The Audits module lets you create, schedule, run, and review physical asset audits across your organisation. Use it to verify that assets are where they should be, in the condition you expect, and compliant with your policies. This module is available to users with the audits-manager permission.
Getting here
Click Audits in the sidebar. You will see links to Create Audit, Active Audits, Scheduled Audits, Audit History, and Exceptions.
Create Audit
Use this screen to set up a new audit. A five-step wizard guides you through entering the audit details, choosing which assets to include, setting a schedule, assigning your team, and reviewing everything before you submit.
What you can do on this screen
Create a new audit by completing a five-step wizard
Save a draft and return to it later
Resume an unsaved draft if the page was closed unexpectedly
Choose which assets to audit by location, category, or individual selection
Schedule the audit to start immediately, on a future date, or on a recurring basis
Assign teams or individual users to carry out the audit
Configure notification and reassignment settings
Review all details before submitting
Step-by-step instructions
Start a new audit
Click Audits > Create Audit in the sidebar.
The wizard opens on the first step, Audit Details.
Step 1 -- Audit Details
Enter a title in the Audit Title field. This is required.
Optionally enter a description to explain what the audit will cover.
Select an Audit Type. Choose one of the following:
Physical Audit -- verify physical presence and condition of assets
Compliance Audit -- check regulatory and policy compliance
Financial Audit -- verify asset values and depreciation
Condition Assessment -- assess asset condition and maintenance needs
Select a Priority Level. Choose one of the following:
Low -- routine audit, flexible timeline
Medium -- standard priority, normal timeline
High -- important audit, tight timeline
Critical -- urgent audit, immediate attention
Click Next to continue.
Step 2 -- Define Scope
Select a Scope Type. Choose one of the following:
All Assets -- include every asset in the system
By Location -- include assets at a specific location
By Category -- include assets in a specific category
Custom List -- select individual assets manually
If you chose By Location, select a location from the drop-down list. You can search by typing.
If you chose By Category, select a category from the drop-down list. You can search by typing.
If you chose Custom List, click Select Assets to open the asset picker. Tick the assets you want to include and click Confirm Selection.
The Estimated Asset Count shows how many assets match your selection.
Click Next to continue.
Step 3 -- Schedule
Select a Schedule Type. Choose one of the following:
Start Immediately -- the audit begins as soon as you create it
Schedule for Later -- set a specific start date
Recurring Audit -- repeat the audit on a regular schedule
If you chose Schedule for Later or Recurring Audit, enter a Start Date.
Enter a Due Date. This is required for all schedule types.
If you chose Recurring Audit, complete these additional fields:
Recurrence Pattern -- select Daily, Weekly, Monthly, Quarterly, or Yearly
Repeat Every -- optionally change the interval (for example, every 2 weeks)
End Date -- optionally set a date when the recurrence should stop. Leave this blank for the audit to repeat indefinitely.
Review the Schedule Summary to check your settings.
Click Next to continue.
Step 4 -- Assign Team
Choose a Selection Mode:
Select by Team -- choose one or more teams. All members of those teams are assigned automatically.
Select Individual Users -- choose specific people from the user list.
Tick the teams or users you want to assign. Use Select All or Clear All as needed.
Review the summary panel at the bottom to confirm who is assigned.
Under Notification Settings, use the toggles to configure:
Notify assignees -- send an email when the audit is created
Notify on completion -- send a notification when the audit is completed
Allow reassignment -- let auditors reassign assets to other team members
Click Next to continue.
Step 5 -- Review
Check the summary of all your choices, including audit details, scope, schedule, assigned team, and notification settings.
If anything is incorrect, click Back to return to the relevant step and make changes.
When you are satisfied, click Create Audit to submit.
Expected outcome: The audit is created and appears on the Active Audits or Scheduled Audits screen, depending on the schedule you chose.
Resume a draft
If you previously started creating an audit but did not finish, a prompt appears when you open the Create Audit screen.
