Scheduling checklists

Choose when each checklist runs — its phase, time window, and repeat rule — and which outlets get it.

Every checklist template carries a schedule: when in the day it runs, which days it repeats on, and which outlets it applies to. On each scheduled day, every chosen outlet gets its own fresh copy of the checklist on the staff Today board. You set all of this in the Builder when you create or edit a checklist.

Note: Building and publishing checklists needs the checklist-editing permission (ops.checklists.edit) — typically managers and admins. Staff only see the results on their Today board.

The three schedule ingredients

The Basics panel of the Builder holds everything about timing:

Phase — pick Opening, Mid-day, or Closing. The phase decides where the checklist sits on the staff Today board: checklists are grouped under phase headings, ordered Opening → Mid-day → Closing.
Window start and Deadline — two time fields. The window start is when the work is meant to begin; the deadline is the time staff must finish by. The deadline is printed on the checklist card, and everything late/missed is measured against it.
Repeats — the recurrence rule that decides which days the checklist appears at all.

Recurrence options

The Repeats control is a four-way picker: Daily, Weekly, Monthly, or Every N days. Switching between them pre-selects a sensible default (today’s weekday or day of the month) so you always have a valid rule.

Daily — the checklist runs every day. No further settings.
Weekly — weekday chips appear (Sun to Sat). Tap the days you want; a weekly checklist always keeps at least one day selected. Example: Mon, Wed, Fri.
Monthly — day-of-month chips appear (1 to 30, plus Last). Pick one or more days. Choosing Last runs it on the final day of every month, however long the month is — and a chosen day that a short month doesn’t have (say the 30th in February) also falls back to that month’s last day, so a run is never silently skipped.
Every N days — an interval box: “Every ___ days”. The cycle counts from the day you set the rule, so “Every 3 days” runs today, then every third day after.

The checklist library shows each template’s rule in its Schedule column — “Daily”, “Mon, Wed, Fri”, “1st, Last day”, “Every 3 days” — so you can scan your whole estate’s cadence at a glance.

Which outlets get it

The Applies to outlets chips at the bottom of the Basics panel fan the checklist out across your estate. Tick every outlet that should run this checklist. On each scheduled day, each selected outlet gets its own independent copy — its own tasks, its own progress, its own deadline. One outlet finishing does nothing for another.

Copies for the day are created automatically just after midnight, India time. Publishing a new checklist also creates today’s copies straight away if today matches its schedule — you never have to wait until tomorrow to see it.

What staff see

On a scheduled day, the checklist appears on the staff Today board:

sorted under its phase heading (Opening, Mid-day, or Closing);
with the deadline printed on the card — “By 11 · 8 items”;
with a live countdown chip that flips as the clock runs: “36 MINS LEFT”, then “12 MINS LATE” just past the deadline, then “40 MINS OVER” once it is well overdue.

On days the rule doesn’t include, the checklist simply doesn’t appear — staff never see work that isn’t due.

What happens at the deadline

The deadline is a real control point, not a suggestion:

A task still open past the deadline counts as “running late” for the rest of the day. It shows in the manager console’s Tasks view and drags the outlet’s compliance percentage down (see Monitoring your outlets).
Once the day closes without it being done, it becomes “missed” — permanently, in that day’s compliance numbers and reports.
The escalation clock starts. A required task that stays open past its deadline by more than the manager-notify window (30 minutes by default) automatically opens an escalation and emails the outlet’s manager. See Escalations for the full flow.

Changing a schedule

To change a checklist’s timing, edit the template in the Builder and save:

Today’s copies are untouched. Checklists already on staff boards today keep the tasks and deadline they were created with — nobody’s half-done work changes underneath them.
The new schedule and task list apply from the next scheduled day. Each edit of a published checklist saves a new version, and future days are generated from the latest version.

Note: If you add an outlet to a published checklist, that outlet picks the checklist up from its next run — usually the moment its staff next open the Today board on a scheduled day. Removing an outlet stops future copies but does not delete anything already on its board today.