Scheduled vs Unscheduled Checks

AssetBuddy supports both automatically scheduled checks and manually created (unscheduled) checks.

Automatic scheduling

When a check template has a frequency rule (daily, weekly, monthly, quarterly, or annually), AssetBuddy automatically generates scheduled check instances for all applicable assets.

How it works

1. The system runs a scheduling job regularly
2. For each active template with a frequency rule, it identifies all assets that match the template's category
3. If an asset doesn't already have a pending (scheduled or in-progress) check for that template, the next due date is worked out
4. A new check is created only if the asset doesn't already have one covering that due date

Because of step 4, a check you have deleted or cancelled is not recreated for the same date. The schedule simply continues with the next one.

Paused templates are skipped entirely — see pausing and deleting templates.

Due date calculation

Frequency	How the due date is calculated
Daily	Next day after the last completed check
Weekly	One week later, optionally on a preferred day of the week
Monthly	One month later, optionally on a preferred day of the month
Quarterly	Three months later
Annually	One year later

If no previous check has been completed for an asset, the due date is calculated from the current date.

After a period away

If nobody has completed a check for several periods — for example the business was closed for a month — the schedule catches up rather than creating checks that are already overdue. The next check is set to the next occurrence still to come, keeping the original rhythm (a weekly Friday check stays on a Friday).

Checks that genuinely fell due while you were away remain recorded as missed. If a schedule shouldn't have been running during that time, pause the template — this cancels its outstanding checks so they no longer count against your compliance score.

Rescheduling after completion

When a check is completed, AssetBuddy automatically adjusts the due date of the next pending check instance. This ensures the schedule stays aligned with actual completion dates rather than drifting.

Pre-Use checks

Pre-Use checks are a special case — they are not auto-scheduled. Operators create them manually before each use of an asset. This is appropriate for equipment that is used intermittently (e.g. a cherry picker that's only used occasionally).

Unscheduled (ad-hoc) checks

You can create a check at any time, even if one isn't scheduled:

1. Go to Checks and click New Check
2. Select the asset and template
3. Perform the check as normal

Unscheduled checks are useful for:

• Pre-Use inspections before using equipment
• Spot checks triggered by a concern
• Management assurance visits
• Follow-up checks after a defect repair

To schedule the same template against many assets at once (rather than one-by-one), use the Schedule a check bulk action on the assets list.

Scheduling a check for a set date

To book a one-off check for a specific date, for example an inspection three months from now:

1. Go to Checks and click Schedule Check
2. Select the asset and check template
3. Pick the due date
4. Optionally choose who to assign it to
5. Optionally set Reminder (days before due), which is how many days before the due date the reminder goes out (1 to 365). Leave it blank to be reminded 1 day before.
6. Click Schedule Check

When the reminder date arrives, a Check Due Reminder is sent to the assigned person. If nobody is assigned, it goes to the asset owner, or to everyone at the asset's site if the asset has no owner. The reminder appears in the notification bell and is also emailed, unless the person has turned off emails for check reminders. If several reminders go to the same person, they're grouped into one email.

You can see the reminder setting on the check's page, under Check Summary. Checks created automatically from a template's frequency rule always use the 1-day default.

Assigning checks

Supervisors and above can assign a scheduled check to a specific user. This is useful for distributing inspection workload across a team.

Cancelling a check

If a check no longer needs to be carried out — for example the asset has been taken out of use — open the check and select Cancel check. You'll be asked to confirm, and the check is then marked Cancelled.

Only checks that are still Scheduled or In Progress can be cancelled. Once a check is Completed, Missed, or already Cancelled, the option is no longer shown. Cancelled checks are kept for your records rather than removed.

Anyone who can perform checks can cancel one.

Deleting checks

To remove checks entirely, go to the Checks page and tick the checkbox next to each check you want to remove. A bar appears at the top showing how many are selected, with a Delete button. You can optionally enter a reason for the deletion before confirming — this is recorded against each check in the audit log (and against the asset, on its Activity tab).

Deleted checks are removed from your check lists and compliance figures.

Deleting a scheduled check does not stop future checks. If the check's template has a frequency rule, the scheduler will create a fresh scheduled check for that asset the next time it runs — with a recalculated due date. Deleting only clears the current occurrence. To stop an asset being scheduled for a check altogether, remove the frequency rule from the template, or move the asset out of the template's category. (The same applies to cancelling a check.)

Use Cancel instead of Delete when you want to keep the check on record — with its reason and a Cancelled status — rather than removing it from history.

Deleting checks requires the same permission as scheduling them (Supervisor and above).

Check statuses

Status	Meaning
Scheduled	Created by the system, waiting to be performed
In Progress	Someone has started but not yet submitted the check
Completed	The check has been submitted with all responses
Missed	The check wasn't done within the grace period after its due date (24 hours unless your organisation has changed it). See Overdue Checks
Cancelled	The check was cancelled (e.g. asset was disposed)
Stood Down	The check fell due during a closedown, so it doesn't count against your compliance score

A Scheduled check that's past its due date shows a red Overdue badge. A Catch-up tag marks a copy of a missed check that's still waiting to be done. See What happens after a check is missed.

Required permissions

Action	Minimum role
View checks	Operator
Perform checks	Operator
Cancel a check	Operator
Assign checks	Supervisor
Schedule checks	Supervisor
Delete checks	Supervisor