The Audit Scheduler turns your recurring audit programme from a spreadsheet you have to chase into something the system runs for you. You define what needs auditing, who is responsible, and how often. Assure automatically creates each activity when it is due, assigns it to the right person, reminds them ahead of time, and tracks it through to completion on Assure or in AssureGO+. The result is a single, live view of your programme sitting alongside the records themselves. There is less manual administration each cycle, clear ownership of every activity, and the evidence of a structured, monitored audit programme.
This article covers what the Scheduler does, prerequisites and the terms and statuses used throughout.
Please see the related articles for further information on how to set up, and complete activities.
Before you begin:
The Audit module must be enabled first. Scheduling is built on top of the Audit module.
Permissions:
- Supervisor privilege:
- Manage Record Schedules: enable this for users who you need to create and manage schedules. Where enabled, users can also see all the scheduled activities created, and reassign them.
- Role:
- View tasks for other people: this existing role has been extended to included visibility of scheduled activities.
- Override scheduled activity: enable this role where you need a user to be able to complete a scheduled activity which belongs to another user.
- Reassign scheduled activity: enable this role where you need a user to be able to reassign a scheduled activity to another user.
To enable completion of scheduled activities on AssureGo+, users will need to be authenticated, and a questionnaire must be available. The questionnaire will need to have the correct IQ template for the user to complete.
Key Terms
| Term | What it means |
| Schedule | The recurring plan you create: what audit, who does it, and how often. |
| Scheduled activity | A single occurrence generated from a schedule, assigned to one person, with its own due date. |
| iQ template | The audit questionnaire the assignee completes. |
| Scheduled activity lead time | How far ahead of the due date an activity appears for the assignee to work on. |
| Due date | The date the activity should be completed by. |
| Scheduled Activity Manager | The view of all scheduled activities you are permitted to see. |
| My Tasks | Where an assignee sees the activities they need to complete. |
Activity Statuses
Activities will always show in Scheduled Activity Manager, their status will determine whether they show in My Tasks.
| Status | What it means | Shown in My Tasks? |
| Not Started | In the scheduled activity lead time, no record started yet. | Yes |
| In Progress | The assignee has started an associated record. | Yes |
| Not Completed | The due date passed without completion. | No – it can no longer be completed |
| Completed | The record was completed within the window. | No – nothing left to do |
| Not Required | The schedule was edited and this activity no longer falls within it (for example, its org unit or user was removed, or the recurrence changed) while it was In Progress. It stays in the activity’s history but does not count towards compliance. | No – the activity no longer forms part of the schedule |