Overdue Checks

A check becomes overdue when its due date passes without being completed. Overdue checks are a key indicator of compliance gaps.

How overdue detection works

Any check with a due date in the past that is still Scheduled or In Progress is overdue. Filter the Checks list by Overdue to see them.

An overdue check stays Scheduled for a grace period, so it can still be done. After that it's marked as Missed and can no longer be done. The grace period is 24 hours unless your organisation has changed it in Organisation settings. It can be anything from 0 hours (missed as soon as it's overdue) to one week.

A check that someone has started (In Progress) is never marked as missed, so it can still be finished.

To see missed checks, filter the Checks list by Missed.

Overdue checks show a red Overdue badge on the Checks list and on the asset's page.

What happens after a check is missed

For checks that are weekly or less often, your organisation chooses what happens next. You can change it in Organisation settings, and for any asset on its edit page.

• Add a catch-up check (the default). The missed check stays on record as missed. A copy with the same due date is added straight away, shown as Overdue with a Catch-up tag, so the inspection can still be done. It stays open until someone does it, is never marked as missed, and doesn't send any more alerts. Once it's done, the schedule carries on as normal.
• Make the next check due straight away. A new check is added, due now. If it isn't done within the grace period, it's missed too, and another is added.
• Carry on with the normal schedule. Nothing extra is added. The next check is due at the next date in the schedule, for example three months later for a quarterly check.

Daily checks always carry on with the normal schedule, because the next day's check takes the place of the missed one.

Once a check is done or missed, the next one in its schedule appears within the hour.

Dashboard alerts

Overdue checks appear prominently on the dashboard:

• The Overdue Checks card shows how many checks are past due
• Overdue checks are highlighted in the checks list with a red indicator
• The compliance percentage for a site decreases when checks are overdue. Overdue and Missed checks both count against the score — see Site Compliance for the formula.

Notifications

AssetBuddy sends notifications to keep the right people informed:

Check due reminders

Sent before a check is due, giving the assigned user (or site team) advance notice that an inspection is coming up.

Several reminders are grouped into one email, and you get at most one a day. See How alert emails are grouped.

Overdue alerts

Shown in the notification bell as soon as a check becomes overdue, while there's still time to do it. Overdue alerts aren't emailed. Overdue checks are emailed once a week instead, in the overdue summary below. Each check is only alerted once, and checks that were started but not finished are included. Alerts go to:

• H&S admins (organisation-wide)
• Site managers (for their site)
• The owner of the organisation (if they've opted in to H&S notifications)

Alerts are only sent for checks that fell due in the last 24 hours, so you won't get alerts about checks that went overdue long ago.

Overdue summary

The same people get a regular overdue summary listing checks that are still overdue and checks that were missed. It's weekly by default, and each person can switch to daily or turn it off on their Profile page.

Reducing overdue checks

To keep on top of your inspection schedule:

• Assign checks to specific users so there's clear ownership
• Review the dashboard daily to catch newly overdue items
• Set up notifications so the right people are alerted promptly
• Adjust frequency rules if checks are consistently overdue — the schedule may be unrealistic for your team's capacity
• Add more operators if the inspection workload is too high for current staffing

TIP

A small number of occasionally overdue checks is normal. Consistently high overdue counts suggest a systemic issue — perhaps too many checks, not enough staff, or unclear responsibilities.