Overview
A Specific is a single slot on a date and time you choose, added by hand to a Calendar Schedule or master Calendar. Unlike a Pattern, it doesn't repeat — and it can run past midnight or over several days.
Use Specifics for anything a weekly Pattern can't express: one-off dates, monthly or yearly checks, irregular weeks, overnight work and Checklists that stay open for several days. A Calendar Schedule can mix Specifics and Patterns freely.
At a glance |
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Who can do this | Super Users, the Schedule's or Calendar's Owners or creator, or a Role with Schedules › Modify |
Where | The calendar view of a Calendar Schedule or of a Calendar in Schedules › Calendars › click a date (Configure Specific) |
Works on | Backend (web) to set up; Mobile app to complete the Checklists |
Availability | All organizations |
💡 Why this matters: Patterns handle the weekly routine; Specifics handle everything else. Together they let one Calendar Schedule cover a routine and its exceptions without a second Schedule.
When to use a Specific
One-off dates: a special event, a one-time audit or a contractor visit.
Monthly, quarterly or yearly checks: add one Specific per due date. Patterns only repeat weekly.
Overnight or multi-day windows: for example 22:00 to 06:00 the next morning, or Monday to Sunday.
Irregular weeks: Monday–Wednesday one week, Thursday–Saturday the next.
Specific settings
Setting | What it does | Default |
Start and end date and time | When the slot opens and its deadline. They can be on different days; the end must be later than the start. | 06:00–22:00 on the date you clicked, until you set a preset |
Allow grace period | Adds an End of grace period: extra time after the deadline, on any later date. See Adding Grace Periods to Schedules and Calendars. | Off |
Reminders | Push notifications to assignees at a date and time inside the slot, including its grace period. See Adding reminders to Schedules. | None |
Copy / Paste | Copies this Specific's reminders so you can paste them into another Specific. | — |
Use values as preset when creating new specifics | A button at the top of the form. The next dates you click get the same start time, length, grace period and reminders, until you leave the page. | Off |
Add a Specific
1. Click a date in the calendar view
Open the Calendar Schedule (Schedules › select it › Edit) or the master Calendar, and click the date the slot starts. On a Schedule, past dates can't be clicked.
2. Set the start and end
In Configure Specific, set the start and end date and time. They can span more than one day — for example 22:00 to 22:00 the next day for a 24-hour slot.
3. Add a grace period and reminders
Optionally tick Allow grace period and set the End of grace period, and click Add reminder to add reminders.
4. Save
Click Save Changes. To add more Specifics with the same times, click Use values as preset when creating new specifics first, then click the next dates.
How a Specific slot behaves
It's one slot: each Checklist can be completed once per target. A Specific that runs for a year expects one Result per target for that year.
Anything not completed by the end of the slot — the end of the grace period, if there is one — becomes a Missing Result, unless Ignore missing results is on.
Times follow the Schedule's Time Zone; on a master Calendar, the time zone of each inheriting Schedule.
An Exclusion skips a Specific only if its Exclude Specific Slots box is ticked.
⚠️ Heads-up: A long Specific means a missed check only shows up at the end. If you need a record each week or month, add a Specific for each period rather than one long one.
Change or delete a Specific
Click the Specific on the calendar to open Configure Specific.
On a Schedule, a Specific can't start in the past — a start time before now is saved as now. Once it has started, its start time is locked; once its deadline has passed, the deadline and Allow grace period are locked too. Ended Specifics can't be changed.
Clicking a Specific from an inherited master Calendar opens a message naming that Calendar, with Go to calendar. Edit it there; the change reaches every Schedule that inherits the Calendar.
🛑 Critical: Deleting a Specific can't be undone. If it's active, its open Checklists end without creating Missing Results. To record them as Missing Results instead, change the Specific's end time to now.
Best practices
Use Use values as preset when creating new specifics to lay down a series quickly, such as the first Monday of each month.
Put dates that several Schedules share on a master Calendar — see Creating a master Calendar.
To stop an active Specific and keep a record, set its end to now rather than deleting it.
Add a reminder before the deadline on long or overnight Specifics.
Frequently asked questions
How do I set up a checklist that runs overnight, for example 20:00 to 02:00?
Use a Specific: click the start date, set 20:00 on that day and 02:00 the next day, and save. Patterns can't cross midnight. For every night, click Use values as preset when creating new specifics, then click each date.
How do I schedule a monthly or yearly checklist?
Add a Specific for each due date, with a window long enough for the work — for example 48 hours. Use the preset button to repeat it quickly, and put the dates on a master Calendar if several Schedules share them.
Can a checklist stay open for several days until someone completes it?
Yes. Give the Specific a start and end on different days — for example Monday 06:00 to Sunday 22:00. It becomes a Missing Result only if it's still not done when the slot ends.
How can I submit yesterday's checklist if it was missed?
You can't add a Specific in the past on a Schedule. Reschedule the Missing Result instead, which creates a new slot for it. See Approving or rescheduling missed Results.
Why is the Save Changes button greyed out?
It stays disabled until you've changed something and the end is later than the start. Check both dates as well as the times — a Specific's end can be on a different day.