Click Resume to continue where you left off, or Discard to start fresh.
Field reference -- Step 1: Audit Details
Field | Description | Required |
Audit Title | A short, descriptive name for the audit | Yes |
Description | Additional detail about the purpose or scope of the audit | No |
Audit Type | The kind of audit: Physical Audit, Compliance Audit, Financial Audit, or Condition Assessment | Yes |
Priority Level | How urgent the audit is: Low, Medium, High, or Critical | Yes |
Field reference -- Step 2: Define Scope
Field | Description | Required |
Scope Type | How assets are selected: All Assets, By Location, By Category, or Custom List | Yes |
Select Location | The location to include (shown when scope is By Location) | Yes (if By Location) |
Select Category | The category to include (shown when scope is By Category) | Yes (if By Category) |
Selected Assets | Individually chosen assets (shown when scope is Custom List) | Yes (if Custom List) |
Field reference -- Step 3: Schedule
Field | Description | Required |
Schedule Type | When the audit starts: Start Immediately, Schedule for Later, or Recurring Audit | Yes |
Start Date | The date the audit begins (shown for Schedule for Later and Recurring Audit) | Yes (if not immediate) |
Due Date | The date by which the audit must be completed | Yes |
Recurrence Pattern | How often the audit repeats: Daily, Weekly, Monthly, Quarterly, or Yearly (shown for Recurring Audit) | Yes (if recurring) |
Repeat Every | The interval between recurrences, such as every 2 weeks (shown for Recurring Audit) | No |
End Date | The date the recurrence stops (shown for Recurring Audit). Leave blank for indefinite recurrence | No |
Field reference -- Step 4: Assign Team
Field | Description | Required |
Selection Mode | Choose whether to assign by team or by individual user | Yes |
Select Teams / Select Auditors | The teams or users who will carry out the audit | Yes |
Notify assignees | Send an email notification when the audit is created | No (default on) |
Notify on completion | Send a notification when the audit is completed | No (default on) |
Allow reassignment | Let auditors reassign assets to other team members during the audit | No (default on) |
Warnings and messages
"Please select at least one team" -- You must assign at least one team before continuing from step 4 when using team selection mode.
"Please select at least one auditor" -- You must assign at least one user before continuing from step 4 when using individual user selection mode.
"No teams available" -- No teams have been set up. Ask your administrator to create teams in the Teams and Permissions settings.
"No users available" -- No users are available to assign. Ask your administrator to add users to the system.
"No assets selected. Click Select Assets to add assets to this audit." -- You chose Custom List but have not selected any assets yet.
"No location found." -- Your search did not match any locations.
"No category found." -- Your search did not match any categories.
Active Audits
This screen shows all audits that are currently in progress. Use it to monitor progress, manage priorities, and take action on audits that need attention.
What you can do on this screen
View active audits in list, card, or kanban view
Search for audits by name
Filter audits by status, type, priority, due date, or assignee
Sort audits by due date, created date, priority, or name
Group audits by due date, type, priority, or status
Select one or more audits and apply bulk actions
Open an audit to view its full details
Create a new audit
Step-by-step instructions
Switch view mode
Open Audits > Active Audits in the sidebar.
In the right panel, click the Columns tab.
Choose List, Card, or Kanban to change how audits are displayed.
Search for an audit
Type in the search box at the top of the screen.
The list updates as you type to show only matching audits.
Filter audits
In the right panel, click the Filters tab.
Set your filter criteria, such as status, type, or priority.
The list updates to show only audits that match your filters.
To remove all filters, click Clear Filters.
Sort audits
Use the Sort drop-down above the list.
Choose a sort option such as Due Date (Ascending), Priority (Descending), or Name (A-Z).
Group audits
Use the Group by drop-down above the list.
Choose a grouping option such as Due Date, Type, Priority, or Status.
Click None to remove grouping.
Apply bulk actions
Tick the checkbox next to one or more audits.
