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StationOne Documentation

How to Create an Inspection Schedule

This guide walks you through creating an inspection schedule to automate recurring inspections.

Prerequisites

Section titled “Prerequisites”
  • Brigade admin or organisation admin role
  • Existing vehicle or equipment
  • Inspection template created and active
  • Understanding of inspection frequency needs

Steps

Section titled “Steps”

1. Navigate to Schedules

Section titled “1. Navigate to Schedules”

From Vehicle/Equipment Page

Section titled “From Vehicle/Equipment Page”
  1. Navigate to Vehicles or Equipment
  2. Click on the vehicle/equipment
  3. Click Inspection Schedules tab
  4. Click New Schedule button

From Schedules Dashboard

Section titled “From Schedules Dashboard”
  1. Navigate to Inspection Schedules (if available)
  2. Click New Schedule
  3. Select vehicle or equipment

2. Select Template

Section titled “2. Select Template”

Choose the inspection template:

  1. Click Template dropdown
  2. Select appropriate template
  3. Templates filtered by:
    • Appliance type (for vehicles)
    • Equipment category (for equipment)
    • Active status

Note: You can only have one schedule per template per asset.

3. Set Frequency

Section titled “3. Set Frequency”

Choose how often the inspection should occur:

Daily

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

Weekly

Section titled “Weekly”
  • Inspection due every 7 days
  • Optional: Select specific day of week
  • Example: Every Monday
  • Common for routine equipment checks

Fortnightly

Section titled “Fortnightly”
  • Inspection due every 14 days
  • Bi-weekly schedule
  • No day-of-week option

Monthly

Section titled “Monthly”
  • Inspection due every month
  • Optional: Select day of month (1-31)
  • Example: 1st of each month
  • Adjusts for months with fewer days

Quarterly

Section titled “Quarterly”
  • Inspection due every 3 months
  • Four times per year
  • No day selection

Semi-Annual

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

Annual

Section titled “Annual”
  • Inspection due every 12 months
  • Once per year
  • Common for compliance inspections

Custom

Section titled “Custom”
  • Manually specified interval
  • Enter custom number of days
  • Use for special requirements

4. Configure Timing (Optional)

Section titled “4. Configure Timing (Optional)”

Depending on frequency:

Day of Week (Weekly only)

Section titled “Day of Week (Weekly only)”
  • Select Monday through Sunday
  • Inspection will be due on that day each week
  • Example: Every Thursday

Day of Month (Monthly only)

Section titled “Day of Month (Monthly only)”
  • Select day 1-31
  • Inspection due on that day each month
  • Example: 15th of each month
  • If day doesn’t exist (e.g., Feb 30), uses last day of month

5. Set Start Date

Section titled “5. Set Start Date”

Choose when first inspection is due:

  1. Click Next Due Date field
  2. Select date from calendar
  3. This is when first inspection will be due
  4. Subsequent dates calculated from this

Tip: For existing assets, set to when next inspection should occur. For new assets, set based on commissioning date.

6. Save Schedule

Section titled “6. Save Schedule”
  1. Review all settings
  2. Click Create Schedule
  3. Schedule is now active

After Creation

Section titled “After Creation”

Verify Schedule

Section titled “Verify Schedule”

Check schedule created correctly:

  1. View vehicle/equipment detail page
  2. Next Inspection Due should show your schedule date
  3. Status indicator shows:
    • Green: Up to date
    • Yellow: Due soon (within 7 days)
    • Red: Overdue

View on Dashboard

Section titled “View on Dashboard”

Schedule appears on:

  • Vehicle/equipment detail page
  • Inspection schedules list
  • Dashboard (if showing upcoming inspections)
  • Calendar view (if available)

Monitor Alerts

Section titled “Monitor Alerts”

System will alert for:

  • Due soon: Within 7 days of due date
  • Overdue: Past due date
  • Appears on dashboards and lists

Schedule Updates

Section titled “Schedule Updates”

Automatic Updates

Section titled “Automatic Updates”

When inspection is completed:

  • Schedule automatically updates last_completed_at
  • Next due date calculated based on frequency and completion timing
  • Status indicators update
  • Dashboard refreshes

Grace Period Calculation

Section titled “Grace Period Calculation”

The system uses intelligent scheduling to maintain consistent inspection dates:

Within Grace Period (7 days before due date or overdue)

  • Next due date calculated from original due date
  • Maintains regular schedule
  • Example: Monthly inspection due Jan 15
    • Completed Jan 10 (5 days early): Next due Feb 15 ✓
    • Completed Jan 15 (on time): Next due Feb 15 ✓
    • Completed Jan 25 (10 days late): Next due Feb 15 ✓

Outside Grace Period (more than 7 days early)

  • Next due date calculated from completion date
  • Schedule shifts forward
  • Example: Monthly inspection due Jan 15
    • Completed Jan 5 (10 days early): Next due Feb 5 ⚠️

This prevents the schedule from drifting when inspections are completed at the appropriate time, while still allowing flexibility for inspections completed well in advance.

