Managing Routines

This guide covers the full lifecycle of a Routine: creating it, assigning it, completing each cycle, and reviewing the completion history.

Create a routine

1. Navigate to Procedures in the sidebar and click 'Create procedure'.
2. Enter a title (e.g. 'Monthly safety committee meeting') and optionally a description and category.
3. Set the frequency in days (e.g. 30 for monthly, 365 for annual).
4. Choose a recurrence mode: FROM_COMPLETION (next due from the day you complete it) or FROM_DUE_DATE (next due from the original due date — calendar-aligned).
5. Optionally set a start date. If left blank, the procedure is immediately due.
6. Assign it to a user or a role. Assignment is optional but recommended for accountability.
7. Optionally set a due-soon reminder — how many days before the due date to notify, and at what hour. Set 0 days to disable it.
8. Click 'Create' to save.

One-off tasks

Not everything repeats. Set Repeats to "One-off" and give the task a due date: it behaves like any other routine — assignable, categorised, completed with notes — but once it is completed it is marked done instead of being rescheduled. This is what turns the Routines list into a shared to-do list an admin writes and a technician ticks off, without creating a work order for every small job.

Complete a cycle

From the Routines list, click on a routine and then click 'Complete cycle'. A dialog opens where you can add optional notes about what was done. Click 'Complete' to confirm. The system records the completion (who, when, notes) and calculates the next due date automatically based on the recurrence mode.

Due-soon reminders

Each routine can send an advance reminder before its due date. In the form, set how many days before to notify and the reminder hour. The assigned user and managers get an in-app and push alert when the window opens, a reminder on the due day, and a daily summary once overdue. Set 0 days to disable the advance reminder; email is off by default and can be enabled per event under Settings → Notifications.

Overdue routines

Routines past their due date appear at the top of the list with a red 'Overdue' badge. You can filter by overdue, due today, due in 7 days, or due in 30 days using the filter dropdown.

On the dashboard

Routines due within 7 days or already overdue appear in the dashboard 'Needs Attention' section, with quick links that open the Routines list pre-filtered. These cards are only visible to users with the routines:read permission.

Completion history

Every completion is logged in the Completion History tab on the routine detail page. The log shows the date, who completed it, and any notes attached. This provides an audit trail for compliance purposes.

Pausing a routine

To temporarily suspend a routine without deleting it, set it as Inactive. An inactive routine is excluded from the schedule and will not show as overdue. Re-activate it when you are ready to resume.

Permissions

• procedures:read — view the list and detail pages (Technician, Supervisor, Viewer, Maintenance Planner, Manager, Admin)
• procedures:create — create new procedures (Maintenance Planner, Manager, Admin)
• procedures:update — edit existing procedures (Maintenance Planner, Manager, Admin)
• procedures:delete — delete procedures (Manager, Admin)
• procedures:complete — mark a cycle as complete (Technician, Supervisor, Maintenance Planner, Manager, Admin)

Shared lists

Use the Category field as a list name — "Fellowship Hall", "Boiler room", "Weekly rounds". Once a name is in use, a Lists filter appears above the table so you can open just that list. The filter only offers names your company has actually used, so it can never come up empty. The page also updates live: when a colleague ticks something off, it disappears from your view without a refresh.