Purpose Statement

Asset Checklist Schedules allow organizations to automatically assign checklists to individual assets or asset groups on a recurring schedule. Scheduling checklists ensures inspections, maintenance, readiness checks, and other recurring tasks are completed consistently while providing flexibility for on-demand checklists when needed.

Background Information

Asset checklist schedules can be created from two locations:

• Checklist Scheduler – Create and manage standalone checklist schedules and assign up to three checklists to a single recurring schedule.
• Checklist Builder – Create or edit a checklist and immediately configure its schedule without leaving the checklist.

The Checklist Scheduler provides a centralized location for viewing all scheduled checklists, including their assigned asset type, associated checklist(s), schedule type, assigned assets, duration settings, creation date, and last modified date. From this page, administrators can activate, deactivate, edit, or permanently delete schedules.

Creating schedules from the Checklist Builder is ideal when building a new checklist, while the Checklister is best suited for managing multiple schedules and assigning multiple checklists to a single recurring cadence.

Required Permissions

Users must have permissions that allow them to:

• Access the Assets module
• Access Assets Setup
• Create and edit Asset Checklists
• Create, edit, activate, deactivate, and delete Checklist Schedules
• Assign checklists to assets or asset groups

Video

Step-by-Step Guide

Create a Checklist Schedule from the Checklist Scheduler

1. Navigate to the Checklist Scheduler

• Select Assets > Setup > Checklist > Checklist Scheduler.

2. Select Add Schedule

• This will create a new rotation to be assigned to individual assets or entire groups

3. Enter a Schedule Name

• This is the name displayed on the user's dashboard when the checklist becomes available.

Naming Best Practices:

• Include the frequency in the schedule name for easy identification
• Reference the asset type or specific equipment being checked
• Use consistent naming conventions across all schedules

4. Select Schedule Type

• Choose the appropriate Schedule Type from the dropdown menu based on your inspection requirements.

Available Schedule Types:

On Demand - Checklist available anytime without scheduled recurrence

• Use for: Non-routine inspections, as-needed checks, training scenarios

Custom - Recurring cycle of up to 31 days

• Use for: Unique rotation schedules (e.g., every 10 days, every 15 days)
• Note: Days represent rotation period, NOT calendar days of the month

Custom Monthly - Recurring specific days of the month

• Use for: Checks that must occur on particular dates or weekday patterns each month
• Example: Every 1st and 3rd Monday, every 15th of the month

Daily - Checklist recurs every day

• Use for: Apparatus daily checks, shift equipment verifications

Weekly - Checklist recurs once per week

• Use for: Weekly equipment inventories, station maintenance checks
• Note: Start date determines the recurring day of week

Monthly - Checklist recurs once per month

• Use for: Monthly compliance checks, routine maintenance
• Note: Start date determines the recurring day of month

Every Three Months - Checklist recurs quarterly

• Use for: Quarterly inspections, seasonal equipment checks

Every Six Months - Checklist recurs semi-annually

• Use for: Semi-annual certifications, extended maintenance intervals

Every Year - Checklist recurs annually

• Use for: Annual inspections, certification renewals

Every Monday - Checklist recurs specifically on Mondays

• Use for: Week-start equipment checks, post-weekend inspections

Every Friday - Checklist recurs specifically on Fridays

• Use for: Week-end equipment checks, pre-weekend verifications

Every X Months - Custom month interval (user-specified)

• Use for: Non-standard intervals (e.g., every 4 months, every 8 months)

Every X Weeks - Custom week interval (user-specified)

• Use for: Non-standard intervals (e.g., every 5 weeks, every 3 weeks)

Last Day of the Month - Checklist recurs on the last day of each month, regardless of the day of the week

• Use for: End of the month audits

5. Select the First Due Date

• This can be back-dated or set as a future date
• The due date will depend on the Schedule Type selected above

6. Configure the Schedule Availability

• Input a Due Time to set the time this checklist is due
  • After that point it will be listed as Overdue
  • Enter the Due Time using 24-hour (military) time
• Enable Available Duration to set a Start Time
  • This will unlock the checklist at the set Start Time for end users to complete
  • Enter the Start Time using 24-hour (military) time
  • Input the number of hours or days this checklist can be available for
• Enter the Duration to determine how long the checklist remains available before becoming overdue.
• Optionally configure Available Early to allow users to begin the checklist before the scheduled start time or the due time.

