Overview
Use this guide when a new workplace needs its first scheduled checks. The outcome is a Location with the right team, a working Schedule and a clear route for reviewing completed work.
Creating the Location is one part of the setup. Decide who performs the work, who reviews it and when it is due before you configure the Schedule.
At a glance |
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Who can do this | Super Users, or delegated Locations › Create and Schedules › Create permissions; related setup may need additional permissions. |
Where | Locations, User Groups and Schedules |
Works on | Backend (web) |
Availability | All organizations |
💡 Why this matters: Connecting these parts in order gives the team a usable work setup from day one.
Plan the first work cycle
Write down the Location name, responsible User Group, Checklist, working window and reviewer. For example: a new café, the Catering team, a daily opening check and a Catering supervisor. Keep this first setup small enough to verify before adding more routines.
Connect the Location and team
1. Create the Location
Open Locations › Create, enter its Name and complete the relevant settings. Use creating Locations for the field-by-field instructions. Operational Logging and RideOps are separate options; ordinary scheduled Checklist work does not require you to enable them.
2. Add the people who work there
Under Direct Memberships, add the relevant Users or User Groups, or put the Location in a Location Group that supplies the intended membership. Use Location access to check the inherited relationships. Include the reviewers as well as the people completing the checks.
3. Choose the Checklist
Reuse a suitable existing Checklist where the questions are the same. Create a new one when the work differs. If the shared Checklist uses Location Properties to show different questions, assign the appropriate Properties to the new Location before use. See creating and assigning Location Properties.
Schedule and review the work
1. Choose a Schedule type
Use a Calendar Schedule for work due within recurring windows. Use a Continuous Schedule for a form people can complete whenever needed. An Ad Hoc Slot is for a particular one-off task. See choosing a Schedule type.
2. Connect the work and people
Add the Checklist, target the new Location or its intended Location Group, and select Assigned to (Users/User Groups). Add Reviewers (Users/User Groups) and Owners (Users/User Groups) deliberately: they are different responsibilities.
3. Set the review policy
If completed checks need approval, configure the Schedule’s validation settings and give reviewers the required access. See setting up Result validation. Location membership alone does not make someone a reviewer.
🛑 Critical: If the check must control operational readiness, configure and verify its criticality separately. Creating a Schedule or selecting reviewers does not automatically make the check a condition for opening. See Schedule criticality and operational status.
Verify the setup before launch
Inspect the planned dates, time zone, targets and assignees. Use Schedule Metrics to check the work the Schedule will generate. Have a representative team member confirm that they can find the intended work in the Mobile app.
Use a suitable test workflow for any practice submission. If the Location should appear on a shared dashboard, check that the widget’s Location filter includes it and its viewers have Location access.
Best practices
Name the person responsible for maintaining the Schedule.
Use team memberships you can maintain when staff change.
Verify one complete work cycle before adding the rest of the Location’s routines.
Frequently asked questions
Do the Users I add to a Location automatically receive its Checklists?
No. They also need to be assignees of the relevant Schedule, directly or through a User Group. See how access works.
How do I include the new Location on Location Overview?
Include it in the widget’s Location scope and ensure viewers have access to it. See the Location Overview widget.
Should I create a Location Group for each new Location?
Only when it serves a useful shared structure. Location Groups can group workplaces and supply memberships; you can also configure a Location directly. See creating Location Groups.