The plan builds itself.Every rule checked.Your planners decide.
ScheduleAI allocates every audit against every rule, chases clients for dates and re-plans when things change. Your planning team spends the day on decisions, not spreadsheets and inboxes.Allocates every audit, chases clients for dates and re‑plans when things change.
- ✓Read 214 new audits from the ERP
- ✓Checked 35+ rules for each allocation
- ✓Formed 6 teams for integrated audits
- ✓Sent 57 date requests to clients
- ✓Chased 12 clients who went quiet
- 3Decisions waiting for a planner
✓Nothing is booked without your rules, or your approval
Planners spend their days chasing clients for dates, re-planning by hand and answering the same emails.
ScheduleAI asks clients for dates, reminds and escalates, sends auditors invites they can accept or reject, and puts each date in front of a planner to approve.
Planners at a global inspection marketplace saved 4–6 hours a week.
Nobody became a planner to chase clients for dates.
The email ping-pong
“Which dates suit you?” Three reminders later, the client picks a day the auditor no longer has.
Rules nobody can hold
Competence, accreditation body per standard, rotation, conflicts and windows, all checked from memory.
One change, five moves
An auditor calls in sick and the week unravels. Every knock-on is found and fixed by hand.
“We'll build it ourselves.” Here's what happens.
Building it yourself
- Macros one person understandsWhen they're on holiday, so is the plan
- Rules that never make it inRotation and conflicts stay in someone's head
- Quarters, not weeksIT changes queue behind everything else
- Maintenance foreverNew schemes, new rules, new workarounds
With ScheduleAI
- You share your rules and a data extractNo macros, no ERP project
- We configure and connectRules, SOPs, ERP and calendars
- Planners review and approveThe engine proposes, people decide
- Rules kept currentAs schemes change, so does the configuration
Every email about dates, written, sent and followed up.
Your ISO 9001 surveillance audit is due by 30 October. Which suits you: 13, 14 or 21 October?
2 days, no reply · reminder sent
The 14th works, but only from 10:00.
Auditor, competence, rotation and travel re-checked ✓
Date sent to a planner · approved in one click
Confirmed: Wednesday 14 October from 10:00 with your lead auditor.
✓ Booked · calendar updated · logged in the audit trail
Requests dates
Offers options that already fit the auditor, window, rotation and route.
Chases politely
Reminders on your schedule, then escalation to a named planner.
Checks the reply
Every proposed date is re-checked against every rule, then sent to a planner to approve.
Flags what needs you
Out-of-window requests or conflicts go to a planner with a recommendation.
One email. One click. In the calendar.
Auditors and clients get an email with accept and reject buttons, and auditors get an Outlook invite they can accept, reject or answer with a new time. The answer flows back into the plan.
ScheduleAI, scheduling assistant for your planning team
ISO 9001 surveillance · Harlow Build Ltd
- When
- 14–15 October, 2 days
- Where
- Harlow, Essex
- Role
- Lead auditor
✓ Accepted · added to Outlook · plan updated
- Planner approves the dateOne click, after every rule is checked.
- Invite sentEmail and Outlook invite, from templates you approve.
- Answer flows backAccept, reject or a new time updates the plan.
The engine does the legwork. Planners decide.
| Step | ScheduleAI | Your planner |
|---|---|---|
| Find a compliant auditor | Checks 35+ rules and ranks the candidates | Approves, adjusts or overrides |
| Agree a date with the client | Proposes dates, sends reminders, escalates | Steps in only on escalation |
| Book the auditor | Sends the Outlook invite and reads the answer | Sees any decline and the proposed replacement |
| Something changes | Re-checks the rules and proposes a new plan | Approves the change |
| Keep the record | Logs every decision with its reason | Exports it for assessments and reporting |
The results.
“After seeing ScheduleAI allocate a thousand audits automatically, I'm very happy with what I see. It matched auditor qualifications across more than a thousand audits. That used to take me ages. Everything's in one place now. It's not just in my head anymore.”
Team leader, inspections · European testing, inspection and certification group
From a demo on your data to go-live.
- 12 weeks · freeCustom demoA month of your own audits planned and compared with your plan.
- 24 weeks · fixed feeScoping and integrationRules, data and connections configured with your team.
- 38 weeks · one divisionPilotMeasured against success measures agreed in writing. The licence starts.
- 4division by divisionRoll-outFurther divisions and countries on the same rules.
Questions planning teams ask
How is this different from the scheduler in our ERP?
Your ERP or certification platform holds the programme and the record. ScheduleAI works out the best allocation against every competence, accreditation, rotation and window rule, runs the client conversation and writes the result back. It connects to your ERP rather than replacing it.
Do planners lose control?
No. The engine proposes and explains; planners approve, adjust or override, and every override is logged.
Can we start with allocation only and switch on client emails later?
Yes. Allocation and approval can run on their own, and client and auditor emails can be switched on per division when your team is ready.
Will clients know they're emailing software?
Yes. Every message says it comes from an automated scheduling assistant working for your team, uses templates you approve, and hands anything unusual to a named planner.
How fast will we see results?
You see your own audits planned within the two-week custom demo.
How long does implementation take?
A free two-week custom demo on your data, a four-week scoping and integration phase, then an eight-week pilot with one division live. Rollout to further regions follows.
What does ScheduleAI cost?
The custom demo is free. Scoping and integration is a fixed fee agreed in writing. The annual licence is priced per scheduled day (one calendar day per auditor with a confirmed appointment), with lower rates as your volume grows, plus an annual platform fee.
Is our data secure?
ScheduleAI is ISO/IEC 27001 certified, GDPR compliant and hosted in AWS Ireland (EU). Your data is never used to train models.
Does it replace our ERP?
No. It connects through a REST API and webhooks, with a pre-built Intact integration and Outlook calendar sync.
Watch: the overnight run
02:14, 214 new audits, nobody awake. By 08:30 the planner has three decisions, not 214.
Prefer to click through it yourself? Take the product tourTell us where the planning time goes.
A free two-week custom demo on your auditors, your rules and your audits. No licence until you have seen it work.