Schedule work that repeats

Scheduled work lives on the Tickets page, under the Work Orders tab. That is where managers send out one-off jobs and set up repeating work across buildings and equipment. Switch between a list and a calendar of what is coming.

Send out a one-off job

For a single job, create a work order. Pick the workflow, the piece of equipment if there is one, the person, and a due date. The worker runs the workflow exactly as it is published today, even if you change it later. You can cancel a work order any time before it is done.

Set up repeating work

For work that repeats, create a schedule. You describe the rhythm in plain terms:

• Every day. Every 2 weeks on Monday and Thursday. Every month on the 15th. The last Friday of every other month.
• Schedules follow the building's time zone, so a 6am round stays a 6am round through daylight saving.

Each schedule also sets a due window. It can be as tight as 1 hour or as loose as a week. You can add extra time on top before the work counts as late.

Choose who gets the work

Pick how the work is handed out:

• One person. Every time, the same person.
• Rotate through a pool. The work takes turns through a group, so the load spreads evenly.
• Everyone in a group. Each time, the whole group gets it.

A pool can be a hand-picked list of people. It can also be everyone with a certain role, or every vendor. You can pick who gets told when scheduled work slips.

Change or pause a schedule

StringBean creates the jobs ahead of time. Change the rhythm or who gets the work, and the jobs that are not due yet are made again from the new rule. Finished and overdue work is never touched. You can pause a schedule instead of deleting it, then start it again later.

If someone leaves a rotation, take them out of the pool. Do that on their page in Users & Teams. If they are a schedule's named person, edit the schedule and pick someone else first.

What workers see

Every job lands in the worker's Today list on the phone. The list is grouped into overdue, due today, upcoming, and finished. Each card shows the job, the place, and when it is due. The worker taps it, the workflow opens, and finishing the run finishes the job.

Sometimes a worker cannot do the job: a locked door, or missing supplies. They report a blocker, so the job does not quietly go overdue. Blockers show up on the Tickets page for managers to sort out.

Work sent back after review also returns to Today, so the fix-up shows up with everything else.