Overview
Every Calendar Schedule, Continuous Schedule and Ad Hoc Slot has three people fields in its Who? section: Assigned to (Users/User Groups), Reviewers (Users/User Groups) and Owners (Users/User Groups). A fourth setting, Results visible to, decides who else can see the Results.
Each field does a different job — doing the work, checking the work, and maintaining the Schedule. This article explains what each one lets people see and do, and what happens when one is left empty.
At a glance |
|
Who can do this | Super Users, the Schedule's Owners or creator, or a Role with Schedules › Modify. New Schedules and Ad Hoc Slots need Schedules › Create |
Where | Schedules › a Schedule › Edit (then Settings on a Calendar Schedule) › Who?; Schedules › Ad Hoc Slots › a slot › Who? |
Works on | Backend (web) to set up. Assignees and reviewers also work in the Mobile app. |
Availability | All organizations |
💡 Why this matters: Mixing up these fields is the most common reason for "why can't this person do X?". Setting all three deliberately keeps responsibility clear, gets every Result checked by the right people, and stops Missing Results piling up with nobody able to handle them.
The three people fields
Field | What it does |
Assigned to | The people who complete the Checklists. They see them in the app during each slot (or any time, on a Continuous Schedule), and can get availability and reminder notifications. |
Reviewers | The people who check the work. With Results › Validate, they approve or disapprove Results that require validation. With Results › Validate Missing, they approve Missing Results; rescheduling also needs Schedules › Create. They always see the Schedule's Results. |
Owners | The people who maintain the Schedule. They can edit and delete it without Schedules › Modify. Whoever creates a Schedule is added automatically. Ownership gives no access to Results. |
Each field takes Users and User Groups; with a User Group, every member counts. The same person can be in more than one field. Assignees, reviewers and owners can all see the Schedule in the Schedules list, even without Schedules › View. Which Results need validation is set in the Schedule's compliance settings — see Schedule compliance settings.
On an Ad Hoc Slot, the Owners field doesn't give edit or delete rights — see Adding owners to Schedules.
🛑 Critical: Assignees and reviewers only act at target Locations they're members of — directly, through a User Group or through a Location Group. An assignee who isn't a member can't see or complete the Checklist there, so a pre-opening check can go missing. Check with Verifying a Schedule with Schedule Metrics before you rely on it.
Who can see the Results
Results visible to sits under Who? and sets who, besides reviewers, can see the Results a Schedule produces:
Option | Who else sees the Results |
Assignees (default) | Everyone in Assigned to |
Performing User | Only the person who completed each Result |
Reviewers Only | Nobody else |
Changing it also applies to existing Results. It only narrows access for people without a Results Role: Super Users see every Result, and a Role with Results › View sees all Results at the Locations the person is a member of, whatever this setting says. Everyone except Super Users must also be a member of the Result's Location.
If a Schedule has no reviewers
Leave Reviewers empty and Mobaro warns: "Scheduling without specifying reviewers is not a recommended configuration." It still saves, but:
Only Super Users can validate the Schedule's Results.
On a Calendar Schedule or Ad Hoc Slot, only Super Users can approve or reschedule its Missing Results.
Nobody gets the Result requires validation/review push or the Missed results digest for it — both go to reviewers only.
⚠️ Heads-up: A Role with Results › Validate or Validate Missing isn't enough on its own. The person must also be a reviewer on that Schedule or Ad Hoc Slot, so an empty Reviewers field sends every Result and Missing Result to your Super Users.
Set the people on a Schedule
1. Open the Schedule's settings
Go to Schedules, select the Schedule and click Edit. On a Calendar Schedule, click Settings in its header. For an Ad Hoc Slot, open it from Schedules › Ad Hoc Slots.
2. Fill in Who?
Add people to Assigned to, Reviewers and Owners, and choose Results visible to.
3. Check and save
Expand Results Expected and click Show Details to see, per Location, who can complete, review, validate and reschedule. Then click Save.
To change people on many Schedules at once, see How to bulk change assignees and compliance settings on schedules. Ad Hoc Slots created by an Ad Hoc Slot Trigger take their people from the trigger, and a rescheduled Missing Result can reuse them with Use assignees from the original slot and Use reviewers from the original slot.
Best practices
Use User Groups in all three fields, so the Schedule keeps working when people change shifts or roles.
Give every Calendar Schedule and Ad Hoc Slot at least one reviewer who is a member of each target Location and has Results › Validate and Validate Missing.
Keep assignees and reviewers different for safety-critical checks, so a Result is checked by someone other than the person who did it.
Use Reviewers Only or Performing User for sensitive Checklists, and keep Results › View for people who should see everything at their Locations.
Frequently asked questions
What does someone need to be able to validate checklists?
Two things: a Role with Results › Validate, and being in Reviewers on that Schedule or Ad Hoc Slot, directly or through a User Group. They must also be a member of the Location. Super Users can validate everything. See How to validate Checklists.
I set results to reviewers only, but team leads can still see them. Why?
Results visible to doesn't limit people whose Role has Results › View — they see all Results at their Locations. Super Users see everything. Remove Results › View from their Role, or take them out of the Location.
Do reviewers need access to the location to see and validate results?
Yes. Reviewers only see and validate Results at Locations they're members of, directly or through a User Group or Location Group. Only Super Users are exempt.
Where can I see who the reviewers or owners of a schedule are?
Open the Schedule's settings and look under Who?; you can close it without saving. The Schedules list has no reviewer or owner columns. To see who can validate at each Location, use Schedule Metrics.
Do reviewers get a notification when a checklist is completed?
Only when the Result requires validation: reviewers who are Location members get a Result requires validation/review push if it's switched on in their notification settings. For an email on every Result, create a Notification Rule and tick Send notification to reviewers — see Create and manage Notification Rules.