Scheduling audits

Introduction

The audit schedule provides a synthetic view of all organization audits. Filters are available to ensure that each site or process is evaluated according to the required periodicity.

The schedule

The schedule displays all audits by month. Audits to be validated appear in blue, validated audits appear in green and completed audits appear in gray.

The user has filters on the left, allowing them to filter audits by Name, Audit type, Domain, Referential, Grid, Site, Responsible, Group, Status.

By default the schedule displays the current month. However, it is possible to change the month by clicking on the arrows available at the top center.

Each audit is displayed with 2 colors:

• A vertical bar on the left that can represent either the audit type, the audit grid, or the audit status.
• A circle at the bottom right that represents the audit status.

These colors are configurable in the 'Audit' part of the configuration and the referentials (Audit types, Audit, Audit statuses).

Audit creation

The creation of a new audit is done from the audit schedule.

The interface offers the user 2 types of planning:

• The creation of a single audit by simply clicking on the concerned day
• The creation of an audit group

Audit planning

By clicking directly on a desired day (or a range of consecutive days), the form below is displayed.

The information is presented in 3 distinct sections.

The user must complete the following information:

• The audit period: From / until
• The type, to be selected from the list of types
• The name of the external auditor, in the case of an "External" type audit
• The domain
• The application referential (e.g. ISO / environment)
• The objectives to be achieved

Scope section

In the *Scope* part, the user must indicate:

• The application, to be selected from the list if the audit concerns the evaluation of a process, site or supplier
• The site / process or supplier from the configured lists
• The audit responsible who will be in charge of the audit preparation (if the choice "Postpone preparation" is "Yes") and the summary
• The grid used, to be selected from the list of configured grids
• A comment to possibly exchange instructions with the responsible
• Contact email(s): A list of email addresses is expected. At the audit closure, an email will be sent to these addresses to signify the audit completion with the PDF report attached.

Planning section

In the *Planning* part, the user has planning options.

*Definitely confirm the audit*:

By default the audit will be provisional. As long as the audit is provisional, the audit responsible can reschedule or delete it (via the schedule only).

The audit appears with the status "Audit to be validated" (and has no internal code):

The "Definitely confirm the audit" button allows confirming the planning and notifying the responsible or the auditors (according to the choice to postpone preparation).

The audit appears with the status "Validated audit" (and has an internal code):

If the audit is confirmed and preparation is not postponed then the audit moves to the realization step and emails are sent to the auditors and they will have a task to process.

*Recurrence*:

An option allows the user to indicate a recurrence to facilitate planning.

In case of recurrence, the user can schedule the same audit each week, month or year until a certain date.

*Postpone preparation*:

It is possible to postpone preparation, in this case (and if the audit is confirmed) the responsible receives an email and has a preparation task to perform:

Preparation section

When the audit is conducted internally (according to the referential configuration in "Audit types") an option ("internal realization") allows performing the preparation step during planning.

By unchecking "Postpone preparation" the panel is hidden and a preparation step is offered to the audit responsible.

In this simplified preparation, the same functionalities are offered.

The user can:

• Send a convocation
• Add documentation for the auditors
• Form their audit team and designate by question group the assigned auditor

Sending convocations

The "Program" part appears when it has been chosen to send convocations.

The program allows defining the audit periods such as the opening session, the indicators review, etc. and specifying for each period the convened people.

Saving the program allows automatically generating a program in PDF format that is sent by email to the audited people (if the value "Surprise audit" is "No") and to the auditors.

In addition to the PDF file (including the audit program), an 'event.ics' file is attached to the email so that the recipients can add this audit to their calendar.

The auditor group

The "Distribution" part displays by default the question groups (chapters) of the grid selected upstream in the "Preparation" part.

*Note*: grids and their contents are configurable in the "Referential" (part "continuous improvement": Audit, Criterion, Rating)

In this part the user can:

• delete the question groups they do not wish to perform (for example in the case of a counter-audit where only the non-conforming chapters from the first audit need to be re-evaluated)
• Designate an auditor by chapter selected

Audit group planning

Audits can also be created by group or by campaign.

To create an audit group the user must click on the "New audit group" button.

The form allows creating multiple audits on the same grid (for example in the context of a supplier evaluation, you can create over a period the evaluation of all suppliers based on the same grid).

In the form the user must indicate:

• The name of their campaign or group (e.g. Supplier evaluation 2024)
• The campaign start and end date
• The type, to be selected from the list of types
• The domain
• The application referential (e.g. ISO / environment)
• The objectives to be achieved

In the "Scope" part, the user must indicate:

• The application, to be selected from the list if the audit concerns the evaluation of a process, site or supplier
• The grid used, to be selected from the list of configured grids

Finally after entering the default duration of an audit and the spacing between each audit, the table offers planning assistance. Each time an audit is added to the audit list, the start date and end date are automatically calculated. The user must indicate per line:

• The concerned site, process or supplier
• The audit responsible
• The comment

Updated on: 20/03/2026