Schedule & Activity Management¶
Module: Schedule Management | Audience: Admin, Owner
Table of Contents¶
- Overview
- Schedules
- Schedule List
- Creating a Schedule
- Schedule Statuses
- Activities
- Activity List
- Creating a One-Off Activity
- Activity Execution
- Activity Statuses
- SLA Tracking
- Supporting Configuration
- Movement Tracking in Activities
- Master Data Used by This Module
Overview¶
The schedule module enables recurring and one-off maintenance, inspection, and operational activities. Schedules define the recurrence pattern, while Activities are the individual tasks generated from those schedules. Activities support checklists, cost tracking, file attachments, SLA monitoring, and RFID movement tracking.
Schedules¶
Schedule List¶
Path: Sidebar → Schedule Management → Schedules | URL: /schedule-management/schedules
Paginated list of all schedules with status, activity type, frequency, and next due date.
Creating a Schedule¶
Path: Schedules → + Create | URL: /schedule-management/schedules/create
| Field | Type | Required | Validation | Depends On |
|---|---|---|---|---|
| Name | Text | Yes | Max 100 characters | — |
| Description | Text Area | No | — | — |
| Activity Type | Dropdown | Yes | — | Activity Types |
| Asset | Dropdown | No | — | Assets |
| Location | Tree Select | No | — | Locations |
| Start Date | Date | Yes | — | — |
| Frequency (days) | Number | Yes | Positive integer; number of days between activities | — |
| End Date | Date | No | Must be after Start Date | Start Date |
| User Group | Dropdown | No | — | User Groups |
| Execution Before (days) | Number | No | Positive integer; SLA window for completing each activity | — |
| Reminder Before (days) | Number | No | Positive integer; days before due date to send reminder | — |
| Cost Template | Dropdown | No | — | Cost Templates |
| Checklist Template | Dropdown | No | — | Checklist Templates |
| Enable Movement Tracking | Toggle | No | Default: Off | — |
| Tracking Type | Radio | No | Vehicle or Asset. Visible only when tracking enabled. | Movement Tracking toggle |
| Attachments | File Upload | No | Multiple files allowed | — |
| Status | Dropdown | No | Active (default), Inactive, Completed, Cancelled | — |
Tracking Type values: Selecting Vehicle or Asset stores
vehicleorasset(lowercase) on the schedule/activity — the radio label is just the display form of that same value.
How Activity Type Affects Execution:
| Activity Type Setting | Effect on Generated Activities |
|---|---|
| Payment Required = On | Cost entry fields (from Cost Template) are shown and required during execution |
| Checklist Required = On | Checklist items (from Checklist Template) must be completed during execution |
| File Upload Required = On | File upload is required to complete the activity |
Schedule Statuses¶
| Status | Description |
|---|---|
| Active | Schedule is generating activities per its frequency |
| Inactive | Schedule paused; no new activities generated |
| Completed | Schedule reached its end date |
| Cancelled | Schedule permanently stopped |
Activities¶
Activity List¶
Path: Sidebar → Schedule Management → Activities | URL: /schedule-management/activities
Paginated list of all activities with filters for status, activity type, due date, assigned user, and user group.
Creating a One-Off Activity¶
Path: Activities → + Create One-Off | URL: /schedule-management/activities/create-one-off
A one-off activity is a standalone task not linked to any schedule. It shares the same fields as a schedule but creates a single activity instead of a recurring series.
| Field | Type | Required | Validation | Depends On |
|---|---|---|---|---|
| Activity Type | Dropdown | Yes | — | Activity Types |
| Asset | Dropdown | No | — | Assets |
| Location | Tree Select | No | — | Locations |
| Due Date | Date | Yes | — | — |
| User Group | Dropdown | No | — | User Groups |
| Assigned User | Dropdown | No | — | Users |
| Cost Template | Dropdown | No | — | Cost Templates |
| Checklist Template | Dropdown | No | — | Checklist Templates |
| Comments | Text Area | No | — | — |
| Enable Movement Tracking | Toggle | No | — | — |
| Tracking Type | Radio | No | Visible when tracking enabled | Movement Tracking toggle |
Activity Execution¶
Path: Activities → Select Activity → Execute | URL: /schedule-management/activities/:id/execute
The execution workflow follows this sequence:
| Step | Action | Condition |
|---|---|---|
| 1 | Start the activity | Status changes to In Progress; timer begins |
| 2 | Complete Checklist items | Required if Activity Type has checklist_required = true |
| 3 | Enter Cost Items | Required if Activity Type has payment_required = true |
| 4 | Upload Files | Required if Activity Type has file_upload_required = true |
| 5 | Add Comments | Optional |
| 6 | Complete the activity | Status changes to Completed; timer stops |
Pause / Resume: An activity can be Paused (timer stops, paused duration tracked) and later Resumed (timer restarts).