7. Select Asset Type

• In the Applies To field, select the asset type this schedule will apply to:

  • Apparatus
  • Equipment
  • Kit
  • Location
• This selection determines which assets will be available for assignment in the next step.

8. Configure Checklist and Schedule Pattern

• Select the checklist you wish to schedule from the Checklist 1 dropdown
  • Only unscheduled checklists will appear
• Select the corresponding colored Select button to enable scheduling options

Example - For Custom Monthly Schedule Type:

• Select the day of the week the checklist should recur on
• Use the Option dropdown to select the desired recurring pattern:
  • First [Day of Week]
  • Second [Day of Week]
  • Third [Day of Week]
  • Fourth [Day of Week]
  • Last [Day of Week]

Example Configuration:

• Checklist: "SCBA Equipment Inspection"
• Day: Monday
• Option: "Third" → Results in checklist recurring every third Monday of each month

9. Add Additional Checklists (Optional)

• You can schedule up to three checklists within a single schedule configuration:

  • Select a checklist from the Checklist 2 dropdown

  • Configure its schedule pattern using the Select button and option  

  • Repeat for Checklist 3 if needed

Use Cases for Multiple Checklists:

• Group related inspections that share the same schedule (e.g., apparatus pump check + equipment inventory)
• Combine operational and safety checks for efficiency
• Schedule complementary inspections for comprehensive asset verification

10. Save and Verify the Schedule

• Select Save when finished configuring the schedule. The new schedule will immediately become active based on your start date configuration.

Post-Creation Verification:

• Confirm the schedule appears in the Checklist Scheduler list
• Verify the next occurrence date displays correctly
• Test the schedule by checking asset availability from a user perspective

Create a Schedule While Building or Editing a Checklist

1. Navigate to the Assets Checklist Builder

• Create a new checklist or edit an existing checklist

2. Select the Schedule Button within the Checklist Builder

• This will display both a numerical value to indicate the amount of schedules associated to this checklist and a list of any checklists and their schedule type

3. Select Add Schedule

• This creates a new schedule for this specific checklist

4. Follow Steps 3-8 from Above

Manage Existing Checklist Schedules

1. Navigate to Assets Checklist Setup

2. Locate the Desired Schedule

• Review schedule information, including:
  • Schedule name
  • Asset type
  • Associated checklist
  • Number of assigned assets
  • Schedule type
  • Duration
  • Created date
  • Last edited date
• Manage the scheduling using the actions buttons
  • Pencil: Edit a schedule.
  • Checkmark/X: Activate or Deactivate a schedule.
  • Trash Can: Delete a schedule.

Best Practices

Schedule Design

• Use descriptive, standardized schedule names that clearly identify the checklist users will complete.
• Align schedule start dates with your department's existing inspection or maintenance cycles.
• Create separate schedules for different inspection frequencies rather than combining unrelated schedules.
• When using Custom Monthly schedules, remember that each checklist requires its own monthly occurrence. Create separate schedules if different checklists need different monthly dates.
• Use the Last Day of the Month schedule type for inspections or maintenance tasks that must always occur on the final calendar day, regardless of the month's length.

Asset Assignment

• Assign schedules to Asset Groups whenever possible to simplify administration and ensure consistency across similar assets.
• Use Individual (Each) assignments only when a checklist applies to specific assets with unique inspection requirements.
• Regularly review asset group memberships to ensure new assets receive the correct scheduled checklists.

Schedule Availability

• Configure Duration to determine how long a checklist remains available before it is marked overdue.
• Use Available Early when personnel should be able to begin a checklist before its scheduled start time.
• Match the duration window to your operational schedule. Shorter durations work well for daily shift inspections, while longer durations may be appropriate for monthly or quarterly inspections.

Choosing Where to Create Schedules

• Use the Checklist Builder when scheduling a single checklist while creating or editing it.
• Use the Checklist Scheduler when assigning the same recurring schedule to multiple checklists (up to three).
• Periodically review inactive schedules and remove outdated schedules that are no longer needed.

Testing and Validation

• Test newly created schedules before deploying them department-wide.
• Verify that checklists appear correctly on assigned assets.
• Confirm that Duration, Available Early, and recurrence settings function as expected.
• Review completion rates after the first scheduling cycle to identify any configuration issues.

