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 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, a new instance is created
4. The due date is calculated based on the frequency rule and the date of the last completed check

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.

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

Assigning checks

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

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 was not completed within the allowed timeframe
Cancelled	The check was cancelled (e.g. asset was disposed)

Required permissions

Action	Minimum role
View checks	Operator
Perform checks	Operator
Assign checks	Supervisor
Schedule checks	Supervisor