This article outlines the steps to retrospectively create an Exception Calendar for removing overdue checklists effectively after returning from a vacation.
Key Steps
Step 1: Access the Admin Portal
Navigate to the Admin Portal.
Select 'Checklists' > 'Exception Calendars'
Step 2: Add an Exception Calendar
Click on 'Add Exception Calendar'.
Name the calendar (e.g., '2025 Summer Vacation', 'Public Holidays').
Step 3: Specify Checklist Templates
List any checklist templates that should NOT be affected by this rule - you may generally want to list weekly or monthly checklists, so that they'll still generate and your team can complete them on any of the days centers are open.
For longer vacations (e.g. a whole month), consider applying the rule to most/all checklist templates.
Step 4: Select Center or Room
Choose 'Center' if the entire center was closed.
If only specific rooms were closed, select those rooms.
Step 5: Select Centers/Rooms that rule applies, and Save
Use 'Center Alias' to select a certain group of centers if needed. (e.g. All California's centers)
Click 'Save' to create the Exception Calendar.
Step 6: Add Exception Date Range
If the centers/rooms are closed for several days, choose to 'Add Exception Date Range'.
Enter a description and location (e.g., closed for July and the first week of August), and choose the date range on the calendar.
If the centers/rooms are closed for only certain date, choose to 'Add Exception Date', or scroll down and choose 'Add Recurring Exception Date' if the closure recurs on the same date (e.g. Christmas date: December 25th, every year)
Click 'Save'.
Step 7: Verify To-Do List
If you have applied the exception calendar retrospectively, check the To-Do List to confirm that overdue checklists for closed centers are no longer visible.
If you have applied the exception calendar for future date(s), skip this step, as it won't be visible - but on the day the checklists won't show up!
Step 8: Future Planning
Consider setting up Exception Calendars in advance for future vacations.
Rename existing calendars as needed and add more exception date ranges.
Cautionary Notes
Ensure that all relevant checklists are accounted for before saving the Exception Calendar.
Double-check the date ranges to avoid missing any important periods.
Tips for Efficiency
Set up Exception Calendars before going on vacation to prevent overdue checklists from accumulating.
Regularly review and update Exception Calendars to reflect any changes in schedule.