Manual Updates

Section titled “Manual Updates”

Edit existing schedule:

  1. Navigate to schedule
  2. Click Edit
  3. Change frequency, timing, or due date
  4. Save changes

Pausing Schedules

Section titled “Pausing Schedules”

To temporarily stop a schedule:

  1. Delete the schedule
  2. Inspection history preserved
  3. Create new schedule when ready to resume

Multiple Schedules

Section titled “Multiple Schedules”

Assets can have multiple schedules:

Example: Vehicle

Section titled “Example: Vehicle”
  • Daily: Pre-shift safety check (basic template)
  • Monthly: Detailed maintenance (comprehensive template)
  • Annual: Compliance inspection (regulatory template)

Each schedule:

  • Uses different template
  • Has own frequency
  • Tracks independently
  • Updates separately

Example: Equipment

Section titled “Example: Equipment”
  • Weekly: Functionality check
  • Quarterly: Detailed inspection
  • Annual: Certification

Best Practices

Section titled “Best Practices”

Frequency Selection

Section titled “Frequency Selection”

Daily Schedules

  • Critical safety items only
  • Quick checks (5-15 minutes)
  • Pre-shift vehicle inspections
  • High-use equipment

Weekly Schedules

  • Regular equipment monitoring
  • Consumable checks
  • Moderate-use items
  • Select consistent day of week

Monthly Schedules

  • Routine maintenance
  • Detailed vehicle inspections
  • Less critical equipment
  • Choose convenient day of month

Quarterly/Annual Schedules

  • Major inspections
  • Compliance requirements
  • Manufacturer recommendations
  • Certifications and renewals

Timing Strategy

Section titled “Timing Strategy”

Day of Week

  • Choose less busy days
  • Spread across different days for different assets
  • Consider operational tempo
  • Example: Monday for vehicles (start of week)

Day of Month

  • Spread schedules across month
  • Avoid clustering too many on same day
  • Consider pay periods, other schedules
  • Example: 1st, 10th, 20th for different assets

Workload Balancing

Section titled “Workload Balancing”
  • Don’t schedule everything same day
  • Distribute inspections across week/month
  • Consider team capacity
  • Allow buffer time before due date
  • Plan for busy/slow periods

Start Date Selection

Section titled “Start Date Selection”

New Assets

  • Set based on in-service date
  • Example: Vehicle commissioned June 1, set monthly inspection for 1st

Existing Assets

  • Set to when next inspection should occur
  • Don’t backdate (creates overdue immediately)
  • Align with operational needs

Template Association

Section titled “Template Association”
  • Match template complexity to frequency
  • Daily = simple, quick templates
  • Monthly/quarterly = detailed templates
  • Annual = comprehensive checklists

Common Issues

Section titled “Common Issues”

Duplicate Schedule Error

Section titled “Duplicate Schedule Error”

If you get “Schedule already exists”:

  • Asset already has schedule for this template
  • One schedule per template per asset
  • Edit existing schedule instead
  • Or use different template

Template Not Available

Section titled “Template Not Available”

If template doesn’t appear in dropdown:

  • Check template is active (is_active = true)
  • Verify appliance type matches vehicle
  • Verify equipment category matches equipment
  • Contact admin to adjust template

Wrong Due Date

Section titled “Wrong Due Date”

If next due date is incorrect:

  • Check frequency setting
  • Verify day of week/month if applicable
  • Edit schedule to adjust
  • Consider if completion will reset properly

Schedule Not Appearing

Section titled “Schedule Not Appearing”

If schedule doesn’t show:

  • Refresh page
  • Check vehicle/equipment detail page
  • Verify schedule saved successfully
  • Look in inspection schedules list

Monitoring Schedules

Section titled “Monitoring Schedules”

Dashboard Views

Section titled “Dashboard Views”

Check schedules regularly:

  • Overdue: Immediate attention required
  • Due Soon: Plan for upcoming week
  • All Schedules: Overview of all recurring inspections

Calendar Integration

Section titled “Calendar Integration”

Use calendar view (if available):

  • Visual overview of inspection schedule
  • Plan workload
  • Identify busy periods
  • Click to start inspection

Reports

Section titled “Reports”

Generate schedule reports:

  • Compliance rates (completed vs missed)
  • Overdue trends
  • Completion rates by asset or template
  • Workload by day/week/month
Section titled “Related Guides”