A recurring schedule allows a scheduler to create jobs that appear as part of a repeating pattern. It groups jobs on a recurring schedule. For example, a regular trip with pre-set customer visits.
The recurring schedule view in the "Jobs" console provides a summary of all recurring schedules.
Short Video Explainer
Create a Recurring Schedule (4:29 min)
Adding a Recurring Schedule to a Job
A recurring schedule can be applied to a job when it is created.
- Once all the required job details have been entered, select the "Time" tab.
- Enter a valid date, a start time, and an end time.
- Now check the "Make Job recurring" checkbox.
Figure 1. How to add a recurring schedule to a job.
Figure 2. The default recurring schedule panel which is the calendar.
Adding a Recurring Schedule Using Pattern Builder
Figure 3. How to configure a recurring schedule for a job using the pattern builder.
Skedulo supports the creation of recurring schedules on a daily, weekly, monthly or yearly basis. Schedulers can select which days of the week to use (or avoid specific days) and can create up to 365 jobs in a single operation.
There are three options for how to deal with occurrences that coincide with holidays. They can be found in the "Pattern Builder." The options are:
- "Ignore holidays" (the default option) the system will create jobs on days that coincide with holidays.
- "Skip holidays and match occurrences" the system will:
- Not create jobs on days that coincide with holidays.
- Append extra jobs to the end of the schedule (according to the schedule pattern) to match the total number of occurrences.
- "Skip holidays and match end date" (active when "Ending" is set to "On") the system will:
- Not create jobs on occurrences that coincide with holidays.
Sets how often the schedule repeats:
Repeat once per week.
Sets how frequently the repeat occurs.
Every 4th week.
Repeat on the...
Sets the day of the month the repeat occurs.
This control is only visible when the Monthly on Nth day is selected in the repeat option.
Repeat on the 15th day of each month.
Sets the day(s) of the week for the occurrences.
This control is only visible when weekly is selected in the repeat option.
Repeat every week on Tuesday and Thursday.
Sets whether the repeat ends after a specified number of occurrences, or on a specific date.
Ending after 12 occurrences.
Table 1. Recurring schedule options, functions, and examples.
Example of a Recurring Schedule using the Pattern Builder
In this example, we'll create a pattern that recurs every month, on a specific day for 12 months.
- Select "Monthly on the Nth Day" from the repeat drop-down list.
- To make the occurrence fall on the second day of each month, select 2 from the "Repeat on the" drop-down list.
- Set the number of occurrences to 12 to repeat the job for 12 months.
- Clear the "Skip days of the week" checkboxes to make sure a job is created, even if it falls on a weekend.
- Choose to ignore holidays.
- When you have finished entering all of the job details, click save.
- Option: select the option "Dispatch and Accept per job" if you require the resource to acknowledge each job individually. (See "Dispatch and Accept per job" below for explanation)
Skedulo will create jobs to match the recurrence pattern you have defined.
Figure 4. A snapshot of the pattern builder populated with the example values.
Adding a Recurring Schedule Using Calendar
The recurring schedule calendar lets the scheduler select the exact days that they want to include in a recurring schedule. Add a date by selecting it, or reselect the same date (the blue highlighted date) to remove it–it toggles. Remember to save any changes.
Figure 5. How to configure a recurring schedule for a job using the calendar.
Tip! Select a date and drag to create a continuous schedule.
The date selected in "Apply Time Constraints" date picker is (by default) the first date in the recurring schedule calendar. Add more dates to it by picking them from the calendar. Only dates in the future can be picked (once selected, they are highlighted blue).
The "Dispatch and Accept per job" checkbox is available–it's located under the calendar (scroll down to find it).
The maximum number of jobs that can be added to a recurring schedule is 365.
Make an Existing Job Part of a Recurring Schedule
To use an existing job as a template for a recurring schedule, perform the following:
- Find the job to be used as a template and go to the job's details view (click on the job number on a job card).
- In job details, locate the additional menu in the job header (the three dots above the allocated resources panel).
- Launch the "Create Recurring Pattern" modal by selecting "Make job recurring" from the three dots menu.
- Choose a start date, a start time, and the exact calendar dates that you want the job to recur on. Or, use the pattern builder to configure the schedule.
- Save the configuration.
Once saved, the activities console will open, presenting you with your completed recurring schedule. Then return to the job details to allocate resources.
Figure 6. The make job recurring option in job details view.
Figure 7. The create recurring pattern modal in job details view.
Note: This option is inactive for the following types of job:
- Jobs that are already on a recurring schedule.
- Canceled jobs.
- Locked jobs.
Recurring Schedules and Resource Availability Checks
When a resource is allocated to a job that is part of a recurring schedule, it will be passed through some availability validation. The Skedulo web app will check the availability of each resource being added against each subsequent (following) job in the schedule. If there are any conflicts, a "Job Conflicts" modal will appear informing the scheduler. The scheduler can then decide whether to continue with the update or not.
In the following example, a recurring schedule has been created with two jobs. Two resources are then allocated (added) to the first job.
- Skedulo poses the question: "This job (JOB-0405) is part of a recurring schedule. Would you like to apply these changes to all following jobs in the series?"
- If the "Yes, all jobs" button is selected, Skedulo commences checking each resource's availability to perform the next job, i.e., JOB-0406 (not for JOB-0405).
- If a conflict is found, a warning modal appears with the message "1 jobs are outside the assigned resource's availability. Would you like to proceed with the changes?"
- The scheduler can inspect the conflict to decide what to do next (click on the resource's name to reveal the conflicting job).