In the right panel, click the Actions tab. The following actions are available:
Change Status -- set a new status for the selected audits
Assign Users -- assign users to the selected audits
Change Priority -- set a new priority for the selected audits
Export Selected -- export the selected audits
Delete Audits -- permanently delete the selected audits
Select the action you want to apply.
Follow the prompts to confirm.
Open an audit
Select an audit title in the list.
The Audit Detail screen opens. See the Audit Detail section below for more information.
Warnings and messages
"No active audits found" -- There are no audits matching your current filters, or no audits are in progress. Try adjusting your search or filters.
Scheduled Audits
This screen shows all audits that have been scheduled for a future date. You can view them in a calendar or list, and manage scheduling and assignments.
What you can do on this screen
View scheduled audits in a calendar or list view
Browse the calendar by month, or jump to today
Search for scheduled audits by name
Filter by audit type, priority, or recurring audits only
Reassign an audit to different teams or users
Reschedule an audit to a new date
Edit or delete a scheduled audit
Create a new audit
Step-by-step instructions
Switch between calendar and list view
Open Audits > Scheduled Audits in the sidebar.
In the left panel, under View Mode, click Calendar or List.
Browse the calendar
In calendar view, use the left and right arrows above the calendar to move between months.
Click Today to jump back to the current month.
Each audit appears on its scheduled date, colour-coded by audit type. Refer to the Audit Type Legend in the left panel for the colour key.
Search for a scheduled audit
In the left panel, type in the Search box.
The view updates to show only matching audits.
Filter scheduled audits
In the left panel, select an Audit Type from the drop-down to show only that type.
Select a Priority from the drop-down to show only that priority level.
Select the Recurring button to toggle between showing all audits and showing only recurring audits.
Click Clear Filters to remove all filters.
Reassign an audit
Find the audit you want to reassign in the list or calendar.
Open the audit actions and click Reassign.
In the Reassign Audit dialogue, choose a selection mode: Teams or Individual Users.
Tick the teams or users you want to assign.
Click Reassign to confirm.
Pre-condition: The audit must not have started yet.
Expected outcome: The audit is reassigned to the selected teams or users.
Reschedule an audit
Find the audit you want to reschedule.
Open the audit actions and click Reschedule.
In the Reschedule Audit dialogue, select a new date using the date picker.
Click Reschedule to confirm.
Expected outcome: The audit is moved to the new date and appears on the updated date in the calendar.
Delete a scheduled audit
Find the audit you want to delete.
Open the audit actions and click Delete.
Confirm the deletion when prompted.
Expected outcome: The audit is permanently removed.
Warnings and messages
"No Audits Found" -- There are no scheduled audits matching your current filters. Try adjusting your search criteria, or create a new audit.
"No audits match your current filters. Try adjusting your search criteria." -- Your active filters are hiding all results. Click Clear Filters to see all scheduled audits.
"There are no audits with scheduled dates. Create a new audit to get started." -- No audits have been scheduled. Click Create Audit to create one.
Audit History
This screen shows audits that have been completed or cancelled. Use it to review past audit results, export reports, and reopen audits if needed.
What you can do on this screen
View completed and cancelled audits in a table
Search for audits by name or audit number
Filter by status, type, date range, and other criteria
Sort by any column
Select which columns are visible and reorder them
Select one or more audits and export them
View the activity history of an audit
Reopen a completed or cancelled audit
Export audit data to CSV, Excel, or PDF
Step-by-step instructions
Search for a past audit
Open Audits > Audit History in the sidebar.
Type in the search box at the top of the screen.
The table updates to show matching audits.
Filter audit history
In the right panel, click the Filters tab.
Set your filter criteria, such as status or audit type.
The table updates to show only matching audits.
Sort the table
Select any column header to sort by that column.
Select the same header again to reverse the sort order.
Customise columns
In the right panel, click the Columns tab.
Tick or untick columns to show or hide them.
