Delivery Strategies

Understanding Window Strategies
Window strategies determine how deliveries are estimated and scheduled by selecting the calculation method used for each system. The window strategy is configured in the system edit dialog and determines which approach is used to trigger deliveries.
What are window strategies?
A window strategy defines the method used to calculate when a delivery is needed:
Degree Day: Temperature-based consumption estimation using heating degree days
Monitored: Real-time tank level readings from IoT monitoring devices
Calendar: Time-based recurring delivery schedules based on intervals
The window strategy determines which calculation approach takes priority for triggering deliveries for all equipment within that system.
Window strategy types
Degree Day Window
Uses outdoor temperature data to estimate fuel consumption and predict when refills are needed based on accumulated heating degree days.
Best for:
Heating oil customers
Predictable seasonal consumption patterns
Locations without tank monitors
How it works:
Accumulates heating degree days since last delivery
Applies usage rates (winter/summer) to estimate gallons consumed
Triggers delivery when estimated remaining fuel drops below threshold
Uses visual degree day windows to determine delivery timing
See: Understanding Degree Days
Monitored Window
Uses real-time tank level data from IoT monitoring devices to trigger deliveries based on actual fuel levels.
Best for:
Customers with installed tank monitors
Critical accounts requiring precise tracking
Unpredictable consumption patterns
How it works:
Reads current tank level from monitor device via serial number
Triggers delivery when level drops below configured threshold
Provides ground truth vs. estimated consumption
See: Understanding Fuel Monitoring
Calendar Window
Uses recurring time-based schedules to plan deliveries at regular intervals regardless of consumption.
Best for:
Commercial accounts with predictable usage
Will-call customers preferring set schedules
Service contracts with fixed delivery frequencies
How it works:
Schedules deliveries at configured intervals (days, weeks, months, years)
Triggers on specific calendar dates or days of the week
Can have seasonal start/end dates
Only one schedule can be active at a time
See: Understanding Calendar Schedules
Configuring window strategies
Window strategies are configured when adding or editing a system through the Add/Edit System dialog.
Basic system settings
At the top of the dialog:
System Name: Text field for the system identifier
Active toggle: Enable/disable the entire system
Auto Delivery toggle: Enable automatic delivery scheduling based on the selected window strategy
Fuel selector: Choose between Propane, Oil, etc.
Window Strategy selector: Choose Degree Day, Monitored, or Calendar
Usage multi-select: Select applicable usage types
Strategy-specific configuration tabs
Degree Day Settings Tab
Configuration fields:
Winter Usage Rate: Gallons per degree day during winter (up to 4 decimal places)
Summer Usage Rate: Gallons per degree day during summer (up to 4 decimal places)
Window Start (Visual DD): Lower boundary of the delivery window
Target DD: Target degree day for delivery trigger
Window End (Visual DD): Upper boundary of the delivery window
Action buttons:
Force Degree Day (thumbtack icon): Manually forces the current degree day target
Reset DD: Resets the degree day accumulation
Reset Window: Resets the delivery window boundaries
Tank Monitor Tab
Configuration fields:
Monitor Serial Number: Required field for the tank monitor identifier such as OTOData's DeviceId.
Monitor Barcode: Optional field
Validation:
Submit button is disabled until serial number is provided for monitored systems
Calendar Schedules Tab
Schedule configuration:
Frequency: Numeric value (minimum 1)
Units: Days, Weeks, Months, Years
Preferred Day of Week: Monday-Sunday or "Any day"
Season Starts/Ends: Date pickers
Requested Volume (gal): Delivery amount
Active toggle: Activate/deactivate schedule
Schedule actions:
Set Active: Activates schedule (deactivates others)
Deactivate: Pauses schedule
Edit: Modify schedule
Delete: Remove schedule
Auto Delivery toggle
Controls whether the system should appear on the routing map & automatically generates delivery requests for calendar scheduling:
Enabled: System actively triggers deliveries based on strategy
Disabled: System tracks data but doesn't create automatic requests
Related guides
Degree Day System
Monitoring
Calendar Scheduling
Add System
Editing a System

Understanding Calendar Schedules
Calendar scheduling allows you to set up automatic delivery requests for your customers based on recurring patterns. When you post an invoice for a fuel delivery, the system automatically creates the next delivery request based on the schedule you've configured.
