Rules first.Then the best plan.Exceptions, not guesses.
ScheduleAI's engine works through six stages: prioritise, locate, match, plan, schedule and solve. It sets aside every option that breaks a rule, then weighs internal auditors against subcontractors, utilisation, day rates and travel across the whole programme. Anything it cannot place goes to a planner with the reason, and a planner approves the plan.Anything it can't place goes to a planner, with the reason.
1.7 million pairingsevery auditor against every audit
Apply the rulesoptions that break a rule are set aside
Weigh the restinternal first, utilisation, day rates, travel
2,124 audits placedcomplete draft plan in 12 minutes
✓49,000 audit-hours · 800 auditors · 12 countries
No planner can hold 1.7 million auditor and audit combinations in their head, so plans are built one audit at a time.
The engine works through six stages, sets aside every option that breaks a rule, then weighs internal use, day rates and travel across the programme.
2,124 audits for 800 auditors in 12 countries, planned in 12 minutes.
What the 12 minutes actually solved.
The largest published run: a global certification body's audits for 800 auditors in 12 countries, planned in one pass on its own production data.
Six stages, one audit.
One surveillance audit, followed through the engine's six stages. The same path runs for every audit in the programme at once.
- 01PrioritiseDue 30 October, priority client: planned early✓
- 02LocateAuditors within travel limits of Harlow✓
- 03MatchIAF 28 competence, lead level, not excluded✓
- 04PlanInside the window, before certificate expiry✓
- 05ScheduleNo holiday, blocker or capacity clash✓
- 06SolveInternal auditor first; nearest qualified✓
Proposed: Sarah Mitchell · 14–15 October · sent to a planner to approve
A shorter trip never beats a rule.
Options that break a rule are set aside before anything is ranked. Customer preferences, such as a preferred auditor or allowed days, can be set as hard or soft rules.
Must pass
- ✓Competency, scheme codes and accreditation valid on the audit dates
- ✓Inside the completion window and before the certificate expires
- ✓Auditor available: holidays, national holidays and travel blockers
- ✓Within the auditor's capacity limits and travel limits
- ✓Excluded auditors and rotation rules respected
Then weighed on
- •Internal auditors before subcontractors
- •Utilisation of the internal team
- •Day rates
- •Travel distance, with nearby visits clustered
- •Preferred dates and preferred auditors
Three qualified auditors. One proposal.
An illustration for the Harlow Build audit. Candidates who break a rule never reach this table; the rest are weighed on the objectives set with your team.
| Candidate | Rules | Employment | Utilisation this month | Travel | Outcome |
|---|---|---|---|---|---|
| Sarah Mitchell | All passed | Employee | 62%, room to take work | 38 km | Proposed: internal, under-used, close |
| Ravi Kumar | All passed | Employee | 94%, nearly full | 21 km | Second: shorter trip, but already near capacity |
| North Audit Ltd | All passed | Subcontractor | n/a | 12 km | Third: subcontractors only when no employee fits |
| Tom Hughes | Rotation limit reached | Employee | 55% | 30 km | Set aside before ranking |
Illustration. The weights between internal use, utilisation, day rates and travel are configured with your team during scoping.
If it can't be placed, it isn't forced.
Allocations that pass every rule are proposed for a planner to approve. Anything the engine cannot place is held back with the reason, so the planner sees exactly what to fix.
- ✓Competency: ISO 9001 · IAF 28, valid on both audit days
- ✓Accreditation matches the certificate's scheme
- ✓Inside the completion window
- ✓Not an excluded auditor; rotation respected
- ✓Within capacity and travel limits
- !Held back: Riverside Foods · no auditor holds the code in this window · sent to a planner
- ✓Plan sent to a planner for approval
Replan only what is affected.
Sick day or cancellation
The engine looks at the impact and proposes ranked alternatives on qualification, priority and deadline.
Urgent new work
It is slotted into the plan with as little disruption as possible, and the trade-offs are shown.
The rest stays stable
Only the affected audits move, so the rest of the plan and the confirmed dates hold.
Four runs on customers' own data.
| Customer type | Scope | Runtime | Result |
|---|---|---|---|
| Global certification body | 2,124 audits · 49,000 audit-hours · 800 auditors · 12 countries | 12 min | 100% allocated automatically; 21% less travel (147,523 km) |
| International certification & inspection body | A full year of audits, multi-country and multi-scheme | 2 min | 90% allocated automatically; 92% internal utilisation; 28% less subcontracting; 22% lower median travel |
| Global assurance provider | 305 largely integrated audits (ISO 9001, 14001 and 45001) | 11 min 24 s | 100% scheduled, 96% automatically and the rest interactively; 22 audit teams formed |
| European certification body | 13,598 audits | Not recorded | 98.7% placed automatically; internal share of work up from 59% to 73% |
Runtime is the engine's time from data loaded to a complete plan. Each run used the customer's own production data.
Use the engine alone, or the whole platform.
Engine behind your system
- Auditors, competencies and availability synced by API
- Your system sends batches of work to plan
- Allocations and dates posted back
- Your system keeps exceptions and communication
Engine plus automation
- Everything in the first option
- Emails to auditors and clients with accept and reject buttons
- Outlook invites, with accept, reject or propose a new time
- Results reported back to your system
Full platform
- Planners plan and schedule in ScheduleAI every day
- Customers, auditors and competencies synchronised
- Outlook integration for availability
- Reports on demand, capacity and utilisation
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 technical teams ask
Is this a language model?
No. Allocation runs on an optimisation engine built for TIC rules. Language models are used only in assistive features, such as AI agents and drafting client emails, and every change they propose needs a planner's approval. Your data is never used to train models.
What happens when no auditor passes every rule?
The engine first tries to form a team whose members together cover every code, such as a lead and a co-auditor. If no compliant option exists, the audit is held back and goes to a planner with the reason, such as a missing competency, an unavailable window or a rotation limit.
Can we change how options are ranked?
Yes. Customer preferences can be set as hard or soft rules, and the balance between internal use, day rates and travel is set with you during scoping and adjusted afterwards. Rules are never traded off against travel or cost.
How long will a run take for us?
It depends on volume and rules. The published runs above took between 2 and 12 minutes. The custom demo measures it on a month of your own audits.
How does it connect to our systems?
Auditors, competencies, clients, sites and projects come in through the API from your system, and dates, allocations and status go back by API or webhooks. There is a pre-built Intact integration and Outlook calendar sync.
Can we tune what the engine optimises for?
Yes. Your rules and weighted objectives, such as internal use, day rates and travel, are configured with your team during scoping. Customer preferences can be set as hard rules or as soft preferences.
How are rotation and audit teams handled?
Rotation limits are hard rules: an auditor who has reached the limit for a client is set aside before ranking. For integrated audits, the engine forms a team whose members together cover every standard and code.
What kind of solver is it?
A constraint-based optimisation solver. Rules are constraints that can never be broken; preferences are objectives the solver weighs across the whole programme.
Watch the engine at work in 50 seconds
Rules first, then the best plan: 126 pairings checked, three scenarios compared, the planner approves.
Prefer to click through it yourself? Take the product tourSee the engine run on your own data.
A free two-week custom demo: a month of your own audits planned by the engine and compared with your plan, audit by audit.