Movement-tracked activities: If Movement Tracking is enabled and the expected check-out and/or check-in scan hasn't happened yet, Complete is blocked with an error identifying the missing step. Completing anyway requires Force Complete, which force-closes the missing step(s) and requires a comment — see Movement Tracking in Activities.
Checklist Completion¶
Each checklist item (from the checklist template) has:
| Field | Description |
|---|---|
| Label | The question/task from the template |
| Is Completed | Checkbox to mark as done |
| Completed At | Auto-recorded timestamp |
| Completed By | Auto-recorded user |
Cost Entry¶
Each cost item (from the cost template) has:
| Field | Type | Required | Validation |
|---|---|---|---|
| Label | Text | Pre-filled from template | Read-only |
| Value | Currency | Conditional | Required if template item has is_mandatory = true; max 15 digits, 2 decimals |
Activity Statuses¶
| Status | Description | Next Possible Statuses |
|---|---|---|
| Pending | Activity generated; awaiting execution | In Progress, Cancelled |
| In Progress | Activity actively being worked on | Paused, Completed, Cancelled |
| Paused | Temporarily paused (duration tracked) | In Progress (resume), Cancelled |
| Completed | Activity finished | (terminal) |
| Cancelled | Activity cancelled | (terminal) |
SLA Tracking¶
Each activity tracks SLA compliance based on the schedule's "Execution Before" setting:
| SLA Status | Meaning |
|---|---|
| On Time | Activity completed within the SLA window |
| At Risk | Activity approaching the SLA deadline |
| Breached | Activity overdue past the SLA window |
Supporting Configuration¶
These master data items must be configured before creating schedules. See Master Data Configuration for details on each.
| Entity | Path | Purpose |
|---|---|---|
| Activity Types | /activity-types |
Define activity categories and their execution requirements |
| User Groups | /user-groups |
Assign groups of users to schedules and activities |
| Checklist Templates | /checklist-templates |
Define reusable checklists for activity execution |
| Cost Templates | /cost-templates |
Define reusable cost tracking structures |
Movement Tracking in Activities¶
When Movement Tracking is enabled on a schedule or one-off activity:
- Check-Out: A reader configured as an Exit reader (see RFID Management) scans the asset or vehicle leaving the activity's location.
- Check-In: A reader configured as an Entry reader scans it returning. A check-in is only accepted once a check-out for the same activity has already been recorded — a stray entry scan with no prior checkout doesn't match.
- Same location, not a pair: Unlike a transfer's separate "from" and "to" locations, an activity's check-out and check-in are both expected at the activity's own location — there's no separate return location involved in the gate logic.
- Asset vs. Vehicle tracking: Asset tracking requires the individual asset to be scanned; Vehicle tracking requires the assigned vehicle's tag to be scanned instead.
- Force Checkout / Force Checkin: If the expected scan doesn't arrive, an authorized user can manually close that step from the activity (each requires a comment) — the same mechanism used on Transfers.
- Force Complete: If you try to complete the activity while a checkout or check-in step is still outstanding, completion is blocked until you either get the real scan or pass Force Complete with a comment, which force-closes whatever step is still missing.
Every checkout/checkin event — real or force-closed — is recorded as a Movement Session, viewable from the activity's detail view, with its reader (for real scans) and timestamp.
Master Data Used by This Module¶
| Master Entity | Where Used | Purpose |
|---|---|---|
| Activity Types | Schedule / Activity — Activity Type field | Categorize and configure execution requirements |
| Assets | Schedule / Activity — Asset field | Link to specific asset |
| Locations | Schedule / Activity — Location field | Specify work location |
| User Groups | Schedule / Activity — User Group field | Assign responsible team |
| Users | Activity — Assigned User field | Individual assignment |
| Cost Templates | Schedule / Activity — Cost Template field | Structured cost tracking |
| Checklist Templates | Schedule / Activity — Checklist Template field | Structured task tracking |
| Vehicles | Activity — Vehicle field (when tracking enabled) | Vehicle tracking |
Related: Master Data Configuration · Permits · RFID Management · Reports