Fluent Forms

Scheduled & Recurring Inspections

Set up automated recurring forms for regular audits — weekly vehicle checks, monthly safety inspections.

Scheduled assignments automatically create a new copy of a form on a set frequency — daily, weekly, biweekly, or monthly. This is ideal for recurring work like pre-trip vehicle checks, weekly safety walkarounds, or monthly compliance audits.

Each time a schedule fires, the assigned team member receives the form in their My Work queue with a notification so nothing gets missed.

Creating a schedule

  1. Go to Admin → Scheduled in the sidebar
  2. Click New Schedule
  3. Choose the form, the team member, and the recurrence pattern
  4. Set a start date — the first assignment is created immediately
  5. Optionally set an end date to stop the schedule after a certain point
  6. Click Create

The first form is assigned straight away and the team member is notified. Subsequent forms are generated automatically when each interval comes due.

Only Owners and Admins can create, edit, or cancel schedules. Members receive the scheduled forms but cannot manage the schedules themselves.

Recurrence patterns

  • Daily — Every day. Ideal for pre-trip vehicle checks.
  • Weekly — Every 7 days. Great for weekly safety walkarounds.
  • Biweekly — Every 14 days. Suits fortnightly equipment inspections.
  • Monthly — Same day each month. Perfect for monthly compliance audits.

How it works behind the scenes

  1. You create a schedule → the first assignment is created immediately for the start date
  2. The system calculates the next due date based on the recurrence pattern
  3. When the next due date arrives, the system automatically creates a new assignment and notifies the team member
  4. The cycle repeats until you pause or cancel the schedule, or it reaches its end date

Scheduled assignments appear in the team member's My Work queue just like any other assignment. They can fill them, use Voice Fill, and submit as normal.

Managing schedules

Pausing and resuming

Click the pause button on any active schedule. While paused, no new assignments are generated. Already-assigned forms are unaffected — team members can still complete them.

Click play to resume. The schedule picks up from where it left off.

Deleting a schedule

Click the delete button to permanently remove a schedule. You will be asked to confirm. Deleting a schedule stops all future assignments from being generated. Any existing assignments that have already been created will remain in team members' queues.

What the team member sees

Team members don't need to do anything special for scheduled forms. When a schedule fires:

  1. A new form appears in their My Work queue
  2. They receive a notification: "[Form name] is due today"
  3. They fill and submit the form as normal
  4. On the next scheduled date, a fresh copy appears automatically

End dates

Setting an end date is optional. Without one, the schedule runs indefinitely until you pause or delete it.

If you set an end date, the schedule automatically stops generating new assignments after that date. The schedule remains visible in the list but no new forms are created.

End dates are useful for time-limited projects — for example, a 12-week site inspection programme where you know exactly when the work finishes.

Common use cases

  • Daily pre-trip checks — assign a vehicle inspection form to each driver, every morning
  • Weekly safety walkarounds — schedule a safety audit for your site supervisor every Monday
  • Biweekly equipment inspections — regular equipment checks on a two-week cycle
  • Monthly compliance audits — ensure regulatory inspections happen on time every month

Who can do what

  • Owner — Can create, edit, pause, resume, and delete schedules
  • Admin — Can create, edit, pause, resume, and delete schedules
  • Member — Cannot manage schedules, but receives scheduled assignments and can fill and submit them