Overview
If several pieces of equipment use the same inspection, you can maintain one Checklist and schedule it separately for each Asset. For example, replace “Tram 1 daily”, “Tram 2 daily” and “Tram 3 daily” with “Daily tram inspection”, targeting three Assets.
This guide covers the changeover from an existing setup. Use Asset-driven Assignments and Schedules for the target settings and access requirements.
At a glance |
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Who can do this | Super Users; delegated administrators need permission to create Checklists, manage Assets and create or modify Schedules. |
Where | Checklists, Assets and Schedules |
Works on | Backend (web), Mobile app |
Availability | Add-on — ask your CSM to enable Scheduling functionality for assets |
💡 Why this matters: A shared Checklist keeps the inspection questions consistent while each Asset still has its own completion record.
Plan the changeover
List the old Checklists, their Schedules and the equipment each represents. Check whether the questions are genuinely the same. Keep a separate Checklist where the inspection procedure differs.
Check active slots and resumable work before deciding when to switch. A completed monthly inspection does not mean its monthly slot has ended. Choose a changeover after the old slot ends and before the replacement work is due.
🛑 Critical: Changing the Checklists or Assets on an existing Calendar Schedule affects slots that have not ended, including slots already in progress. Do not assume saving now schedules the change for next month. Coordinate unfinished work before changing the live setup.
Build the replacement
1. Prepare the Assets
Create or confirm one Asset per piece of equipment and put each at its correct Location. Use clear names so staff can distinguish otherwise identical inspections.
2. Prepare the shared Checklist
Use Create Copy to make an independent Checklist from the best existing version, then remove equipment-specific wording where appropriate. Review questions, scoring, logic and triggers. The copy starts without Results or Schedules.
3. Configure the Schedule
Use a separate replacement Schedule when you need to prepare future work while the old Schedule finishes. Under What?, select the shared Checklist. Under Where?, choose Assets and select the equipment. Confirm assignees, reviewers, compliance and timing. The Location selection in the Asset picker filters the available Assets; select the Assets themselves.
Set the replacement’s first slot deliberately. Avoid overlapping the old and new work. If you edit the existing Schedule instead, make the change at the agreed changeover and check active slots immediately. See scheduling a Checklist.
Check before switching
Use Schedule Metrics to confirm the intended Assets and eligible assignees.
Confirm each assignee has access to the Asset’s Location.
Check the replacement timing, including inherited Calendars and grace periods.
Review Notification Rules and reports that name the old Checklists. Include the replacement where needed.
Confirm the app shows the shared Checklist separately for the intended Assets once the work becomes available.
For example, one Checklist targeting three Assets should produce three separately completable inspections for that slot, not one inspection shared across all three Assets.
Retire the old setup
End or remove the old scheduled work at the agreed time using the Schedule stopping options. Exclusions only skip slots that have not started; they do not cancel work already under way.
Keep the original Checklists available for historical reporting. Completed Results remain associated with their original Checklist; creating a shared replacement does not merge or relabel those records. Record the changeover date so reports spanning it include both the old and new Checklists.
Best practices
Change one equipment group first and verify the app before expanding the setup.
Keep equipment identity in the Asset name and the inspection procedure in the Checklist title.
Record the replacement’s first due time and who will verify it.
Frequently asked questions
Should I update the old Schedule or create a new one?
Either can work. A new Schedule lets you prepare future slots while the old one finishes. Editing the old Schedule also updates active slots, so use it only when that immediate change is intended.
If this month’s inspections are complete, can I switch now?
Check whether the slot has ended first. A slot can remain active after its Results are submitted. Changing its Checklist or Assets can change the work available during the current period; use a deliberate changeover date.
Why can’t I select Assets on the Schedule?
Confirm the Scheduling functionality for assets add-on is enabled, then check the target selection. See Asset-driven Schedule setup.