Task Planning lets you create groups of recurring tasks and assign them a defined frequency. When each cycle is completed, the tasks are automatically generated again for the next period, without having to create them manually.
It's ideal for processes that repeat regularly, such as audits, routine inspections, training sessions, or operational rounds.
📌 Availability depending on your plan
The Plannings module depends on the account's plan:
Plan | Plannings |
Free and Starter | No access. The module shows a screen with the available plans |
Professional | Up to 5 plannings in use at a time |
Enterprise | Unlimited |
In use plannings are those that are active, overdue, or paused. Drafts and archived plannings don't use up your quota.
If you reach your Professional plan's limit, you can contact our team from the button that appears on screen to ask how to switch to Enterprise.
📌 Main view of the module
When you open the Plannings module, you'll see a summary with four counters at the top:
Overdue: plannings with overdue tasks that haven't been completed.
Active: plannings in progress.
Archived: plannings that have ended or were archived manually.
Paused: plannings temporarily stopped.
You can choose between two views with the View selector:
General: the complete list of plannings.
Assets: plannings grouped by equipment.
Below, you'll find the complete list of plannings with the columns: ID, Planning, Period, Supervisor, Progress, and Status.
Also, with the tab selector you can switch between Table, the list described above, and Timeline, a monthly view that distributes the plannings and their milestones throughout the month.
Available filters
You can filter the list by:
Status: All / Active / Paused / Overdue / Archived / Drafts
Date, Type, Supervisor, Asset, and Location
Search by planning name
You can also import and export data from the icons next to the search bar.
✅ Bulk actions
You can apply an action to several plannings at once. Select the rows in the list and use the action bar that appears:
Pause and resume.
Archive and unarchive.
Delete.
Keep in mind that:
Actions that delete ask for confirmation and indicate the exact number of rows they will apply to.
The maximum is 200 rows per action, and 50 for deleting plannings.
When finished, a notice indicates how many rows were processed, how many were already in that status, and how many don't allow the action, with the reason.
If a row fails, the rest continue to be processed.
The rules for each row are the same as for individual actions.
🏗️ Assets view
The Assets view groups plannings by equipment, so you can see on a single screen the status of all the cycles associated with the same asset.
It's especially useful for assets with a meter, where the same equipment can have several maintenance cycles in progress or about to come due.
Each asset is shown as a row that summarizes:
The asset's name and identifier.
The number of active plannings.
Next: the next maintenance milestone.
Next planning: the date of the next cycle.
The asset's overall status.
When you expand an asset, all its cycles are displayed, both meter-based and time-based, with the columns:
Column | Description |
Type | The cycle's maintenance level (for example, PM1 - 5000 A), or Time-based if the cycle is time-based. |
ID | The planning's identifier. Click to open its detail directly. |
Projected date | The cycle's estimated date. |
Execution date | The actual date it was executed. |
Compliance | The cycle's percentage of progress. |
Status | The cycle's status (for example, Scheduled or Active). |
Plannings that aren't associated with any asset are shown at the end of the list, identified as Planning without asset.
📅 Timeline view
The Timeline shows the plannings distributed throughout the month, on a timeline. It lets you review on a single screen how the cycles and milestones are distributed: which ones overlap, which ones are overdue, and which ones come next.
It's available both in the General view, where each row is a planning, and in the Assets view, where each row is an asset with all its associated cycles.
Each row shows its cycles and milestones placed on the corresponding day, and you can navigate month by month.
How to read the bars:
The dotted line represents the planned range.
The solid line indicates that range has already been executed.
Filters: the Timeline applies the same filters as the Table view at the planning level: type, asset, location, supervisor, status, and search.
A planning's detail: when you click a bar, that planning's detail opens in a side panel, without leaving the Timeline.
Export to PDF: you can export the Timeline to PDF. The file keeps the month and the filters you have applied on screen at the moment of exporting.
🗂️ Archive and delete plannings
Archive a planning
If a planning is no longer in use, you can archive it to hide it from the main view without losing its information.
To do so:
Click the ⋮ menu of the planning.
Select Archive.
If you need to use it again later, you can unarchive it, recovering its previous status.
🗑️ Delete a planning
If you want to permanently remove a planning from the list, select Delete from the options menu.
Important: when you delete a planning, it stops being displayed on the platform. The historical information generated by the tasks remains preserved in the system.
📌 Planning templates
Before creating a planning, it's useful to understand the available templates. These are templates that predefine the configuration so you don't have to set everything up from scratch every time.
To access them, click the Templates button in the upper-right corner of the list.
Types available by default
DataScope includes the following predefined types:
Inspection Audit
Training and education
Maintenance
Operational round
Generic planning (Not customized) (default)
You can edit or delete the existing types, or create new ones with the Create template + button.
