> For the complete documentation index, see [llms.txt](https://interfacing.gitbook.io/interfacing-help-files/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://interfacing.gitbook.io/interfacing-help-files/auditors/managing-internal-audits-apps/planning-and-executing-audits/schedule-audit.md).

# Schedule Audit

Define the audit schedule, assign participants, and configure key details.

## Workflow Overview

<i class="fa-location-dot">:location-dot:</i> **Current Task:** Schedule Audit

<i class="fa-user">:user:</i> **Performed By:** Team Leader (e.g., Audit Lead, Audit Supervisor, Engagement Lead)

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

***

## Accessing the Task <a href="#accessing-the-task" id="accessing-the-task"></a>

The **Schedule Audit** task can be accessed through any of the following:

* The **To Do** module.
* The **Notification Panel** (via the **Notification Bell**).
* The **direct link** provided in the email notification.

***

## Completing the Task

Once the specified **Actual Start Date** is reached, proceed to define the audit schedule, assign participants, and configure key details.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

{% hint style="success" %}
For guidance on common form features and functions, see [**Working with Forms**](/interfacing-help-files/end-users/exploring-apps/working-with-forms.md).
{% endhint %}

{% hint style="info" %}

#### Saving Your Work

To save progress without submitting, click **Save** in the top-right corner of the panel.&#x20;

* The task remains in the **To Do** module for you to revisit and complete later.
  {% endhint %}

***

{% stepper %}
{% step %}

### Review Audit Information

Review the audit details to reacquaint yourself with the scope, key parameters, and planned timeline.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

***

{% endstep %}

{% step %}

### Assign Participants & Configure Schedule

Specify the audit participants and configure the schedule.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

* [**Participant Auditors:**](#user-content-fn-1)[^1] Select one or more users who will take part in the audit.
* [**Lead Auditor:**](#user-content-fn-2)[^2] Select the user responsible for leading the audit.
* [**Lead Evidence Collector:**](#user-content-fn-2)[^2] Select the user responsible for overseeing the evidence collection.

{% hint style="danger" %}

#### Field Availability

The **Lead Evidence Collector** field appears only if at least one requirement is included in testing.

* A requirement is included only if all of the following conditions are met:
  * It was configured to undergo testing (**Requires Testing?** selected).
  * It is linked to one or more tests
  * At least one linked test has associated evidence

* If any condition is not met, the field is hidden.
  {% endhint %}

* [**Auditees' Roles:**](#user-content-fn-3)[^3] Select one or more roles associated with the auditees.

* [**Auditees:**](#user-content-fn-4)[^4] Select one or more users to be audited.

{% hint style="info" %}
This field is automatically populated based on the selected roles. You can add or remove individuals as needed.

* The selected auditees will receive an email with details about the audit.
  {% endhint %}

* **First Reminder to be Sent:** Enter the number of days before the audit start date when the first reminder should be sent.

* **Schedule Type:** Choose how the audit will be scheduled.
  * If <mark style="color:blue;">**Date Range**</mark>, select the start (**From**) and end (**To**) date.
  * If <mark style="color:blue;">**Single Day**</mark>, indicate whether the audit is an all-day event.

    * If <mark style="color:blue;">**Yes**</mark>, select the date.
    * If <mark style="color:blue;">**No**</mark>, select the start time and enter the duration (in hours).

    <div data-gb-custom-block data-tag="hint" data-style="info" class="hint hint-info"><p>Where applicable, the <strong>Duration</strong> field is automatically populated using the <strong>Total Estimated Effort (Hours)</strong> from the assigned audit program(s).</p></div>

***

{% endstep %}

{% step %}

### Assign Auditors to Requirements

Assign an auditor to each requirement.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

By default, all requirements are assigned to the **Lead Auditor**. To reassign, use the **Auditor** column.

{% hint style="info" %}
Click **Save Changes** or click outside the grid to apply updates. To cancel, click **Discard Changes**.
{% endhint %}

***

{% endstep %}

{% step %}

### Assign Evidence Collectors & Set Collection Schedule

Assign evidence collectors and schedule each round of evidence collection.

{% hint style="danger" %}
The **Evidence Collectors & Dates** section appears only if at least one requirement is included in testing.
{% endhint %}

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

#### <i class="fa-user-magnifying-glass">:user-magnifying-glass:</i>  Assign Collectors

By default, all records are assigned to the **Lead Evidence Collector**. To reassign, use the **Collector** column.

