Audits with Auditor flow
Audits in Employee Hub
Audits is a feature in Employee Hub that lets your organisation design, distribute, perform, and track structured audits across your stores, units or gyms. Whether you're running health and safety checks, brand compliance walkthroughs or quarterly store reviews, you can build the audit once as a template and then send it out to be completed to selected tasking groups - stores/units/gyms/restaurants/sites/locations. You can choose whether the stores complete the audit themselves, or whether a designated auditor completes it on their behalf.
Audits replaces ad-hoc forms, paper checklists, and disconnected forms with one consistent flow that captures evidence, scores results, and automatically creates follow-up tasks wherever issues are found.
How Audits works
Audits is built around a template-based approach. You always create a reusable audit template first, and then initiate individual audits from that template whenever you need to run it. Templates live in the Audit template library so they can be reused and shared across your organisation to users with the permission to initiate audits – which means audits stay consistent over time and across stores.
When you initiate an audit from a template, you choose how it should be performed:
- Stores only (self-audit) – the audit is sent to the selected stores and they complete it themselves.
- Auditor(s) – you assign one or more auditors who visit and complete the audit on behalf of the stores. The stores themselves don't receive the audit; only the auditor does.
Where to find Audits
Audits has its own dedicated tab in Employee Hub, alongside Tasks and Forms. The tab is only visible to users with the relevant permission (see Permissions below).
Inside the Audits tab, you'll find two main areas:
- Audits – every audit that has been initiated and sent out, organised by status and audience.
- Audit templates – every audit template available to your organisation, including drafts and archived templates.
You can switch between the two views at the top of the page.
Permissions
Three permissions control how users interact with Audits:
- Audits access – controls whether the user sees the Audits tab at all. Without it, the module is hidden completely. Available as no access or read access. This permission also allows users to start and complete audits that were sent to them.
- Create audit templates – controls who can build and edit templates in the Audit template library. Available as no access or write access.
- Initiate audit from template – controls who can launch a new audit using an existing template. Available as no access or write access. Having this permission without the create audit template permission means you can initiate audits from a template, but not create or edit templates. Create and initiate audits also require the distribution permission.
A typical setup could look like this:
- HQ users have all three permissions.
- Area or district managers usually have Audits access plus the ability to initiate audits, but not to create templates.
- Store managers and store-level users typically only need access to perform the audits assigned to them.
Any user with Audits access can be selected as an auditor when sending an audit via the auditor flow.
Permissions follow the same collaboration group hierarchy as the rest of Employee Hub – users only see and act on the audits, stores and results within their oversight.
Getting started: Create an audit
When a user with the right permissions clicks the + button to create an audit, they're presented with two options:
- Send an audit – use an approved audit template and send it to stores or auditors.
- Create a new audit template – design a reusable audit template with your own sections, questions, logic and scoring.
Which options a user sees depends on their permissions. A user with Initiate audit from template but not Create audit templates will only see Send an audit, because they can only re-use templates that already exist.
Building an audit template
Audit templates are built in the Audit template library. A template is the reusable blueprint you fill in once and then send out whenever you need to run that audit.
Basic information
Each template includes the same core fields you already know from Tasks:
- Title and description
- Attachments
- Approvers
- Priority, category and tags
- Size
Sections
Audits are organised into sections. Each section has its own name and contains a set of questions, which makes long audits easier to navigate, easier to score, and easier to read in results and reports.
You can copy a section, copy individual questions, and move questions up and down within a section.
Questions
Audits support the same question types as Tasks today: short answer, paragraph, multiple choice, checkboxes, date, file upload, content, and right/wrong style questions.
For each question you can:
- Mark it as required.
- Specify the correct answer (available for short answer, multiple choice and checkboxes)
- Turn on a comment field, so the person answering can add context to their answer – for example, what the auditor saw in the store. Comments are visible to anyone who can view the audit’s results.
- Delete the question or any of its answer options.
- Copy questions.
- Copy sections.
Conditional questions
Conditional logic in Audits is set per answer option, which means a single multiple choice question can branch the audit into completely different paths depending on how it's answered.
To set up a conditional question you first need to click "add rule". Once clicked, you'll find a routing dropdown labelled Continue to next on each answer option. Clicking it opens a Choose where this answer should go panel, where you can pick where the audit should jump to when that specific option is selected:
- Next – continue to the next question in order. This is the default.
- A question in this section – skip ahead to a later question in the same section, bypassing anything in between.
- A question in another section – jump straight into a different section of the audit.
Because the routing is per option, two answers to the same question can take the user down two different paths. For example, on the question "Is the cold room operating within the correct temperature range?":
- Yes might continue to the next question.
- No might jump straight into a Cold room troubleshooting section with detailed follow-up questions.
- Not applicable might skip ahead to the next section entirely.
Since conditional logic requires specific answer options to be routed to a place, it only works for the multiple choice question type.