Search and delete templates
Use column: indicates in how many plannings each template is used (for example, Used in 1 planning) or Not in use. The Generic planning (Not customized) template is marked as Default.
Search: above the templates list there's a search bar that filters as you type, by name or prefix, regardless of uppercase or accents. If there are no results, the list tells you what you searched for and lets you clear the search.
Delete several templates: select the templates and delete them together. Each template shows how many plannings it's used in, and those in use can't be selected. At least one template always remains in the account.
With an active search, select all and the action bar act only on the templates shown on screen.
Create a new template type
When creating a type, you define the information that will be predefined when creating the planning:
Field | Description |
Icon and Name | The type's visual identification. |
ID prefix | Prefix that will be added to the ID of each planning created with this type. |
Supervisor | You can set a mandatory supervisor for all plannings of this type. |
Requires asset to create planning | If turned on, it will be mandatory to assign an asset when creating a planning of this type. |
Allow editing the planning after it's created | Lets you update the configuration of plannings created from this type. Changes only apply to upcoming executions and don't affect those already in progress. |
The same people responsible for all tasks | The tasks of plannings of this type share a single list of people responsible: it's defined once when creating the planning, and editing it applies to all tasks. Adding a person applies from now on; removing one takes effect from the next cycle and doesn't erase what's already been done. |
Cycle setup | Time-based (the cycle is scheduled by calendar or every X days) or Meter (Requires asset) (the cycle is scheduled when the meter reaches a defined value). |
Frequency | Daily, weekly, every 2 weeks, monthly, quarterly, semiannual, or custom. In the custom option, you define a number and a unit of time in Repeat every. |
End | Never / By date / After N cycles. |
Allow changing frequency | Option for the user to be able to change the frequency when creating the planning. |
Meter (requires asset) | Makes it mandatory to associate an asset when creating the planning. |
Forms | Defines which forms (tasks) must be executed in each cycle. |
Example: an Inspection Audit type with a frequency of every 2 weeks and an end after 4 cycles will generate exactly 8 weeks of planning. When the fourth cycle is completed, the planning is archived automatically.
📌 How to create a planning
Creation is done in 2 steps.
Step 1: General setup
Click Create + in the upper-right corner. A screen will open with the following fields:
Field | Description |
Planning template * | Select an existing type or use Standard planning (Not customized) to set everything up freely. The field filters the options as you type, and the no-template option is always available. |
Planning name * | The planning's identifying name. |
Supervisor * | Person(s) responsible for supervising the planning. |
Start date * | Date the first cycle begins. |
Planning frequency * | The cycles' periodicity: Daily, Weekly, Every 2 weeks, Monthly, Quarterly, Semiannual, or Custom. |
End | Never / By date / After N cycles. |
Asset | Associated asset (if applicable). By default, it shows No asset. |
Location | Associated location (if applicable). |
Fields marked with an asterisk (*) are mandatory.
If you choose the Custom frequency, in Repeat every you define a number and a unit of time, for example every 2 days.
Click Next to continue, or Save draft to save without activating.
Step 2: Forms and tasks
In this step, you assign the forms and create the cycle's tasks:
Add the forms that need to be completed with + Add forms. If the template already includes forms, they appear in the list.
For each form, click Create task to set up the task.
To go back to the general setup, use Back to the previous step.
Frequency per form: each form can have its own frequency or stay as Same as the planning. For example, in a monthly planning, one form can be daily and another every 2 weeks. For each cycle, DataScope shows how many tasks will be generated and on what dates.
Setup of each task
General information
Users: the people responsible for performing the task.
Form: inherited from the selected form.
Location: where it will be done.
Asset: asset, if applicable.
Description and Tasks to perform: additional instructions.
Date and time
Execution day in the cycle: defines which day of the cycle the task must be executed (e.g., day 1 of 7).
Execution time: the exact time the task will be available.
Task duration in hours: the time window available to complete it. The system shows a preview of Cycle 1 and when it will be rescheduled in Cycle 2.
Allow responses after the deadline: if turned off, the task will be left as incomplete once it's overdue.
Schedule delivery: defines how far in advance the person responsible is notified (at the start, 1 day before, 3 days before, etc.).
Participation
Mandatory: all assigned users must respond.
Voluntary: users can accept or reject the task.
Reminders
Set up automatic notifications before the due date: 15 min, 30 min, 1 hour, 1 day, 3 days, or 1 week.
Once the task is set up, click Create. Then click Create in the main panel to activate the planning.
📌 A planning's detail
When you open a planning from the list, you'll see:
The planning's name and ID, along with its current status (e.g., Overdue).
Navigation by cycles: you can move forward or back between cycles with the arrows (e.g., Week 1 of 2, Jun 9, 2026 to Jun 16, 2026).
