CalmCompliance
Timeline

Set up a scheduled inspection

A scheduled inspection is a routine in Operations that automatically generates inspection work on the interval you set: weekly playground checks, monthly fire door inspections, annual gas safety tests. You create the routine, choose where it applies and who owns it, link the checklist the inspector follows, and then track every occurrence on the Timeline.

Before you start

You need the Manager or Admin role in the Operations module to create and enable routines. Coverage choices pull from the locations and assets already set up for your site, so make sure those records exist first.

Create the routine

Routines are managed from the Work page. The Create Routine flow walks you through timing, coverage, assignment, and checklists in one pass; for the full step-by-step, including the AI option, see Create a routine.

  1. Go to Operations > Work and open the Routines tab.

  2. Click Create Routine.

  3. Choose Generate with AI to describe the inspection and let AI propose a draft, or Start Blank to configure it yourself.

  4. Enter the Work Name and Details.

The sections below cover the choices you make inside the flow: when it repeats, where it applies, who owns it, and which checklist it uses.

Choose when it repeats

Set how often the inspection runs. The form calls this the Repeat Pattern, and the interval controls how often work is generated.

  1. Choose the Schedule Mode: On-Demand routines are reference only and generate nothing automatically, Calendar-Based routines are triggered by calendar events, and Recurring routines generate work on a repeating interval. For a scheduled inspection, choose Recurring.

  2. Set the Repeat Pattern: an interval of one or more days, weeks, months, or years.

  3. Set the First Date the inspection is due. Optionally set an end date so the routine stops generating work after a fixed window.

  4. Choose the Schedule Type: Fixed or Floating.

  5. Set skip rules so occurrences land on working days and skip non-working days or closure calendars.

The Site Working Week setting for your site also decides which weekdays recurring work can fall on. If you change the working week, existing work items are not removed or rescheduled automatically. See Set the weekdays for work.

Choose where it applies

Coverage decides which locations and assets the inspection covers. Where Does It Apply? defaults to Whole Site; choose Selected Locations, Selected Assets, Asset Model, or Asset Class to narrow it to specific targets.

A routine can cover several targets at once, so one routine can handle, for example, every fire door across a site.

Assign an owner

Assign the inspection to an individual or to a group. Groups work well for inspections any qualified team member can pick up.

Group members need module access to Operations for the assignment to work: membership of the group alone does not grant it.

The checklist defines what the inspector must check on each occurrence. Routines use two kinds of checklist attachment.

  1. Add a Global checklist to apply the same items to every covered row.

  2. Add Scoped checklists where specific targets need their own items: a scoped checklist applies to a specific location, asset instance, asset model, or asset class.

Resolution is narrowest-scope-wins: when both a global and a scoped checklist apply to a row, the scoped one takes precedence. Every covered row must match a checklist target, or the routine must include a global checklist, or the routine cannot be saved.

To give a specific asset class, model, or instance a different cadence, add a cadence override instead of creating a second routine. See Adjust checklist cadence for specific assets.

Enable the routine

The flow ends with Review Routine, then Save Inactive Routine. A routine generates no work until you enable it, so saving never starts generation on its own.

  1. Finish the flow: click Review Routine, check the summary, then click Save Inactive Routine.

  2. Go to Operations > Work and open the Routines tab. Each row shows whether the routine is Active or Inactive.

  3. Choose Enable Routine on the routine. It starts generating work items on the scheduled dates.

The Routines list shows the columns Routine, Overdue Targets, Health, On-Time %, Next Due, Activation, and Category, so you can see each inspection's standing at a glance.

Track inspections on the Timeline

Recurring routine occurrences appear as bars on the Timeline, one bar per occurrence. Future occurrences that do not have a work item yet render as dashed bars labelled Forecast: a future date does not necessarily mean a work item exists yet.

Each bar is matched by the natural recurrence beat, so weekend-shifted routines do not create duplicate bars: an occurrence moved to the next working day still appears as its single original occurrence.

When the grace period for an inspection expires, the work can be automatically marked Missed, closed, and logged in the audit trail, and the routine advances to the next occurrence. Automatic marking as missed is off by default; see Control when work is marked as missed.

Inspection work ends as Completed, Cancelled, or Missed. See Complete an Inspection for the run view and resolution steps.

From the field, staff can scan the location or asset QR code to open the Operations page on their phone and start the inspection from there. For the Timeline itself, see Timeline and Use the Timeline controls.

What's next

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