Scheduling recurring checks and internal audits

Recurring checklists and internal audits (house safety checks, fire drills, medication audits) are set up as form schedules, and recurring participant assessments as assessment schedules. CompanionAxis then assigns each one ahead of its due date and flags it when overdue.

Before you begin

• A published form to schedule, for example the starter templates House safety checklist, Fire drill record or Medication audit copied from Templates in Quality → Forms.
• Permission to manage form schedules (forms.schedules.manage) or assessment schedules (assessments.schedules.manage).

Schedule a recurring check or audit

1. Go to Quality → Forms and open the Schedules tab.
2. Select Schedule a form.
3. Choose the Form. Only published forms that are not assessments are listed.
4. Choose the Frequency: Weekly, Fortnightly, Monthly, Quarterly, Every 6 months or Every 12 months.
5. Set First due and Assign ahead (on the day, or 1, 3, 7 or 14 days before).
6. Choose Assign to: The house team leader, a role, or a named person.
7. Choose what it Applies to: All active houses, Chosen houses, Chosen participants or The organisation (one form). Select Schedule.

Track scheduled forms

1. On the Schedules tab, read Frequency, Assigned to, Applies to, Last completed and Next due.
2. A red Overdue badge shows a form past its due date.
3. Select Pause to stop a schedule for a while, and Resume to restart it.

Schedule recurring participant assessments

1. Go to Quality → Assessments and open the Schedules tab.
2. Select New schedule.
3. Choose the Assessment, for example Participant risk assessment, and what it Applies to (for example every active participant). New participants or houses that match are picked up automatically.
4. Choose the Frequency (On expiry, Every month, Every 3 months, Every 6 months or Every 12 months) and the Lead time.
5. Choose Assign to (for example The participant’s coordinator) and the Reminders before the due date, then select Create schedule.

Set reminders and overdue rules

1. Go to Settings → Forms and assessments (or the gear icon on Quality → Forms).
2. Under Reminders and due dates, set how people are reminded about assigned forms and when a form counts as overdue.
3. Choose whether Due shift checklists at clock-out must be done to clock out or only warn the worker.
4. Select Save.

Plan an internal audit cycle

1. For an internal audit against the Practice Standards, go to Quality → Practice Standards and open Assessment cycles in the Audits and evidence card.
2. Plan a cycle with the Audit set to Internal audit. See Preparing for a certification or verification audit.

Tips

• Staff complete assigned forms on their phone in More → Forms, or on the web from Quality → Forms.
• Completed checklists and audits are records the compliance hub can use as evidence. Add an evidence rule for Form submission to link them automatically.

If something goes wrong

Your form isn’t in the Form list

Publish it first. Assessment templates are scheduled in Quality → Assessments, not here.

Schedule a form isn’t shown

You need permission to manage form schedules.

A house got no checklist

Check the schedule isn’t paused and the house is active. With Chosen houses, make sure the house is ticked.