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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

  1. Go to 'Schedules' in the left sidebar
  2. Click 'New'
  3. Fill in the 'General Details' fields: Name, Audit Template, and Assignee(s)
  4. Optionally, add a Site, Asset, or Contact to keep your Audits organised by location or resource
  5. Fill in the Timing fields:
    1. Start date: when the Audit becomes available
    2. Due date: when it must be completed by
    3. Frequency
  6. 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

  • Every day: a new instance every calendar day

  • Every weekday: Monday to Friday only

  • Weekly: once per week on the same day

  • Monthly: once per month on the same date

  • Annually: once per year on the same date

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 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 anAudit Schedule, you can delete it and recreate it when needed