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What happens when a Scheduled Form isn't completed on time?
This article will summarize how the Grace Period and Automatic Form State Change settings decide what happens to a scheduled form that isn't completed by its due date.
Overview
When a scheduled form passes its due date, it becomes Outstanding. You can now choose how long it stays open (the Grace Period) and what happens once that time is up. The form either moves to Missed for reporting or is Deleted.
New to Scheduled Forms? Start with How do Scheduled Forms work?
Important: The Automatic Form State Change setting only shows up after you enter a number in Grace Period (Days). If the field is empty, the option is hidden.
How to Set It Up
- Open a new or existing scheduled form (Add New Scheduled Form).
- In Grace Period (Days), enter how many days after the due date the form stays open.
- The Automatic Form State Change* dropdown now appears. Choose Move to Missed State or Move to Deleted State.
- Click Save.
Missed vs. Deleted
| Option | What happens | Shows in reports? |
|---|---|---|
| Move to Missed State (default) | The form is marked Missed and stays visible | Yes. Good for tracking compliance gaps |
| Move to Deleted State | The form is removed from the list | No. It's left out of reports |
Which should I choose?
- Choose Missed if you need a record of forms that weren't done, such as daily inspections or safety talks you report on for audits.
- Choose Deleted if a late form isn't useful anymore and you'd rather keep lists and reports clean.
Use Cases and Benefits
- Audit-ready inspections: A 1-day grace period with Missed shows exactly who skipped a daily inspection.
- Weekly safety talks: A few days' grace gives crews time to catch up before the form is marked Missed.
- Short-term project forms: Deleted keeps expired forms from cluttering worker lists or skewing reports.