CalmCompliance
Planner

Set Up a Scheduled Inspection

A scheduled inspection is a recurring work schedule in Operations that automatically generates inspection work orders on the interval you set. When you create a schedule, define the recurrence, assign an owner, and attach checklists. The Planner and Schedules views then show upcoming, due, and overdue inspection bars so you always have a record of what was required and what happened.

Create the inspection schedule

  1. Go to Operations > Schedules.

  2. Click New Schedule.

  3. In the Create Schedule dialog, choose Start Blank to build the inspection from scratch, or Generate with AI to use an AI-assisted draft.

  4. Click Continue.

  5. Enter the schedule name and details. You can also set a Category, Classification, and Priority here.

The schedule detail page is where you configure the rest of the inspection recurrence, targets, and assignment.

Choose recurrence and frequency

In the Recurrence card, set the interval to control how often the inspection repeats.

  1. Choose the Schedule Mode:

    • Recurring — generates work orders on a repeating interval.

    • On-Demand — reference-only; does not automatically generate work orders.

    • Calendar-Based — triggered by calendar events.

  2. For a recurring inspection, select Recurring and set the Interval with a quantity and unit:

    • Day: 1 to 90 days

    • Week: 1 to 52 weeks

    • Month: 1 to 60 months

    • Year: 1 to 10 years

  3. Set the Start Date. Optionally, set an End Date that is the same as or after the start date.

  4. Configure Working Days & Skip Rules to restrict generation to working days and skip non-working days or closure calendars.

Site-level settings under Site Working Week also affect which weekdays recurring work can be generated. If you change the working week, existing work orders are not removed or rescheduled automatically.

Assign the inspection to an owner

In the schedule detail, open the Team section.

  1. In the People card, use Assigned To to choose either an Assigned Individual or an Assigned Group.

  2. Save the assignment.

A schedule can be assigned to an individual, a group, or left unassigned. Group members need module access to the relevant area, and group membership alone does not grant permissions.

In the schedule detail, attach checklists to define what must be checked during each inspection.

  1. Add a Global checklist to apply the same items to every row in the work order.

  2. Add a Scoped checklist to apply items only to a specific location, asset instance, asset model, or asset class.

The system uses narrowest-scope-wins resolution: if both a global and a scoped checklist apply to a row, the scoped checklist takes precedence. Every row covered by the schedule must match a checklist target, or the schedule must include a global checklist, or you will not be able to save it.

If you need a different cadence or estimated duration for a specific asset class, model, or instance, you can add a Cadence override in the checklist settings.

Activate the schedule

A schedule only generates work orders when it is Active. If you set the schedule to Inactive, it is paused and will not generate work until it is resumed.

What you see on the Planner timeline

When the schedule is active, you can track upcoming and due inspections in two views:

Planner timeline

Go to Operations > Planner to see a 24-month Gantt-style timeline. Each bar on the timeline represents a single scheduled occurrence. Bars can show:

  • Planned

  • In Progress

  • Overdue

  • Projected

  • Completed

  • Missed, Cancelled, or Skipped where applicable

Projected bars represent future occurrences before a work order is materialised. When you open a bar, the popover shows the scheduled date, the due date, the status badge, and whether a work order already exists. It can also show:

  • No work order yet.

  • This work order is past its scheduled date and still open.

  • Originally scheduled for ... if the occurrence was rescheduled.

The toolbar includes Jump to Today and zoom controls for Year, Quarter, Week, and Day. You can also group the view and hide inactive plans.

Weekend-shifted schedules still appear as one bar per beat in the Planner. Each bar is matched by the natural recurrence beat, not the shifted operational date, so duplicate bars are not created when a schedule skips weekends or shifts to the next working day.

Schedules list

Go to Operations > Schedules to see the schedules list. Each row shows:

  • Schedule

  • Assigned To

  • Cadence

  • Next Due

  • Overdue Targets

  • Health values such as Overdue, Due Today, Upcoming, In Date, On-Demand, Not Scheduled, or Inactive

  • On-Time %

When the grace period for an inspection expires, the work order can be automatically marked Missed, closed, and logged in the audit trail. The schedule then advances to the next planned occurrence.

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