Routine checks

Who can use it: managers set checks up and allocate them; staff record each one. Available on Professional and Enterprise.

Where to find it

Open Compliance → Routine Checks.

The page

• Tabs: Action plans (follow-ups raised from checks), Month overview and Trends.
• An Out-of-range readings? banner appears when a reading needs a decision; Go to Needs triage takes you there.
• Cards: Recorded (last 30 days), On time, Not recorded and Recorded as issues.
• Filters: frequency (Daily, Weekly, Monthly, Quarterly, Every six months, Yearly) and department (for example Clinical, Household, Kitchen, Maintenance).
• Each check shows its department, its status (To record, Recorded, Overdue), Calendar and Record.

Recording a check

1. Press Record on the check. Only checks allocated to you (or your role) are shown to you.
2. Fill in the grid. On a phone the grid scrolls sideways.
3. For weekly and less frequent checks, set Date carried out to the day the check was actually done. Time columns then only ask for the time.
4. Press Submit. A complete check locks; a manager can unlock it to make changes.

The calendar

Month overview shows each day colour-coded: Done, Out of range, Missed, Partly done, Upcoming, Not applicable, Recorded (disabled) and Late / retrospective. Click a day to see its checks; when a reading came back out of range, raise a follow-up with Create Action Plan from the day view.

When is a check due?

• Daily and weekly checks run on fixed days.
• Monthly and longer checks are rolling by default: each one is due one interval after the last one was carried out (for example a quarterly fire drill done on 10 October is next due on 10 January). That way the gap between checks is never longer than it should be.
• You can record a rolling check early. The record window shows "recording early", and the next due date moves on from the day you did it.
• A check reads Recorded after it's done, To record as its next due date gets close (about three weeks ahead for a quarterly check), and Overdue once the due time passes.

Done early or late?

When a manager records a rolling check on a different day from its due date, Trine asks when the next one is due:

• Use the date carried out (recommended) — the next one is due one interval after it was done.
• Keep the original schedule — the dates stay as they were. If that would leave a longer gap than the interval (because the check was done early), you'll see a warning first.

Staff and the QR page always use the date it was carried out; a manager can change the next due date later in the check's settings.

Good to know

• Each check belongs to one department. Each department has a QR code that opens a no-login page listing that area's checks, so staff can record from a phone on the spot.
• Progress is measured as recording completion, with timeliness reported separately — a "No" answer and a late entry both still count as recorded, and missing is kept distinct from failed.
• Routine checks give an informational signal; they don't change the readiness score. An audit sub-question can use a check's records as evidence.

Related: Routine Check settings · Action Plans · Audits