Progress bar: shows the percentage of tasks completed in the current cycle (e.g., 0/1 tasks completed, 0%).
General information: Template, Period, Asset, and the assigned Supervisor.
Action buttons: Google Sheets and Pause, in view. In the ⋯ menu, you'll find Change history, Archive, and Delete. The Edit button appears when the template allows editing the planning after it's created.
✏️ Editing a published planning
A planning that's already active can be edited without having to recreate it from scratch, as long as the planning type allows it. This applies to both time-based and meter-based plannings.
When changes apply
Changes to the people responsible follow these rules:
Change | When it applies |
Add a person responsible | Immediately |
Remove a person responsible | From the next cycle |
📌 Important: the current cycle is never altered. Tasks already generated keep their people responsible and their original configuration.
🕘 Change history
Each edit of the planning is recorded and available to check, with the detail of what was modified.
Tasks of the plan
The task list shows the columns: ID, Form, User, Start date, Status, and Responses.
You can filter by: All / Assigned / Accepted / Completed / Incomplete / Rejected / Users.
If you need to add a task that wasn't contemplated, use the + New task button (the form options will be filtered according to the planning type).
In each task's ⋯ menu, you can choose Edit, Notify, Reassign task, Cancel, or Delete.
When does the next cycle start?
Important: what determines the start of the next cycle is the end date, not the completion percentage.
This means that even if all tasks are 100% completed, the new cycle isn't generated right away. The system waits for the defined period to elapse before automatically creating the next cycle's tasks.
📱 Where does the user see a planning's tasks?
In the app, a planning's tasks appear in the Plannings section of Pending, within Assigned Tasks. Each card shows the planning's name, its progress (for example, 1/1 tasks), and its frequency.
In the Web Platform, a planning's tasks appear in Task Assignments. To find them, use the Origin filter and select Planning.
📥 Import and export plannings
From the icons next to the search bar, you can import and export plannings with an Excel file.
The import template includes a plannings sheet and a tasks sheet.
For group tasks, the template includes the Assignment Type and Group Name columns.
You can define a custom frequency for both the planning and the tasks, if you download the current import template.
Locations are identified by their code. If you use locations from the Locations module, indicate the NestableLocation location type. See: How do I import tasks in bulk?
📊 Integrate a planning with Google Sheets
You can connect an entire planning to Google Sheets through a single integration.
When you do, DataScope will automatically export:
All the answers of the forms included in the planning.
A sheet with the planning's general summary.
A sheet with the tasks' information.
This way, you don't need to set up a separate integration for each form in the planning.
❓ Frequently asked questions
Why can't I see the Plannings module? The module is available on the Professional and Enterprise plans. On accounts with the Free or Starter plan, a screen with the plans is shown.
I can't create more plannings, why? The Professional plan allows up to 5 plannings in use at a time (active, overdue, or paused). Drafts and archived plannings don't use up your quota, so you can archive the ones you no longer use. The Enterprise plan has no limit.
What happens if I don't complete all the tasks before the cycle ends? Incomplete tasks are recorded with Incomplete status. The system still generates the tasks of the new cycle once the end date arrives.
Can I modify an active planning? Yes. If the planning type allows it, you can edit the published planning without recreating it. You can also add tasks from the detail with the + New task button. Changes to people responsible apply immediately when adding and from the next cycle when removing; the current cycle isn't modified.
What happens when the defined cycles run out? The planning is archived automatically. You can check it in the list by filtering by Archived.
Can I pause a planning temporarily? Yes. From the planning's detail, use the Pause button. The planning will be left in Paused status and won't generate new cycles until you reactivate it. If you need to pause several, select them in the list and use the action bar.
My planning isn't generating tasks, why? Check that it isn't in Paused status. Meter-based plannings are paused automatically if the asset is deactivated, or if the template has pause for inactivity turned on and the meter doesn't record new readings. In that last case, they resume on their own when readings are recorded again. Also check that it isn't a draft, and remember that the next cycle is generated when the current cycle's end date arrives.
Can I save a planning without activating it yet? Yes. During creation, use the Save draft button in either of the two steps. You can activate it later from the list by filtering by Drafts.
Can I create plannings without a predefined type? Yes. When you select Standard planning (Not customized), all fields are available to set up freely without restrictions.
Can I use a different frequency for each form? Yes. In step 2, each form can have its own frequency or stay as Same as the planning.
Can I delete or archive several plannings at once? Yes. Select the rows in the list and use the action bar. The maximum is 200 rows per action, and 50 for deleting plannings.
Do changes affect the current cycle's tasks? No. The current cycle keeps its configuration. When removing a person responsible, the change is reflected from the next cycle on.
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