An audit template is made up of sections of questions that are posed to the auditor each time they perform a particular audit.
To create a new audit template:
1. Click “Location Audit” from under the “MANAGEMENT” menu.
2. Click the “Settings” option in the upper right-hand corner to open the Location Audit “Settings” page.
3. Click the green “+ New Audit Template” option.
4. Type in the name of your new audit template then click the green “Save” button.
5. Woven will navigate you to a page where you can start creating the contents of your location audit template.
a. The first half of this page “Audit Template Details” contains general information on your audit. With appropriate permissions, you can edit the name of your template or add instructions to auditors who use your template.
b. The second half of this page “Audit Template Sections” is where you can build the sections of your audit template and write the questions that will appear in each section.
PRO TIP: In the “Audit Template Details” of a location audit template, there is a field called “Restrict to Certain Positions.” You can use this field to restrict team members of certain positions that have permission to use Location Audits from:
- Using this template to complete an audit.
- Seeing scheduled, ongoing, or completed audits with this template selected.
This is especially helpful if you have an audit template that should only be used and reviewed by select positions. For example, perhaps a Corporate Executive performs audits, and those audits should only be visible to other Corporate Executives and Regional Directors.
To use this field, first, check it off. The “Positions With Access” field will then appear where you can select the position(s) that should have access to this location audit template. When done, only the positions that you inputted will be able to use and review this particular type of audit.
6. To create a new section in your audit template, select the green “+ New Section” option.
7. In the pop-up window that opens:
a. Name the section (we suggest naming the section based on the topic of the questions that you plan on including in the section)
b. Select the type of section you are creating. If this new section’s questions will relate to a particular physical area of a location (bathrooms, offices, etc.), select the “Location Physical Area Check” option from the “Type” drop-down menu. Otherwise, choose the “Standard” option.
c. Choose whether you want to require auditors to answer this section’s questions.
8. When satisfied, click the green “Create Section” button.
PRO TIP: Not sure what kinds of physical areas have been defined in Woven? Go to the “Locations” option under the MANAGEMENT menu then click “Settings.” You’ll be navigated to the Locations “Settings” page where you can see a list of Physical Area Types. Click the “+ Add Physical Area Type” to include more.
9. With your new section automatically selected, you can:
a. Update the details of your section (edit your section’s name, change whether the section is required for auditors, add instructions to the auditor completing this section’s questions, and (if applicable) choose from a drop-down menu the types of physical areas that this section’s questions address).
b. Start adding questions to your new section.
PRO TIP: Whenever your template is used for a location’s audit, a “Location Physical Area Check” type section will appear for as many physical areas that qualify as a particular physical area type at that location. For example, let’s say that you create a “Location Physical Area Check” type section in your audit template, and you select “Bathroom” from the section’s “Physical Area Types to Include in Audit” drop-down menu. Now let’s say an auditor at the Cherry Hills location starts an audit using your audit template. Cherry Hills has three bathrooms: a men’s bathroom, a women’s bathroom, and a staff bathroom; therefore, the generated audit will show the same list of questions three times (once for each bathroom). The auditor must then fill out the set of questions for each bathroom at the location.
10. To add questions to a section, first, make sure that you are in the correct section by noting which section is highlighted. In the snapshot below, I’m in the “Training” section.
11. Next, select the green “+ New Question” option which will open up a pop-up window.
12. In the pop-up window:
a. Type in the question.
b. Choose the question type
c. Choose how many points to assign to the question (if this question is answered incorrectly during an audit, these points will be deducted from the overall audit score)
d. Choose the desired answer to the question (e.g., my desired answer to a yes-or-no question about whether a piece of equipment is clean is “Yes”)
13. When satisfied, click the green “Create Question” button.
PRO TIP: There are four question types to choose from:
- Yes / No: the question’s response options will be “Yes” and “No” (e.g., “Are financials up to date?”)
- Yes / Maybe / No: the question’s response options will be “Yes,” “Maybe,” and “No.” The desired answer will award all of the question’s points, “Maybe” will award 50% of the question’s points, and the non-desired answer will award zero points for the question (e.g., “Are all of the towels folded properly?”)
- Always / Sometimes / Never: the question’s response options will be “Always,” “Sometimes,” and “Never.” The desired answer will award all of the question’s points, “Sometimes” will award 50% of the question’s points, and the non-desired answer will award zero points for the question (e.g., “Are all of the towels folded properly?”)
- Satisfactory / Needs Improvement / Immediate Attention: the question’s response options will be “Satisfactory,” “Needs Improvement,” and “Immediate Attention.” The desired answer will award all of the question’s points, “Needs Improvement” will award 50% of the question’s points, and the non-desired answer will award zero points for the question (e.g., “All restrooms are cleaned properly?”)
- Checkmark: the auditor can either check off the question or keep it unchecked (e.g., “The financials are up to date.”)
- Free Entry: the question is open-ended so that the auditor may type in their response. You may specify whether a text response is the desired answer or whether no response is the desired answer (e.g., “What future staff trainings have been planned?”)
PRO TIP: When creating an audit template, some questions may be more important to answer favorably than others. For more important questions, add more points for getting it right. For example, assign 1 point for each question, but assign 3 points for questions that are more critical.
14. Continue adding questions for each section.
15. When finished adding questions to all sections and you’re ready to have the template available for auditors’ use, publish your audit template by first clicking on the yellow “Actions” button.
16. Select the “Publish” option.
17. Confirm your decision to publish the audit template by selecting the green “Publish” button.
18. Your audit template will now be available to auditors.
PRO TIP: Want your new audit template to be the first audit template available to choose from? On the Location Audit “Settings” page, hover over the new audit template and select the “Make Default” option.