Who this is for: Needs Schedule Audits.
Start from Create New → Audits → Audit Record, or from ⋮ → Schedule Audit on a template row in My Audit Templates (the template is then chosen for you). You can also start from a cell in the Coverage view or an item in the Audit Plan. These pre-fill the location and template and, from the plan, the planned date. See Scheduling and exporting from the Coverage view [LINK] and Viewing the Audit Plan [LINK].
Step 1 — Audit Type. Choose Scheduled Audit to plan it in advance, or Ad Hoc Audit to start it now.
Step 2 — Find Template. Search Audit Templates (the library) or My Audit Templates, filter by regulation, and select a template. If nothing fits, the link at the bottom lets you request one.
Step 3 — Audit Details.
Field | Required | Notes |
Audit Title | Yes | Pre-filled from the template name; editable |
Reference No. | Depends | Generated automatically when Enable Autogenerate Reference is on. When it is off, you must enter one |
Audit Owner | Yes | Defaults to you |
Auditor | Yes | Only people who can conduct audits are listed — see 5.3 |
Location / Site | Yes | Defaults to the template’s location |
Scope / Description | No | Pre-filled from the template description |
Auditee(s) | No | The people being audited. Pick one or more active users in your company |
Information required from the auditee | No | What the auditee should have ready — for example training records, permits or who needs to be available. Up to 2,000 characters. The auditor sees it on Audit Details |
Step 4 — Schedule. Set the Scheduled Date and, optionally, the Scheduled Time, then select Confirm & Save. A confirmation screen shows the details before the audit is saved — see 5.4.
What the confirmation screen can show:
An amber note when the audit is scheduled for today, with Conduct Audit Today (Revise Details) to start it straight away — see Converting a scheduled audit to ‘conduct now’ [LINK].
A message when no audit charter is in force for the location, if your administrator has turned on the No active charter check. Warn (amber) lets you save and records it in the audit history. Block (red) stops you saving until a charter is in force — see Setting up your audit charter [LINK].
Auditee notices: if Auditees told about a scheduled audit is switched on in Audit Settings → Notifications, each auditee is sent an email and an Audit Notice when you save, and the audit history records “The auditees were told about this audit”. Ad hoc audits don’t send a notice — see Telling auditees about an audit and recording the opening meeting [LINK].
One auditor is chosen when you schedule. To add more auditors, use Reassign Audit on the audit afterwards — see 5.7.
If this doesn’t work
Required fields highlighted red — complete them before continuing.
Wrong template — use Change on the Audit Details step, or Back.
No Schedule Audit option anywhere — you do not have Schedule Audits. See 1.6.
Save as Scheduled is greyed out with a red charter message — your organisation blocks audits at locations with no audit charter. Ask an Audit Administrator to add one for the location or a location above it.