The Schedules page allows administrators to create, assign, monitor, and manage inspections, tasks, and acknowledgments across their organization.

From this page, you can:

• Schedule inspections, tasks, and acknowledgments
• Assign work to individual users or groups
• Monitor assignment statuses and due dates
• Review submitted entries
• Generate reports
• Manage recurring schedules
• Archive completed or outdated assignments

The options available may vary depending on your role and permissions.

Accessing the Schedules Page

Select Schedules from the left navigation menu.

The page is divided into three tabs:

• Inspections
• Tasks
• Acknowledgments

Select a tab to view and manage that type of schedule.

Inspections

The Inspections tab displays inspections that have been scheduled throughout your organization.

Each row may include:

• Inspection name
• Due date
• Assigned user
• Status
• Entry
• Recurrence
• Site
• Submission date
• Available actions

Inspection Statuses

The status shows the current stage of each inspection:

• Assigned: The inspection has been scheduled but not started.
• In Progress: The assigned user has started the inspection.
• Approved: The inspection was submitted and approved.
• Action Requested: The submission was returned to the inspector for changes or additional information.

Searching and Filtering Inspections

Use the search field to locate an inspection by name.

Select Show Filters to narrow the list using available information, such as:

• Inspection name
• Assigned user
• Site
• Status
• Due date
• Submission date
• Recurrence

After choosing your filters, select Apply Filters.

Select Clear All Filters to remove the filters.

Viewing Overdue Inspections

Select Show Overdue to display inspections that are past their due dates and have not been completed.

Select the button again to return to the complete inspection list.

Customizing the Inspection Table

Select Show Fields to choose which columns appear in the table.

You can add, remove, and rearrange available fields. Select Save when you are finished.

You can also:

• Select a column heading to sort by that field.
• Use Order entries by to change the order of the list.
• Use Entries Per Page to control how many records are displayed.
• Use the page controls to move between multiple pages of results.

How to Schedule an Inspection

Select Schedule Inspection from the Inspections tab.

The scheduling process is divided into several steps.

Step 1: Basic Settings

Select an Inspection Template

Choose the inspection template you want to assign.

The template provides the inspection’s sections, questions, instructions, categories, and response fields.

If the required template is not available, create or add it to your Templates page before scheduling the inspection.

Enter the Inspection Information

Depending on the template, you may be able to review or update:

• Inspection name
• Inspection categories
• Coverage Board category
• Instructions for completing the inspection
• Introduction text
• Final step text

The Coverage Board Category connects the inspection to a category on the Dashboard’s Coverage Board.

Select No Board Category if the inspection should not be tracked on the Coverage Board.

Step 2: Assignment and Recurrence

Select a Site

Select the site where the inspection will be completed.

Leave the site blank to create an organization-level inspection that is not connected to a specific location.

Choose an Assignment Method

You can assign the inspection to:

• Individual Users
• Groups

If you select individual users, choose the appropriate members from the selected site.

If you select groups, choose the group responsible for completing the inspection.

Attach the Inspection to an Asset

Enable Attach to Asset when the inspection relates to a specific piece of equipment or another asset in InspectU.

Select the appropriate asset from the available list.

Make the Inspection Recurring

Enable Make Inspection Recurring if the inspection should be assigned more than once.

Available recurrence options may include:

• Specific days
• Weekly
• Monthly
• Yearly

Depending on the selected frequency, you can choose:

• The days or dates when the inspection repeats
• How often it repeats
• A specific completion time
• When the recurring schedule ends
• Whether late completion is allowed
• How many days after the due date an assignment may still be completed

Step 3: Due Date and Review

Choose the due date for the inspection.

Before scheduling, review the inspection summary, including:

• Template
• Instructions
• Selected site
• Assignment method
• Assigned users or groups
• Recurrence
• Due date

Select Edit beside a section if you need to make changes.

When everything is correct:

• Select Schedule to activate the inspection assignment.
• Select Save as Draft to save the schedule without assigning it.
• Select Prev Step to return to an earlier section.

Reviewing Inspection Entries

When an inspector submits an inspection, select View Entry to review it.

The Inspection Entry page includes:

• Inspection name
• Assigned site
• Submitted user
• Due date
• Submission date
• Inspection responses
• Notes
• Uploaded images
• Signatures
• Statuses for individual items

Expand each inspection section to review the submitted responses.

Viewing Site History

Select Site History to review previous inspection activity for the selected site.

Site History can help you identify repeated findings, compare previous results, and monitor corrective actions over time.

Generating an Inspection Report

From the Inspection Entry page, choose your report preferences.

You can:

• Hide statuses
• Hide images
• Hide notes

Choose a report format:

• PDF
• CSV

Select Generate Report to create the report.

When the report is ready, you can download or share it.

Managing Scheduled Inspections

Select the menu under Actions to access available management options.

