Set up recurring assignments

💡 Tips

• •An occurrence of a series shows a strip at the top of its edit drawer telling you which occurrence it is, the pattern, and the date the run currently ends.
• •To extend a run, open any occurrence and click "Add dates" on that strip. Set a new end date, tick the dates you want, and choose whether to assign the same people, send offers, or leave them unfilled.
• •Add dates copies the notes and, if you tick the box, the attachments from the occurrence you opened. The dialog tells you what will carry across, and warns you if a later occurrence has more attachments than the one you are copying from.
• •Re-running Add dates over dates you already have is safe. Dates already in the series are skipped rather than booked twice.
• •Series-wide changes never touch occurrences that have already happened, or ones that are closed out, audited, invoiced, or cancelled. The dialog says so, and the toast afterwards tells you how many were kept.
• •The one exception is the occurrence you have open. Editing the job in front of you always saves, even if its date has passed. To cancel a past occurrence, cancel it on its own rather than sweeping the series.
• •Moving or cancelling a whole series notifies the assigned interpreters, one message each naming how many dates it covers, not one message per date.
• •Attachments ask the same question the rest of the form does. Add or remove a file on an occurrence of a series and you are asked whether it applies to just that one, this and future, or all. The file is stored once and shared, not uploaded again per date.
• •Recurrence dates are calculated in local time.
• •Monthly patterns that land on the 31st automatically clamp to the last day of shorter months.
• •Custom date lists automatically drop duplicates.
• •Occurrences that cross midnight roll their end time to the next day automatically.
• •Overriding an interpreter's eligibility ("Override & save") covers every date in the series, not just the one on screen. Dates where they are ineligible are filled too. Dates where they are actually busy, on time off, or booked at another agency are still skipped and listed.
• •"Move here" puts the interpreter on the series date first, then takes them off the other job, which goes back to open. The summary then lists every job that is now open so you can fill it, and the interpreter gets one notice about the jobs they were taken off.
• •A date where the interpreter only has an open offer on the other job cannot be moved from the summary. Withdraw that offer on the other job first.
• •If you click Save the moment you pick an interpreter and see "Still checking the interpreter's schedule for that date", wait a second and click Save again. The form is still loading their other jobs, time off and other bookings for that date, even when the date is not on the board you are looking at, so a double booking is caught before it saves.
• •A weekly pattern respects a standing weekly availability. Book a Tuesday series for someone who does not work Tuesdays and the dates are reported as skips rather than booked quietly, unless you overrode their eligibility.
• •When you change the interpreter on "This and all future" or "All" and they cannot take some dates, the summary reads "This and following dates updated, with 2 skipped" (or "All dates"). The skipped dates are left exactly as they were, and each one says "Still with" the interpreter who keeps it, or "Still open". Nothing on those dates was emptied.
• •On an edit too, a date skipped because the new interpreter is booked on another of your jobs shows under "Already booked on another job" with the same "Keep other job" / "Move here" choice. "Move here" puts the new interpreter on that date in place of whoever it was left with, and frees the other job.
• •Save & Auto-Assign and Save & Broadcast are not offered for a recurring series. Book it, then use the board for those.
• •A customer confirmation for a recurring job covers the whole schedule. The receipt sent at booking, and a receipt or coverage confirmation sent from any date's job card, lists every date in the series and who is covering it, leaving out cancelled dates. In Add dates, tick "Send a receipt for the added dates" to send a receipt for just the new dates.