This makes audits feel shorter and more relevant to the user, because they only see the questions that actually apply to their situation.
Scoring
Scoring is set per question. On each multiple choice & checkbox question you'll find a Scoring setting that can be turned on or off:
- When disabled, the question is informational only and doesn't count towards the audit score.
- When enabled, the question contributes to the final audit score, and you assign a numeric value to each answer option.
A few rules to keep in mind:
- Only multiple choice (single-select) & checkbox questions can be scored. All other question types are informational.
- The value of the option the user selects becomes that question's score. For multiple choice questions the highest possible score is the highest value of the answering options. For checkboxes the highest possible score is the total score for all checkbox options.
- If conditional logic causes a section or question to be skipped, those questions are also excluded — they don't count against the final score.
The total audit score is calculated as a percentage from 0 to 100, and the percentage is also broken down per section, so you can see where a store is doing well and where it isn't.
Because each option carries its own value, you can give certain questions more weight simply by assigning higher values to their answer options — without needing a separate weighting setting.
Automatic follow-up tasks
You can set specific options to automatically trigger a follow-up task. For example, if the answer to "Does the store have a working fire extinguisher?" is No, a follow-up task to source and install one can be created automatically.
For each follow-up task you can pre-fill:
- Title and description
- Priority, category, tags and size
- A file upload field
- A question
Follow-up tasks appear in the receiving store's Employee Hub and are linked back to the audit they came from, so you always have full traceability between an audit answer and the action it triggered.
Sending an audit
Audits are always initiated from a template. To send an audit, choose Send an audit from the create menu and pick the template you want to use. You'll then be taken to the Review and send your audit screen where you select your audience and set the schedule.
Choose your audience
You're presented with two options for who performs the audit:
Stores only (self-audit) Send the audit directly to the stores that need to complete it. The selected stores receive the audit in their Employee Hub and complete it on their own. This audience selection works the same way as the "By Store" audience picker for Tasks and Stories and follows the same logic when it comes to "who can see what".
Auditor(s) Assign one or more auditors to complete the audit on behalf of stores. In this flow, the stores themselves don't receive the audit - only the designated auditor does, and they perform it on the stores' behalf.
When selecting auditors, you can choose from users within your oversight who have Audits access. You can filter the list by role to find the right people quickly. Once you've selected an auditor, you then choose which stores they are responsible for auditing. If a potential auditor has access to a higher group such as an area, you can select the whole group and all stores underneath are included in the scope of what the auditor will audit automatically.
The auditor selection view:
Each store can only be assigned to one auditor — you cannot assign multiple auditors to the same store.
Who can see an audit that was distributed to auditors?:
People above the audit initiator have visibility
The Audit initiator / Audit initiator peers have visibility
The People in-between have visibility
The Auditors only see the stores they were assigned to audit and sees this in the card view. However, if you are the Audit initiator / Audit initiator peers and get assigned as an auditor, you still have visibility to all other auditors progress in the audit, but you can only complete the stores you were assigned to audit as an auditor.
Schedule
On the same screen, you set when the audit goes out and when it's due:
- Send out date – when the audit should be released to its audience. Choose Now to send immediately, or pick a date in the future.
- Recurring – set a recurring date if the audit should repeat on a regular cadence.
- Start date – the date from which the audit becomes active.
- Due date/time – the deadline by which the audit must be completed.
You can also add an optional message to the recipients before sending.
Approvers
If approvers are set on an audit, the approval flow works the same as it does for Tasks today. Approvers only see the stores they're responsible for.
Editing a sent or scheduled audit
For audits scheduled for a future send-out, you can still edit the audience, the same way you can with Tasks.
For audits that have already been sent, you can add new audiences, but you can't change or remove audiences that have already received the audit.
Performing an audit
Store users and auditors can complete audits from any device — mobile, tablet or computer. The flow is the same on all of them:
- Answer each question in turn.
- Go back to a previous question to review or change an answer. Conditional logic re-evaluates automatically based on your latest answers.
- Tap Complete when you're done.
- See the result — total score as a percentage and a breakdown per section — along with a list of any follow-up tasks that were created.
Taking on and unassigning an audit
If a self-audit is sent to stores/units, any eligible store user can pick it up. Once a user takes on an audit, other users in the same store can see it is taken. If that person is unavailible, another user can choose "Take on audit" to pick it up instead. The current holder can also "Unassign" themselves, returning the audit to a neutral state so a colleague can take it on. This works the same way as taking on and unassigning tasks.
Performing as an auditor
In the auditor flow, the auditor sees all the stores they have been assigned to audit in the multi-store breakdown view. They navigate into each store's audit, answer all questions on behalf of that store, and complete it. Each store is completed independently, so an auditor can be partway through one store while another is already finished.
In the auditor flow, the store being audited does not see the audit while it is being performed - only the auditor does.
