Managing Schedules
Everything after a schedule exists: changing it, stopping it temporarily, removing it, and what happens when the template underneath it changes.
Schedules are managed from the Scheduling screen, reached from the calendar icon in the navigation toolbar. Managing them requires the Schedule.Creator permission — Schedule.Viewer is read-only. See User Permissions.
Editing a Schedule
- Open the Scheduling screen and find the schedule in the grid.
- Click the Actions button for that schedule.
- Select Edit Schedule.
Every field can be changed, including the template, the checklist name pattern, the cadence and the time zone. The API is stricter: it cannot change a schedule's template, so an integration replaces the schedule instead.
Changes affect future checklists only. Checklists the schedule has already created are ordinary checklists from the moment they are created, and editing the schedule does not reach back and alter them. If you change the cadence from weekly to monthly, this week's checklist stays exactly as it is.
A checklist can be created shortly before its run time. CheckFlow creates each scheduled checklist about fifteen minutes before its run is due. If you change a schedule's time in those few minutes, the checklist already created stays, and the new time is still a run of its own. That day then gets two checklists: delete the one you do not need.
A one-off schedule runs once for each start date. When a schedule set to not repeat has created its checklist, editing its name or other settings does not run it again. Moving its start date and time does: the schedule then creates a checklist at the new time, as a way to run it again. A one-off schedule that has not run yet — because it was inactive when its time came, for example — runs when you save it active, straight away if its time has passed.
Pausing and Resuming a Schedule
A schedule does not have to be deleted to stop it. Edit the schedule and set the Active? toggle to No.
The schedule stays in the grid with all of its settings intact. Set the toggle back to Yes to resume it.
This is the right choice for a process that stops for a season, a site that closes for a shutdown, or a schedule you want to stop now and think about later — deleting it means rebuilding it from scratch.
Runs missed during a pause stay missed. Nothing is caught up when you set the schedule back to active: it simply resumes from the next occurrence. Pause a daily schedule for a fortnight and you get no checklists for that fortnight, not fourteen of them at once when you return. A one-off schedule is the exception: if its time passed while it was paused, it runs as soon as you set it back to active.
If the work still needs doing for the period you paused, create those checklists by hand.
Deleting a Schedule
Deleting is done from inside the schedule rather than from the grid:
- Open the Scheduling screen and find the schedule in the grid.
- Click the Actions button, then Edit Schedule.
- Click Delete Schedule.
Checklists the schedule has already created survive. They remain in your team as ordinary checklists, with their tasks, comments and attachments intact, and can be worked on and completed as usual. Deleting a schedule stops future checklists being created; it does not erase the work already done.
If you only want to stop a schedule temporarily, set it inactive instead — deleting it discards the cadence, the name pattern and any parameter values, and they have to be rebuilt from scratch.
When the Template Changes
A schedule creates its checklists from a template, so what happens to that template matters.
| What happens to the template | What the schedule does |
|---|---|
| Edited and saved | Keeps running. New checklists are created from the current version — see Template Versioning. |
| Archived | Stops creating checklists, silently. |
| Deleted | Stops creating checklists, silently. The Scheduling grid shows (template deleted) in the schedule's Template column. |
Archiving or deleting a template stops every schedule that uses it, and nothing tells you it has happened. There is no error, no notification, and no entry in a log. Apart from the (template deleted) label in the grid, the first sign is usually that a checklist somebody expected never appeared.
Before archiving or deleting a template, check the Scheduling grid for schedules that use it. If you want the schedule to stop, delete it as well, so the reason is obvious to whoever looks next.
When a Run Fails
Nobody is notified, and the Scheduling screen has no run history to inspect. CheckFlow does not currently report scheduled runs that do not happen, whether the cause is an archived template or anything else.
The API does list a schedule's runs, past and upcoming, with the checklist each one created. A run whose status stays missed is one that did not happen.
In practice this means a schedule is only as visible as the checklists it produces. If a schedule matters, the reliable check is whether its checklists are appearing — the calendar and list views on the Scheduling screen show what has been created and what is due next.
Limits
There is no limit on the number of active schedules in a team.
Related Pages
- Create a Schedule — the fields, the repeat cadences and the time zone.
- Auto Generated Values — naming the checklists a schedule creates.
- Template Versioning — which version of a template a schedule creates from.
- User Permissions — Schedule.Creator and Schedule.Viewer.