How the control schema drives scheduled visits

This article explains how the control schema's defined frequencies translate into scheduled visits on the planning calendar in BriqSafe. It is intended for Managers involved in scheduling and planning recurring and bundled activities.

Note

Required role: Manager

Understanding How Control Schema Frequencies Drive Scheduled Visits

The control schema defines when compliance activities recur by setting their frequencies. These frequencies determine how the scheduler groups and plans visits, either as standalone activities or as bundled visits based on visit templates. BriqSafe automatically queues the next occurrences of recurring activities to simplify scheduling.

Scheduling Standalone Recurring Activities

Standalone recurring activities are scheduled as individual visits when they are not part of a visit template.

1. Open the Scheduler and enable the To plan filter to list standalone activities awaiting scheduling.
2. Select an activity to review its frequency, in-scope assets, and the number of jobs it generates.
3. Pick a date for the visit.
4. If consultant sign-off is required after the visit, enable the Requires review after completion toggle.
5. Assign an engineer from the active users list (note: there is no competency filter).
6. Confirm to create the standalone visit. The activity status changes from To plan to planned.

After confirmation, the system automatically queues the next occurrence based on the activity's frequency.

Note: The scheduler does not enforce regulatory compliant date blocking, so any date can be selected when scheduling.

Scheduling Visits from Visit Templates

When multiple activity types share the same cadence and are performed together, visits can be scheduled using templates that bundle those activities.

1. In the Scheduler, enable the To plan filter and locate occurrences marked as visit-template visits, which are visually distinct from standalone activities.
2. Open a visit-template occurrence to review included activity types and the job count per type.
3. You may add or remove activity types for this occurrence only. Template defaults remain unchanged and revert for the next occurrence.
4. Select the visit date and set start and end times.
5. Assign one or more engineers to the visit.
6. Confirm to create a single visit containing all the bundled jobs.

Note: Visit templates are managed in Organisation Settings and cannot be altered in the scheduling panel.

Automatic Queuing of the Next Occurrence

After scheduling a recurring activity or visit, BriqSafe automatically queues its next occurrence for scheduling.

1. Once a recurring visit is confirmed, the system adds the next occurrence in To plan status with the correct date, calculated from the activity's frequency.
2. If the activity's compliance rule uses rotation, the next occurrence targets the next asset subset in the rotation rather than repeating the same assets.

Important: Skipping or cancelling a scheduled visit does not consume its next occurrence; the queued next occurrence remains in To plan.

Creating Recurring Visits in Bulk

To plan multiple future visits at once for a template or activity, you can create recurring visits in bulk.

1. Start visit creation and open the Recurrence section.
2. Enable Create recurring visits.
3. Set the recurrence Frequency (Daily, Weekly, Monthly, Yearly) and specify the Repeat every interval.
4. Choose either the number of occurrences or set an end date for the recurrence.
5. Review the preview showing how many visits will be created, then confirm.

Note: This recurrence controls how the scheduled visits repeat in bulk and is independent from the activity's own compliance frequency.

How Frequencies and Rotations Affect Scheduled Visits

The frequency set on each control-scheme activity directs how often visits appear on the calendar. When rotation is enabled on an activity's compliance rule, the scheduled visits cycle through asset subsets rather than repeating the same assets each time.

To view the rotation plan for rotation-enabled activities:

1. Open the location's Rotation plan tab.
2. Review the read-only rotation plans linked to compliance rules.

Note: Rotation is configured on compliance rules by an administrator, not within the control scheme or scheduler.

Viewing Scheduled Visits on the Calendar

The Scheduler provides a calendar overview of all planned visits to help spot gaps, overloads, or overdue work.

1. Open Scheduler from the sidebar.
2. Use view modes including Week, Month, Day, and Agenda.
3. In Week view, toggle between Location and Engineer row modes to see visits grouped accordingly.
4. Visit cards indicate status by color and include a To plan badge for outstanding activities.
5. Click on a visit card to open its detail panel for rescheduling, skipping, cancelling, or reassigning.

Note: The calendar does not provide a year view.

Adjusting Control Schema Frequencies

The frequency assigned to a compliance activity in the control schema determines how often that activity is scheduled as a visit.

1. Open the location's Control Schema tab and select an activity.
2. Choose a new frequency from the picker, with options such as Every week, Monthly, or Yearly.
3. Save to update the activity frequency and have it re-grouped in scheduling accordingly.

Note: There is no validation to block frequencies below regulatory minima; the frequency can be set freely.

Managing Assignees and Review Flags for Scheduled Visits

To streamline scheduling and follow-up:

1. You can set a default engineer assignee per activity on the Control Schema tab; this applies only to future visits.
2. When scheduling a visit, enable Requires review after completion if consultant sign-off is required after the engineer submits the visit.

Summary

The control schema frequencies serve as the foundation for scheduling visits. Visit templates bundle compatible activities for grouped scheduling, while standalone activities can be scheduled individually. Recurring visits are automatically queued based on these frequencies, with rotation management seamlessly advancing asset subsets. The Scheduler calendar offers visibility and editing options for planned visits, supporting efficient operational management.