Web App: Scheduled Checklist Suspension

Scheduled Checklist Suspension is a feature that you can use for holidays, closures, or scheduled maintenance for your location/department to control reporting during a designated time period. Please note that only a Super Administrator user can set up this feature.

This feature is for planned suspensions and is not designed for emergencies. We recommend setting up Checklist Suspension periods the day before they go into effect to ensure all checklists are captured within the designated timeframe.

Table of Contents

1. Create Checklist Suspension Period
2. View Checklist Suspension Period
3. Edit Checklist Suspension Period
4. Delete Checklist Suspension Period
5. Search for and Filter a Checklist Suspension Period

Create Checklist Suspension Period

1. Log in to your SmartSense account, hover over DIGITAL LOGBOOK, and select SCHEDULE MANAGEMENT.
   
   
   
   
2. To create a new checklist suspension period, select the + CHECKLISTS SUSPENSION PERIOD button. You will be redirected to a new page where you will need to complete the required fields (anything marked with an asterisk).
   
   
   
   a) SUSPEND CHECKLIST IN: This field allows you to select the Location(s)/Department(s) on which checklists will be suspended. Click the +LOCATIONS/DEPARTMENTS button and select or search for the Associated Locations and/or Departments you wish to add. 
   
   
   
   

   NOTE: If no Location/Department is selected, then "Checklist Suspension Period" will be created in the "Draft" status and you can edit/delete it at any time.

   
   b) TITLE: This field allows you to enter a unique name for your Checklist Suspension Period to easily identify it once it has been created.
   
   c) SUSPENSION PERIOD: This field allows you to define the Start Date & Time and End Date & Time during which the checklist will be suspended on selected Locations and Departments.
   
   
   
   

   • NOTE 1: The Start and End time is saved in an undefined time zone, so if the Period starts at 8 am, then in all assigned Locations/Departments, checklists will be suspended starting at 8 am based on each Location time zone.
     
     
   • NOTE 2: A Suspension Period can’t be created for a past date/time, only future dates.
     
     
   • NOTE 3: By default, all checklists that fully or partially fall within the selected Suspension Period date/time will be suspended in the locations/departments chosen.
     
     
   • NOTE 4: If you want to keep checklists that start before the Suspension Period but have an end date/time that falls within the Suspension period (or vice versa), please select the desired checkbox under "Do not suspend a checklist that partly falls within a suspension period."

   Note: To ensure checklists will be suspended in selected Locations and Departments, it is recommended to plan the Suspension Period at least one day in advance since it can include Locations and Departments in different time zones.

    

3. Click the SAVE button to save the Checklist Suspension Period. The newly created Checklist Suspension Period will be displayed under the Checklists Suspension Schedule tab.
4. Once the Checklists Suspension Period start date and time are reached, all scheduled checklists under the associated Locations/Departments will be suspended and checklists will not appear on
   • The mobile application (Scheduled tile)
   • The web app (Scheduled Checklist Summary)
   • The web app HACCP report
     
     

View Checklist Suspension Period

You can view all created Checklist Suspension Periods in the table view under the CHECKLISTS SUSPENSION SCHEDULE tab.

All the Checklist Suspension Periods will display with one of the following statuses:

• Scheduled: The Checklist Suspension Period has been created for a future Start Date/Time, and at least one Location/Department is associated with it.
  
  
• In Progress: The Checklist Suspension Period has been created and started on at least one associated Location/Department (Start date/time reached on at least one associated Location/Department).
  
  
• Completed: The Checklist Suspension Period has ended for all associated Locations/Departments (end date/time reached on all associated Locations/Departments).
  
  
• Draft: The Checklist Suspension Period has been created without associated Locations/Departments and is still being 

The Checklists Suspension Schedule tab shows only active Checklist Suspension Periods that fall under Draft, In Progress, and Scheduled statuses. You can review completed Checklist Suspension Periods by selecting the SHOW COMPLETED PERIODS checkbox (next to the Filters button) and clicking on the title.

This page will show the Locations/Departments that are associated with the Checklist Suspension Period as well as the Suspension Period timeframe. 

Edit Checklist Suspension Period

1. To edit a Checklist Suspension Period, click the ELLIPSIS menu for the needed Checklist Suspension Period.
   
2. Select EDIT.
3. Make the required changes then save to apply changes.

Editing a Checklist Suspension Period that is in the "In Progress" status will be restricted:

• Super Administrators will not be able to change the Start Date and/or Time
  
  
• If a Super Administrator adds/removes Locations or Departments, the Checklist Suspension Period will be applied starting 15 minutes after saving the changes.

Note: A "Completed" Checklist Suspension Period is not available to edit.

Delete Checklist Suspension Period

1. To delete a Checklist Suspension Period, click the ELLIPSIS menu for the needed Checklist Suspension Period.
2. Select DELETE.
3. Confirm that you wish to delete the Checklists Suspension Period.

Note: An "In Progress" or "Completed" Checklist Suspension Period cannot be deleted.

Search for and Filter a Checklist Suspension Period

Users can search for any Checklist Suspension Period by TITLE under the Checklist Suspension Schedule tab.

1. To search for a Checklist Suspension Period, enter the search criteria in the SEARCH field.
2. Use the FILTERS to refine the search by:
   
   
   • Group: Display all Checklist Suspension Periods that affect the Location/Department in the selected Group (including sub-levels)
     
     
   • Period: Display all the Checklist Suspension Periods that partly or fully fall within the dates selected in the filter