Create a work schedule with AI or from scratch

A work schedule defines recurring maintenance and inspections. When active, it automatically generates work orders on the dates you set, so your team knows what to do and when. Use schedules for anything that repeats: daily fire checks, weekly playground inspections, or annual gas safety tests.

Before you start

You need Manager or Admin access to the Operations module to create and edit schedules. Coverage targets pull from locations and assets already set up in Premises, so make sure those records exist first.

Create the schedule

1. Go to Operations > Schedules.

2. Click New Schedule. A guided wizard opens.

3. Choose a starting point:

   • Start Blank — create a schedule and configure it manually.

   • Generate with AI — describe the subject and let AI propose a schedule.

4. Click Continue.

5. Follow the wizard steps. For most schedules the sequence is: Details > Schedule Mode > Recurrence > Classification > People > Scope and Checklists > Review. On-Demand schedules skip the Recurrence step. In the recurrence step, you must set a Start Date before you can continue. If you try to proceed without one, the wizard shows Start date is required.

6. Click Create to finish. The wizard opens the completed schedule.

Generate a schedule with AI

When you choose Generate with AI, the wizard asks for a Subject and optional details. The AI uses this context to propose schedules and tasks, which you then review and create. You are always in control: AI proposes; you confirm or edit before the schedule is created.

1. On the Subject step, pick a category from the dropdown:

   • Equipment

   • Fire safety

   • Water hygiene

   • Electrical

   • Building fabric

   • Other

2. Enter a description of the subject. For example, "fire door inspection" or "weekly boiler service."

3. Fill any optional fields that appear for the chosen category. The available fields depend on the category you selected:

   • Equipment shows Manufacturer, Model, Capacity, Fuel Type, Refrigerant Type, and Year Installed.

   • Fire safety shows Element / System.

   • All categories can show Category / Regime, Building Type, Location, Environment, and Serves Vulnerable Occupants when relevant.

4. Click Generate to send the subject context to the AI. The AI returns proposed schedules and tasks.

5. Review the proposals on the preview and review steps. You can edit the schedule details, timing, and coverage before creating it.

6. Click Create to save the schedule. The wizard opens the completed schedule.

Schedule health tiles on the Schedules page

On the Schedules page, each schedule shows health tiles that summarise its status and link directly to the related work order list.

• Schedule Health — the overall status of the schedule

• Overdue Targets — coverage targets past due today

• On-Time Rate — completion performance for the reporting period

• Next Due — the next scheduled occurrence

Click any tile to open the matching work order list so you can review or act on the items behind the metric.

Configure recurrence

Open the Schedule section and set the Recurrence card.

1. Choose a Schedule Mode:

   • On-Demand — reference-only; no automatic work orders.

   • Recurring — generates work orders on a repeating interval.

   • Calendar-Based — triggered by calendar events. This option only appears when calendar-based scheduling is enabled for your site.

2. For Recurring schedules, choose a Schedule Type. This control only appears on recurring RRULE schedules; it is not shown for On-Demand or Calendar-Based schedules. For a step-by-step guide to choosing between Fixed and Floating, see Choose Fixed or Floating for a work schedule.

   • Fixed — keeps the recurrence on its original calendar beat. Early completion does not shift the schedule; late completion can shift the next occurrence forward until work catches up. Fixed mode exposes the full RRULE builder, including weekday and day-of-month anchors.

   • Floating — measures the next occurrence from when work was actually completed. Useful for wear-anchored maintenance such as servicing an asset 30 days after the last service. Floating mode shows only interval magnitude and unit; weekday and day-of-month anchors are stripped from the stored rule.

3. Set the Start Date and optional End Date. The end date must be the same or after the start date. In the creation wizard, the recurrence step will not let you continue until a start date is set.

4. Choose the interval. The Interval field uses a cleaner duration input with separate number and unit controls, so you can set any supported cadence. Preset quick-picks speed up common choices. Pick a number and a unit:

   • Day — 1 to 90 days

   • Week — 1 to 52 weeks

   • Month — 1 to 60 months

   • Year — 1 to 10 years

   Mixed durations such as 1 month and 2 weeks are not supported.

5. Set Working Days & Skip Rules if you want the schedule to run only on working days, skipping closure calendars or non-working days.

6. Add an Estimated Duration so the team knows how long the work should take.

Set First Due After Install

On an existing schedule that is not On-Demand, open the Schedule section and the Recurrence card. First Due After Install sets how long after an asset enters service its first occurrence is due.

1. Open the schedule from Operations > Schedules.

2. In the Recurrence card, click the First Due After Install value to edit it.

3. Enter a non-negative duration and choose a unit: Day/Days, Week/Weeks, Month/Months, or Year/Years.

4. Leave the field blank for the default, or clear it to return to default. The default displays as Due on entry (default) — first due on the asset in-service date (or the schedule start date when that is later).

Use this for assets that should not be due the day they enter service — for example a new vehicle’s first MOT at 36 months, or a boiler’s first service at 12 months. The offset applies only while the asset has no completion history on this schedule (no real closed work order and no seeded Last Done). After the first service is completed, the normal cadence takes over.