Common Mistakes to Avoid

• Using the Checklist Builder when multiple checklists need to share the same schedule.
• Forgetting to configure the occurrence when using a Custom Monthly schedule.
• Selecting an incorrect start date, resulting in an unexpected recurring pattern.
• Setting a Duration that is too short for operational needs.
• Assigning schedules to the wrong assets or asset groups.
• Deleting a schedule when it only needs to be temporarily deactivated.

Troubleshooting & FAQs

Q: Why isn't my scheduled checklist appearing?

A: Verify the following:

• The schedule is Active.
• The selected First Due Date has passed.
• The checklist has been assigned to the correct asset or asset group.
• The checklist itself is active.
• For Custom Monthly schedules, verify the monthly occurrence has been selected.

Q: Why can I only associate one checklist when scheduling from the Checklist Builder?

A: Schedules created from the Checklist Builder are associated only with the checklist currently being edited. To associate up to three checklists with a single recurring schedule, create the schedule from the Checklist Scheduler.

Q: Can I assign multiple checklists to one schedule?

A: Yes. The Checklist Scheduler allows you to associate up to three checklists with a single recurring schedule. Each checklist remains independent but follows the same schedule configuration.

Q: What is the difference between Custom and Custom Monthly schedules?

• Custom creates a recurring schedule based on a specified number of days.
• Custom Monthly schedules recur on a selected occurrence within a month, such as the Third Thursday or First Monday.

Q: When should I use the Last Day of the Month schedule type?

A: Use Last Day of the Month when a checklist should always occur on the final calendar day of each month. This option automatically adjusts for months with 28, 29, 30, or 31 days.

Q: What does Duration do?

A: Duration determines how long a checklist remains available after its scheduled start time before it is marked overdue.

Q: Can users start a checklist before the scheduled start time?

A: Yes. Configure the Available Early setting to allow users to begin a checklist before its scheduled start time.

Q: What happens if I deactivate a schedule?

A: The schedule remains configured but stops generating new checklist assignments until it is reactivated.

Q: What happens if I delete a schedule?

A: Deleting a schedule permanently removes it from the system. If it is needed again, it must be recreated.

Q: Can I edit an existing schedule?

A: Yes. From Assets > Setup > Checklist Scheduler, select the Edit icon to modify the schedule. Changes affect future checklist occurrences only.

Additional Notes – Schedule Type Reference Guide

On Demand

When to Use: Inspections or checklists completed as needed.

Behavior: The checklist is always available and is not placed on a recurring schedule.

Best For: Return-to-service inspections, post-incident inspections, training exercises, or optional readiness checks.

Custom

When to Use: Recurring schedules that repeat every specified number of days.

Behavior: Creates a recurring cycle based on the selected interval.

Best For: Shift rotations, specialized maintenance schedules, or non-standard inspection intervals.

Custom Monthly

When to Use: Inspections that occur on a specific weekday occurrence each month.

Behavior: Allows selection of occurrences such as First Monday, Second Tuesday, or Third Thursday.

Best For: Monthly compliance inspections, scheduled maintenance, or recurring operational tasks.

Daily

Behavior: Creates a checklist every day.

Best For: Daily apparatus inspections and operational readiness checks.

Weekly

Behavior: Creates a checklist every seven days based on the selected start date.

Best For: Weekly inspections and maintenance tasks.

Monthly

Behavior: Creates a checklist on the same calendar day each month.

Best For: Monthly inspections, reporting, and routine maintenance.

Every Three Months

Behavior: Creates a checklist every three months.

Best For: Quarterly inspections and certification checks.

Every Six Months

Behavior: Creates a checklist every six months.

Best For: Semi-annual inspections and preventive maintenance.

Every Year

Behavior: Creates a checklist annually on the selected date.

Best For: Annual certifications and compliance inspections.

Every Monday

Behavior: Creates a checklist every Monday.

Best For: Weekly inspections that always occur at the beginning of the work week.

Every Friday

Behavior: Creates a checklist every Friday.

Best For: End-of-week inspections and readiness checks.

Every X Months

Behavior: Creates a checklist using a custom monthly interval specified by the user.

Best For: Specialized maintenance or compliance schedules that do not align with standard monthly intervals.

Last Day of the Month

Behavior: Creates a checklist on the final calendar day of every month, automatically accounting for months with different numbers of days.

Best For: End-of-month inspections, reporting tasks, inventory verification, and monthly compliance activities.