Schedules
Set up recurring rules that automatically create inspections on a fixed cadence, then manage past and future occurrences across month, week, and agenda views.
Schedules automate the creation of inspections. You define a recurrence rule once, and Auditmark generates the next inspection for each run date automatically. This page covers the Schedules list, the schedule editor, and the Calendar view, including how to skip, move, reassign, or cancel individual occurrences.
Two tabs
The Schedules page has two tabs. The active tab is written to the URL, so you can bookmark or share a specific view. The Schedules tab also shows a count of all schedules next to its label.
| Tab | What it shows |
|---|---|
| Schedules | A filterable list of every schedule your organization owns |
| Calendar | Month, week, and agenda views with existing inspections and projected future occurrences |
Schedules tab
When you have no schedules yet, the tab shows an empty state titled "No schedules yet" with a New schedule button and a note that creating a schedule triggers recurring inspections automatically.
Toolbar and filters
The toolbar appears above the list. All filter values are written to the URL, so refreshing the page or sharing the link preserves your current filter set.
| Control | What it does |
|---|---|
| Search schedules | Matches against schedule title, template name, and client name (when the client layer is on) |
| Filter by client | Narrows to a single client account, or All clients; visible only when the client layer is enabled for your organization |
| Filter by status | All statuses, Active, or Inactive |
| Next run from / to | Narrows to schedules whose next run date falls within a date range |
| New schedule | Opens the schedule editor to create a new schedule |
When a filter excludes every schedule, the list shows "No schedules match your filters." instead of rows.
List columns
On a phone the table collapses into stacked cards. Each card shows the title, an Active or Paused badge, the template (and client when the client layer is on), the recurrence summary, and the next run date. Tap a card to open the editor.
| Column | Notes |
|---|---|
| Title | Display name, or the template name when no title is set |
| Template | Name of the template family the schedule is bound to |
| Client | Client account; visible only when the client layer is on |
| Recurrence | Human-readable summary derived from the stored rule, for example "Weekly (MO,WE,FR)", "Monthly on the 1st", or "One time" for a single-run schedule. A repeating schedule shows a repeat icon and a one-time schedule shows a calendar icon |
| Next run | Date and time of the next scheduled inspection, in your local timezone, or a dash when there is no upcoming run |
| Status | Active or Paused badge |
| A kebab menu of row actions |
Row actions
Each row has a kebab (three-dot) menu at the right labeled "Schedule actions". The available actions are Edit, Duplicate, Pause or Resume, and Delete.
| Action | What it does |
|---|---|
| Edit | Opens the schedule editor for that schedule |
| Duplicate | Creates a new schedule with the same settings. If the original has a title, the copy is named with a "(copy)" suffix |
| Pause | Stops future runs without deleting the schedule. The status badge changes to Paused |
| Resume | Restarts a paused schedule |
| Delete | Removes the schedule after a confirmation dialog |
Deleting a schedule
Selecting Delete opens a confirmation dialog titled "Delete schedule?". It explains that deleting stops the schedule, removes it from your list, triggers no new inspections, and does not affect inspections already created. Click Delete to confirm or Cancel to dismiss. Inspections that were already created continue through their normal lifecycle.
Creating and editing a schedule
Click New schedule, or choose Edit from a row's actions menu, to open the schedule editor dialog. The dialog is titled "New schedule" or "Edit schedule". The save button stays disabled until the required fields are valid.
Basic fields
A title is optional. It is a free-text label that appears in the list and on the calendar; leave it blank and Auditmark uses the template name as the display label.
Template is required. It is a searchable list of template families that have a published version. Families without a current published version do not appear.
Client is required when the client layer is on. It is a searchable list of your client accounts, and the generated inspections are linked to the client you pick. When the client layer is off, the schedule uses your organization's default client account automatically and the field is hidden.
An Approver field appears only when the selected template requires approval. Pick a member with the Approver role; it is stamped on every inspection this schedule generates. You can reassign the approver on an individual inspection later without changing the schedule.
Recurrence
Choose a preset chip or build a custom rule. The presets are One time, Daily, Weekly on weekdays, Every Monday, Monthly on the 1st, and Custom.
| Preset | Equivalent rule |
|---|---|
| One time | Runs exactly once on the start date, then becomes dormant |
| Daily | Every day, no end |
| Weekly on weekdays | Every Monday through Friday, no end |
| Every Monday | Every Monday, no end |
| Monthly on the 1st | The 1st of every month, no end |
| Custom | Opens the custom controls below |
Custom controls
Selecting Custom reveals the full recurrence builder.
The Frequency selector chooses Daily, Weekly, or Monthly. Changing it resets the frequency-specific fields below.
The Every field sets how many days, weeks, or months pass between runs. It must be at least 1.
For weekly frequency, an On days control shows a chip per day of the week. At least one day stays selected at all times. The days are ordered from your organization's configured week start, and your organization's weekend days appear in a lighter italic style but are still selectable.
For monthly frequency, an On day field sets the day of the month, 1 through 31. Months shorter than the selected day skip that occurrence.
The Ends selector controls when the schedule stops.
| Option | Behavior |
|---|---|
| Never | The schedule runs indefinitely |
| On date | Runs up to and including the chosen end date |
| After N occurrences | Stops after exactly N inspections have been created |
Starts and timezone
The Starts field is required. It is a date-and-time picker for the first occurrence, entered in local time and interpreted in the selected timezone.
The Timezone selector is the IANA timezone used to evaluate the recurrence. It defaults to your organization's configured timezone, and your browser's local zone is always included in the list even when it is not in the common preset list.
