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StationOne Documentation

Inspection Schedules

Inspection Schedules automate recurring inspections for vehicles and equipment, ensuring compliance and preventive maintenance.

Inspection Schedules

Overview

Section titled “Overview”

Inspection Schedules provide:

  • Automatic recurring inspection scheduling
  • Multiple frequency options
  • Next due date tracking
  • Overdue and due soon alerts
  • Automatic schedule updates on completion
  • Multiple schedules per asset

Schedule Frequencies

Section titled “Schedule Frequencies”

Choose from predefined or custom frequencies:

Daily

Section titled “Daily”
  • Every day
  • Common for pre-shift vehicle checks
  • Next due: 1 day after completion

Weekly

Section titled “Weekly”
  • Every 7 days
  • Optional: Specify day of week
  • Common for routine equipment checks

Fortnightly

Section titled “Fortnightly”
  • Every 14 days
  • Bi-weekly inspections

Monthly

Section titled “Monthly”
  • Every month
  • Optional: Specify day of month (1-31)
  • Common for periodic maintenance

Quarterly

Section titled “Quarterly”
  • Every 3 months
  • Four times per year
  • Common for equipment servicing

Semi-Annual

Section titled “Semi-Annual”
  • Every 6 months
  • Twice per year
  • Common for major inspections

Annual

Section titled “Annual”
  • Every 12 months
  • Once per year
  • Common for compliance inspections

Custom

Section titled “Custom”
  • Manually specified interval
  • Flexible for special requirements

Creating Schedules

Section titled “Creating Schedules”

Setup Process

Section titled “Setup Process”
  1. Select asset: Choose vehicle or equipment
  2. Choose template: Select inspection checklist
  3. Set frequency: Pick schedule frequency
  4. Configure timing: Set day of week or month (if applicable)
  5. Set start date: First inspection due date
  6. Activate: Schedule becomes active

Template Association

Section titled “Template Association”

Each schedule links to a specific template:

  • One schedule per template per asset
  • Duplicate prevention (unique constraint)
  • Template changes don’t affect existing schedules
  • Can have multiple schedules with different templates

Schedule Tracking

Section titled “Schedule Tracking”

Next Due Date

Section titled “Next Due Date”

Automatically calculated based on:

  • Frequency setting
  • Last completion date
  • Day of week/month preferences

Status Indicators

Section titled “Status Indicators”

Up to Date

  • Next due date is in the future
  • No action required
  • Displayed with green indicator

Due Soon

  • Due within 7 days (default threshold)
  • Warning displayed
  • Displayed with yellow indicator

Overdue

  • Past due date
  • Requires immediate attention
  • Displayed with red indicator

Schedule Updates

Section titled “Schedule Updates”

Automatic Updates

Section titled “Automatic Updates”

When inspection is completed:

  1. last_completed_at timestamp updated
  2. Next due date calculated automatically
  3. Inspection linked to schedule via schedule_id
  4. Dashboard updated with new status

Manual Updates

Section titled “Manual Updates”

Schedules can be manually adjusted:

  • Change frequency
  • Modify day of week/month
  • Update next due date
  • Pause or delete schedule

Multiple Schedules

Section titled “Multiple Schedules”

Assets can have multiple active schedules:

Different Templates

  • Daily pre-shift check (basic template)
  • Monthly detailed inspection (comprehensive template)
  • Annual compliance inspection (regulatory template)

Different Focus Areas

  • Safety equipment monthly
  • Mechanical systems quarterly
  • Documentation annual

Dashboard Integration

Section titled “Dashboard Integration”

Schedules integrate with dashboards:

Vehicle/Equipment Views

Section titled “Vehicle/Equipment Views”
  • Next inspection due date displayed
  • Status indicator (overdue, due soon, up to date)
  • Click to view schedule details
  • Quick access to start inspection

Schedule Management View

Section titled “Schedule Management View”
  • All schedules by unit or organization
  • Filter by status (overdue, due soon, all)
  • Filter by asset type (vehicles, equipment)
  • Bulk schedule management

Calendar View

Section titled “Calendar View”
  • Visual calendar of upcoming inspections
  • Color-coded by status
  • Click to start inspection
  • Plan inspection workload

Schedule Lifecycle

Section titled “Schedule Lifecycle”

1. Create

Section titled “1. Create”

Set up new recurring schedule:

  • Define frequency and timing
  • Set first due date
  • Activate schedule

2. Active Monitoring

Section titled “2. Active Monitoring”

Track schedule status:

  • Monitor due dates
  • Receive alerts for due soon/overdue
  • View on dashboards and calendars

3. Conduct Inspections

Section titled “3. Conduct Inspections”

Complete scheduled inspections:

  • Start from schedule link
  • Complete inspection
  • Schedule auto-updates

4. Adjust

Section titled “4. Adjust”

Modify schedule as needed:

  • Change frequency
  • Update timing
  • Extend or advance due dates

5. Deactivate

Section titled “5. Deactivate”

End recurring schedule:

  • Delete schedule when no longer needed
  • Asset inspection history preserved
  • Can create new schedule anytime

Best Practices

Section titled “Best Practices”

Frequency Selection

Section titled “Frequency Selection”
  • Daily: Critical safety checks (vehicles before shift)
  • Weekly: Regular equipment monitoring
  • Monthly: Routine maintenance items
  • Quarterly: Detailed inspections
  • Annual: Compliance and regulatory requirements

Schedule Organization

Section titled “Schedule Organization”
  • Create separate schedules for different inspection types
  • Use descriptive template names
  • Align frequencies with manufacturer recommendations
  • Consider operational tempo

Compliance Management

Section titled “Compliance Management”
  • Set schedules to ensure regulatory compliance
  • Document inspection requirements
  • Track completion rates
  • Review overdue items regularly

Workload Planning

Section titled “Workload Planning”
  • Spread inspections throughout month
  • Avoid clustering too many inspections
  • Use day of week/month settings strategically
  • Balance daily workload

Notification Management

Section titled “Notification Management”
  • Set appropriate alert thresholds
  • Review due soon items weekly
  • Prioritize overdue inspections
  • Escalate persistent overdue items

Schedule Scopes

Section titled “Schedule Scopes”

Asset-Specific Scopes

Section titled “Asset-Specific Scopes”

Vehicle Schedules

  • .vehicle.inspection_schedules
  • Filter by vehicle
  • View all schedules for one vehicle

Equipment Schedules

  • .equipment.inspection_schedules
  • Filter by equipment
  • View all schedules for one item

Organization Scopes

Section titled “Organization Scopes”

Active Schedules

  • .active
  • All currently active schedules
  • Exclude deleted schedules

Overdue

  • .overdue
  • Past due date
  • Requires immediate action

Due Soon

  • .due_soon(days)
  • Due within specified days (default 7)
  • Plan upcoming inspections

Preventing Duplicates

Section titled “Preventing Duplicates”

System prevents duplicate schedules:

  • Unique constraint: [inspectable_id, inspectable_type, template_id]
  • One schedule per template per asset
  • Error if duplicate attempted
  • Update existing schedule instead
Section titled “Related Features”