Start & Submit an Adhoc Submission

What Is an Ad Hoc Submission?

An ad hoc submission is a checklist or form you start on your own — not from a scheduled project task on your home screen. You go to the Templates tab, find the form you need, and open it directly.

Common examples:

• Inspection or audit form — a manager or field rep conducting an unscheduled visit or spot check
• HR employee form — an employee or manager submitting a performance notice, incident report, or onboarding form
• Incident report — documenting an issue that happened outside of a scheduled check
• Any form that needs to be submitted on demand, not on a recurring schedule

Watch the Full Walkthrough

Step 1 — Go to the Templates Tab

From anywhere in the Xenia app, tap the Templates tab in the bottom navigation bar — it looks like a checklist icon.

You'll see a list of all templates your role has access to. Templates are organized into folders if your admin has set them up that way.

Step 2 — Find the Template You Need

Browse or search for the form you want to submit. Tap the search bar at the top and type the name of the template — or scroll through the folder list to find it.

Tap the template name to open it.

Step 3 — The Form Opens Ready to Complete

The template opens and you can start filling it in immediately. A few things to note:

• If the template has a Select Location step, tap it and choose your location from the list. This is important — it tells Xenia which store this submission belongs to and powers notifications, reporting, and any corrective tasks that may be triggered.
• The progress bar at the top tracks your completion as you go.
• Work through the steps from top to bottom.

Step 4 — Complete Each Step

Different step types work differently:

Pass / Fail or Yes / No
Tap your answer. If you select Fail or No, a follow-up question may appear — answer it before you can move on.

Multiple Choice
Tap the correct option.

Text or Number
Tap the field and type your response.

Photo
Tap the camera icon to take a live photo. Required photo steps cannot be skipped — the form will not let you submit without them.

Signature (if applicable)
Draw your signature in the signature field.

The progress bar advances as you complete each step.

Step 5 — Review and Submit

Once all required steps are completed, the Submit button at the bottom becomes active.

Tap Submit. A confirmation screen confirms your submission has been recorded.

Step 6 — What Happens After You Submit

• The submission is immediately visible to anyone with access to view submissions for this template
• If the template has post-submission email notifications configured, the relevant managers or roles receive an email report
• If any step triggered a corrective task or workflow, those fire automatically at the moment of submission
• If the template has an approval workflow, the form enters the approval queue and the designated approver is notified

Frequently Asked Questions

Q: What's the difference between an ad hoc submission and a project task?
A project task is generated automatically by a schedule — it appears on your home screen at the right time. An ad hoc submission is one you start yourself from the Templates tab whenever you need it, with no schedule attached.

Q: Why can't I find the template I'm looking for?
You can only see templates your role has been granted access to. If a template isn't showing up, contact your admin to confirm you have Template Access for that form.

Q: Do I have to select a location every time?
Only if the template has a Select Location step. If it does, always fill it in — it's what connects the submission to the right store in reporting and notifications.

Q: I started filling out the form but had to stop. Will my progress be saved?
Yes — if you exit mid-completion, your progress auto-saves. Find it under My Draft Submissions in the side menu (tap your profile icon → My Draft Submissions).

Q: Can I submit a form on behalf of someone else?
No — submissions are attributed to the logged-in user. Each person should submit forms from their own account.

Need Help?
Reach out to our Support Team at Support@xenia.team