Depending on the inspection’s status and your permissions, you may be able to:

• Edit the schedule
• View the entry
• Review site history
• Generate a report
• Archive the inspection

Select Show Archived Inspections to view archived records.

Tasks

The Tasks tab displays tasks scheduled for users throughout your organization.

Each row may include:

• Priority
• Task name
• Due date
• Assigned user
• Status
• Entry
• Site
• Available actions

How to Schedule a Task

Select Schedule Task from the Tasks tab.

Enter the Task Information

Complete the required task details, including:

• Task name
• Task type
• Priority

Available task types may include:

• General
• Maintenance
• Log

A maintenance task must be connected to an asset. A log task must be connected to an active log.

Select an Asset or Site

If the task is related to an asset, select the appropriate asset.

You may also select a site or leave the site at the organization level when the task is not connected to a specific location.

Assign the Task

Choose an assignment method:

• Assign to individual users
• Assign to groups

Select the users or groups responsible for completing the task.

When users are selected from different sites, InspectU may create a separate task for each site.

Select a Coverage Board Category

Choose a Board Category if the task should be included on the Coverage Board.

Select No Board Category if Coverage Board tracking is not required.

Enter Task Instructions

Use the instructions field to explain what must be completed.

Include clear action steps so assigned users understand the work required before submitting the task.

Attach Documents

Select Attach Documents to add supporting files, such as:

• Procedures
• Checklists
• Equipment manuals
• Reference documents
• Photos or forms

Set Completion Requirements

Choose the task’s due date.

You can also require:

• Inspector signature
• Site representative signature

Create a Recurring Task

Enable Make Task Recurring if the task should repeat.

Select the frequency, days or dates, completion time, ending conditions, and late-completion allowance.

Schedule or Save the Task

When the task is ready:

• Select Schedule Task to assign it.
• Select Save as Draft to save it without activating the assignment.

Reviewing Task Entries

Select View Entry from the task schedule to open a completed or in-progress task entry.

The Task Entry page may include:

• Task details
• Completion history
• Submitted responses
• Notes
• Attachments
• Required signatures

Select Download Report to save a report of the task entry.

Managing Scheduled Tasks

Use the Actions menu to access available options, such as:

• Edit
• Duplicate
• View Entry
• Archive

Select Show Archived Tasks to view tasks that have been archived.

Acknowledgments

The Acknowledgments tab displays acknowledgment assignments created for users throughout your organization.

Each row may include:

• Acknowledgment name
• Status
• Assigned users
• Site
• Due date
• File-upload requirement
• Recurrence
• Entry
• Available actions

Acknowledgment Statuses

Common acknowledgment statuses include:

• Assigned: The user has not completed the acknowledgment.
• Approved: The user has successfully acknowledged the item.
• Review: The acknowledgment includes a submitted file that requires administrator review.

How to Schedule an Acknowledgment

Select Schedule Acknowledgment from the Acknowledgments tab.

Enter the Acknowledgment Information

Enter the acknowledgment name and instructions.

Clearly explain what users are expected to read, review, confirm, or submit.

Select a Site

Choose the site connected to the acknowledgment.

Leave the site blank or select the organization-wide option when the acknowledgment applies to the entire organization.

Require a File Upload

Enable Require File Upload on Submission if users must upload a document before completing the acknowledgment.

This may be used for signed forms, certifications, completed worksheets, or other required records.

Assign the Acknowledgment

Choose whether to assign it to:

• Individual users
• Groups

Select the users or groups who must complete the acknowledgment.

Attach Documents

Select Attach Documents to add a policy, handbook, form, or other document for users to review.

You can select documents already saved in the Document Hub.

Set the Due Date and Recurrence

Choose the acknowledgment’s due date.

Enable Make Recurring if the acknowledgment should be assigned again on a repeating schedule.

Publish the Acknowledgment

When everything is ready:

• Select Publish & Assign to activate the acknowledgment.
• Select Save as Draft to save it without assigning it.

Reviewing Acknowledgment Entries

Select View Entry to review a completed acknowledgment.

If a user submitted a required file, select Review to examine the submission and determine whether it should be approved.

Managing Scheduled Acknowledgments

Use the Actions menu to access available options, such as:

• Edit
• Duplicate
• View Entry
• Archive

Select Show Archived Acknowledgments to view archived assignments.

Helpful Tips

• Use clear names so scheduled items are easy to identify.
• Confirm the correct site before assigning users.
• Use Coverage Board categories only when the assignment should be tracked on the Dashboard.
• Add detailed instructions to reduce incomplete or incorrect submissions.
• Use recurring schedules for routine inspections, maintenance, and annual acknowledgments.
• Review overdue assignments regularly.
• Use Save as Draft when the schedule is not ready to be assigned.
• Review submitted entries before approving or archiving them.
• If a user or group is unavailable for selection, confirm their site assignment and account permissions.