The Schedule section is where you create and manage all scheduled work in InspectU — including Inspections, Checklists, and Tasks. Each type follows a similar flow but has a few unique fields. This article walks you through how to schedule each one.

To get started, click Schedule in the left-hand navigation menu. You'll see three tabs at the top: Inspections, Checklists, and Tasks.

Scheduling an Inspection

Inspections are multi-step scheduled reviews tied to specific sites and templates. Creating one takes three steps.

Step 1: Basic Settings

Click the Inspections tab, then click Create Inspection.

If you started an inspection previously and didn't finish, you'll be asked whether to Start Over or Continue where you left off.

Fill in the following fields:

Select Organization (required) Choose the organization this inspection belongs to. Once selected, the available templates and sites for that organization will load.

Inspection Templates (optional, but recommended) Select a template to auto-populate the instructions and structure for this inspection. Templates are built in advance under the Templates section. You can browse templates specific to your organization, or ones available from the shared Library.

Inspection Name (required) Give this specific inspection a clear name (e.g., "Lincoln Elementary – Spring Site Review"). This is different from the template name — it identifies this particular scheduled instance.

Categories (required) Assign one or more categories to help organize and filter the inspection. You can also create a new category inline by clicking Create new category.

Instructions for Completing Inspection (required) These instructions will be shown to the assigned user before they begin the inspection. If you selected a template, this field will auto-fill with the template's instructions. You can edit them as needed using the rich text editor.

Submission Instructions This message is shown to the user on the final step, just before they submit. Use this to include any last-minute reminders or next steps.

Due Date (required) Set the date by which this inspection must be completed.

Attachments Upload any reference materials the inspector may need (e.g., POS menu lists, health inspection reports, HACCP/Food Safety Plans, SDS sheets). Accepted formats are PDF and images, with a maximum file size of 10 MB per file.

When all fields are filled, click Next Step.

Note: From Step 2 onward, your progress is saved automatically. You can close the page at any time and return to continue editing later.

Step 2: Assignment / Recurrence

This step determines who completes the inspection and whether it repeats.

Select Site (required) Choose one or more sites where this inspection will take place. A separate inspection will be scheduled for each selected site. After selecting a site, a Select Users field will appear for that site — assign one or more users who can complete the inspection. If multiple users are assigned to the same site, only one of them needs to complete it.

Make Inspection Recurring? Toggle this on if this inspection should repeat automatically on a schedule. When enabled, the following additional fields appear:

• Recurrence Settings — Choose the frequency: Monthly, Quarterly, or Yearly.
• Day of the Month — Select which day of the month the inspection should be scheduled.
• Due Days — Enter how many days after the scheduled date the inspection should be completed by. For example, entering "5" means it will be due 5 days after it's scheduled.
• End Recurrence Date — Optionally set a date when the recurrence should stop. If left blank, the inspection will continue to recur indefinitely.
• Next Schedules — A preview of the upcoming scheduled dates based on your recurrence settings.

Click Next Step to continue.

Step 3: Overview

This is a read-only summary of everything you've configured. Review the following fields before finalizing:

Organization, Site, Inspection Name, Instructions for Completing Inspection, Submission Instructions (Final Step Text), Assigned To, and Due Date.

If anything needs to be corrected, click the Edit button next to the relevant field to go back and make changes.

When you're ready, choose one of two options at the bottom:

• Save as Draft — Saves the inspection without making it visible to assigned users yet.
• Schedule — Publishes the inspection and makes it available to the assigned users.

Managing Scheduled Items

From any of the three tabs (Inspections, Checklists, Tasks), you can:

• Show Fields — Customize which columns appear in the list view.
• Show Filters — Filter the list by status, date, site, or other criteria.
• Order Entries By — Sort by different columns.
• Show Archived [Items] — View items that have been archived and are no longer active.

Tips

• Use templates. Selecting an inspection or checklist template at the start auto-fills instructions and structure, saving significant time.
• Assign multiple sites at once. In Step 2, you can select multiple sites and InspectU will automatically create a separate scheduled item for each one.
• Save as Draft first. If you're not ready to notify users, use "Save as Draft" and return to publish it when you're ready.
• Use Recurring for routine work. Inspections, checklists, and tasks that happen on a regular schedule can be set to recur automatically so you don't have to recreate them each time.
• Progress is auto-saved. For inspections and checklists, your work in Steps 2 and 3 is automatically saved, so it's safe to close the page and return later.