Scheduling task lists 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!
Why Use Schedules?
Schedules allow you to specify time frames for completing task lists, 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.
Step-by-Step Guide to Setting Up Schedules
Open your Task List in the Dashboard
Select the Task List 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 task list 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 task list 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 task list to be completed during both opening and closing shifts.
(Optional) Create Multiple Location-Based Schedules
Each task list has the ability to 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 task list 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 task lists, so they can stay on top of what’s due and when.
Schedule Reporting
Schedules help you monitor whether locations complete and submit task lists on time. You can find this data in the Reporting > Schedule Completion section. In the Opus Training app, any user with task list access can see all submissions.
One-Time or Non-Recurring Task Lists
Schedules are best used for tasks that happen on a daily or weekly basis. For one-time tasks or those that happen monthly, you can:
Find the task list under the Task Lists section in the Opus desktop dashboard.
Set a specific day and time for the task list to appear in the app. After that window passes, simply deactivate the schedule so it doesn’t repeat.
This is a great option for special events, seasonal prep, or other one-off needs.
FAQs
Q: What happens if a schedule is removed?
A: The task list will no longer appear only for the specified time frame, but remains accessible on the home screen.
Q: Can I edit a schedule after it’s created?
A: Yes, navigate back to the schedule settings via Manage > Schedule to make changes.
Q: Can I set different schedules for the same task list?
A: Yes! You can create multiple schedules with different days and time ranges for a single task list.
Q: Can I still access and submit task lists outside of a scheduled window?
A: Yes! Task lists 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.
Q: What happens if multiple employees are assigned a Task List during a schedule?
A: If the Task List is assigned to a shared role (like two servers on the same shift), only one person needs to complete it. Once it's done, the others will see it's already completed for that schedule.