Drag columns to reorder them.
Export all audits
In the right panel, click the Actions tab.
Select one of the export options:
Export to CSV -- download as a comma-separated values file
Export to Excel -- download as a spreadsheet
Export to PDF -- download as a formatted report
The file downloads to your device.
Export selected audits
Tick the checkbox next to one or more audits.
In the right panel, click the Actions tab.
Click Export Selected to CSV or Export Selected to Excel.
The file containing only the selected audits downloads to your device.
View activity history
Find the audit you want to review.
Open the audit actions and click View Activity History.
A panel shows all actions and changes recorded for that audit.
Optionally click Export Activity Log to download the activity history as a CSV file.
Reopen an audit
Find the completed or cancelled audit you want to reopen.
Open the audit actions and click Reopen Audit.
Expected outcome: The audit status changes and the audit moves back to the Active Audits screen.
Column reference
Column | Description |
Audit No. | The unique number assigned to the audit |
Audit Title | The name of the audit |
Type | The audit type, such as Full Inventory or Spot Check |
Status | Whether the audit was Completed or Cancelled |
Total Assets | The number of assets in scope for the audit |
Completed Assets | The number of assets that were audited |
Completion % | The percentage of assets that were audited |
Completed Date | The date the audit was finished |
Created Date | The date the audit was created |
Assigned To | The people or teams assigned to the audit |
Created By | The person who created the audit |
Location | The location or locations covered by the audit |
Exceptions | The number of exceptions raised during the audit |
Warnings and messages
"Failed to load activity history" -- The activity history could not be retrieved. Try again later.
"Failed to reopen audit" -- The audit could not be reopened. Try again later.
"Failed to export data" -- The export could not be completed. Try again later.
Exceptions
This screen shows all exceptions (discrepancies and issues) found during audits. Use it to review, assign, resolve, and track audit exceptions.
What you can do on this screen
View exceptions in a card or list view
Search for exceptions
Filter exceptions by status, priority, type, and other criteria
Select one or more exceptions and apply bulk actions
Create a new exception manually
Change the status or priority of an exception
Assign an exception to a user
Resolve an exception
Contact the auditor who raised the exception
Create or view linked work items
View the related asset or audit
Dismiss an exception
Delete exceptions
Step-by-step instructions
Switch view mode
Open Audits > Exceptions in the sidebar.
Select the view mode button in the top-right corner.
Choose List View or Card View.
Search for exceptions
Use the search function to find exceptions by keyword.
The view updates to show only matching exceptions.
Filter exceptions
In the right panel, click the Filters tab.
Set your filter criteria.
The view updates to show only matching exceptions.
Create a new exception manually
Click New Exception in the top-right corner.
Complete the form in the dialogue that appears.
Click Create to save the exception.
Expected outcome: The exception is created and appears in the list.
Resolve an exception
Find the exception you want to resolve.
Open the exception actions and click Resolve.
Complete the resolution form in the dialogue.
Click Resolve to confirm.
Expected outcome: The exception is marked as resolved.
Change the status of an exception
Find the exception you want to update.
Open the exception actions and select the new status.
Expected outcome: The exception status updates. A confirmation message appears.
Assign an exception to a user
Find the exception you want to assign.
Open the exception actions and click Assign.
Choose a user from the list.
Click Assign to confirm.
Expected outcome: The exception is assigned to the chosen user.
Contact the auditor
Find the exception you want to discuss.
Open the exception actions and click Contact Auditor.
Write your message in the dialogue.
Click Send.
Expected outcome: Your message is sent to the auditor.
Apply bulk actions
Tick the checkbox next to one or more exceptions.
In the right panel, click the Actions tab. The following actions are available:
Mark as Resolved -- resolve all selected exceptions at once
Change Status -- set a new status for the selected exceptions. Choose from: Open, Under Review, On Hold, Actioned, or Closed.
