You can now block out specific dates, date ranges and recurring dates that should be ‘excepted’ from checklist schedules. No more unnecessary checklists going overdue!
Where do I find it?
Click on Checklists and then Exception Calendars.
How do I create it?
1. Click on 'ADD EXCEPTION CALENDAR'
2. Name this Exception Calendar. Make sure the name describes what this Exception is applying to. In this example we're creating an Exception for 'Christmas Day'.
Exclude Checklist Templates from Exception
3. 'Exclude these Checklist Templates from Exception' - In this section, you can select templates that you do not want to be affected by the schedule exception.
Tips:
If the Exception is created for an 'Exception Date' or (Recurring) 'Exception Day' any Schedules with 'Within Days' configured will automatically be ignored.
If the Exception is created for an 'Exception Date Range' any Schedules with 'Within Days' configured will automatically be ignore if the Start Date + 'Within Days' exceed the Date Range. When the Start Date + 'Within Days' fit within the Date Range, the Schedule will be 'removed'.
4. Select all templates you want to exclude from the Exception. Only templates with a Schedule configured will show in this dropdown. When the calendar icon shows, it means that the Schedule has 'Within Days' configured.
5. You can continue selecting different templates by typing the keyword, such as "Monthly", then select each template that came up.
Select Centers (Centres/Services) and Rooms (Sessions) to apply the rule to
6. Select the Centre (Alias) or Room (Alias) you want to apply this Exception to. When you select Centre (Alias), all related Rooms will also be included in the Exception.
7. If you wish to apply the Exception to all Centres, you can use the Centre Alias called 'All', and then the Exception will apply to all current and future Centres. You can also select any other Aliases that have been created. The same applies to Room Aliases.
8. When you create an Exception for Centres or Room (so not Centre / Room Aliases), there will still be a Alias filter or you can select individual Centres / Rooms manually. Please note that when you use this option, it won't affect any Centres / Rooms you might add in the future.
9. Once you created an Exception Calendar rule, click on 'SAVE'
How do I set exception dates and date ranges?
Now, scroll down to the "Exception Dates". This section is where you start adding all the specific dates and date ranges you don't want checklists appear.
Date and Date Ranges
You can set up a one-off event in this section. You can either set a specific date or a certain date range to prevent checklists appearing on those dates.
Exception Date
When you wish to add a one-off event (e.g. Teacher's only day) to make sure your scheduled checklists won't appear, use this function.
Below dialog pops up. Enter the name of the event and click on the Exclude Date.
Select the specific date on the calendar, click OK,
Then save.
Exception Date Range
When you wish to set up a certain data range that you do not want scheduled checklists show up (e.g. End of the year school closure, facility maintenance week closure etc.), use this function.
Below dialog pops up. Enter the name of the event. Then set the date ranges using the calendar. Please note date range defaults in the week you're currently in.
Click on the start date within the calendar, then select the end date. (in this example, the closure week starts from Aug 7 and end on Aug 11). Click on SAVE.
You now see the list of date ranges and dates you set up as one-off events in newest>oldest date order:
Recurring Days
Reccuring Days can be used when you have a closure on the certain date every year, such as Christmas Day.
Let's name this exception day. If it is public holiday, enter the name of public holiday. For recurring Exception Days you can select similar options as Checklists Schedules. The 'Repeat' can be set to Weekly / Monthly / Yearly. It is best practice that the 'Start Date' reflects the first date that matches the selected 'Repeat'. In the example below the repeat is set to 'Yearly' on the 'Last Monday of January', and the 'Start Date' is set to the 27th of January (which was the last Monday of January). Click 'Save' once this has been configured.
Repeat the process until you enter all of the recurring days and you will see those days automatically appear in oldest > newest date order. If you wish to edit the date, click on the name of the recurring day.
Incorrect Exception Dates
If you have entered the wrong date for one of the Exceptions, you will have to remove the Exception Day / Date and create a new one. You can do this at any time, and the change will reflect almost instantly.
Note: When you create/update the exception days, it'll automatically save to this exception calendar rule. (You can see a pop up on the top right corner, says "Success - Exception day changed")
Create Checklist Schedules and apply the Exception Calendar Rules
Previously the Exceptions only applied to Schedule Dates that were more than 30 days out from today, or newly created Schedules. This no longer applies and Exceptions can be created at any time, and will affect current, past and future days (without limitations).
Please note: this enhancement was released on the 30th of March 2025. The full functionality will be available from the 1st of May onwards since the system has already created future Schedules for the next 30 days.