{% hint style="info" %}
Click **Save Changes** or click outside the grid to apply updates. To cancel, click **Discard Changes**.
{% endhint %}

<p align="center">━━━━━━━━━━━━━━━━━━━━━━━━━━━</p>

#### <i class="fa-calendar-range">:calendar-range:</i>  Set Collection Dates

You can enter dates individually or apply them in bulk.

**For individual records:**

* Enter dates directly in the grid using the following columns:
  * **Round 1 Start /** **End**
  * **Round 2 Start /** **End**
* Click **Save Changes** or click outside the grid to apply.&#x20;
  * To cancel, click **Discard Changes**.

**For multiple records:**

* Select one or more records using the **Selected** checkbox.

{% hint style="success" icon="lightbulb" %}
**Tip:** Use **Select All** and **Deselect All** as needed.
{% endhint %}

* Confirm your selection by clicking **Save Changes** or clicking outside the grid.
  * To cancel, click **Discard Changes**.
* Enter dates in the **Round 1** and **Round 2** fields.
* Click **Set Entered Dates** to apply the dates to all selected records.

{% hint style="danger" %}
If both rounds share the same start and end dates, they are assigned as a single task. If the dates differ, however, each round is assigned as a separate task.
{% endhint %}

***

{% endstep %}

{% step %}

### Establish Contact

From the **Task Resolution** dropdown, select **Establish Contact**, then click **Submit.** This notifies assigned participants and initiates communication about their responsibilities.

→ Next Steps: [Assign Auditor(s)](/interfacing-help-files/auditors/managing-internal-audits-apps/planning-and-executing-audits/assign-auditor-s.md) | [Assign Collector(s)](/interfacing-help-files/auditors/managing-internal-audits-apps/planning-and-executing-audits/assign-collector-s.md)

{% hint style="danger" %}
The **Assign Collectors** task is generated only if at least one requirement is included in testing.
{% endhint %}

{% hint style="info" %}
Upon submission, email notifications are sent to:

* **Team Leader**
* **Lead Auditor**
* **Lead Evidence Collector** (if applicable)
* **Auditees**

These notifications include key details about the audit and its schedule.
{% endhint %}

***

{% endstep %}
{% endstepper %}

***

## See Also

<table data-view="cards"><thead><tr><th></th><th></th><th data-hidden data-card-cover data-type="image">Cover image</th><th data-hidden data-card-target data-type="content-ref"></th></tr></thead><tbody><tr><td><strong>Tracking &#x26; Monitoring Audits</strong></td><td>Monitor the status and progress of audits using lists and dashboards.</td><td><a href="https://1488562728-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FTx7AmE0d2Q4ja20EYjF5%2Fuploads%2FNZOvD3ldHJ3i1zsvDksS%2FCR-V16-Icons-1.png?alt=media&amp;token=7c420cc4-9abf-4601-8fc3-8e9769771b27">App-V16-Icons-1.png</a></td><td><a href="/interfacing-help-files/auditors/managing-internal-audits-apps/tracking-and-monitoring-audits.md">Tracking &amp; Monitoring Audits</a></td></tr></tbody></table>

[^1]: 💡 **For Administrators:**

    * Manage the options that populate the **Participant Auditors** dropdown in:
      * **Library** > [**Organization**](/interfacing-help-files/process-analysts/organization-management.md).
    * Only **active** users will appear in the dropdown.

[^2]: 💡 **For Administrators:**

    * Manage the options that populate the **Lead Auditor** dropdown in:
      * **Library** > [**Organization**](/interfacing-help-files/process-analysts/organization-management.md).
    * Only **active** users will appear in the dropdown.

[^3]: 💡 **For Administrators:**

    * Manage the options that populate the **Auditees' Roles** dropdown in:
      * **Library** > [**Organization**](/interfacing-help-files/process-analysts/organization-management.md).
    * Only **active** roles will appear in the dropdown.

[^4]: 💡 **For Administrators:**

    * Manage the options that populate the **Auditees** dropdown in:
      * **Library** > [**Organization**](/interfacing-help-files/process-analysts/organization-management.md).
    * Only **active** users will appear in the dropdown.


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