Schedule Crews and Tasks

The rotation schedule controls which crew is on duty and determines which tasks appear for them. Each brigade has one schedule. This guide walks you through setting it up and managing it.

Prerequisites

• Brigade admin or organisation admin role
• At least two active duty crews created

Configure the Rotation Schedule

1. Open Schedule Settings

1. Click Duty Crews in the main navigation
2. Click Schedule (or the schedule link in the sidebar)

If no schedule exists yet, you’ll see a Create Default Schedule button.

2. Set the Rotation Period

Choose how frequently the duty crew rotates:

• Daily — Crew changes every day
• Weekly — Crew changes every week
• Monthly — Crew changes every month
• Custom — Crew changes every N days (enter the number of days in the Custom Days field)

3. Set the Start Date

Rotation Start Date — The date the current crew started their rotation. This is the anchor point the system uses to calculate which crew is on duty for any past or future date.

Set this to the actual date when the current crew began their rotation. If you’re configuring the schedule for the first time, use today’s date or the most recent rotation start.

4. Select the Current Crew

Current Crew — Which crew is currently on duty as of the start date.

The system cycles through all active crews in order. Once you set the current crew and start date, it automatically calculates which crew is on duty for every future date.

5. Save the Schedule

Click Create Schedule (or Update Schedule if editing an existing one).

Preview the Rotation

After saving, a 14-day preview shows which crew is on duty for each of the next 14 days. Each day is colour-coded with the assigned crew’s colour.

Use this preview to verify the schedule is set up correctly before your brigade starts relying on it.

Manual Rotation

You can manually advance to the next crew at any time using the Rotate to Next Crew button in the Current Duty Crew card on the schedule page.

When to Use Manual Rotation

• The rotation period has passed but the schedule hasn’t updated automatically
• You need to skip a crew (e.g. they’re unavailable) and hand off early
• You’re testing the schedule configuration

What Happens on Rotation

When you rotate:

1. The next crew in the ordered list becomes the current crew
2. The rotation start date updates to today
3. The last rotation timestamp is recorded

How Crews Are Ordered

Crews rotate in the order they appear in your crews list. You can reorder crews by adjusting their position in the crew list.

If you have three crews — Alpha, Bravo, Charlie — with a weekly rotation:

• Week 1: Alpha
• Week 2: Bravo
• Week 3: Charlie
• Week 4: Alpha (cycle repeats)

How Tasks Align to Rotations

The rotation schedule doesn’t just control which crew is visible — it also determines which recurring tasks appear.

Task Frequency vs Rotation Period

Task Frequency	Appears in Rotation
Daily	Daily, Weekly, Monthly, Custom
Weekly	Weekly, Monthly, Custom
Monthly	Monthly, Custom
Always show	All rotation types

A daily task always appears because duty happens every day. A monthly task only surfaces once per month, regardless of how many crews rotate in that time.

Task Responsibility

For a recurring task, only one crew sees it per period — the crew that was on duty when the task period began.

Example:

• Monthly task, recur from set to the 1st
• On March 1st, Alpha crew was on duty
• Alpha sees the monthly task for all of March
• Even if Bravo is on duty on March 15th, the March monthly task still belongs to Alpha

This prevents the same task from being assigned to multiple crews or skipped because no single crew “owns” it.

Deactivate the Schedule

If you need to pause the rotation:

1. Open the schedule settings
2. Uncheck Active
3. Click Update Schedule

When inactive, the duty board still shows crews and tasks, but no crew is highlighted as “currently on duty” and recurring tasks may not surface correctly.

Reactivate the Schedule

1. Open the schedule settings
2. Check Active
3. Set a new Rotation Start Date and Current Crew to re-anchor the schedule
4. Click Update Schedule

Tips

Setting Up for the First Time

If your brigade already has an established rotation, set the start date to the actual date the current crew began their shift — don’t just use today. This ensures historical tasks and completions align correctly.

Custom Rotation Intervals

The Custom period is useful for brigades with non-standard rotations:

• 10-day rotations (common in some volunteer structures)
• 14-day fortnightly cycles
• Any interval that doesn’t fit daily/weekly/monthly

Checking the Preview

After any schedule change, always check the 14-day preview before confirming. It’s the easiest way to catch misconfiguration (e.g. the wrong anchor date) before members notice.

Multiple Crews with Uneven Numbers

The rotation evenly cycles through all active crews. If you add a new crew mid-cycle, it joins the rotation from the next manual rotation or scheduled changeover. Deactivating a crew removes it from future rotations without affecting completed history.

Common Issues

Wrong Crew Showing as Current

The current crew is calculated from the anchor (start date + starting crew). If it shows the wrong crew:

1. Open the schedule settings
2. Correct the Rotation Start Date and Current Crew
3. Save and verify in the 14-day preview

Tasks Not Appearing for the Right Crew

If a recurring task is showing for the wrong crew, the task’s recur from date may not align with what you expect. Check:

1. The task’s Recur From date — this anchors the task period
2. The schedule’s Rotation Start Date — this anchors the crew rotation
3. Use the 14-day preview to verify which crew is on duty on the task period’s start date

Schedule Not Rotating Automatically

Rotation does not happen automatically in the current version — you must use the Rotate to Next Crew button, or update the schedule settings when a new crew takes over.

Related Guides

• Create and Manage Duty Crews
• Create Duty Crew Tasks
• Public Access for Duty Crews