How to create and manage a Scheduled Audit
Learn how to set up one-off or recurring Scheduled Audits, assign them to your team, and manage existing Audit Schedules.
Who this is for
Account Owners and Managers only. If you are a User, learn about completing Scheduled Audits in this article.
Availability
Web only
Before you start
- Each assignee must have an active Audits licence. Users without a licence will not see Scheduled Audits in their Actions view.
- The start date can be in the past (useful if you're setting up mid-week or mid-month). The due date must be today or in the future.
How to create an Audit Schedule
- Go to 'Schedules' in the left sidebar.
- Click 'New'.
- Fill in the 'General Details' fields: Name, Audit Template, and Assignee(s).
- Optionally, add a Site, Asset, or Contact to keep your Audits organised by location or resource.
- Fill in the Timing fields:
- Start date: when the Audit becomes available
- Due date: when it must be completed by
- Frequency
- Review the 'Next 3 audits' preview. It lists the next three instances the Schedule will create, each showing the available-from time and the due-by time (for example, 19/06/2026 09:00 → 10/05/2026 17:00). Use it to confirm the recurrence pattern and timing are correct before you save.
- Click 'Add Schedule'.
Newly created Audit instances appear with an 'Upcoming' status until the start date arrives, at which point they become 'To Do'. Assignees cannot start an audit before its start date.
Audit instances are generated automatically for each assignee according to the recurrence pattern.
Each assignee receives their own independent copy of the Audit. One person completing their Audit has no effect on anyone else's.
What are possible Audit Schedules frequency options
When setting the frequency, you can choose one of these options:
- One-off: a single instance on a specific date
- Everyday: a new instance every calendar day
- Every weekday: Monday to Friday only
- Weekly on [day]: once per week on the same day (e.g. Weekly on Friday)
- Monthly on the [date]: once per month on the same date (e.g. Monthly on the 5th)
- Monthly on the [nth weekday]: once per month on the same relative weekday (e.g. Monthly on the third Friday)
- Every 3 months on the [date]: once per quarter on the same date (e.g. Every 3 months on the 5th)
- Every 6 months on the [date]: twice per year on the same date (e.g. Every 6 months on the 5th)
- Annually on [date]: once per year on the same date (e.g. Annually on May 5)
Note: You can also add one-off Audits from the 'Actions' page by clicking 'New' and selecting the 'Audit' type. This is available on both the Web Vatix Workspace and Protector Mobile app.
How to edit an Audit Schedule
Open the Audit Schedule and click 'Edit'. Changes apply to 'Upcoming' instances only. Any Audits already in 'To Do', 'In Progress', or a completed state are not changed.
How to pause or resume an Audit Schedule
Pausing stops new Audit Instances from being created without deleting the Schedule or affecting any Audits already generated. Use it when you need to put a recurring Audit on hold temporarily.
To pause a Schedule:
- Go to 'Schedules' in the left sidebar.
- Find the Schedule in the list and click the three-dot menu on its row.
- Select 'Pause'.
- In the 'Pause Schedule' window, review the warning message 'Pausing the schedule will stop upcoming instances from being created. You can resume at any time.' and click 'Pause' to confirm.
The Schedule's status changes to 'Paused' and no further instances are created while it stays paused.
To resume a Schedule:
- Open the paused Schedule and click 'Edit'. A banner shows when it was paused and by whom.
- Review or update the details as needed.
- Click 'Save and Resume'.
How to delete an Audit Schedule
Open the Audit Schedule and click 'Delete'. The system stops generating new instances after deletion. All previously completed Scheduled Audits are preserved.
To temporarily pause an Audit Schedule, you can delete it and recreate it when needed.