Audits

On this page

The Audit window in view mode

Audit form

Creating a Template

The Audit template is where you will create the basis of any audit. This is where you will add all the items that need to be audited.

For example, creating a template listing all the fire alarms and extinguishers of your site will be created once and then used for an audit in future.

Under “Risk” on the menu bar choose “Audit Template” for single programs choose “Templates” on the menu bar.

Once created, this is where you’ll find all your templates and if the need arises will be where you will be able to edit any templates when new items are added or replaced.

To create a new template click the “+” symbol in the bottom right corner.

New Button

Now enter the details in each of the fields. Use the footer notes or by hovering over a field a tooltip will appear for guidance as what needs to be entered.

Now you can either…

  • Press “Save” this creates the record, then returns you to the record so you can add the template items or…
  • Press the “Save and New” button and another new record screen will appear.
    You can keep entering in multiple new records this way. Once you press “Saved” you will be taken back to the last record you created.

You will now see at the bottom of the page “Template items “. This is where you will add all the items that you want to audit. To add an item, press the “+ New” tab.

Item: Give the item a name such as Fire Extinguisher.

Sort Order: To do this audit in a systematic way which item would be checked first and so forth. If you find you have forgotten an item don’t worry, it can be added as a sub-item by using a decimal point. E.g. 1.1, 1.2. or you can add the item at any time and give it the same number to bring it in-line with other items in the vicinity.

Item Location: Enter the location of this item so anybody doing the audit can find it. For example, At the exit point of the staff room.

Notes: Any details about this item.

Press “Save and New” to keep adding all the template items, or when you have finished press “Save”. If you forget an item or a new item is added just go back into the template to edit it.

Duplicating Template Items

Duplicating the items: If the items you are creating are similar, for example, fire alarms or fire extinguishers, you are able to use the duplicate facility.

Hover over the record you want to duplicate wait for the 3 dots to appear, press on the three dots and choose Duplicate.

A new record will open with all the same data, change the details as required, then press “OK”.

Maybe this is quicker for you, maybe not…you choose.

Over time, it’s a good idea to go over the template’s before importing it into audit as items may have changed, new items may need to be added, or removed.

Audit items

Creating An Audit

On the menu bar choose “Audits”.

To add an “Audit” press on the “+” sign in the bottom right corner.

Enter the details of the audit in the fields by following the footer notes or tooltips

Template ID: This is where the template’s you have created are used. Choose the template that you have created for this Audit. There are several ways to do this.

  • Click or tap into the (select)  from which you will get a drop-down list of Audit Templates you have set up.
  • By typing in a few letters of a template’s name and it will narrow down the options.
  • Select “Create New” if you haven’t set up a template yet.

Click “Save” you’ll be taken back to the Audit page with all the items from the template now added to the audit at the bottom of the page.

Completing The Audit

You’re all set to complete the Audit. Grab your phone, iPad or Tablet and see how easy it is to complete an audit.

Select the required audit. Scroll down to the audit items.

You can either work your way through the items on the page and then press “Next” for more items or press the “See All” and have a scrolling list of all your items.

On a phone, computer or tablet click on the 3 dots and choose either pass or fail.

You can select a couple of items at once by clicking or tapping on the circle beside their name and then choose “Pass” from the 3 dots. If there is no circle beside the name scroll up to the Audit Items menu bar and click the little arrow beside “Audit Items” choose Multi Selection from the options. This will initiate the ability to select one or all the records.

If an Item on the Audit Fails

If an item doesn’t pass, press on to the three dots of the item and choose “Select”, then select “Edit”.

Checked:  Select the status of the item from the radio buttons.

Action Required: Describe the action required to fix the failed item.

Image: Upload an image of the item. You can use this facility if the item fails and you want an image to show why it failed, such as a broken fire alarm coming off the ceiling.

Image Size: Once you drop a file on to the section above this field will automatically notify you of its size. It must be under 3 Mb.

Action Completed: Enter the date the item was fixed. Now you can go back and select a “Pass” for the item or leave it as “Failed” either way it’s up to you. You still have a “Paper Trail” of what was audited, and the actions are taken to address any issues.

Action Completed By: Who fixed the failed item.

Notes: Any notes relating to this item.

Press “Save” to return to the audit.

Date Next Due: Once an audit is completed and any actions addressed for failed items, enter a date the next audit for these items is due.

Failed Audit Item

Printing Reports

To download a report of your audit, select the audit you want. Once open, press on the 3 dots in the top right corner, scroll down to Print Reports and choose the format you wish to download.

A report is a good way to set tasks for others to fix failed audit items. They will then know which items need fixing and the location.

The type of formats available are:

PDF: Downloads a PDF report.

Multipage Image: Downloads as a .TIFF Image. If you are only getting the first page of the report, try opening the file in another application like windows media player or something similar.

Spreadsheet: Downloads an excel spreadsheet. You may have to enter your username and password for Microsoft to verify you. This is a Microsoft security rule, not ours.

Microsoft Word: A word document that you can manipulate further if you require.

Open a List Report

Print Repor tList

Open a Detail Report