Creating Schedules

Creating a New Schedule

Creating schedules in the system is a comprehensive process that involves configuring multiple aspects of the schedule including basic information, recurrence patterns, assignments, and time slots. Follow these steps to create a new schedule effectively.

Step 1: Open the Create Schedule Form

1. Click the "Create Schedule" button in the top-right corner of the Schedules page
2. A comprehensive form will appear with all scheduling options organized into logical sections
3. The form includes sections for basic information, schedule type, assignments, and time slots

Step 2: Basic Schedule Information

Start by configuring the basic information for your schedule:

Required Fields

• Title: Enter a descriptive name for the schedule (e.g., "Daily Safety Inspection", "Weekly Equipment Check")
• Template: Select the inspection template to be used for generated inspections
• Schedule Type: Choose from available schedule types (One Off, Every Day, Every Week, Every Month, Every Year, Custom)
• Submit After Due Date: Enable this option to allow submissions after the scheduled due date

Step 3: Schedule Type Configuration

Configure the recurrence pattern based on your selected schedule type:

One Off Schedule

• From Date: Set the start date and time for the single inspection
• To Date: Set the end date and time for the inspection window
• Single Occurrence: Creates one inspection instance at the specified time
• Use Case: One-time inspections, special events, maintenance shutdowns

Every Day Schedule

• Daily Recurrence: Creates inspections every day at the specified times
• Time Slots: Configure specific time slots for each day
• End Date: Optional end date to stop the daily schedule
• Use Case: Daily maintenance checks, routine safety inspections

Every Week Schedule

• Weekly Recurrence: Creates inspections every week on selected days
• Week Days: Select specific days of the week (Monday, Tuesday, etc.)
• Time Slots: Configure time slots for the selected days
• Date Range: Set start and end dates for the weekly schedule
• Use Case: Weekly safety inspections, regular maintenance schedules

Every Month Schedule

• Monthly Recurrence: Creates inspections every month on selected days
• Month Days: Choose specific days of the month (1st, 15th, last day, etc.)
• Time Slots: Configure time slots for the selected days
• Date Range: Set start and end dates for the monthly schedule
• Use Case: Monthly compliance checks, periodic equipment reviews

Every Year Schedule

• Yearly Recurrence: Creates inspections every year on selected dates
• Yearly Dates: Select specific dates throughout the year
• Time Slots: Configure time slots for the selected dates
• Date Range: Set start and end years for the yearly schedule
• Use Case: Annual audits, yearly maintenance schedules

Custom Schedule

• Custom Type: Choose from Every Week, Every Month, or Every Year with advanced options
• Advanced Configuration: Configure specific recurrence patterns
• Flexible Options: Mix and match different scheduling patterns
• Use Case: Complex maintenance schedules, mixed requirements

Step 4: Assignment Configuration

Configure how inspections will be assigned to users:

Assignees Type

• Users: Select specific users for assignment
• User Groups: Assign to user groups (all group members are eligible)
• Site-Specific: Assign based on site location
• All Members: Assign to all site members

Step 5: Resource and Site Configuration

Configure sites and resources for the schedule:

Site Selection

• Sites: Select specific sites where inspections will be conducted
• Site Groups: Organize sites into groups for assignment
• Site Hierarchy: Respect site organizational structure
• Site-Specific Settings: Different settings for different sites

Resource Linking

• Resources: Link specific resources to the schedule
• Resource Groups: Link resource groups to schedules
• Resource Types: Link by resource type
• Resource Location: Link based on resource location

Step 6: Time Slot Management

Configure time slots for inspections:

Time Slot Configuration

• Start Time: Set the beginning time for each slot
• End Time: Set the ending time for each slot
• Duration: Automatically calculated slot duration
• Multiple Slots: Configure multiple slots per day

Step 7: Save and Activate

1. Review Configuration: Double-check all settings before saving
2. Validation: System validates the configuration for errors
3. Save Schedule: Click "Save" to create the schedule
4. Activation: Schedule becomes active and starts generating inspections

Best Practices for Schedule Creation

Follow these best practices to create effective schedules:

Naming Conventions

• Clear Names: Use descriptive names that indicate purpose and frequency
• Consistent Format: Follow consistent naming patterns across your organization
• Include Details: Include site, equipment, or process information in the name

Template Selection

• Appropriate Templates: Choose templates that match the inspection requirements
• Template Updates: Ensure templates are up-to-date before scheduling
• Custom Fields: Consider custom fields that may be required for the schedule

Recurrence Planning

• Logical Patterns: Design logical recurrence patterns that match business needs
• Realistic Frequency: Set realistic frequencies that can be maintained
• End Dates: Consider setting end dates for long-term schedules

Assignment Strategy

• Balanced Distribution: Distribute assignments evenly across available users
• Backup Planning: Provide backup assignees for critical schedules
• Workload Consideration: Consider existing workload when assigning schedules

Time Slot Optimization

• Efficient Slots: Design time slots that maximize efficiency
• Buffer Time: Include buffer time for unexpected issues
• Conflict Avoidance: Avoid scheduling conflicts with other activities

Troubleshooting Common Issues

Address common issues that may arise during schedule creation:

Validation Errors

• Required Fields: Ensure all required fields are completed
• Date Conflicts: Check for date conflicts and overlaps
• Assignment Issues: Verify that assigned users have proper permissions

Configuration Problems

• Template Issues: Ensure selected templates are active and accessible
• Site Access: Verify site access for assigned users
• Resource Availability: Check resource availability and status

Next Steps

After creating your schedule, you can:

• Monitor Performance: Track schedule execution and completion rates
• Optimize Configuration: Adjust settings based on performance data
• Scale Operations: Create additional schedules for other processes
• Integrate with Workflows: Connect schedules with approval workflows

Creating effective schedules is the foundation for automated inspection management. Start with simple schedules and gradually build more complex configurations as you become familiar with the system capabilities.