Inspection Scheduling

Schedule inspections in advance and set up recurring schedules to ensure consistent execution of quality checks, safety audits, and compliance routines.

Before You Start

• You need Manager or Supervisor permissions to schedule inspections
• Operators can view their scheduled inspections but cannot create schedules
• The inspection template must already exist in the Templates module

Overview

Zeltask supports two scheduling approaches:

Type	Use Case	Example
One-time	Single inspection on a specific date	Annual equipment audit
Recurring	Repeated inspections on a regular schedule	Daily pre-shift checks, weekly sanitation audits

Scheduling an Inspection

Step 1: Access the scheduling function

1. Click Inspections in the left navigation bar
2. Click Schedule Inspection

[Screenshot: Schedule Inspection button in the Inspections module]

Step 2: Select the template

1. Choose the inspection template you want to schedule
2. The template determines the questions and structure of the inspection

[Screenshot: Template selection dropdown with available templates]

Step 3: Set the dates

1. Select the Start Date — when the first inspection should be available
2. Select the Due Date — the deadline for completing the inspection

[Screenshot: Date selection fields showing start and due date pickers]

Step 4: Configure recurrence (optional)

For recurring inspections, select a recurrence pattern:

Recurrence	Description	Additional Options
None	One-time inspection	—
Daily	Every day or every X days	Interval (every 1, 2, 3... days)
Weekly	Every week or every X weeks	Which days of the week
Monthly	Every month or every X months	Which day of the month
Yearly	Every year or every X years	Which month and day

[GIF: Selecting monthly recurrence and configuring "every 2 months on the 15th"]

Step 5: Configure completion flexibility (optional)

Enable Allow inspections to be completed on a date that is no longer scheduled if you want users to complete overdue inspections after their original due date.

This is useful when:

• Shifts may run late
• Inspections span multiple days
• You want to capture data even if the deadline passed

Step 6: Assign responsibility

1. Select Assign User to assign to a specific person
2. Or select Assign Team to assign to a group

You can assign both a user and a team if needed.

[Screenshot: User and team assignment fields]

Step 7: Save the schedule

1. Review all settings
2. Click Submit to save the scheduled inspection

Assigned users and teams receive a notification about the new scheduled inspection.

Viewing Scheduled Inspections

As an Operator

1. Click Inspections in the left navigation bar
2. Switch to the Scheduled view

You see only inspections assigned to you, with:

• Template name
• Description
• ID
• Scheduled date and time
• Inspection questions

As a Manager or Supervisor

1. Click Inspections in the left navigation bar
2. Switch to the Scheduled view

You see all scheduled inspections across your organization, including:

• Template name
• Description
• ID
• Scheduled date and time
• Assigned users and/or teams
• Inspection questions

[Screenshot: Manager view of scheduled inspections showing multiple assignments]

Recurrence Examples

Daily Pre-Shift Check

Setting	Value
Template	Pre-Shift Safety Check
Start Date	Monday, January 6
Due Date	End of each day
Recurrence	Daily
Assigned To	Production Team

Creates a new inspection every day for the production team.

Weekly Sanitation Audit

Setting	Value
Template	Sanitation Inspection
Start Date	Friday, January 10
Due Date	Friday each week
Recurrence	Weekly (every Friday)
Assigned To	Quality Team

Creates a new inspection every Friday.

Monthly Equipment Inspection

Setting	Value
Template	Equipment Condition Check
Start Date	1st of the month
Due Date	5th of the month
Recurrence	Monthly (1st of each month)
Assigned To	Maintenance Lead

Creates a new inspection on the 1st of each month, due by the 5th.

Tips

• Schedule inspections during shifts when the responsible team is working
• For critical inspections, assign to a team rather than an individual to ensure coverage during absences
• Use descriptive template names so operators can quickly identify what they need to do
• Review scheduled inspections periodically to ensure they still match operational needs
• Enable the late completion option for inspections where capturing data is more important than strict timing