{"id":5884,"date":"2026-11-03T16:03:38","date_gmt":"2026-11-03T19:03:38","guid":{"rendered":"https:\/\/www.hashdata.app\/?page_id=5884"},"modified":"2026-11-03T17:37:52","modified_gmt":"2026-11-03T20:37:52","slug":"routines-and-activities","status":"publish","type":"page","link":"https:\/\/www.hashdata.app\/en\/routines-and-activities\/","title":{"rendered":"Routines and Activities"},"content":{"rendered":"\n
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Routines and activities:<\/strong> every checklist at the right frequency<\/h1>\n

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.<\/p>\n

\n Request a demo<\/a>\n How it works<\/a>\n <\/div>\n\n
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Security patrol \u00b7 3 submissions per weekday<\/h2>\n

Example of one week in Monitoring<\/p>\n <\/div>\n

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Mon<\/b>3\/3<\/span>Done<\/em><\/div>\n
Tue<\/b>4\/3<\/span>Done<\/em><\/div>\n
Wed<\/b>1\/3<\/span>Missed<\/em><\/div>\n
Thu<\/b>3\/3<\/span>Done<\/em><\/div>\n
Fri<\/b>2\/3<\/span>To do<\/em><\/div>\n
Sat<\/b>\u2013<\/span>Off<\/em><\/div>\n
Sun<\/b>\u2013<\/span>Off<\/em><\/div>\n <\/div>\n
On Wednesday, the day closed with 1 of 3 patrols, and the system automatically recorded the 2 that were missed. On Tuesday, the extra patrol was accepted because the task allows extra submissions.<\/figcaption>\n <\/figure>\n <\/div>\n\n
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In short<\/strong><\/h2>\n
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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.<\/p>\n <\/div>\n <\/div>\n <\/section>\n\n

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How it works<\/strong> from start to the close of each period<\/h2>\n
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A routine<\/strong> has a name, a start date and a list of team members. Inside it are the tasks<\/strong>: each one links a published form to a frequency and the expected number of submissions. The period of each task is called a window<\/strong>: a day, a week, two weeks or a month.<\/p>\n <\/div>\n

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  1. The manager creates the routine<\/strong>Picks the team members and adds the tasks, with form, number of submissions and frequency.<\/li>\n
  2. The team sees the pending task<\/strong>With each new window, the activity shows up in My Activities, in the app and the portal.<\/li>\n
  3. Every submission counts<\/strong>Every valid submission sent within the window counts toward the task goal.<\/li>\n
  4. The system closes the window<\/strong>Anything missing is automatically recorded as not done and appears in Monitoring.<\/li>\n <\/ol>\n <\/div>\n <\/section>\n\n
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    Frequencies<\/strong> that follow the pace of your operation<\/h2>\n
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    Frequency<\/th>How the window works<\/th>Example<\/th><\/tr><\/thead>\n
    Daily<\/td>One window per day, with the number of submissions defined in the task<\/td>Store opening checklist, self-control records per shift<\/td><\/tr>\n
    Weekdays<\/td>The manager picks the allowed days; each day is a window, and submissions on other days are rejected<\/td>Patrols Monday to Friday<\/td><\/tr>\n
    Weekly<\/td>One window per week, starting on the day configured in the workspace<\/td>Safety inspection, 5S audit by area<\/td><\/tr>\n
    Biweekly<\/td>Two fixed windows per month: from the 1st to the 15th and from the 16th to the end of the month<\/td>Consolidated sales report<\/td><\/tr>\n
    Monthly<\/td>One window per calendar month<\/td>Energy consumption by site, meter readings<\/td><\/tr>\n <\/tbody>\n <\/table>\n <\/div>\n

    Windows follow the time zone of the workspace owner. The whole team works with the same deadlines, even with members in different time zones.<\/p>\n\n

    Team goal or individual goal<\/h3>\n
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    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<\/strong> option, each person has to meet the goal individually, and the not-done record points out exactly who did not submit.<\/p>\n

    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<\/strong> option records additional submissions normally.<\/p>\n <\/div>\n <\/div>\n <\/section>\n\n

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    Two views:<\/strong> who does the work and who follows up<\/h2>\n
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    My Activities, for team members<\/h3>\n

    Team members open HashData and know what they need to fill in, by when and how much is already done.<\/p>\n