If you want your Users to complete a Checklist Template on a recurring basis (e.g. daily, weekly, monthly etc.), you can create a Schedule so it will populate on their To-Do List when they are required to complete it.
From the Checklist Manager tab, select ‘Checklist Templates’ in the dropdown.
Find the template you need, tick the box under the ‘Schedule’ column, then click ‘+ New Schedule’.
Schedule Details
Schedule Name: This will auto-populate with the Checklist Template name. You can amend it, but we recommend keeping it the same for Reporting purposes (as reports often reference both the Checklist Template and Schedule name together).).
Schedule for: You can select whether to schedule this for Center or Room. Additionally, if you already set up a Center Alias / Room Alias (via Home > Settings > Aliases) and already know what group of centers/rooms should complete this checklist on this schedule, select alias option.
Select Centers/Rooms: When you select Center or Room, you then have to select all items in the Alias dropdown or pick individual center/room in the list below.
⚠️ Note: When you update the Aliases (via Settings > Aliases), your Schedules will not be affected.If you want your Schedules to automatically include new Centers / Rooms, or remove them when aliases were updated, then you'll need to use Center Alias or Room Alias in the dropdown in the earlier step, "Scheduled for". The list of selected Centers / Rooms cannot be edited once an alias schedule is selected, but you'll be able to update the items in each alias via Settings.
Show checklists overdue on the checklist action dashboard: If ticked, the Checklist will drop into 'Overdue' on the 'To-Do List' if the Checklist is not fully completed by the Due Date. The Checklist will only disappear from overdue when:
The Checklist is fully completed
If you have defined a number of days for overdue Checklists in your Checklist Settings
Note: The overdue period counts all calendar days, including Saturdays and Sundays.Note: Exception Calendar rules do not affect the overdue timeframe. Any scheduled closures or exception days are not excluded from the overdue calculation.
Add for future dates only: This setting will ensure that when you add new Centers / Rooms to the Schedule (or Alias) they will only see new Checklists and not a lot of Overdue ones (as the Start Date of the Schedule could be a long time ago).
Send email reminder on due day: An email will be sent to the email address stored in the Center / Room details to remind them that this Checklist is Due. Please note that this is most useful for infrequent Checklists and not for daily Checklists.
For this to work, ensure the following are configured:
Center / Room details have a real email address in the Email Address field
Center / Room details have the following checkbox enabled
Schedule Event Frequency (Recurrence)
Repeat rule: There are 3 options when creating a new Rule:
Daily; you can choose if the Checklist should repeat every day, note that this includes Saturdays and Sundays.
Weekly; you can choose if the Checklist should repeat every week, and which day(s) of the week. To schedule for every weekday, select Mon, Tue, Wed, Thu, and Fri.
Monthly; you can choose how frequently the Checklist repeats each month, and on which day.
End recurrence: We recommend setting this to 'Never' unless there is a specific end date in mind (e.g. a seasonal or one-off checklist).
Start Date: Set this to the first day you want the Checklist to appear on the To-Do List. If you are setting this schedule to start on a certain day, make sure the recurrence day condition matches.
Example 1: if it should repeat every 2nd of the quarter month, and you're currently in March, setting the schedule for the future, then set to start from April 2
Example 2: if it should repeat every first Monday of the month, set the start date also the first Monday of the month you want to start - e.g. Mon, July 6.
Within Days: For daily Checklists, keep this set to 0 so the Checklist expires at the end of the day.
Any checklists scheduled either weekly/monthly/quarterly etc., this setting becomes particularly useful. It pushes the Due Date of a Checklist out by 'x' number of days.
For example, your Checklist is scheduled to repeat every week on a Monday. If you apply 4 'Within Days', Checklist will appear every Monday, but will not be Due until Friday that week (start day + 4 extra days to complete), after that, it goes to the Overdue section if you enabled 'Show checklists overdue on the checklist action dashboard' in the earlier section, otherwise it'll be hidden away after the due date is passed.
For monthly checklist, we recommend setting the Within Days to 27 days - as February's schedule may otherwise overlap with March 1st.