - The completion date is later than the task’s Due Date (for complete tasks) This condition is valid for tasks in any of the following statuses: - Scheduled - In Progress - Ready to Start - Completed (if completed late) - Cancelled - Paused ❗ Overdue is not a status, but a condition applied to tasks based on timing. How to Identify Overdue Tasks Web and Mobile Application - Overdue tasks are visually highlighted with: - A yellow tag - A clock icon in the bottom right corner of the status tag This applies even if the status is "Completed", "Cancelled", "Paused", or "Scheduled". The yellow color overrides status-based colors to emphasize overdue state. Visual Examples: | Status | Overdue Indication | |---|---| | Completed (Late) | | | Scheduled (Unstarted past due date) | | | In Progress (Past due) | | | Cancelled (Late) | | Best Practices - Use shorter Time Windows to reduce likelihood of overdue audits - Assign tasks to user groups with clear responsibilities - Monitor overdue audits weekly via Manage Tasks - Consider task rescheduling or reassignment when overdue volume grows Next article: Analytics Dashboard Overview →

Mass Task Management: Streamline Your Scheduled Audits

Overview Mass Task Management transforms how you handle scheduled audit tasks by allowing you to select and modify multiple tasks simultaneously. Whether you're reassigning tasks due to staff changes, rescheduling audits around operational needs, or canceling outdated requirements, this feature eliminates the tedious process of updating tasks one by one. Key Benefits Save Time with Bulk Operations - Update dozens of scheduled tasks in seconds instead of minutes - Eliminate repetitive clicking and form filling - Reduce administrative overhead by up to 80% Flexible Team Management - Quickly reassign tasks when team members are unavailable - Redistribute workload across user groups and locations - Adapt to sudden staffing changes without scheduling disruption How to Access Mass Task Management Getting to the Schedule Screen: 1. Click Scheduling from your main navigation menu 2. Select the Manage Tasks tab (active by default) 3. You'll see your Schedule Tasks dashboard with completion metrics Task Selection Interface: - Checkbox column: Select individual tasks or use the header checkbox to select all visible tasks - Filter options: Use location levels, status filters, and search to narrow your task list - Bulk action bar: Appears at the bottom when tasks are selected Selecting Tasks for Bulk Operations Individual Task Selection - Scroll through your task list to find the tasks you want to modify - Click the checkbox next to each task you want to include - Selected count appears at the bottom: "X tasks selected" Select All Visible Tasks - Use the header checkbox (next to "Schedule Name") to select all tasks on the current page - Filter first if you want to select specific types of tasks (e.g., all "Overdue" or all at a specific location) - Combine with search to select tasks matching specific criteria Smart Selection Tips - Filter before selecting: Use location, status, and date filters to narrow down to exactly the tasks you need - Use search: Type keywords to find specific schedule names or checklist types - Check the count: The selection counter shows how many tasks you've chosen Bulk Operations Available Reassign Tasks When to Use: - Team member is leaving or changing roles - Redistributing workload for better coverage - Assigning specialized audits to subject matter experts - Seasonal staffing adjustments How to Reassign: - Select the tasks you want to reassign using checkboxes - Click "Reassign Task" in the bulk actions bar at the bottom - Choose the new assignee from the dropdown (individual users or user groups) - Click "Apply" to update all selected tasks Reschedule Tasks When to Use: - Operational changes require different audit timing - Holiday schedules or maintenance windows - Coordinating audits around special events - Adjusting frequency based on risk assessment How to Reschedule: - Select the tasks you want to reschedule - Click "Reschedule Task" in the bulk actions bar - Choose the new date and time using the date picker - Click "Apply" to update all selected tasks Cancel Tasks When to Use: - Procedures have changed and audits are no longer needed - Locations are temporarily closed or unavailable - Regulatory requirements have been updated - Consolidating duplicate or redundant audits How to Cancel: - Select the tasks you want to cancel - Click "Cancel Task" in the bulk actions bar - Confirm the cancellation in the dialog box - Tasks are marked as "Cancelled" and removed from active schedules