Who is this article for?

Users who need to schedule Inspections.

Administrator role is required.

Pending inspections track inspections scheduled for future dates and manage assignments and due dates across Rooms, Assets, Groups, and Users.

1. Understanding scheduling options

You can schedule inspections using the following options:

• Monthly – First Day: Inspection due on the 1st of each month
• Monthly – Last Day: Inspection due on the last day of each month
• Cycle-Based: Next inspection due based on a cycle:
  • If cycle value provided (for example, 180 days), next due date equals last inspection completion date plus cycle value plus one day
  • If no cycle value, system uses template's default cycle

2. Assigning inspectors

When you assign an inspector at creation, the inspection appears in their assignments. Reassigning an inspection updates all future pending inspections to the new inspector.

3. Scheduling room inspections

Room inspections can be assigned at the following levels:

• Room
• Facility
• Location
• Department
• Organization
• Room Type

The system applies hierarchy rules from highest to lowest priority to prevent duplicates:

• Room: Direct room assignment always wins
• Facility/Location: Facility takes precedence over Location; select Room Types to include rooms and skip rooms with existing room-level assignments
• Department/Organization: Department-level overrides Organization
• Room Type: Only used if no higher-level assignments exist

When multiple hierarchies apply, the earliest due date wins.

Example: Room 101 (Room Type: Autoclave) is located in Facility: Chiller Plant, Location: AB College. A room-level assignment creates an immediate pending inspection. A facility-level assignment only applies if no room-level assignment exists.

4. Scheduling asset inspections

Asset inspections can be assigned at the following levels:

• Asset
• Facility
• Location
• Department
• Organization
• Asset Type

The system applies hierarchy rules from highest to lowest priority:

• Asset: Direct assignment wins
• Facility/Location: Select Asset Types and skip assets with existing asset-level assignments
• Department/Organization: Department-level overrides Organization
• Asset Type: Only used if no higher-level assignments exist

Example: Asset: Fire Extinguisher (Type: Laser) is located in Room 101, Facility: Chiller Plant. An asset-level assignment creates an immediate pending inspection.

5. Scheduling group inspections

Group inspections can be assigned at the following levels:

• Group
• Facility
• Location
• Department
• Organization
• Group Type

Facility and Location evaluation depends on group members (rooms and assets). If group members span multiple facilities, the assignment with the nearest due date is selected.

Note: By default, only room memberships are evaluated. Asset membership inclusion requires enabling the corresponding setting.

6. Scheduling user inspections (PI inspections)

User inspections can be assigned at the following levels:

• User
• Facility
• Location
• Department
• Organization

Facility-level PI assignment includes users via room rosters. Asset roster users are included only if enabled. One pending inspection is created per eligible user.

7. Understanding due date resolution

The system determines the final due date by following these steps:

1. Determine winning assignment at each hierarchy level.
2. Compare due dates across applicable hierarchies.
3. Create a single pending inspection using the earliest due date.

Important: Object-level assignments (Room, Asset, Group, User) always override higher-level assignments.