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Create a Schedule

Our scheduler can save you a lot of time. It allows you to build flexible schedules to automatically create checklists on a recurring basis.

Schedules repeat on a cadence built from three fields — Repeats, Repeats Every and Repeat On. Together these cover patterns such as every 3 days, every 2 weeks on Monday and Thursday, or the last weekday of each quarter. See Repeat Options below.

How to Create a Schedule​

Click on the calendar icon in the navigation toolbar on the left side of the screen.

Navigation Bar Scheduling Button

This will take you to the scheduling page.

This page allows you to view your schedules in the following ways:

  • View your schedules in a grid
  • View the checklists that your schedules have created, or will be creating in the future:
    • In a calendar
    • In a list

You can also create a new schedule from here. Click the 'Create New Schedule' button located in the top left of the page.

Navigation Bar Scheduling Button

This will take you to the schedule page. From here you can enter the following details for your schedule:

  • Schedule Name - A name to identify your schedule.
  • Template - The template that the scheduler will use to create the checklists from.
  • Checklist Name - The name the scheduler will set for each checklist it creates. You can use auto generated values to get the scheduler to insert certain values such as the start date or start time of the checklist.
  • Active - Whether or not the schedule is currently active.
  • Repeats - The repeating cadence. See Repeat Options below.
  • Repeats Every - How many days, weeks, months or years to leave between runs. Only shown for the four interval cadences.
  • Repeat On - Which days of the week to run on. Only shown for Daily and Weekly.
  • Time Zone - The time zone the schedule fires in. See Time Zones below.

Create New Schedule

Time Zones​

Every schedule carries its own time zone, so a schedule does not depend on where the person who set it up happens to be.

When you create a schedule, CheckFlow detects your time zone and preselects the matching entry in the Time Zone list. If the schedule should fire on a different region's clock — a nightly close for an office in another country, say — change it before saving.

To change the time zone of an existing schedule, edit the schedule, select the time zone from the Time Zone list and click Save Schedule.

Daylight-saving transitions are handled for you, and the clock time does not move. A schedule set to fire at 09:00 fires at 09:00 in its own time zone all year round — the hour on the clock is what stays fixed, so the schedule keeps lining up with the working day either side of the change.

Template Parameters​

If the chosen template has template parameters, CheckFlow detects them and lets you supply their values while you are creating the schedule. Every checklist the schedule creates is then built with those values already filled in.

Repeat Options​

The Repeats dropdown offers ten values.

RepeatsWhat it doesRepeats EveryRepeat On
NeverRuns once, on the start date, and never again.——
DailyEvery day, or every X days.Day(s)Optional
WeeklyEvery week, or every X weeks.Week(s)Yes
MonthlyEvery month, or every X months.Month(s)—
YearlyEvery year, or every X years.Year(s)—
Last Day of MonthThe last calendar day of each month.——
Last Weekday of MonthThe last Monday to Friday of each month.——
First Weekday of MonthThe first Monday to Friday of each month.——
Last Day of QuarterThe last calendar day of each quarter.——
Last Weekday of QuarterThe last Monday to Friday of each quarter.——
note

Never does not mean the schedule does nothing. It creates exactly one checklist, on the start date, and is never topped up afterwards. Use it to schedule a single checklist for a future date.

Repeats Every — Setting an Interval​

The four interval cadences — Daily, Weekly, Monthly and Yearly — are each paired with a Repeats Every field, so you are not limited to running every single day or week. Set it to 3 with a cadence of Weekly and the schedule runs every three weeks.

The field's label changes to match the cadence you picked: Day(s), Week(s), Month(s) or Year(s).

Repeats Every is hidden for Never and for the five fixed month and quarter cadences, since those already describe a specific point in the calendar.

Repeat On — Choosing Days of the Week​

Repeat On is a row of seven checkboxes, Monday to Sunday, letting you restrict a schedule to particular days.

  • Weekly — the day picker is shown automatically.
  • Daily — click Select Days of the Week to Repeat to swap the Repeats Every field for the day picker.
  • Monthly, Yearly and the five fixed month and quarter cadences — the day picker is never shown.
tip

Combining the three fields is what produces the more elaborate patterns. Weekly with Repeats Every set to 2 and Repeat On set to Monday and Thursday gives you a checklist every other week, on both of those days.

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