If the in-service date plus the offset falls before the schedule Start Date, the first due date uses the schedule start date instead.

To seed prior service history or set a one-off next due date for a specific asset, edit Last Done and Next Due on schedule coverage or on the asset’s Work Schedules card. See Create work orders from schedule coverage and Create planned work from a location or asset.

Set coverage targets and checklists

In the wizard, the scope step lets you optionally select targets and attach checklists. You can continue without choosing either and add them later.

• Targets — define what the schedule covers. You can target Locations, Assets, Asset Models, or Asset Classes. When you target a model or class, the schedule automatically includes any new assets added later that match the target. If you need to remove coverage for specific items, add an exclusion for an asset instance, model, or class subtree. A schedule can also run with no targets at all; this produces a bare work order with no rows, useful for general reminders.

• Checklists — define what the worker must do on each work order. Attach a Global checklist that applies to every row, or Scoped checklists that apply only to a specific location, asset instance, asset model, or asset class. The system uses narrowest-scope-wins resolution: an instance-level checklist beats a model-level one, which beats a class-level one, and so on. Every covered row must match a checklist target or a global checklist, otherwise the schedule cannot be saved.

You can also set a different interval or estimated duration for a checklist target at the asset class, model, or instance level. This lets one schedule handle multiple cadences—for example, a weekly checklist for daily room checks and a monthly checklist for the same location.

Set workflow and grace period

After the schedule is created, open the schedule detail page. In the Execution section, open the Workflow card. This is where you set the Grace Period: the extra time after each scheduled date before the work is considered overdue. The grace period uses a duration input with separate number and unit controls, and preset shortcuts are available for common choices. Grace periods are not used for daily intervals.

When a worker completes the work within the grace period, the schedule stays on time. If the work passes the grace period without completion, it can be marked Missed depending on your site settings.

Classify and assign

In the Organisation section, set the Category, Classification, and Priority so the work is sorted correctly on the board and in reports.

In the Team section, open the People card and assign the schedule to an individual or a group. If you assign a group, any member with the right permissions can pick up the generated work orders. See Using Groups for Assignments for details.

Activate or deactivate the schedule

A schedule only generates work orders when it is Active. Toggle the schedule on to start the first occurrence. When you activate or deactivate, a success toast confirms the action.

If you need to pause it, toggle it to Inactive; this stops new work orders but leaves existing ones in place. Reactivating resumes generation from the schedule window. You can deactivate a schedule even if it has checklist coverage faults.

Monitor health and upcoming work

The top of the schedule detail page shows the Schedule Health strip:

• Schedule Health — the overall status of the schedule

• Overdue Targets — coverage targets past due today

• On-Time Rate — completion performance for the reporting period

• Next Due — the next scheduled occurrence

Below that, the Work Order Performance panel breaks down open and resolved work orders by status: Open Overdue, Open Planned, Open In Progress, Resolved Completed, Resolved Cancelled, and Lifetime Missed.

The Work Order History card lists every work order generated from this schedule, so you can open any one to see completion notes, photos, and evidence.

The Activity tab in the sidebar shows a filtered audit history scoped to this schedule. See View activity history for a work schedule for details on reading the change log.

Review coverage targets

Open a schedule and scroll to the Coverage section to see the full list of assets and locations tied to the schedule. The grid shows one row per target, with due timing labels like Today, Tomorrow, and overdue so you can spot what is upcoming or past due. Asset rows also show Last Done and Next Due, which you can edit inline when you have Manager or Admin access to Operations. See Create work orders from schedule coverage for details on reading the grid, setting asset dates, and creating work orders from it.

How intervals appear in lists and timeline views

The interval value is shown as the schedule Cadence in the Schedules board and on the Work Schedules card for assets and locations. In the Planner, each bar represents a single scheduled occurrence based on that cadence. Moving an occurrence updates the operational date and suppresses forecast on the vacated natural beat and interior days between the natural and operational dates. To see how cadence is tracked across targets, see Monitor Compliance.

Adjust a schedule later

You can edit the schedule at any time:

• Add or remove targets and exclusions.

• Change the interval, dates, grace period, or First Due After Install offset.

• Switch Schedule Type between Fixed and Floating on recurring schedules. See Choose Fixed or Floating for a work schedule for the difference between the two.

• Update assignment or classification.

• Attach or remove checklists.

Changes apply to future occurrences. Existing work orders keep the settings they were created with unless you edit them directly.

Delete a work schedule

When you delete a work schedule, any linked work orders remain in the system but are unlinked from the schedule. The schedule reference on each work order is cleared, and the schedule and its coverage targets are removed.

After the schedule is deleted, a Work schedule deleted toast confirms the action.

What happens next

Once the schedule is active, the system creates work orders on each scheduled date. Assigned workers see them in their Inbox and on the Calendar. You can also scan the schedule's QR code to open its detail page from the field.

When a repeating work order series is moved to a new date, future projected dates shift with it so the schedule stays aligned.

To set up asset-targeted maintenance, see Asset Management. To learn how workers complete the generated work orders, see the work order completion guide.