Assigning an Audit

This section covers:

Creating an Audit Assignment

From the Portal, click Assignments. You can find Assignments from the left panel menu or from the Quickstart page.

Select "Audit" as the Assignment Category, then click Next.
Select the Assignment Type. Since this is an Audit, you only allow Node or Location-based Assignments Type because the Audit must be conducted on-site, and the system needs to verify the user’s physical presence through geolocation, so the "Enable Geolocation Tag" must also be turned on.
Select the Team where your auditor (or the person responsible for the audit) belongs, then click Next. This step is connected to the final part, where you’ll assign to the appropriate person. You may select more than one outlet, but only one person per outlet will be assigned to complete the audit.
Select the Audit you'd like to assign. If you haven't created any Audits, refer to How to create an Audit to start creating or adding your Audits! This is optional but you can rename your Audit!
You can also click Preview button to ensure you've selected the correct Audits, then click Next.
Select an Action for how and when the Audits will be assigned to the selected team or users, then click Next. If your Audits contains repetitive tasks, you can also select "Schedule" so the tasks will be repeat mothly, for example, and you don’t have to create them manually each month.
Here is the explaination of each action, you can also refer to Assignment Action Taken for detail.
1. Assign Action 👉 You can directly send the Audit at that time to the auditor or the person responsible for it. If you're unsure who the appropriate person in charge is but know someone who can identify them, consider using the Delegate feature.
2. Delegate Action 👉 instead of directly assigning the Audits, you have the option to delegate it. This feature is especially helpful when you're unsure who is responsible for conducting the Audits but know someone who can appoint the appropriate person.
3. Schedule Action 👉 create a schedule to assign in a regular frequency within a specific timeframe.
Fill up the Assignment Setup section. Set when will the Audits be ready to work on, how many days should the Audits be completed in, and how often the Audits should be assigned, then click Next. Refer to Assignment Setup for option detail.
Select the person responsible for the Audit, this person must be linked to the team or location selected in the previous step.
This is the final step of create the Checklist assignment, so make sure everything is good before clicking Submit.

Assign an Audit

In step 8, if you choose the Assign action, you will be able to send the Audit at that time directly to the auditor or the person responsible for it.
Set a deadline for this assignment if you’d like!
Select the person responsible to the Audit.
Do note that each outlet can only have one Assignee (auditor).
Click Submit.
Your audit has been successfully assigned!

Delegate an Audit

In step 8, if you choose the Delegate action, you will be able to send the Audit at that time to someone who can appoint the appropriate person (in case you don't know the auditor or the person responsible for it, you can delegate to the Manager of the store for example).
Note: you can only delegate one user for each assignment.
IMPORTANT‼️ The Delegatee's role must be either a Site Admin or a Site User (with TreeAMS Assignment Manager as the sub-role). Remember! A Portal User cannot assign tasks as they are only allowed to do tasks.
Click Delegate.
Your audit has been successfully delegated!

Schedule an Audit

You can also refer to Assignment Setup for the details.

