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.

Tasks are simpler than inspections and checklists. They are single-page forms (no multi-step flow) and are used to assign action items with to-do lists to team members.

Click the Tasks tab, then click Schedule Task.

Fill in the following fields:

Task Name (required) Enter a clear name for the task (e.g., "Update HACCP documentation" or "Complete monthly temperature log review").

Select Organization (required) Choose which organization this task belongs to.

Categories (required) Assign one or more categories to organize the task. You can create a new category inline if needed.

Instructions for Completing Tasks List (required) Write instructions that will guide the assignee through completing the task. The default text prompts users to check off each step as they complete it.

To-Do List Build out the specific action items for this task by clicking Add New Item. A modal will appear with the following fields:

• Item Name — The name of the to-do action (e.g., "Review last month's temperature logs").
• Description — Optional additional context or instructions for this specific item, formatted with the rich text editor.
• Item Type — Choose how the assignee responds to this item:
  • Checkbox — The user marks it as done when complete.
  • Text Input — The user types a response or note.

Click Add Item to save it. Repeat for each action in the task.

Due Date (required) Set the deadline for completing the task.

Make Task Recurring? Toggle this on to repeat the task automatically. When enabled, the following fields appear:

• Recurrence Settings — Choose from Monthly, Daily (specific weekdays), Quarterly, or Yearly.
• Day of the Month — Select which day each recurrence is scheduled on (for monthly/quarterly/yearly).
• Due Days — Enter how many days after the scheduled date the task should be completed.
• End Recurrence Date — Optionally set when the recurrence ends. If blank, it continues indefinitely.
• Next Schedules — A preview of the upcoming scheduled dates.

Select Status (required) Choose the initial status for the task:

• Draft — Saves the task without notifying or making it visible to assignees.
• Assigned — Publishes the task immediately and notifies assigned users.

When ready, click Schedule New Task to create it.

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.