Purpose Statement

The checklist scheduling feature in First Due Assets enables module managers to assign and automate recurring inspections, maintenance checks, and compliance verifications for apparatus, equipment, kits, and locations. This functionality ensures critical safety checks occur on time, reduces manual scheduling workload, and maintains consistent documentation across your department's asset inventory.

Background Information

Checklist scheduling is a core asset management capability that transforms routine inspections from reactive tasks into proactive, automated workflows. Rather than manually assigning checks each day, week, or month, module managers can create recurring schedules that automatically make checklists available to field personnel at the appropriate intervals.

Common Use Cases:

• Daily apparatus checks (SCBA, pump operations, equipment inventories)
• Weekly station equipment inspections
• Monthly compliance verifications for specialized equipment
• Quarterly or annual maintenance reviews
• Shift-based rotation schedules for apparatus assigned to different crews

Key Benefits:

• Ensures compliance with department policies and regulatory requirements
• Prevents missed inspections through automated scheduling
• Provides flexibility for early completion when operationally necessary
• Supports multiple scheduling patterns from simple daily checks to complex monthly rotations
• Reduces administrative burden on supervisors and officers

Prerequisites:

• Checklists must be created in the Assets module before they can be scheduled
• Asset types (apparatus, equipment, kits, locations) must be configured in the system
• Individual assets must be assigned to appropriate asset types

Required Permissions

To schedule checklists in First Due Assets, users must have the following permissions:

Required Permission:

• Assets Module - Manage Checklists (or equivalent administrative access to Assets module configuration)

This permission allows users to:

• Access the Checklist Scheduler from the Assets Setup menu
• Create, edit, and delete checklist schedules
• Assign checklists to specific assets or asset groups
• Configure schedule types and recurrence patterns

Note: Standard field users with Assets module access can complete scheduled checklists but cannot create or modify the scheduling configuration. Only users with administrative/manager-level permissions can access the Checklist Scheduler.

Video

Step-by-Step Guide

1. Access the Checklist Scheduler

1. Navigate to the Assets module.
   
2. Select Setup from the main menu.
   
3. Select Check List, followed by Checklist Scheduler.
   

2. Create a New Schedule

Select the Add Schedule button to begin creating a new checklist schedule.

3. Name Your Schedule

Enter a descriptive name for the schedule that clearly identifies its purpose (e.g., "Engine Daily Checks," "SCBA Monthly Inspections," "Station Equipment Weekly Review").

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. Configure Start Date and Due Time

Select a start date for when the schedule should begin. If specific timing is required, enter a due time to indicate when the checklist should be completed by (optional).

Important Considerations:

• The start date determines the first occurrence and establishes the recurring pattern for certain schedule types
• Due time is optional but recommended for time-sensitive checks (e.g., daily apparatus checks before shift change)
• For schedules already in progress, select the current date or next occurrence date

5. 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)

For this example, we'll use "Custom Monthly" to demonstrate advanced scheduling options.

6. Configure Early Start Option (Optional)

The Start Early toggle allows personnel to complete checklists before their scheduled date/time. When enabled:

1. Toggle the Start Early switch to the ON position
2. Enter a number in the first field
3. Select the time measurement (hours, days, or weeks) from the dropdown

Example Scenarios:

• Allow apparatus checks to be completed up to 2 hours early for operational flexibility
• Enable weekly equipment inspections to be completed up to 3 days early
• Permit monthly checks to be completed up to 1 week early

Strategic Considerations:

• Early completion windows support operational demands and crew availability
• Prevents scheduling conflicts during emergency responses
• Maintains compliance while providing necessary flexibility

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. Assign to Specific Assets

Based on your asset type selection, choose how to assign the schedule:

Each - Assign the schedule to individual assets

• Select specific apparatus, equipment, kits, or locations from the dropdown
  
• Search in the box at the top of the dropdown to find specific assets
  
• Click the name of the group highlighted in bold type to select all assets in that specific group
• Use for: Asset-specific checks that may vary by unit

Group - Assign the schedule to predefined asset groups

• Select an asset group from the dropdown
  
• Search in the box at the top of the dropdown to find specific groups
• Use for: Department-wide standards applied to multiple similar assets
• Example: All front-line engines, all ambulances, all SCBA equipment

9. Configure Checklist and Schedule Pattern

1. Select the checklist you wish to schedule from the Checklist 1 dropdown
   
1. 

