When creating an inspection schedule, two settings control how it runs:
Frequency controls how often inspections should take place.
Occurrence controls the maximum number of inspections the schedule can create.
Inspection Scheduler does not always create every future inspection at once. The number initially created depends on the selected frequency and how far ahead that frequency schedules inspections.
Looking for another Inspection Scheduler guide?
This guide is part of our Inspection Scheduler collection. You may also find these helpful:
Before You Start
The schedule must first be created and applied to a property before it can generate inspections.
Inspection Scheduler is available in Inventory Base with either:
The Properties Pro module.
The Team Pro plan.
ℹ️ For help creating your first schedule, see Inspection Scheduler: Create a Schedule.
What Does Frequency Mean?
Frequency controls how often an inspection should be scheduled.
The available options include:
Daily
Weekly
Monthly
Periodically
Custom
Trigger
ℹ️ Some frequencies require additional information.
For example, when selecting Weekly, you must also select the weekday on which the inspection should take place.
How Far Ahead Are Inspections Created?
When a schedule is applied to a property, Inventory Base creates inspections in advance according to the selected frequency.
Frequency | Inspections Created in Advance | What This Means |
Daily | 7 inspections | Inspections are created for the next 7 days |
Weekly | 4 inspections | Inspections are created for the next 4 weeks |
Monthly | 3 inspections | Inspections are created for the next 3 months |
Quarterly | 3 inspections | Inspections are created for the next 9 months |
Bi-Annual | 2 inspections | Inspections are created for up to 1 year |
Yearly | Normally 1 inspection | If the first inspection is scheduled for the current day, 2 inspections may be created |
Custom | 3 custom intervals | A schedule for every 2 weeks, for example, creates inspections for the next 6 weeks |
ℹ️ Notes
These are advance-creation windows. They do not necessarily represent the total number of inspections the schedule will create.
The total is controlled by the Occurrence setting.
What Does Occurrence Mean?
Occurrence controls the maximum number of inspections that a schedule can create for a property.
For example:
Weekly with an Occurrence of 5 creates a maximum of 5 weekly inspections.
Monthly with an Occurrence of 12 creates a maximum of 12 monthly inspections.
ℹ️ Notes
Inspections created when the schedule is first applied count towards this limit.
Once the Occurrence limit has been reached, the schedule remains linked to the property but stops creating further inspections.
What Happens If No Occurrence Is Set?
If you do not specify an Occurrence, the schedule continues indefinitely.
It will continue creating inspections according to its frequency until the schedule is removed from the property.
This means:
Occurrence added: The schedule stops after reaching the specified number.
No Occurrence added: The schedule continues until it is removed.
Example: Weekly Schedule With an Occurrence of 5
A schedule is configured as follows:
Setting | Selection |
Frequency | Weekly |
Day | Sunday |
Occurence | 5 |
What will happen:
Weekly schedules create inspections for the next 4 weeks.
When this schedule is first applied, 4 inspections are created. These count towards the Occurrence limit of 5.
The fifth inspection is created later when its date enters the next 4-week scheduling window.
After the fifth inspection has been created:
The schedule remains linked to the property.
No further inspections are created.
The schedule must be edited or reapplied if more inspections are required.
How Are Further Inspections Created?
Inspection Scheduler checks linked schedules during an overnight run at 1:00 am UTC.
During this check, Inventory Base creates another inspection when:
Its date has entered the relevant advance-creation window.
The schedule is still linked to the property.
The Occurrence limit has not been reached.
For example, a weekly schedule with no Occurrence continues creating further inspections as new dates enter the 4-week scheduling window.
The next inspection may therefore appear after the overnight Scheduler run rather than immediately.
Custom Frequencies
The Custom option allows you to set your own interval.
For example:
Every 2 weeks.
Every 3 months.
Every 6 months.
Custom schedules initially create inspections for three intervals ahead.
For example, a schedule set for every 2 weeks creates inspections covering the next 6 weeks.
You may be asked to select the schedule’s start date when applying it to a property.
ℹ️ For more advanced setup guidance, see Inspection Scheduler: Use Custom Frequencies, Triggers and Conditions.
Trigger-Based Schedules
A Trigger schedule does not follow a standard daily, weekly, or monthly pattern.
Instead, it reacts to a selected event, such as:
An inspection being marked Complete.
An inspection being marked Closed.
A tag being added or removed.
A custom field being created or updated.
ℹ️ For more information, see Inspection Scheduler: Use Custom Frequencies, Triggers and Conditions.
What To Check If an Inspection Has Not Been Created
🔽 Select a heading below to expand the instructions.
Check the Schedule Is Linked
Check the Schedule Is Linked
Creating and saving a schedule is not enough. It must also be applied to the relevant property.
Check the Start Date
Check the Start Date
Confirm that the selected start date and frequency place the inspection within the expected scheduling window.
Check the Occurrence
Check the Occurrence
The schedule may have already reached its Occurrence limit.
If the limit has been reached, the schedule remains linked but will not create further inspections.
Check the Advance-Creation Window
Check the Advance-Creation Window
The inspection may not yet fall within the window for the selected frequency.
For example, a weekly inspection is created once it falls within the next 4 weeks.
Allow for the Overnight Run
Allow for the Overnight Run
Further inspections are checked and created during the 1:00 am UTC Scheduler run.
If an inspection has only recently entered the scheduling window, check again after the next overnight run.
What To Do Next
Once you understand the frequency and occurrence settings, apply the schedule to the required property or properties.
➡️ Continue to: Inspection Scheduler: Apply and Manage Schedules on Properties
Need Help?
If a scheduled inspection has not been created when expected, contact the Support team through the chat icon in your Inventory Base account.
Please include:
The schedule name.
The full property address + URL
The selected frequency.
The Occurrence setting.
The expected inspection date.
A screenshot of the linked schedule.
Full details of the issue you are having.
Any supporting screenshots or screen-recordings showing the issue.