Assign User -- assign a user to the selected exceptions
Change Priority -- set a new priority for the selected exceptions. Choose from: Urgent, High, Medium, or Low.
Delete -- permanently delete the selected exceptions
Select the action you want to apply.
Follow the prompts to confirm.
View the related asset or audit
Find the exception you want to investigate.
Click View Asset to go to the asset record, or View Audit to go to the parent audit.
Warnings and messages
"This will permanently delete [number] exception(s). This action cannot be undone." -- Confirms that you are about to delete exceptions. Click Delete to proceed or Cancel to go back.
"No exceptions match your current filters." -- Your filters are hiding all results. Click Clear Filters to see all exceptions.
Exception Detail
This screen shows the full details of a single exception. You reach it by selecting an exception from the Exceptions screen.
What you can do on this screen
View all details of an exception, including status, severity, priority, and type
See discrepancy information (expected compared with actual values)
View linked asset information
Edit the exception status, severity, priority, assigned user, and notes
Create or link work items to track resolution tasks
View the resolution details and verification information
View the full activity timeline
Step-by-step instructions
View exception details
Select an exception from the Exceptions screen.
The Exception Detail screen opens with multiple tabs.
The Details tab shows core information: status, severity, priority, type, dates, and discrepancy details (expected and actual values).
View asset information
On the Exception Detail screen, click the Asset Information tab.
This tab shows details about the asset linked to the exception, including its name, location, expected location, actual location, and who reported the exception.
Edit an exception
Select the Edit button on the exception detail screen.
Update any of the following fields:
Status -- Open, In Progress, Resolved, or Closed
Severity -- Critical, High, Medium, or Low
Priority -- Critical, High, Medium, or Low
Assigned To -- choose a user
Notes -- add or update notes
Click Save Changes to confirm.
Create a work item
Click the Work Items tab.
Click Create Work Item.
Complete the form:
Title -- a short description of the task (required)
Type -- Task, Investigation, Maintenance Request, Documentation Update, or Training Requirement (required)
Priority -- Critical, High, Medium, or Low
Description -- details of the work to be done
Assign To -- choose a user (required)
Due Date -- when the work should be completed
Click Create & Link Work Item to save.
Expected outcome: The work item is created and linked to the exception.
Link an existing work item
Click the Work Items tab.
Click Link Existing.
Search for the work item you want to link.
Select it and choose Link Selected Items.
View resolution details
Click the Resolution tab.
This tab shows the resolution action, notes, who resolved the exception, when it was resolved, and any follow-up date.
View the activity timeline
Click the Activity tab.
This tab shows a complete history of all actions and changes made to the exception, including who made each change and when.
Field reference -- Details tab
Field | Description |
Exception ID | The unique identifier for this exception |
Status | The current status: Open, Under Review, On Hold, Actioned, Rejected, or Closed |
Severity | How serious the exception is: Critical, High, Medium, or Low |
Priority | How urgently it needs attention: Urgent, High, Medium, or Low |
Type | The kind of exception, such as Data Discrepancy, Location Mismatch, Condition Issue, Duplicate Asset, or Compliance Issue |
Audit | The parent audit this exception belongs to |
Asset | The asset this exception relates to |
Expected Value | What the system expected to find |
Actual Value | What was actually found |
Expected Location | Where the asset was supposed to be |
Actual Location | Where the asset was found |
Reported By | The person who raised the exception |
Field reference -- Work Items tab
Field | Description | Required |
Title | A short description of the work item | Yes |
Type | The kind of work: Task, Investigation, Maintenance Request, Documentation Update, or Training Requirement | Yes |
Priority | How urgent the work is: Critical, High, Medium, or Low | No |
Description | Details of what needs to be done | No |
Assign To | The user responsible for the work | Yes |
Due Date | When the work should be completed by | No |
Warnings and messages
"No resolution details recorded yet." -- The exception has not been resolved. Resolution details appear here once the exception is resolved.