- Then either select "Yes, update all jobs," or "No, do not perform update."
- If "No, do not perform update" is selected, the second job (JOB-0406) is not allocated to any resource and remains in the state of "Pending Allocation."
- If "Yes, update all jobs" is selected, the second job (JOB-0406) is allocated to all the nominated resources, whether there are conflicts or not.
Figure 8. An example showing an availability check being performed on a recurring schedule.
Note: The first job in the schedule will be applied, conflict or not. Only future jobs (subsequent jobs) will be checked for availability.
The scheduler can always ignore the conflict warning and go ahead an allocate the job–it is only a notification.
View All Recurring Schedules
Recurring schedules are listed under the recurring schedules tab of the "Jobs" console. The "Jobs" console is accessible via the nav bar.
Figure 9. How to view the details of recurring schedules in the recurring schedules view.
Definitions of the Column Headers in Recurring Schedules View
|Name||A unique identifier for each recurring schedule.|
|Description||A description of the recurring schedule (from the CRM).|
|Number of Jobs in Schedule||A count of jobs that are part of the recurring schedule, e.g., 0/2 jobs complete (or zero of two jobs complete).|
|Pattern||Defines the rules for a recurring schedule.|
|Account/Contact||The account and contact to which the recurring schedule is attached.|
|Start Date/End Date||The defined duration for the recurring schedule to be active (the number of days).|
Table 2. Header definitions in the recurring schedules view.
Viewing Jobs that belong to a Recurring Schedule
View Recurring Schedules via the Jobs Console
To display a list of all jobs that belong to a particular schedule, go to the jobs console and open the recurring schedules tab. Click on the schedule name (from the list of recurring schedules), e.g., RS-0015.
The recurring schedule view has two parts: a calendar to represent the jobs in a recurring schedule, and a job list. The calendar displays a full year, and will focus itself on the next job in the schedule (e.g., if the next job is March 1st, 2019, it will start there).
The job list displays 25 items at a time.
A scheduler can:
- View the account and scheduling details for an existing recurring schedule.
- View the dates and the jobs' status for an existing recurring schedule on a calendar (the job's status is indicated by the colored dot in the top-right of the highlighted date).
- View the custom fields associated with the jobs in the schedule.
- View the list of jobs for a recurring schedule.
- View a job's details by clicking on its name (from the job list).
- Cancel one or more jobs from a recurring schedule.
Figure 10. The details of a recurring schedule RS-0015 in recurring schedules view.
Figure 11. The jobs associated with recurring schedule RS-0015 in recurring schedules view.
View Recurring Schedules via Job Details View
When a job belongs to a recurring schedule, the schedule name is shown at the top of the job details view. Clicking the name (in this example RS-0000) opens the schedule containing the jobs (in the "Jobs" console).
Figure 12. An example of job details showing the job belongs to a recurring schedule (RS-0031).
Change a Recurring Schedule
When a job is part of a recurring schedule, if you change the job's details, you will be asked if you want to cascade those changes to the other jobs in the series.
For example, if you change a resource or the start time, a prompt asks the following question: "This job (JOB-....) is part of recurring schedule RS-.... Would you like to apply these changes to all following jobs in the series?" Select "Yes" to apply the changes, or "No" to limit the changes to the current job.
Changing the Start Date of a Job in a Recurring Schedule
If a scheduler decides to change the start date of a job in a recurring schedule, they will first be presented with a save confirmation popup, followed by an "Update Recurring Pattern" modal.
This modal enables the scheduler to reconfigure all future jobs in the series. The following advice is given in the modal: "By updating your recurring schedule all future jobs will be modified to reflect your new pattern. If your schedule is extended new jobs will be added. Similarly, if you shorten your schedule, jobs that fall outside your pattern will be cancelled."
Figure 13. The update recurring pattern modal.
Note: To be able to change any part of a recurring pattern you need to trigger the update modal by changing the date of the recurring schedule.
Changes cannot be applied to jobs (within the series) that have a lower job name than the currently selected job.
Canceling Jobs on a Recurring Schedule
The easiest way to cancel jobs on a recurring schedule is via the recurring schedules page of the "Jobs" console. At the bottom of the page, select the job(s) that are to be canceled, then click the "Cancel Jobs" button above the list (for multiple cancellations) or select "Cancel Job" via the three-dot menu (for single jobs).
On cancellation of a job (or several jobs), a prompt will ask you to select a cancellation reason. Select one of the reasons provided from the drop-down list. Once a reason is selected, the blue "Yes, cancel" button becomes active. Click on this button to cancel the job(s) from the recurring schedule. Click the "Cancel" button to return to the schedule without making any changes.
Figure 14. How to cancel jobs on a recurring schedule.
Figure 15. How to provide a reason when canceling jobs from a recurring schedule.
Note: Currently, there is no way to delete a job from a recurring schedule–only cancel is available.
Tip! Another way to cancel jobs in a series is via the "Job Details" view.
Dispatch and Accept per Job
By default, jobs in a recurring schedule are dispatched as a group. If an allocated resource accepts one job in the series, they automatically take all other jobs in that series as well. However, if resources are required to acknowledge each job individually, then there is a setting to be configured.
This setting can be applied to each schedule, or it can be set at a global level–applying to all recurring schedules across the organization.
To set the global setting, go to the admin settings (via the user profile "Settings" option). Under "Workflow" is a checkbox for recurring schedules which enables the "Dispatch and accept per job" option.
The setting for acknowledging jobs per recurring schedule can be found at the bottom of the "Create Job" modal's time tab (see Figure 4 for example).