Overview
Before a new season, check both when inspections should run and when Locations are expected to operate. These use related Calendar tools but serve different purposes.
Use this guide to plan the transition in advance, especially when several Schedules share a master Calendar or some Locations have different opening dates.
At a glance |
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Who can do this | Super Users, Schedule Owners or creators, or Schedules › Modify; creating new Calendars requires Schedules › Create. |
Where | Schedules, Schedules › Calendars and Locations |
Works on | Backend (web) |
Availability | All organizations |
💡 Why this matters: Reviewing the timing as a connected setup helps the first operating day begin with the intended work and avoids issuing checks for planned closures.
Separate work from opening hours
Calendar connection | What it controls |
Inherited by a Calendar Schedule | Checklist work slots |
Selected as a Location’s Opening Hours | Expected operating hours, including Downtime calculations |
A Location’s Opening Hours setting does not create its Checklist Schedule. If both need to change for the season, review both connections. See Location opening hours.
Prepare the seasonal pattern
1. List the affected Schedules
Identify the Locations, Checklists, assignees and shared Calendars in scope. Check each Schedule’s time zone and who maintains it. Keep maintenance that continues outside public opening dates separate from purely in-season work.
2. Set the recurring dates
Use a master Calendar when several Schedules should share the same recurring pattern. Review its Patterns, validity dates and any Specific slots for one-off work. See creating a master Calendar and Pattern slots.
3. Review inheritance
Open each Calendar Schedule’s Inheritance and check which master Calendars it uses. Local slots and inherited slots combine, so inspect the result rather than assuming a newly added Calendar replaces the existing timing.
When adding inheritance after today’s work window has begun, decide deliberately whether to include started Pattern or Specific slots. See Calendar inheritance.
Plan closed dates
Add an Exclusion to a master Calendar for a closure affecting its inheriting Schedules. Use a Schedule-level Exclusion when only that Schedule should skip work. Set the reason and time window, and choose Exclude Specific Slots if it must cover Specifics as well as Patterns.
Exclusions affect future slots; a slot that has already started stays in place. An Exclusion skips work rather than moving its deadline. If a day needs different working hours, configure the replacement timing deliberately. See Exclusions.
🛑 Critical: Do not remove Calendar inheritance as a shortcut for a temporary closure. Removing it ends its active slots immediately without Missing Results and deletes its future slots. See the effects of removing inheritance.
Check the first operating days
Use Schedule Metrics to inspect the generated work across the season boundary, the first normal day and a planned closure. Check that the correct team receives each Checklist and that reviewers are still current.
Review Location opening hours and time zones separately. Editing them needs appropriate Location modification access. Keep a short record of the agreed seasonal dates and the Calendars changed so another administrator can maintain the setup.
Best practices
Make planned timing changes before the affected work windows start.
Review shared Calendars from the perspective of every inheriting Schedule.
Check a normal day and an exception day before the season begins.
Frequently asked questions
What is the Location’s Opening Hours Calendar used for?
It describes expected operating hours, including the hours used in Downtime calculations. It does not issue Checklists. See Location opening hours.
Is an Exclusion how I change a Schedule’s hours for one day?
An Exclusion skips overlapping work; it does not shift that work to a new time. Review the replacement Pattern or Specific slot as well. See Exclusions.
Where can I review existing Exclusions?
Open the relevant Schedule or master Calendar and inspect Exclusions. Check both when the Schedule inherits timing. See managing Exclusions.