"No work items linked" -- No work items have been created or linked to this exception.
"No activity recorded yet" -- No changes have been made to the exception since it was created.
Audit Detail
This screen shows the full details of a single audit. You reach it by selecting an audit from Active Audits, Scheduled Audits, or Audit History.
What you can do on this screen
View audit information, including title, status, priority, type, assignees, and scope
Edit audit details (title, description, type, priority, dates, and status)
View progress and completion metrics
View and manage exceptions found during the audit
View the full activity log
Upload and manage documents
Start, complete, pause, resume, or cancel the audit
Submit the audit for approval, and approve or reject it
Add or remove assignees
Contact assignees
Export the audit report
Delete the audit
Step-by-step instructions
View audit details
Select an audit from Active Audits, Scheduled Audits, or Audit History.
The Audit Detail screen opens, showing the audit title, status, priority, and assigned users at the top.
Use the tabs to navigate between sections:
Overview -- general information, scope details, progress summary, and recent activity
Progress -- detailed progress and completion metrics
Exceptions -- issues and discrepancies found during the audit
Activity -- complete history of actions and changes
Documents -- files attached to the audit
Edit audit details
Click Edit from the quick actions on the audit detail screen.
Update the title, description, type, priority, start date, due date, or status as needed.
Click Save to confirm your changes.
Click Cancel to discard changes without saving.
Manage audit status
Depending on the current status of the audit, the following actions may be available:
Start Audit -- begin an audit that has not started yet.
Pause Audit -- temporarily stop a running audit.
Resume Audit -- restart a paused audit.
Complete Audit -- mark the audit as finished.
Submit for Approval -- send the audit for review by an approver.
Approve Audit -- approve a submitted audit (requires approval permission).
Reject Audit -- reject a submitted audit and return it for further work (requires approval permission).
Reopen Audit -- reopen a completed or cancelled audit.
Cancel Audit -- cancel the audit entirely.
Select the relevant action from the quick actions menu or status controls on the screen.
Add assignees
Click Add Assignees from the quick actions.
In the dialogue, search for and tick the users you want to add.
Click Assign to confirm.
Expected outcome: The selected users are added to the audit team.
Contact assignees
Click Contact Assignees from the quick actions.
Follow the prompts to send a message to the audit team.
View and manage exceptions
Click the Exceptions tab.
Each exception is shown as a card with its type, status, and priority.
Select an exception to view its full details on the Exception Detail screen.
When in edit mode, you can edit, save, or delete exceptions directly from this tab.
Upload documents
Click the Documents tab.
Use the document panel to upload, view, or manage files attached to the audit.
Export an audit report
Click Export Report from the quick actions.
Choose the export format in the dialogue.
The report downloads to your device.
Delete an audit
Click Delete from the quick actions.
A confirmation message appears: "Are you sure you want to delete this audit? This action cannot be undone."
Click Delete to confirm, or Cancel to go back.
Expected outcome: The audit is permanently removed.
Field reference -- Overview tab
Field | Description |
Title | The name of the audit |
Status | The current audit status, such as Not Started, Assigned, In Progress, Under Review, On Hold, Completed, Cancelled, or Scheduled |
Priority | The urgency level: Critical, High, Medium, or Low |
Type | The kind of audit, such as Physical Audit, Compliance Audit, Financial Audit, or Condition Assessment |
Description | A summary of the audit purpose and scope |
Assigned To | The people or teams carrying out the audit |
Start Date | When the audit is due to begin |
Due Date | When the audit must be completed by |
Last Updated | The date and time of the most recent change |
Location | The location or locations covered by the audit |
Warnings and messages
"Are you sure you want to delete this audit? This action cannot be undone." -- Confirms that you are about to permanently delete the audit. Click Delete to proceed or Cancel to go back.
"No exceptions found" / "All assets are in good condition" -- No issues were found during the audit.
"No activity recorded yet" -- No actions have been taken on the audit since it was created.