Routines and activities: every checklist at the right frequency
HashData Collection Routines define who needs to fill in each form and how often, and automatically record what was not done. Team members see their pending tasks. Managers see what was and was not carried out, without chasing anyone by message.
Security patrol · 3 submissions per weekday
Example of one week in Monitoring
In short
Collection Routines are HashData’s module for recurring checklists, inspections and records. A routine groups forms into tasks with a frequency (daily, specific weekdays, weekly, biweekly or monthly), assigns those tasks to team members and, at the end of each period, automatically records the submissions that did not happen. It works in the web portal and in the mobile app, even offline.
How it works from start to the close of each period
A routine has a name, a start date and a list of team members. Inside it are the tasks: each one links a published form to a frequency and the expected number of submissions. The period of each task is called a window: a day, a week, two weeks or a month.
- The manager creates the routinePicks the team members and adds the tasks, with form, number of submissions and frequency.
- The team sees the pending taskWith each new window, the activity shows up in My Activities, in the app and the portal.
- Every submission countsEvery valid submission sent within the window counts toward the task goal.
- The system closes the windowAnything missing is automatically recorded as not done and appears in Monitoring.
Frequencies that follow the pace of your operation
| Frequency | How the window works | Example |
|---|---|---|
| Daily | One window per day, with the number of submissions defined in the task | Store opening checklist, self-control records per shift |
| Weekdays | The manager picks the allowed days; each day is a window, and submissions on other days are rejected | Patrols Monday to Friday |
| Weekly | One window per week, starting on the day configured in the workspace | Safety inspection, 5S audit by area |
| Biweekly | Two fixed windows per month: from the 1st to the 15th and from the 16th to the end of the month | Consolidated sales report |
| Monthly | One window per calendar month | Energy consumption by site, meter readings |
Windows follow the time zone of the workspace owner. The whole team works with the same deadlines, even with members in different time zones.
Team goal or individual goal
By default, the goal belongs to the team: any member of the routine can submit, and what matters is that the total reaches the expected number. With the All team members must submit option, each person has to meet the goal individually, and the not-done record points out exactly who did not submit.
When the window goal is reached, new submissions are rejected at the moment of sending. If going beyond the goal is desirable, as with client visits that have a weekly minimum, the Accept extra submissions option records additional submissions normally.
Two views: who does the work and who follows up
My Activities, for team members
Team members open HashData and know what they need to fill in, by when and how much is already done.
- In the app, the tab shows a badge with the number of pending tasks and highlights what is on the last day of its window.
- One tap opens the form; if there is a draft on the device, the app asks whether to continue it.
- In the web portal, a card on the home dashboard lists pending tasks with a shortcut to respond.
Monitoring, for managers
Each row is a submission that was made or one that should have been made and was not. Follow-up becomes based on data.
- Filters by status, routine, form, team member and period.
- Shortcuts from the form, the team members screen and each routine.
- The View routines permission gives access only to Monitoring, ideal for coordinators and directors.
Works offline, in the field and on the plant floor
Pending tasks are stored in the app and can be completed without a connection: in cold rooms, rural areas, warehouses or anywhere without signal. Submissions made offline already show as counted on the device itself and are sent automatically when the connection returns.
A submission officially counts for the routine when the device syncs. That is why, in operations with poor signal, the recommendation is to sync before the window ends.
Checking is a routine too: collective verification
Besides tracking submissions, a routine can require someone to check what was submitted. The collective verification task asks for the previous period’s submissions to be verified within a deadline, counted in days from the start of the current period.
The scope can require verifying every submission, with progress such as “12 of 30 done”, or consider one verification enough. When opening the activity, the person in charge lands on the results screen with the period filtered and the pending submissions already selected. If the previous period had no submissions, nothing is required. Verification is done in the web portal, on a computer.
Compliance in dashboards with Advanced Analytics
When the workspace has the Routines and advanced reports features, with the integration enabled, routine events go automatically to HashData Advanced Reports, part of Advanced Analytics: completed submissions, activities not done and verifications, with routine, form, team member and date.
This way, the manager tracks the compliance rate by site, team or team member over the months, not just the current week.
Use cases by industry
| Industry | Routine | Setup | Result |
|---|---|---|---|
| Food industry | Self-control records | Daily, several submissions, team goal | Each day closes with the exact count of expected records |
| Manufacturing | 5S audit by area | Weekly, individual goal | The manager sees which auditor did not audit that week |
| Workplace safety | Safety inspection | Weekly, individual goal | One technician’s submission does not meet the others’ goals |
| Retail | Store opening checklist | Daily, 1 submission, team goal | Any manager on site records the opening |
| Security | Patrols | Monday to Friday, 3 submissions, extras accepted | No requirement on weekends; additional patrols recorded |
| Sustainability | Energy, water and waste | Monthly, individual goal per site | No site goes unreported at month end |
| Agribusiness and utilities | Visits and readings in remote areas | Monthly, individual goal, offline use | The pending task stays on the phone even without signal |
| Services and sales | Client visits | Weekly, minimum goal, extras accepted | Ensures the minimum without blocking additional visits |
Spreadsheets and messages or Collection Routines
| Manager’s question | Tracking with spreadsheets and messages | HashData Routines |
|---|---|---|
| Who skipped this week’s inspection? | Check form by form | Automatic not-done record, per team member |
| Do team members know what they need to do today? | Depends on manual reminders | Pending tasks with deadlines in the app and portal |
| What about places without internet? | Paper to type in later | Pending tasks and offline responses in the app |
| Did anyone check what was submitted? | No record | Collective verification task with a deadline |
| Are we improving over the months? | Manual consolidation | Compliance dashboards in Advanced Analytics |
Requirements and permissions
The module requires the Routines feature enabled in the workspace plan. Routines are created and configured in the web portal; the mobile app is where responses are submitted. Tasks only use published forms: if a form is unpublished, the tasks using it are paused and resume when it is published again, with nothing required for the paused period.
Three permissions control access: Manage routines (configure and track), View routines (Monitoring only) and Collect data (see and carry out one’s own activities).
The full documentation is at docs.hashdata.app/rotinas-de-coleta.
Frequently asked questions
What are HashData Collection Routines?
They are the HashData module that groups forms into recurring tasks, assigns those tasks to team members and automatically tracks each period, recording what was done and what was not.
Which frequencies do routines support?
Daily, weekdays (for example, Monday to Friday only), weekly, biweekly (from the 1st to the 15th and from the 16th to the end of the month) and monthly.
Does the manager need to chase the team manually?
No. At the end of each window, the system automatically records the activities not done, which appear in Monitoring. When the goal is individual, the record identifies which team member did not submit.
Do routines work offline?
Yes. Pending tasks are stored in the mobile app and can be completed offline. A submission officially counts when the device syncs, so it should be sent before the window ends.
Can I require submissions to be checked, not just sent?
Yes. The collective verification task requires the previous period’s submissions to be verified within a deadline. It is done in the web portal, on a computer.
Does routine data show up in dashboards?
Yes, when the workspace has the Routines and advanced reports features and the integration with HashData Advanced Reports is enabled. Completed submissions, activities not done and verifications are exported automatically.
See your routines running in HashData
We’ll show you how to set up your operation’s inspections and checklists, with the frequencies and goals that make sense for your team.
