A schedule is a way to set a frequency for a specific action. You can also prompt a specific checklist, certificate, and a set of users. This guide will walk you through the process step-by-step.
Please note: Schedule Manager will be available to Administrators on all Papertrail accounts by 16th September 2025
Step 1: Access the Schedule Manager
To begin, you'll need to have administrator access to your account.
Go to ⚙️ Settings in the bottom left-hand corner of your screen.
Select Schedule Manager from the menu.
Click the Create Schedule button at the top of the page.
Step 2: Fill in the Schedule Details
A sidebar will open where you can fill in the details of your new schedule.
Schedule Name: This is a required field for an internal name for your schedule. It should be descriptive so you can easily identify it on the main Schedule Manager page.
Examples include '6-Month LOLER', 'Annual Audit', or 'Weekly Harness Check'.
Description: (Optional) Add a description to explain the purpose of the schedule.
Frequency: This is a required field. Use the dropdown to select an existing frequency you would like to apply. Remember that you can create new custom frequencies in the Frequency Manager before you start.
Checklists: (Optional) Here, you can attach one or more checklists that will be prompted when an inspection is completed using this schedule.
Certificates: (Optional) Select a specific certificate to be generated when an inspection is completed using this schedule. This is perfect for ensuring a certificate is signed off at the correct time.
Users: (Optional) You can assign specific users or user groups who are allowed to perform an inspection with this schedule. If no users are selected, the schedule will be available to everyone on your account.
Step 3: Set Inspection Rules
You'll need to choose how the next check date is calculated for each of the three inspection scenarios.
You'll make a selection for each of the following:
Inspection Performed Early
Inspection Performed On-Time
Inspection Performed Late
For each option below, you can select one of two rules:
Calculate from inspection date: The next check date will be based on the date and time at the moment of inspection.
Calculate from current next check date: The next check date will be based on the current next check date. Example: If the current next check date is 31 July 2025 and the frequency is every 6 months, the next check date will be 31 January 2026.
Step 4: Save Your Schedule
Once you have filled in all the required fields, click the Create Schedule button.
A "Schedule created successfully" message will appear, and you will be returned to the Schedule Manager page.
Here, you can see all the details of your new schedule, including the checklists, certificates, and users you selected during setup. You can now apply this schedule to any number of records within your Papertrail account. See How to Add or Remove a Schedule on a Record if you'd like to Get started now.
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