   Note - Only unscheduled checklists will appear
2. Select the corresponding colored Select button to enable scheduling options

For Custom Monthly Schedule Type (this example):

3. Select the day of the week the checklist should recur on
4. 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

CRITICAL: You must make a selection from the Option dropdown for the checklist to be properly scheduled. Without this selection, the checklist will not be available to users.

10. Add Additional Checklists (Optional)

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

1. Select a checklist from the Checklist 2 dropdown
2. Configure its schedule pattern using the Select button and option dropdowns
3. 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

11. Save the Schedule

Select Done 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

Best Practices

Schedule Design:

• Create separate schedules for different inspection frequencies rather than combining multiple patterns in one schedule
• Use descriptive, standardized naming conventions that include frequency and asset type
• Align schedule start dates with your department's existing inspection cycles
• Consider operational rhythms when setting due times (e.g., shift changes, peak/off-peak hours)

Asset Assignment:

• Use Groups for department-wide standards to simplify management and ensure consistency
• Use Individual (Each) assignment for specialized equipment with unique inspection requirements
• Regularly review asset group memberships to ensure new assets are included in appropriate schedules

Early Start Configuration:

• Balance flexibility with compliance requirements when setting early start windows
• Shorter windows (hours) work well for shift-based daily checks
• Longer windows (days/weeks) support monthly or quarterly inspections with variable crew availability
• Document your early start rationale for audit and compliance purposes

Schedule Type Selection:

• Default to simpler schedule types (Daily, Weekly, Monthly) when possible for easier management
• Use Custom and Custom Monthly only when standard options don't meet your requirements
• For complex rotation schedules, consider creating multiple simpler schedules instead of one complex configuration

Testing and Validation:

• Test new schedules with a small subset of assets before full deployment
• Verify checklists appear as expected in field users' interfaces
• Confirm notification timing aligns with operational needs
• Review completion rates after the first few cycles to identify any confusion or issues

Documentation:

• Maintain a schedule inventory document that lists all active schedules, their purposes, and assigned assets
• Document the rationale for custom schedules and early start configurations
• Share schedule changes with affected personnel before implementation

Common Mistakes to Avoid:

• Forgetting to select an option in Custom Monthly configuration (checklist will not appear)
• Creating overly complex schedules that confuse field users
• Not considering operational demands when setting due times
• Assigning schedules to assets that don't require the associated inspection
• Failing to update schedules when asset inventory changes

Troubleshooting & FAQs

• Verify you selected an option in the Option dropdown for Custom Monthly schedules
• Confirm the start date is current or in the past (future start dates won't display checklists yet)
• Ensure users have the correct Assets module permissions to view and complete checklists
• Verify the asset is properly assigned in Step 8 (Each or Group selection)
• Check that the checklist itself is published and active in the system

• Schedule 1: Daily apparatus check for front-line engines
• Schedule 2: Weekly apparatus check for reserve engines
• Both using the same checklist but with different schedule types and asset assignments

1. Locate the schedule you want to modify
2. Select the schedule name or edit icon
3. Make your changes (you can modify any field except asset type)
4. Select Done to save changes Note: Changes apply to future occurrences only; completed checklists are not affected

• Delete the schedule and recreate it later (loses configuration history), OR
• Change the schedule type to "On Demand" temporarily (preserves configuration but changes behavior), OR
• Contact your system administrator about potential workarounds for your specific version

• Custom: Creates a repeating rotation period of X days (e.g., every 10 days means the checklist recurs every 10 days regardless of calendar)
• Custom Monthly: Creates patterns based on calendar months (e.g., every 2nd and 4th Tuesday means those specific Tuesdays within each calendar month)

• For Weekly: Start date determines which day of the week recurs (start date of Friday = every Friday)
• For Monthly: Start date determines which day of the month recurs (start date of 15th = every 15th of the month)
• To change the recurring day, you must change the start date to a different day that matches your desired pattern

• Each must have a checklist selected from the dropdown
• Each must have the Select button activated
• For Custom Monthly, each must have both a day and option selected
• If any checklist is incomplete, it will not appear even if others are configured correctly

Additional Notes - Schedule Type Reference Guide

This comprehensive reference provides detailed information for all available schedule types to help you select the most appropriate option for your needs.

