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      How Scheduled Forms Work

      This article will summarize the logic behind scheduled forms.

      Scheduled Forms & Configurable Notifications

      The Scheduled Forms feature allows administrators to streamline form management by setting due dates, assigning workers, and automating reminders. This ensures that essential forms are completed on time, reducing administrative burden and improving compliance.

      Key Benefits

      • Timely submissions – Workers are notified of deadlines and reminders automatically.

      • Flexible scheduling – Set up recurring forms daily, weekly, or monthly.

      • Reduced manual work – Automates notifications, due date tracking, and recurring assignments.

      • Improved compliance – Keeps workers accountable and administrators informed.

      Scheduled Forms Overview

      Scheduled Forms let administrators configure when and how forms should be completed.

      What You Can Configure:

      • Template (required): Choose from existing form templates.

      • Due Date & Time (required): The deadline for completing and signing the form.

      • Worker (optional): Assign a worker. If not known, leave blank and assign later.

      • Project (optional): Link to a project, or let the worker choose when filling the form.

      • Recurrence: Choose from daily, weekly, or monthly schedules.

      Managing Scheduled Forms

      Listing Page

      Click Scheduled Forms to view all scheduled items. The listing shows:

      • Template – Form template name.

      • Due At – Due date & time.

      • Worker – Assigned worker (or left blank if not yet assigned).

      • Project – Associated project (optional).

      • Recurrence – Schedule type.

      • Actions – Edit, duplicate, or delete the schedule.

      Adding a New Scheduled Form

      1. Click Add at the top right.

      2. Fill out the Add New Scheduled Form modal:

        • Select a Template.

        • Set the Due Date & Time.

        • Add optional Before/After Notifications.

        • Assign a Worker (optional).

        • Link a Project (optional).

        • Configure Recurrence (daily, weekly, monthly by date/day).

      Recurrence Options

      When setting up a Scheduled Form, administrators can configure how often the form should recur. Instead, you can choose from the following recurrence options:

      • Daily – Select one or more days of the week for the form to repeat.

      • Weekly – Schedule the form to recur every week on the same weekday and at the same time.

      • Monthly (by Date) – The form recurs every month on the same calendar date (e.g., the 15th of each month).

      • Monthly (by Day) – The form recurs every month on the same week and weekday (e.g., the first Monday of every month).

      This flexible scheduling ensures that forms are automatically generated on a recurring basis, helping workers stay on track and ensuring compliance without the need for manual setup each time.

      How It Works

      Status Handling

      • If due today, the form shows in the Dashboard with Scheduled status.

      • If due in the future, it stays hidden until the due date.

      • Every 15 minutes, the system checks scheduled forms, updates statuses, and generates Outstanding forms when due.

      Notifications

      • Before Due Date: Reminders sent at configured hours before deadline.

      • After Due Date: Alerts sent if form is still incomplete.

      • Status Change: Notifications are sent when a form becomes Outstanding.

      Form Skipping Logic

      Scheduled Forms include built-in logic to prevent duplicate work.

      • If a worker completes a form within the required period, the system will skip generating the next scheduled form.

      • Example: A monthly form is scheduled for September 17. If the worker fills out the form early on August 27, the September 17 instance will be skipped since at least one template was completed during the monthly cycle.

      This ensures forms are not duplicated unnecessarily, while still maintaining compliance with the intended recurrence period.

      Deleting Scheduled Forms

      • Delete Template: Removes scheduled forms tied to the template. Existing completed, outstanding, or draft forms remain.

      • Delete Scheduled/Recurring Form: Stops future recurrences, but existing forms stay accessible.

      Mobile Experience

      On the mobile app, workers can:

      • Access Scheduled Templates from the Dashboard.

      • Open notifications to complete forms.

      • Tap the “+” button to create a new form (if permissions allow).

      Workflow:

      1. Open the scheduled form from Dashboard or Notification.

      2. Complete the required fields.

      3. Sign and submit.

      Example: Recurring Form

      • A form is scheduled for January 1, 2025 with weekly recurrence.

      • On January 8, 2025, the system generates a new Outstanding form and updates the due date automatically.

      • If a worker had already submitted the form during the prior week, the new instance would be skipped.

      Tip: Use Configurable Notifications to keep workers informed before and after deadlines, ensuring no form is missed.