- Using SafetyCulture
- Schedules
- Manage schedules (new experience)
Manage schedules (new experience)
Learn how to create and edit schedules in the new Schedules experience via the web app.We currently have a legacy and a new experience with the Schedules feature.
This article covers the new Schedules experience. Please ensure you're in the new experience by using the toggle on the upper-left of the Schedules page.
What are schedules?
Gain peace of mind and take the guesswork out of managing your organization's compliance. Instead of manually tracking if the required work is done, you can create a schedule once and have its assigned checks repeat automatically at the frequency you need. This gives you a single place to monitor progress and ensure all critical inspections and tasks are completed consistently and on time.
If you have "Schedules: Manage" permission, you can manage all schedules in your organization.
Create a schedule
Select
Schedules from the menu on the left-hand side.Click
Create schedule on the upper-right corner of the page.
Configure the schedule's details and timing settings accordingly.
Once you're ready, you can check your settings in the "Review" section.
Click Create.
Edit a schedule
Select
Schedules from the menu on the left-hand side.Select Manage schedules tab at the top of the page.
Click the schedule and click Edit schedule in the side panel.
Edit the schedule's details and timing settings accordingly.
Once you're ready, you can check your updated settings in the "Review" section.
Click Save and apply.
If an assignee has already started the current repeat, you'll need to select whether you want to apply your changes from the next repeat or apply them to the current repeat as well in the pop-up window. Once you've selected, click Save and apply.
If a schedule has sub-schedules for multiple sites, changes you make to the schedule will automatically apply to all sub-schedules.
Schedule fields
Details section
Field | Description |
|---|---|
Title | The title of a schedule. It's best to describe the work that needs to be done, as this is what assignees will see on their Home page, Home screen, or schedule list as a schedule to complete. |
Site (optional) | The selected sites for a schedule. You can assign it to a site level, like a region or area, that includes multiple sites. However, any new sites added under that site level after the schedule is created won’t automatically be assigned the schedule. To include them, edit the schedule, reselect the same site level, and save the change. |
Assignees | The assignees of a schedule. You can select a group, multiple individual users, or, if sites are selected, use advanced access to assign users based on their site membership. |
Template | The selected template for a schedule. This is the template assignees will use for their scheduled inspections. Please ensure all assignees have access to the template so they can complete their schedules without disruption. |
Timing section
Field | Description |
|---|---|
Time zone | The selected time zone of a schedule. Based on the duration and frequency settings, each repeat will become available in this time zone. |
Duration | The repeat duration of a schedule, which defines how long each repeat is available. For example, if a repeat runs from Monday 9:00 AM to Friday 5:00 PM, then each repeat will last 4 days and 8 hours. |
Frequency | The frequency at which each repeat is made available. Some frequency options may be unavailable depending on the selected duration. For example, if each repeat lasts longer than one day, you can’t set the frequency to everyday or every weekday. |
Late completion | The toggle for whether to allow a schedule to be completed late. If this setting is turned on: • For repeating schedules, assignees can complete a repeat after the due date, up until the next repeat begins. • For one-off schedules, assignees have 14 days after the due date and time to complete it. Depending on the schedule's duration and frequency setting, late completion may not be possible even if it's turned on. For example, if each repeat lasts until the start of the next repeat, then there's no time in between for late completion. |
What are the differences between the legacy and new Schedules experience?
Feature | New | Legacy |
|---|---|---|
Bulk management for sites | When you create a schedule for multiple sites, it is managed as a single item. Any changes you make to this main schedule will automatically apply to the sub-schedules for each site. | Creating a schedule for multiple sites would result in separate, individual schedules that had to be managed one by one. |
Time zone selection | You can define a specific time zone for a schedule. This ensures consistent timing for all assignees, regardless of their account settings. | There's no option to select a time zone for a schedule, so each repeat's availability is based on each assignee's account time zone setting, which can sometimes be inaccurate. |
Advanced control for duration and frequency | You can be more granular with time selection for a schedule's duration setting in 5-minute intervals. Frequency setting also offers more advanced options like every 2nd Tuesday, every month on the last Friday, and more. | Time selection for duration setting is limited to one-hour blocks, which means a scheduled repeat cannot start at 8:30 AM, for example. Frequency options are also limited compared to the new experience, with basic repeating patterns. |
Option to set schedule to end | You can set a schedule to end on a specific date or after a certain number of repeats. | A schedule continues indefinitely until it's paused manually. |
Schedule setting summary in natural language | Before creating or saving a schedule, you can review all settings in the "Review" section, which summarizes them in natural language. | There's no review section to check all the settings before creating or saving changes. |
More relevant details in schedule list and side panel | The schedule list and each schedule's details in the side panel have been refreshed to ensure the information you see is more relevant. | The information on the schedule list is very limited, and there's no side panel view to check settings in a read-only mode. |
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