On Demand

When to Use: Non-scheduled inspections, training scenarios, as-needed checks, special circumstances Behavior: Checklist is always available; no automatic recurrence Start Date Impact: None (checklist available immediately) Best For: Post-incident inspections, training exercises, optional supplemental checks

Custom

When to Use: Unique recurring rotation schedules that don't fit standard daily/weekly/monthly patterns Behavior: Creates a repeating cycle of 1-31 days Start Date Impact: Defines the first day of the rotation period Best For: Shift rotation schedules (e.g., every 10 days for a 10-day shift cycle), specialized maintenance intervals Example: If you select 12 days with a start date of July 1, the checklist will recur on July 1, July 13, July 25, August 6, etc.

Custom Monthly

When to Use: Inspections that must occur on specific weekday patterns within each month Behavior: Allows selection of recurring day-of-week patterns (e.g., every 1st and 3rd Monday) Start Date Impact: Defines when the first occurrence begins (must be after this date) Best For: Monthly meetings-aligned inspections, compliance checks tied to monthly schedules Example: "Third Monday" means the checklist recurs on the third Monday of every month

Daily

When to Use: Inspections required every single day Behavior: Checklist recurs every day without exception Start Date Impact: Defines when daily recurrence begins Best For: Apparatus daily checks, shift equipment verifications, operational readiness checks Example: Start date of July 1 means checklists will be available July 1, July 2, July 3, and every day thereafter

Weekly

When to Use: Inspections required once per week on the same day Behavior: Checklist recurs every 7 days Start Date Impact: The day of the week of your start date becomes the recurring day Best For: Weekly equipment inventories, station maintenance checks, weekly administrative tasks Example: Start date of Friday, July 1, 2022 means checklists will recur every Friday (July 8, July 15, July 22, etc.)

Monthly

When to Use: Inspections required once per month on the same date Behavior: Checklist recurs on the same calendar day each month Start Date Impact: The day of the month of your start date becomes the recurring day Best For: Monthly compliance checks, routine maintenance, monthly reports Example: Start date of July 1, 2022 means checklists will recur on the 1st of every month (August 1, September 1, October 1, etc.) Note: For start dates on the 29th, 30th, or 31st, the checklist will appear on the last day of months with fewer days

Every Three Months

When to Use: Quarterly inspections or seasonal equipment checks Behavior: Checklist recurs every 90 days (approximately 3 months) Start Date Impact: The day of the month of your start date becomes the recurring day in the quarterly pattern Best For: Quarterly certifications, seasonal equipment verifications, extended maintenance intervalsExample: Start date of July 1, 2022 means checklists will recur on October 1, January 1, April 1, July 1, etc.

Every Six Months

When to Use: Semi-annual inspections or extended maintenance intervals Behavior: Checklist recurs every 180 days (approximately 6 months) Start Date Impact: The day of the month of your start date becomes the recurring day in the semi-annual pattern Best For: Semi-annual certifications, biannual compliance checks, extended equipment maintenanceExample: Start date of July 1, 2022 means checklists will recur on January 1, July 1, January 1, etc.

Every Year

When to Use: Annual inspections, certifications, or compliance requirements Behavior: Checklist recurs on the same date every year Start Date Impact: The exact date of your start date becomes the annual recurrence date Best For: Annual certifications, yearly compliance audits, annual equipment certifications Example: Start date of July 1, 2022 means checklists will recur every July 1 (2023, 2024, 2025, etc.)

Every Monday

When to Use: Inspections specifically required on Mondays regardless of other scheduling Behavior: Checklist recurs every Monday Start Date Impact: Defines when the Monday recurrence begins (must be on or after this date) Best For: Week-start equipment checks, post-weekend inspections, Monday-specific operational requirements Example: Checklist appears every Monday; if start date is July 1, 2022 (Friday), first occurrence will be Monday, July 4, 2022

Every Friday

When to Use: Inspections specifically required on Fridays regardless of other scheduling Behavior: Checklist recurs every Friday Start Date Impact: Defines when the Friday recurrence begins (must be on or after this date) Best For: Week-end equipment checks, pre-weekend verifications, Friday-specific operational requirements Example: Checklist appears every Friday; if start date is July 1, 2022 (Friday), first occurrence will be July 1, then July 8, July 15, etc.

Every X Months

When to Use: Custom month intervals not covered by standard options (e.g., every 4 months, every 9 months) Behavior: Checklist recurs at user-specified month intervals Start Date Impact: The day of the month of your start date becomes the recurring day at the specified interval Best For: Non-standard compliance intervals, specialized maintenance schedules, custom certification cycles Configuration: After selecting this schedule type, enter the desired number of months in the interval field Example: Start date of July 1, 2024 with interval set to "4 months" means checklists will recur every fourth month on the 1st: July 1, November 1, March 1, July 1, etc.