Schedule a collaborative assessment and assign each section to an assessor, so a team can complete a single assessment in parallel.

Overview

Scheduling a collaborative assessment works like scheduling a standard assessment, with one addition: because the assessment is organized into sections, you assign each section to a single assessor or leave a section unassigned for the team to claim during conduct. You can also add users to the assessment without assigning them a specific section, so everyone who might need to participate is included.

For the base schedule fields (program, repeat frequency, due date, start window, grace period, documents, and preview), see How to Create an Assessment Schedule in EASE. This article covers only what is different for a collaborative assessment.

Important: add everyone at scheduling. Every person who might participate including potential shift replacements or backups must be added to the assessment during scheduling. There is no way to add an assessor after the assessment is scheduled. If someone was left off and needs to be involved later, the assessment must be deleted and rescheduled.

Note: Scheduling and section assignment are web-only, the mobile app supports the conduct flow only.

Before you begin:

• Collaborative Assessments is available for EASE PRO subscribers and must be enabled for your site.

• The program or document must be collaborative (section template enabled). See How to Enable Collaborative Assessments for a Program in EASE.

• Assessors must have the Assessor role and a scope that includes the assessment locations.

Required permissions: Assessment Scheduler or SiteAdmin

Steps

Open the schedule form

1. Navigate to Schedule. The calendar view displays all scheduled documents.
   
   
    

2. Click the + button (bottom right) and select + Schedule Assessment. The Create a Schedule page opens.

Configure the schedule

3. At the top of the form, select the Collaborative tab (next to Default Schedule). This ensures only collaborative-type programs appear in the Program dropdown.
   
   
    

4. Select the collaborative Program (for example, "OEM Required Audits"), then set Repeat, Due Date, Start Window, and Grace Period as you would for a standard schedule.
   
   

Add the document

5. Click + Add Document. A dialog opens showing only collaborative documents available for the selected program, with columns for Last Modified Date, Name, Program, and Scheduling Maximums.
   
   
   
   
    

6. Select the document, choose a Location from the dropdown, and click APPLY. The document appears on the schedule form, showing each section with its own + ADD ASSESSOR button.
   
   
    

Assign sections and assessors

7. To assign an assessor to a specific section, click + ADD ASSESSOR on that section's row. Search for and select the assessor. The assessor's name appears next to the section with an X to remove the assignment.
   
   
   
   
    

8. To leave a section unassigned, skip the + ADD ASSESSOR button for that section. Unassigned sections appear under Available Section(s) on the conduct page for the team to claim.
    

9. To add people who may need to participate but do not own a specific section, click + Add Assessor(s) below the document (outside the sections panel). This adds them to the assessment without a section assignment.
   

The Assessor(s) panel below the document shows all added assessors with a Section(s) dropdown next to each name. You can assign or change section assignments from this panel as well. Each assessor also has a trash icon to remove them from the assessment.


 

Note: assignment is a soft assignment, not a lock. Sections use a checkout/check-in model: when someone is assigned to a section or picks up a section, it moves to their My Section(s) and is locked from others until released. An assessor can unassign themselves from a section only if they have not started it; once started, they must reassign it to another team member and only users added at scheduling appear in the reassignment list.

Assigning by team or qualification:

• Teams cannot be assigned directly. To add a whole team, filter by team and select all its members.

• If the document has required auditor qualifications, the assessors list during scheduling shows only users who hold that qualification, the system validates this automatically. If no qualification is required, all eligible users are shown.

Preview and submit

10. Click PREVIEW (bottom right). The Scheduling Preview page opens, showing:

    • Schedule Information — Scheduling Type (Collaborative), Program, Repeat, Due Date, Start Window, Grace Period, and User Maximum
    • Location — the selected site
    • Calendar Preview — a timeline view of the scheduled assessment with a success/failure indicator
    • Assessment Results — a chart showing the total assessments
    • Total Assessments by Assessor and Total Sections by Assessor — bar charts showing the distribution of work across assigned assessors

    
    
     

11. Review the preview and click SUBMIT to create the schedule.

The collaborative assessment is now scheduled. Each assessor added to the assessment receives a notification and sees it in their queue.

What happens next

Each assigned assessor sees the assessment in their My Assessments queue. Opening it lands them on the Collaborative Conduct page, where sections are grouped into Available Section(s), My Section(s), and Assigned Section(s). Assessors work their own sections in parallel and can claim unassigned ones. The assessment completes automatically when all required sections are submitted.

See Collaborative Assessments Overview.

Related Articles

• How to Enable Collaborative Assessments for a Program in EASE
• How to Create a Collaborative Assessment Document in EASE