Due within
The Due within field sets how many days after the scheduled date the inspection's due date falls. Set it to 0 to make the inspection due on the same day as the scheduled date. The maximum is 365.
Default inspectors
Default inspectors is an optional set of team members pre-assigned to every inspection this schedule creates. Click a member's name chip to select or deselect them. This section appears only when your organization has team members. Assignments can be changed on individual inspections after creation.
Run preview
As soon as you set a start date, Auditmark computes and displays the upcoming run dates in real time (debounced briefly after each change). A one-time schedule shows the single run under a "Runs once (preview)" label; a recurring schedule shows the next five runs under "Next 5 runs (preview)". The preview updates whenever you change the recurrence rule, start date, or timezone, so you can verify the rule before saving. If the preview cannot be computed, an inline message appears in its place.
Saving
Click Create schedule for a new schedule or Save changes for an existing one. The button reads "Saving…" while the request is in flight. Any server-side validation error appears inline below the fields. Cancel closes the dialog without saving.
Calendar tab
The Calendar tab shows your schedule occurrences across three views. On a desktop or tablet, switch between them using the Month, Week, and Agenda toggle in the top-right of the calendar toolbar. On a phone the grid views are not shown and the calendar is always the agenda.
Legend
A legend below the calendar identifies the status colors used on the event chips and dots.
| Entry | Appearance |
|---|---|
| Scheduled | Solid chip in secondary color |
| In progress | Solid chip in info color |
| Pending | Solid chip in warning color (covers pending approval and pending sign-off) |
| Completed | Solid chip in primary color |
| Overdue | Solid chip in destructive (red) color |
| Projected | Dashed border, transparent background |
Projected occurrences are future run dates computed from the schedule's recurrence rule for which no inspection has been created yet.
Month view
A six-week grid showing up to three event chips per day cell. When a day has more than three items, a "+N more" link appears; clicking it opens the day peek popover, which lists every occurrence for that day and opens the same item actions when you click a row. Today's date is highlighted with a filled circle, and days outside the current month are shown in a muted background.
Week view
Seven day columns showing the selected week, with every item for each day displayed without a cap. Today's column is highlighted.
Agenda view
A chronological list of all items in the current range, grouped by day. Each row shows the time (or a dash when no specific time is set), a status dot, the inspection or schedule name, the template and client, and a status pill. The pill reads Scheduled, In progress, Pending approval, Pending sign-off, Completed, Archived, or Overdue. When nothing falls in the range, the view reads "Nothing scheduled in this range." The agenda view is also where the overdue review flow lands.
Navigation
Use the previous and next arrow buttons to move backward or forward one period at a time. The period label shows the month name and year in month view, or the week date range in week view. Click Today to return to the current period.
Overdue surfacing
When any scheduled inspections are past their due date, two things appear in the toolbar area:
An overdue count button appears in the toolbar (a triangle-alert icon and the count). Clicking it switches to the agenda filtered to overdue inspections only.
An attention bar appears below the toolbar showing the count of overdue inspections and the date of the earliest one, with a Review overdue link that jumps to the same overdue agenda. The attention bar hides once you are already in the overdue agenda.
While the overdue-only filter is active, a bar reading "Showing overdue only" appears with a Show all button to clear it.
Client filter
When the client layer is on, the calendar respects the active client filter set on the Schedules tab.
Clicking any event chip, agenda row, or day peek row opens the calendar item actions dialog.
Calendar item actions
Clicking an item opens a dialog showing the inspection or occurrence name, its date and time, and whether it is projected or its current status. The dialog title reads "Scheduled occurrence" for a projected run or "Inspection" for an existing one, and the available actions differ between the two.
Projected occurrence
| Action | What it does |
|---|---|
| Edit series | Opens the schedule editor for the underlying schedule so you can change the recurrence rule for all future runs |
| Skip this occurrence | Records a skip override. The run date is removed from the calendar without changing the recurrence rule; the next occurrence after the skipped date runs as normal |
| Move this occurrence to | Records a move override. Enter the new date and time and click Move. Only this single occurrence moves; the rest of the series is unaffected |
Existing inspection
| Action | What it does |
|---|---|
| Open inspection | Navigates to the inspection detail page |
| Reassign approver | Pick a new approver from the searchable member list. The change applies as soon as you choose a member and affects only this inspection, not the schedule's default approver |
| Reschedule to | Enter a new date and time and click Reschedule to update this inspection's scheduled date and time |
| Cancel inspection | Opens the archive-inspection dialog. Confirming with Archive moves the inspection to the Archived tab, where you can still open it; it leaves the active calendar. If some inspectors have not submitted their part yet, the dialog warns that archiving closes the inspection for everyone and any unsynced field edits are lost. Click Cancel to dismiss without archiving |
Skip and Move create per-occurrence overrides without modifying the underlying schedule rule. If you need to permanently change the cadence, use Edit series instead.
Lifecycle summary
- Create a schedule. Auditmark computes run dates from the recurrence rule and start date.
- At each run time, a new inspection is created in Scheduled status with the default inspectors and, if the template requires approval, the default approver pre-assigned.
- Inspectors receive the inspection and complete it through the normal lifecycle (see Inspections).
- Projected occurrences remain on the calendar until an inspection is created for that date, at which point the dashed entry is replaced by the actual inspection entry.
- Pausing a schedule stops future runs but keeps it in the list; deleting a schedule stops all future runs and removes it. Existing inspections are unaffected either way.
Related pages
- Inspections for the full lifecycle of a generated inspection.
- Templates for publishing the template families that schedules are bound to.