Inspection Scheduling

Learn how to set up automatic inspection schedules in Kuviq.

Overview

Inspection scheduling ensures equipment is inspected on time:

• Automatic due date calculation
• Recurring inspection schedules
• Notifications for upcoming and overdue inspections

How Scheduling Works

The Inspection Cycle

1. Schedule created - Define frequency and start date
2. Due date calculated - System determines next inspection date
3. Warnings sent - Notifications as due date approaches
4. Inspection completed - Inspector performs check
5. Next date calculated - Cycle repeats

Scheduling Sources

Inspections can be scheduled from:

Source	Description
Template Interval	Default frequency from template
Item Schedule	Custom schedule for specific item
Manual	One-time scheduled inspection

Accessing Schedules

1. Navigate to Admin > Inspection Schedules
2. View all active schedules

The Schedule List

The list shows:

Column	Description
Name	Schedule name
Frequency	How often inspections occur
Items	Number of items using this schedule
Template	Inspection template used
Next Due	Soonest due date across items

Creating a Schedule

Basic Schedule

1. Click Add Schedule
2. Enter a name (e.g., "Monthly Fire Extinguisher Inspections")
3. Select the inspection template
4. Set the frequency
5. Choose items to include
6. Set the start date
7. Save

Schedule Configuration

Setting	Description
Name	Descriptive schedule name
Template	Which inspection form to use
Frequency	How often (daily, weekly, monthly, etc.)
Start Date	When scheduling begins
Items	Which items are included

Frequency Options

Standard Frequencies

Frequency	Use Case
Daily	Pre-use equipment checks
Weekly	Regular safety checks
Monthly	Standard equipment inspections
Quarterly	Seasonal or periodic reviews
Semi-Annual	Bi-annual certifications
Annual	Annual compliance inspections

Custom Frequencies

Create custom intervals:

• Every X days - Custom day interval
• Every X weeks - Custom week interval
• Every X months - Custom month interval

Specific Day Scheduling

For weekly or monthly schedules:

• Weekly - Choose day of week (e.g., every Monday)
• Monthly - Choose day of month (e.g., 15th of each month)
• End of month - Last day of each month

Assigning Items

Individual Item Assignment

Add specific items:

1. Edit the schedule
2. Click Add Items
3. Search or filter items
4. Select items to add
5. Save

Start Date Options

Immediate Start

Start date is today:

• First due date = today + frequency
• Example: Monthly schedule starting today → due in 30 days

Future Start

Start date in the future:

• No due dates until start date
• Useful for new equipment or seasonal schedules

Based on Last Inspection

Calculate from last completed inspection:

• Looks at last inspection date
• Adds frequency interval
• Maintains historical cadence

Based on Item Date

Calculate from an item date field:

• Purchase date
• Last service date
• Custom date field

Due Date Calculation

How Due Dates Work

Due Date = Reference Date + Frequency Interval

Reference date can be:

• Schedule start date (first inspection)
• Previous inspection completion (subsequent)
• Last inspection date (historical)

Example Calculations

Scenario	Calculation
Monthly, starting Jan 1	First due: Feb 1
Weekly (Monday), starting Jan 15 (Wednesday)	First due: Jan 20 (Monday)
Annual, last inspection Mar 15	Next due: Mar 15 next year

Skip Weekends

For daily schedules:

• Enable "Skip Weekends"
• Due dates only fall on weekdays
• Useful for business-hours equipment

Warning and Grace Periods

Warning Period

Days before due to show warnings:

Setting	Effect
3 days	Short notice
7 days	Standard (recommended)
14 days	Advance planning
30 days	Long lead time

Warnings appear in:

• Dashboard notifications
• Upcoming inspections list
• Email notifications (if enabled)

Grace Period

Days after due before marking overdue:

Setting	Use Case
0 days	Strict compliance
1-3 days	Minor flexibility
7 days	More flexibility

Managing Schedules

Editing Schedules

1. Click on the schedule
2. Modify settings
3. Save

Changes affect future due dates, not past inspections.

Pausing Schedules

Temporarily stop a schedule:

1. Edit the schedule
2. Set status to Paused
3. Save

No new due dates are calculated until resumed.

Resuming Schedules

1. Edit the paused schedule
2. Set status to Active
3. Choose resume date option:
   • Resume from today
   • Continue from where paused
4. Save

Deleting Schedules

1. Click on the schedule
2. Click Delete
3. Confirm

Deleting Schedules

Deleting a schedule removes future due dates but doesn't affect past inspection records.

Handling Exceptions

Skipping a Due Date

To skip one occurrence:

1. Find the upcoming inspection
2. Click Skip
3. Enter reason
4. Confirm

The next due date is calculated from original schedule.

Rescheduling

To change a specific due date:

1. Find the inspection
2. Click Reschedule
3. Select new date
4. Save

Only affects this occurrence; schedule continues normally.

Out-of-Cycle Inspections

For unscheduled inspections:

• Complete normally
• Schedule can ignore or reset based on setting
• Option: "Reset schedule on any completion"

Notifications

Automatic Notifications

Schedules trigger notifications:

Notification	When Sent
Due Soon	Enters warning period
Due Today	Day of due date
Overdue	Past due date

Configuring Notifications

1. Edit the schedule
2. Under Notifications:
   • Enable/disable types
   • Set recipients
   • Choose frequency (daily, once)
3. Save

Notification Recipients

Option	Description
Item Assigned User	User responsible for item
Location Users	All users at item's location
Specific Users	Named individuals
Managers	Users with Manager role

Reports and Analytics

Schedule Reports

Generate reports showing:

• Upcoming inspections by schedule
• Overdue inspections
• Completion rates by schedule
• Compliance trends

Schedule Dashboard

The dashboard shows:

• Total schedules (active/paused)
• Items covered
• Upcoming inspections this week/month
• Overdue count

Best Practices

Schedule Design

1. Match regulations - Use required frequencies
2. Be realistic - Don't over-schedule
3. Group logically - Similar items, same schedule
4. Plan resources - Consider inspector capacity

Naming Conventions

Good	Why
"Fire Extinguisher - Monthly"	Clear type and frequency
"Building A - Weekly Safety"	Clear scope
"Annual Certification - Lifts"	Clear purpose

Common Patterns

Equipment	Typical Frequency
Fire extinguishers	Monthly + Annual
Ladders	Before each use or weekly
Vehicles	Daily (pre-trip)
Safety equipment	Monthly
Emergency exits	Monthly

Troubleshooting

Inspections Not Appearing

• Check schedule is active
• Verify items are assigned
• Confirm start date has passed
• Check warning period settings

Wrong Due Dates

• Review frequency settings
• Check start date
• Verify "based on" setting (start vs last inspection)
• Look for manual rescheduling

Too Many Notifications

• Adjust warning period (shorter)
• Change notification frequency
• Disable certain notification types
• Use daily digest instead of immediate

Next Steps

• Inspection Templates - Create templates to schedule
• Upcoming Inspections - View scheduled work
• Notifications - Manage alerts