The multi-store/Auditor breakdown view
For each store you'll see:
- Status (Not started, In progress, Completed, Needs review, Approved)
- The score, where applicable
What you see in the breakdown always depends on your access: you see only the stores or areas within your oversight.
Breakdown view when distributing an audit to stores:
From the breakdown view, for any specific store you can also:
- Uploads – view or add file uploads related to that store's audit.
- Chat – open the contextual chat for that store's audit.
- Cancel – cancel that store's completion (see cancellation rules below).
In the auditor flow, the breakdown view additionally shows which auditor is responsible for each store. If you are the assigned auditor, you will see only the stores you are expected to audit, along with a overview confirming these are the stores assigned to you. However, if you are the Audit initiator / Audit initiator peers and get assigned as an auditor, you still have visibility to all other auditors progress in the audit, but you can only complete the stores you were assigned to audit as an auditor. You can click into any of your stores and perform the audit on its behalf directly from this view.
Breakdown view when distributing an audit to auditors:
If you are a manager above the auditor level in the auditor flow - such as an area or HQ manager - you will see all auditors within your oversight and the stores assigned to each. You can filter the view by auditor to focus on one auditors completions at a time.
Cancellation and notification rules
The cancel function works the following way:
- Cancel all completions: requires audit initiate permission + and to be the creator or part of the creators group
- Cancel completions for specific groups: requires Audit initiate permission, does not require you to be the creator
- Cancel completions for specific groups in the auditor flow: requires Audit initiate permission and does not require you to be the creator, but does require oversight of the store — the creator of the audit or a group above the assigned auditor. Being the assigned auditor does not grant cancel (the only time an auditor could cancel completions for specific groups is if the auditor is also the creator of the audit or a part of the creator's group).
The notify function works the following way:
- Only the creator of the audit and people who are in the creator's group can notify
Dowloading results as a PDF
After completing an audit, you can share the results by downloading them as a PDF. This works for both self-audits and the auditor flow, but is especially useful in the auditor flow since the store being audited cannot see the completed audit, the PDF gives them an easy way to share the results with the audited store and any other relevant stakeholders. This is done by simply downloading a PDF either from the breakdown view of a store that has completed an audit, or from the audit details view. The downloaded PDF will include information about the total score of the audit for the store in question shown in percent, the score per section in percent, and a detailed view of all the answers the store/unit got. The auditor who downloaded the PDF is then free to manually share the PDF with whomever they want to share the result with. Downloading the results as a PDF is not availible from the mobile app in the first version, but will be made available in the future.
The Audits overview
The Audits tab gives you a real-time view of every audit you have access to.
Audit cards
Each audit appears as a card showing:
- Store name (or store count if there are several)
- Status (Not started, In progress, Submitted, Approved)
- Completion progress, for example "3/5 audits completed"
- Assigned auditor (or auditor count if there are several, in the auditor flow)
- Priority
Collections
Use collections to filter the Audits view:
- All – everything you have access to.
- Assigned to me – audits you need to perform.
- Awaiting my approval – audits waiting for your review.
- Sent – audits you've initiated.
- Scheduled – audits scheduled for a future send-out.
- Done – completed audits.
In the Audit template library, you can switch between:
- Audit template library – all active templates.
- Drafts – templates saved but not yet published.
- Archived templates – templates that are no longer in use.
Search, filters and the location picker
You can search for any audit within the Audits tab, and any audit you have access to also appears in Employee Hub's global search. Filter audits by status, and use the location picker to focus on a specific part of your organisation.
Audit results
When an audit is completed, the user who performed it can see:
- The total score as a percentage.
- A breakdown of the score per section.
- A list of all follow-up tasks generated, with links to each one.
- A detailed view of every question and answer in the audit.
In the auditor flow, only the auditor sees the score immediately after completing a store's audit. The store itself will only see follow-up tasks assigned to them.
Home page widget
Users see audits assigned to them on their Employee Hub home page in a dedicated widget showing the most recent audits. The widget appears below the Tasks widget.
Chat
Every audit per store has its own contextual chat, so the people involved in the audit can discuss findings, attach context, or coordinate the response to that specific store's audit. Chat isn't available on audit templates.
In the self-audit flow, store users can participate in the chat for their own store's audit, along with any users above them in the hierarchy such as area managers and HQ.
In the auditor flow, the chat for each store's audit is between the assigned auditor and any users above the auditor in the hierarchy (such as area managers and HQ). If an auditor creates and performs the audit themselves, the chat is available as a personal space for the auditor to add notes and observations throughout the audit.
Only users with Audits access can participate in or be mentioned in an audit's chat.
Notifications
The following notifications are sent for audits:
- An auditor is notified when they have been assigned to perform an audit on a set of stores.
- A store user is notified when an audit is initiated that they need to complete (self-audit flow).
