An Asset Check has two parts: the schedule (how often the check falls due) and the check steps (what the team member checks). This article is for managers who set up checks for assets, lifts and trails.
Before you begin
- You need permission to manage assets. The Configuration menu is hidden otherwise.
- Asset Checks depend on earlier setup: Areas → Locations → Assets → Asset Checks. Lifts and trails also need to exist before you can add checks to them.
- Set up your Departments. Every check schedule must belong to a department.
- Check Groups are optional. You can create a check group while you set up the schedule.
How do I open the checks for an asset, lift or trail?
- In the left menu, go to Configuration > Assets.
- Choose Assets, Lifts or Trails at the top of the list (or stay on All).
- On the row you want, click Checks.
- Click New check. The New check schedule form opens, with a Schedule section and a Check steps section.
How do I set the check schedule?
The Schedule section controls how often the check appears in Due today.
- Under Repeat, choose Daily, Weekly or Monthly.
- In Every, enter the interval. For example, every 2 Weeks. The limits are 31 days, 52 weeks or 12 months.
- For a Weekly check, choose the Day of the week.
- For a Monthly check, enter the Day of the month, from 1 to 31.
- Set Starts On. The schedule counts its cycle from this date.
- Optional: choose a Check Group, or create a new one (see below).
- Choose the Department responsible for the check. Department is required.
What happens with monthly checks on the 29th, 30th or 31st?
A monthly check set to day 29, 30 or 31 runs on the last day of any shorter month. For example, a check set to day 31 runs on 30 April and on 28 February (29 February in a leap year). Choose 31 if you want a monthly check on the last day of every month.
How does "every 2 weeks" or "every 3 days" work?
An interval greater than 1 counts from the Starts On date:
- Every 3 Days starting on a Monday runs on that Monday, then Thursday, then the following Sunday, and so on.
- Every 2 Weeks on a Friday runs on the Friday in the first week of the schedule, then every second week after that.
- Every 3 Months on day 1 runs on the first 1st of the month on or after the Starts On date, then every third month after that.
To control which days or weeks a check lands on, set Starts On to a date in the cycle you want. For more on timing, see Asset Check scheduling questions.
How do I create a check group from the schedule form?
You do not need to leave the check schedule form to create a Check Group.
- In the Schedule section, click New check group.
- Type a name in New check group name. For example, "Fire extinguishers".
- Click Create group. The new check group is selected for this schedule.
If a check group with the same name already exists, Medic52 selects the existing check group instead of creating a duplicate. You can use check groups on asset, lift and trail checks.
How do I add check steps?
Each check step tells the team member what to check, and records the answer. Add as many check steps as you need.
- In Describe this step, write the instruction. For example, "Check the pressure gauge".
- Under Answer, choose what the team member records:
- Pass / fail — the team member taps Pass or Fail.
- Number — the team member enters a reading, such as a pressure or a temperature.
- Date — the team member enters a date, such as an expiry date.
- Optional: add an image in Upload an image to illustrate this step (JPG or PNG, up to 10 MB). Use the image to show what "correct" looks like.
- Click Add step to add the next step.
Use the up and down arrows on a step to change the step order. The team member sees the steps in this order. Click the bin icon to remove a step.
How do I set up a number step?
A number step asks the team member to enter a reading. For example, a fire extinguisher pressure.
- Unit (spelled out) — the unit shown next to the reading, for example "psi", "litres" or "degrees Celsius".
- Minimum (optional) and Maximum (optional) — the allowed range. A reading below the minimum or above the maximum fails the step automatically. Leave both blank if any reading is acceptable.
The form shows the rule in plain words, for example "Must be between 150 and 200 psi".
How do I set up a date step?
A date step asks the team member to enter a date. For example, the expiry date on defibrillator pads. Under Fail the step automatically, choose:
- Never — any date is accepted.
- Expiry date — set the Warning period (days before expiry). The step fails if the date entered has passed, or falls within that many days from today. With a warning period of 0, the step fails only when the date has passed.
- Too long ago — set the Maximum age (days). The step fails if the date entered is more than that many days ago. For example, a last-service date older than 365 days.
What does "Also ask pass or fail" do?
On a number step or a date step, the Also ask pass or fail switch controls whether the team member also taps Pass or Fail.
- Off — the team member enters the value only. The step passes, unless the value breaks the rule.
- On — the team member enters the value and taps Pass or Fail.
In both cases, a value that breaks the rule fails the step automatically.
Note: Editing or removing a check step later does not change completed checks. The check history keeps the step text and the answer exactly as they were recorded.
How do I save the check?
- Click Save check schedule. The check first appears in Due today on the next day it is scheduled. See Asset Check scheduling questions.
How do I delete a check schedule?
- Open the Checks list for the asset, lift or trail.
- Click Delete on the check schedule, and confirm.
When you delete a check schedule, the check is removed from Due today and from every check tab, including Operational warning and Not operational. Completed checks are kept. You can still see them in the item's History, and print or download them.