Work Management
Schedules & rotas
Create recurring task schedules and rota plans for teams and operational calendars.
Schedules & rotas
Schedules & rotas covers recurring operational work, task schedules, calendars, rota planning, coverage, and availability patterns. Use this page when you are setting up the product surface, reviewing a rollout, or troubleshooting why users see a different result from an administrator.
What this surface is
- Primary purpose: recurring operational work, task schedules, calendars, rota planning, coverage, and availability patterns.
- Where users start: Task schedules live at
/tasks/schedule; task calendars live at/tasks/calendar. - Where administrators configure it: Related configuration includes task categories at
/tasks/categories, holidays at/global-settings/holidays, and locations at/global-settings/company/locations. - Runtime/detail surface: Schedules create or organise work on a cadence; rotas describe who should cover a time period.
- Platform connections: Schedules connect tasks, teams, calendars, holidays, locations, notifications, attendance, and reports.
Where it lives
| Area | Path or surface | Use it for |
|---|---|---|
| User surface | Task schedules live at /tasks/schedule; task calendars live at /tasks/calendar. | Day-to-day work and review. |
| Configuration | Related configuration includes task categories at /tasks/categories, holidays at /global-settings/holidays, and locations at /global-settings/company/locations. | Setup, permissions, routing, labels, and behaviour. |
| Runtime/detail | Schedules create or organise work on a cadence; rotas describe who should cover a time period. | Testing the live experience users actually see. |
Configure it
- Confirm the audience for this surface and whether they are staff users, portal users, customers, public visitors, or administrators.
- Open the owning product route: Task schedules live at
/tasks/schedule; task calendars live at/tasks/calendar. - Review the configuration route and permissions before changing live behaviour: Related configuration includes task categories at
/tasks/categories, holidays at/global-settings/holidays, and locations at/global-settings/company/locations. - Define the primary records, fields, statuses, owners, and notifications involved in this workflow.
- Configure Task schedule, Task calendar, and Rota first because they shape the rest of the rollout.
- Add Holiday calendar and Location only after the core path works with sample data.
- Test the runtime surface as a restricted user, not only as a superadmin: Schedules create or organise work on a cadence; rotas describe who should cover a time period.
- Check downstream connections after saving: Schedules connect tasks, teams, calendars, holidays, locations, notifications, attendance, and reports.
- Record the owner, rollout date, and support path for the configuration.
- Review the first week of activity and remove any option that users do not understand or need.
Configuration options
| Option | Use when | Notes |
|---|---|---|
| Task schedule | Recurring work should generate tasks | Route: /tasks/schedule. |
| Task calendar | Workload should be seen by date | Route: /tasks/calendar. |
| Rota | Coverage should be planned by person or team | Pair with teams, locations, and calendars. |
| Holiday calendar | Schedules should avoid non-working days | Route: /global-settings/holidays. |
| Location | Coverage differs by site | Route: /global-settings/company/locations. |
| Workflow delay | A process should wait before next step | Use Workflow Studio delay nodes. |
Operating notes
- Keep labels aligned with the words users see in the product, especially Task schedule and Task calendar.
- Permissions still matter even when a menu, page, or link is visible.
- If users see empty data, check role filters, enabled apps, ownership rules, and saved filters before editing records.
- If a change affects customers or public visitors, test from a logged-out or customer account as appropriate.
- Use reports or logs to confirm the change produced the expected operational result.
- Capture configuration decisions in rollout notes so support teams know what changed.
- Do not reuse one option for unrelated processes just because it is already configured.
- Review linked notifications, workflows, dashboards, and reports after changing this surface.
- Prefer narrow changes that can be tested with sample data before a tenant-wide rollout.
- When troubleshooting, start at the route users open, then inspect configuration, permissions, and logs in that order.
- Keep retired settings hidden or archived so users do not choose outdated paths.
- Assign an owner for ongoing review; unattended configuration becomes stale quickly.
For developers
Use these pages when the surface is read or changed by code, scripts, embeds, widgets, API clients, webhooks, or realtime listeners.