Scheduling Checklists helps ensure tasks are completed at the right time and place. Whether you need daily, weekly, or custom schedules, this guide will walk you through setting them up. Let's get started!
Table of Contents:
Why Use Schedules?
Schedules allow you to specify time frames for completing Checklists, making it easy to manage recurring tasks like line checks during opening and closing shifts. This keeps your team organized and ensures nothing is overlooked.
How to Set Up a Schedule
Step-by-Step Guide
Open your Checklist in the Dashboard
Select the Checklist you would like to set a Schedule for.
Navigate to Schedule Settings
Go to Manage > Schedule, then click Create Schedule.
Name the Schedule
This helps you stay organized and reference the schedule easily.
Select Locations
Assign the schedule to specific locations where the Checklist applies. This ensures the right people see the tasks at the right time. Here, you can also select Regions, Brands, or Franchises.
Set Time Frames
Select the day(s) of the week the Checklist should be completed.
Enter the start and end time for the schedule.
Need multiple schedules? Add recurring times with different days and time ranges. For example, you might need a Checklist to be completed during both opening and closing shifts.
(Optional) Create Multiple Location-Based Schedules
Each Checklist can have multiple location-based schedules created under the Manage tab. This gives you flexibility to tailor schedules to different needs across your locations.
What Happens in the Opus Training App?
When the schedule is active, the Checklist will automatically appear on the app's homepage during the specified time frame. This makes it easy for team members to access and complete tasks when they're due.
Team members can also see any upcoming Checklists, so they can stay on top of what's due and when.
đĄ No push notifications for Checklists: Opus does not send automated reminders for Checklists, since access is shared across users at a location, and that could get spammy.
Schedule Reporting
Schedules help you monitor whether locations complete and submit Checklists on time. You can find this data in the Reporting > Schedule Completion section. In the Opus Training app, any user with Checklist access can see all submissions.
One-Time or Non-Recurring Checklists
Checklists can be scheduled for daily or weekly frequencies only. We don't currently support scheduling tasks on other recurring cadences, like monthly or bi-annually.
If you have one-time or non-recurring tasks you want to share with your team, here are a couple of straightforward approaches:
Schedule a Checklist for a defined timeframe. For example, you could set it for "Upcoming Monday between 9-10 am." Once that window passes or it's no longer relevant, just deactivate the schedule. This ensures your team sees the Checklist on their home screen during that specific time.
Communicate a one-off task directly to the appropriate teams using Messages in Opus.
Keep in mind that team members with Library access can complete Checklists even if they aren't on a schedule. Sometimes, a quick reminder about where to find them can be really helpful!
FAQ
What happens if a schedule is removed?
The Checklist will no longer appear only for the specified time frame, but remains accessible on the home screen.
Can I edit a schedule after it's created?
Yes, navigate back to the schedule settings via Manage > Schedule to make changes.
Can I set different schedules for the same Checklist?
Yes! You can create multiple schedules with different days and time ranges for a single Checklist.
Can I still access and submit Checklists outside of a scheduled window?
Yes! Checklists can be accessed and submitted at any time, even outside of the scheduled window. If you open one outside its timeframe, you'll see an alert letting you know, but it won't stop you from completing or submitting it.
What happens if multiple team members are working on the same Checklist during a schedule?
Your team can collaborate in real time. When multiple team members work on the same Checklist, you'll see their answers update live, even before they submit. This makes it easy to monitor progress, ensure nothing gets duplicated, and keep the whole team moving smoothly toward completion.
Will my team get push notifications to complete a Checklist?
Opus doesn't send push reminders for Checklists. Because access is shared across multiple users, notifications would go out to everyone with access, not ideal.