**FAQs**

**What is a Template?**

In general terms it refers to the questionnaire(Audit Questions) which you want to put on the Inspection List. For Example how to create a new Template from scratch here is Slide which will help you understand better. Please click the below link to know how to create a template.


Creating a Template

**How to upload Excel Format for Template in Oditly?**

You can also upload an Excel sheet if you don’t have enough time to write the whole template. We have implemented a feature where you can directly upload your Excel templates in Oditly. Please remember it should be in a specific format for example we have attached an excel sheet for the reference.

How to upload an excel sheet for template

**How to use Template Page Navigation and Controls

On this page you can see the Templates that you have created through-out also you can use the filter option to check the specific templates according to Template Id, Template Name, Template Location, Brand, and Status. You can also check the Status of your templates and change that to Active or Inactive. There is an option to download the template in excel format at the top right.


Template Page Navigation and Control

**Template Access Control**

You have created the Template and later you want to edit/view the location there is an option for that on the navigation page just click on the view and edit to see the location and edit according to your specific need. Also you can share the access of your Template to other users and members registered on Oditly by clicking on the share button just right next to the status of the template. All of these steps have been easily captured in the slide to help you understand better with a link below.


Template Access Control

**How to add logic in the template**

Adding logic to a template is a feature in Oditly which helps you to get a better output from an audit from the templates. For an Example if someone Selects “NO” now you want them to ask why he/she selected that particular option then you have an option for asking them a media file or 200 character paragraph and an action plan for that response. To better help you understand we have attached a link below.


How to add logic in a template?

**How to create auto action plan?**

It is one amazing feature of our tool which help you to trigger a auto action plan(if it is created for that specific question) if someone submit “NO” or its a Non Compliance, it will automatically sends a email or a notification to selected higher authorities with some mandatories action it helps to rectify that problem and resolved ASAP which leads to better outcomes for the business.
Again we have attached a link to how you can create an Auto action plan.


How to create an Auto action plan?

**How to Edit an in-use template?**

You can also edit the templates which are already in-use or in progress but remember that it is only possible before Publishing it. You are allowed to make changes as per you need for example changing it from mandatory to non-mandatory.
Here is the link to the slide which helps to understand this feature better.


How to edit in use template?

** How to create the action plan in the audit?**

While doing the inspection, if a person thinks that it needs to be highlighted he/she can use the action plan for that specific question and it will send the message/notification to the assigned person or the team. This is a very flexible feature where you can set the due date, ask them for a media file and also escalate to the management.
All of this step in a brief has been shown in the slide you can access it by clicking it below.


How to create an Action plan in audit?

**How to create the action plan after the audit is done**

You can also add an action plan even after the audit is completed. This is a feature only for admin users as sometimes there might be a need for it. The action plan is almost the same as we have mentioned above. There is a slight difference which you can see in the slides attached below.


How to create an Action plan when the audit is done?

**How to create adhoc action plan?**

This feature allows you to make an action plan at the very moment if you need something to be fixed; it's a separate action plan that is not linked to the template/Inspection. For example, if you find that the floor was cleaned in the morning but in the afternoon it needs to be done again so at that moment you can create a adhoc action plan set the priority, due date assigned to designated user and team and rest of the steps are the same as we discussed in action plan.

How to create an Ad hoc Action plan?

**How to view the action plan**

It is very easy to see all the action plans on your panel. You just need to click on the action plan tab and access all the action plans according to the need by applying the filter. To help you better understand the step we have attached the slide with a link below.


How to view the action plan

**How to complete an Action Plan?**

In the Action plant section/Tab you(admin) can see the triggered action plan but now if you want that action plan to be marked as completed there is option for that just follow the steps and it will be done. To explain how it's done we have attached the slide below with a link.


How to complete an Action Plan?

**How to edit the action plan?**

You can also edit the action plans which you see in that section. Also you change anything after you start editing which will help you to modify the results and better outcomes. Here is a link to follow the steps on how to do that.

How to edit an Action Plan?

**How to download the raw data**

You have the option to access and download all the analytics as reports by accessing the Analytics section at the left side of page and you also have the option to filter the data as per your need/ preference like date,location and user etc. After the filter you can get all this data in an Excel format as raw data and as a Inspection form.


How to download the raw data?

**How to download the inspection performance report in excel format?**

You also have the option to download the inspection form in excel format and steps are exactly the same as mentioned above as you download the raw data you just need to click on the inspection form this time.


Download the performance report in excel sheet

**What is my Task?**

You can access this by clicking on the left side of the admin portal with the name MY TASK just click on it and you can do all the tasks which have been assigned to you by anyone such as Inspections and action plans. You also start the inspection right from here and can see the full report too.

**Scheduler In Oditly**

The Scheduler is a feature in Oditly.com where you can easily schedule your Inspection according to your preference like for One-off, Weekly, Monthly and Quarterly etc. It comes with lots of different features within. To access the Scheduler you need to click on the Inspection tab on the left side on your oditly admin panel. After Clicking on that, you can see an option for schedules. You will be able to see all the previous created schedules and create a new one.
To create a new one you need to click on the button at the top right corner with the name + CREATE A NEW on it so that you can access the scheduler, there will be a dialog box open in front of you with multiple options to select.

In that dialog box you can select the name of the audit type and also give the name to the inspection.

After that select the location for which you need to schedule the inspection for and with that also select the template you created along with the auditor.

You also have an option to select the auditor by his/her designation if you want to. You can still add a new user while creating a scheduler. There is an option just next to the auditor where you see a plus logo and it will redirect you to the user page where you can add a new user.

To add a reviewer again you need to click on MORE OPTIONS at bottom and enable the check box in front of add reviewer then you can add the reviewer manually and also have the option to add 5 reviewers.

There is one more scenario if you want to schedule one more inspection for different locations at the same time then you have to click on the ACTION button with a plus sign and green colour at the right side of the audit section. Click on that ACTION and just follow the same steps as you did for the first location.

Now you will reach the option where you can select the timeline of that scheduler according to your need with the Start date - due date – End date.

You have multiple timeline options as we have mention earlier :

One off timeline option is just for a day so you want be seeing an end date to it. It itself ends by the end of the day.

Daily timeline option is for everyday inspection but here you need to mention an end date with due day.

Weekly Timeline option is self-explanatory and you also have the option to select one day or each day in a week you can also select the option to never end this inspection and to end the inspection by selecting never and No option just right next to start date.

Monthly Timeline is also self-explanatory but in this option you can select one day in a whole month you can also select the option to never end this inspection and to end the inspection by selecting never and No option just right next to start date.

For all of the above timelines options if someone missed the set due date for the inspection you have the option to send the notification to particular persons for missed the due date you set the notify user in MORE OPTIONS at bottom.

You also have the options to notify users for different scenarios like when the inspection is completed send the full report, for non-compliance, for above benchmark score and for below benchmark score again you can have the access to all this feature on clicking notify user in MORE OPTIONS is bottom.


There’s one more feature named Enable Missed Inspection , It will be only visible when you set the due date or the due date has been selected. When this feature is enable there will be no default time selected and there will be no grace period after the due date has been hit it will be mark as missed and then the auditor want be able to complete the inspection but you can set the time after the due and before the missed inspection it will be visible as a grace period and auditor will get that set amount of time to complete the inspection even after the due but will be tag as completed after due date.


You can also set the benchmark score, add a reviewer , mask that particular inspection, select to notify the user and give instructions/notes by clicking on MORE OPTION Button at bottom.

Updated on: 29/07/2024