Orders, one-time visits and recurring schedules

An order is the agreement. A work shift is one visit. Keeping those apart is what lets you move next Tuesday’s cleaning without disturbing every Tuesday after it.

The order holds the client, the site, the services, the prices and the schedule. The schedule produces dated work shifts, and those are what get staffed and carried out.

Set the schedule while the order is a draft

The schedule is editable while the order is a draft. Once it is active, its shifts exist and the schedule is no longer something to casually rewrite.

Choose Edit schedule and set:

Frequency — Once, Daily, Weekly or Monthly.

• Once produces a single dated shift.
• Daily, Weekly or Monthly repeat on an interval you set: every 2 weeks, every 3 months.
• Weekly also takes the days of the week. Monthly takes a day of the month.

Start and duration — when the first visit begins and how long each one takes, from 1 minute to 24 hours.

Timezone — the clock the visits run on. Start and end times are read in this zone, which matters when the clocks change.

Repeat ends — Never, on a date, or after a number of times.

What each visit requires

Two settings decide when a shift counts as fully staffed.

Coworkers needed is how many people the visit takes. This is capacity — a plain headcount.

Equipment needed is which equipment types must be on the visit, and how many of each.

Capabilities are different, and this is the distinction that trips people up: a capability the service requires is covered by one of the people already on the visit. Requiring a certificate does not add a person. If a job genuinely needs two people and one of them must hold a certificate, that is coworkers needed: 2 plus the capability on the service — not 3.

Equipment types come from capabilities that apply to equipment. If the equipment list is empty, that is what to create first.

Activate the order

Activate confirms the order and schedules its first work shift. If the order went out as a quote, the client accepting does this for you.

An active order carries a status you can change as the relationship changes: Active, Paused, Completed or Cancelled.

One shift versus the whole series

Once shifts exist, the order and the individual visit part ways — and every action on the scheduling board says which one it touches.

Moving a shift moves only that visit. The order keeps its schedule and everyone assigned moves with it. If somebody on the shift cannot be there at the new time, Rytmia says so before it moves.

Cancelling a shift calls off only that visit. The order keeps its schedule, and the people booked stay on it.

Neither touches next week. If the arrangement itself has changed — the client wants Thursdays now, not Tuesdays — that belongs on the order’s schedule, not on one shift.

Reading the plan

The generated shifts show up in three places, and which one you want depends on the question:

Question	Where to look
What is unstaffed?	Scheduling, in the Needs scheduling rail
What is happening on this date?	Scheduling, in day, week or month view
What has this client got coming?	The client’s Orders tab, and Next visit on their overview