Use Case Examples
Daily checklists – automatically assign daily forms to staff, saving time on manual setup.
Weekly reports – send a weekly report form with a due date for completion, keeping everyone accountable.
Quarterly drills – ensure compliance by reminding staff of safety or training requirements on time.
Step-by-Step Guide: Creating a Schedule
Go to the Form Builder and complete your form design.
Publish the design — schedules can only be added to published forms.
Open the Sharing tab.
Under Scheduling, click +Create a schedule.
In the Add Rule for Date window:
On – select the start date and time.
Due – set a due date (specific date or days from creation).
For Users – choose which users or groups the form is for.
Repeat – set how often the schedule should recur.
Click Save.
Your schedule is now active and will generate records automatically.
Managing Your Schedules
You can manage schedules in two ways:
At the form design level, open the form in the Sharing tab and adjust or delete schedules for that specific form.
In bulk from Advanced > Generation Rules – see and manage all schedules across your organisation in one place. From here you can:
View a complete list of scheduled forms and their rules.
Edit or delete schedules.
Update recurrence patterns, due dates, or assigned users.
Filter schedules by status — choose to view New and Active, Active, Inactive, or Any. This makes it easy to focus only on the schedules that matter most.
Tip: Use filters in the Generation Rules page to quickly find and manage the schedules you need.
Frequently Asked Questions (FAQs)
Q. Can I add due dates to scheduled forms?
A. Yes. In the schedule setup, select either a fixed date or “days from creation” to set due dates on generated records automatically.
Q. Can I edit a schedule once it’s created?
A. Yes. Go to Advanced > Generation Rules and select the schedule to update.
Q. What happens if I unpublish a form with schedules?
A. Schedules will stop running until the form is published again.
Q. Can I assign schedules to external respondents?
A. No. Schedules only apply to users or groups within your IndyForms account.
Q. Can I set multiple schedules for the same form?
A. Yes. You can create multiple rules with different start dates, due dates, or assigned groups.
Tips
Publish first – you won’t see the Create a schedule button until your form is published.
Use Groups – assign schedules to groups instead of individuals, so new members automatically receive scheduled forms.
Test it – create a test schedule for yourself first to confirm it generates records as expected.
Keep compliance on track – pair schedules with Due Dates to ensure accountability.