Select either Auto or Manual Assignment
- Auto Assignment 👉 the Audit will be automatically assigned to the same assignee.
- Manual Assignment 👉 you have to select the assignee every time the Audit is created.
Select the Start Date and the End Date of the assignment so the system knows when the task should become active and when it should expire, but this is optional.
Select the Durations to define how many day(s) user will have to complete the task.
Select the Frequency to define how often the task should be assigned.
1. Daily👉 If the task repeats every day. Suitable for: daily opening/closing checklists, hygiene checks, etc.
2. Weekly👉 The task repeats every week on specific days (e.g., every Monday and Friday) which can be set in the Repeat. Suitable for: weekly team meetings, equipment inspections, stock reviews.
3. Monthly👉 The task repeats every month on a specific date (e.g., the 1st or 15th) which can be set in the Repeat. Suitable for: monthly reporting, supply ordering, performance reviews.
4. Quarterly👉 The task will repeat every 3 months on a specific date (e.g., the 1st or 15th) which can be set in the Repeat. Suitable for: quarterly audits, system upgrades, strategic reviews.
5. Half Yearly👉 The task will repeat every 6 months on a specific date (e.g., the 1st or 15th) which can be set in the Repeat. Suitable for: major deep cleaning, biannual maintenance, training refreshers.
6. Yearly👉 The task will repeat once a year on a specific date (e.g., the 1st or 15th) which can be set in the Repeat. Suitable for: annual inventory, policy reviews, license renewals.
Select the Repeat to define when exactly the recurring task should take place, depending on the frequency you've chosen.
1. If Frequency = Daily
  No repeat day selection is needed, as the task will already run every day.
2. If Frequency = Weekly
  You will be asked to choose one or more days of the week. Options: Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday.
  ✅ Example: Select Monday & Thursday if you want the task to run every Monday and Thursday.
3. If Frequency = Monthly, Quarterly, Half-Yearly, or Yearly
  You will be asked to choose the specific day(s) of the month. Options: 1 to 31.
  ✅ Example: Select 15 if you want the task to repeat on the 15th of the month or quarter.
  Note: If a month doesn’t have 31 days (e.g., February), tasks set on unavailable dates may be skipped or pushed earlier depending on the system logic.
Click Next.
Select Assignee.
Click Submit.
IMPORTANT‼️ The first task will appear only at the end of the day.

Cancelling Assignment

In TreeAMS, you can cancel audits in various statuses, including draft, assigned, delegated, and in progress. Follow the steps below for detailed instructions.

Select the audit assignment you want to cancel.

A pop up will appear on the right side.
Click Action. Do note that depending on the audit type i.e., ad hoc (single audit) and scheduled, you'll see different options.

For Ad-Hoc task:

Click Action. then click 'Cancel Assignment'. Confirm the cancellation, and a notification will appear in the top-right corner confirming that the assignment has been successfully cancelled.

For Scheduled task:
1. Click Stop Schedule.
2. Click Yes. With this step, the scheduler has been cancelled. To remove the assigment, continue to Step 3!
3. Go back to the assignment you just cancelled.
4. Click Action.
5. Click Cancel Assignment.

Assigning Corrective Action

TreeAMS Audit system allows auditors to assign Corrective Actions within audits to notify the audited party of areas of improvement or non-compliance. Follow these steps to assign corrective actions.

When conducting an audit, click Comment on the audit question

Tick the Corrective Action box
Set the deadline to resolve the corrective action needed
Add comments to explain the corrective action needed
Add images to the comment as proof
Click Save

After all audit questions have been answered, select an Acknowledger. An Acknowledger is someone who will reply to the corrective actions.
Click Submit. The task will then be sent to the Acknowledger's TreeAMS account.

Replying to Corrective Action

When receiving audit with Corrective Action(s), you need to reply to the corrective action(s) before the audit can be completed. Follow the steps below for detailed instruction.

On your dashboard, select to open the audit task that is 'Pending Corrective Action'

Reply to each of the corrective actions by clicking on Details

Type in your reply regarding the corrective action in the comment box
Add images to your reply
Click Save

You can still update your reply by changing your answer and clicking Update

After replying to all corrective actions and reviewing the audit result, click Submit. The audit will be reviewed by the auditor.

Submitting Audit

All corrective actions need to be replied to, reviewed, and accepted by the auditor to complete. Follow these steps to submit an audit with corrective actions.

On your dashboard, select to open the audit task that is 'Pending Review'

Check the reply of each of the corrective actions by clicking on Details

Type in your reply regarding the action taken in the comment box

If you are not satisfied with the reply, you can choose to go for another round of Corrective Action by ticking the Action Required box and set the deadline

Click Save

After reviewing all corrective actions, click Submit. The audit will either be sent back to the Acknowledger or completed and will generate audit report.