Key Features
Flexible Recurring Patterns
You can schedule deliveries to repeat at any interval you need:
Every X Days - For example, every 30 days or every 45 days
Every X Weeks - For example, every week or every 2 weeks
Every X Months - For example, monthly or every 3 months
Every X Years - For annual deliveries
Specific Day of the Week
If your customers prefer deliveries on certain days, you can set schedules to occur on:
Monday through Sunday (or any specific day)
Leave blank if the day of the week doesn't matter
When you set a day of the week, the system will automatically schedule the delivery on the next occurrence of that day after the interval passes.
Example: If you schedule "every 2 weeks on Friday," the system will always create delivery requests for Fridays, even if the exact 2-week interval would land on a different day.
Seasonal Schedules
Many customers have different needs throughout the year. Calendar scheduling supports seasonal patterns:
Summer Schedule - Active only during warm months (e.g., May 1 - October 31)
Winter Schedule - Active only during cold months (e.g., November 1 - March 31)
Year-Round - Active all 12 months
The system uses the month and day from your start and end dates, ignoring the year. This means your seasonal schedules automatically repeat every year without needing to update them.
Example: Set a schedule active from November 1 to March 31, and it will automatically activate every winter, year after year.
Pre-Set Delivery Volume
You can specify how many gallons or liters should be requested for each scheduled delivery. This helps your drivers know approximately how much fuel to bring.
How It Works
Setting Up a Schedule
For each fuel system (tank), you can create one or more calendar schedules with:
Frequency - How often deliveries should occur (number and unit)
Day of Week (Optional) - Which day deliveries should happen
Start Date (Optional) - What month/day the schedule becomes active
End Date (Optional) - What month/day the schedule becomes inactive
Delivery Volume (Optional) - How many gallons/liters to request
Automatic Delivery Request Creation
When you post an invoice for a delivery:
The system checks if there's an active calendar schedule for that fuel system
It verifies the delivery date falls within the schedule's active period
It calculates when the next delivery should occur
It automatically creates a delivery request for that future date
The new delivery request includes:
The calculated delivery date
The requested volume (if specified in the schedule)
A note explaining it was created by the calendar schedule
Managing Active Schedules
You can have multiple schedules for the same system, but only one will create a delivery request per invoice posting. Schedules can be:
Active - Currently in use and creating delivery requests
Inactive - Disabled and not creating delivery requests
To stop a schedule from creating delivery requests, mark it as inactive rather than deleting it. This preserves the configuration if you need to reactivate it later.
Common Use Cases
Example 1: Summer Propane Fill-Ups
Scenario: A customer wants propane deliveries every 60 days during the summer months only.
Configuration:
Frequency: 60 days
Day of Week: (none)
Active: May 1 - October 31
Volume: 100 gallons
Result: Every time you post an invoice between May and October, the system creates the next delivery request 60 days out. No deliveries are scheduled during winter months.
Example 2: Weekly Friday Deliveries
Scenario: A commercial customer receives heating oil every week on Fridays.
Configuration:
Frequency: 1 week
Day of Week: Friday
Active: Year-round
Volume: 150 gallons
Result: After each delivery, the system automatically schedules the next delivery for the following Friday.
Example 3: Monthly Winter Fuel Oil
Scenario: A residential customer needs heating oil monthly during winter only.
Configuration:
Frequency: 1 month
Day of Week: (none)
Active: November 1 - March 31
Volume: 200 gallons
Result: Monthly deliveries are scheduled from November through March each year. The schedule automatically reactivates each winter.
Example 4: Bi-Weekly Tuesday Deliveries (Winter Only)
Scenario: A customer wants deliveries every 2 weeks on Tuesdays, but only during the heating season.
Configuration:
Frequency: 2 weeks
Day of Week: Tuesday
Active: October 1 - April 30
Volume: 175 gallons
Result: Deliveries are scheduled every other Tuesday during the specified months, automatically resuming each heating season.
Tips for Success
Setting Seasonal Boundaries
Use month and day only - the year is automatically ignored
For winter schedules that cross year boundaries (e.g., Nov-Mar), make sure the start month comes after the end month
Leave both blank if you want year-round scheduling
Choosing Day of Week
Use this when customers have specific preferences or when route optimization matters
Leave blank for maximum flexibility in scheduling
Remember: Monday = 1, Sunday = 7
Delivery Volume Estimates
Set realistic volumes based on the customer's usage patterns
This helps drivers prepare the right amount of fuel
You can always adjust the actual delivery amount when fulfilling the request
Multiple Schedules
You can create different schedules for different seasons
Make sure to set appropriate start/end dates so they don't overlap
Only one schedule will trigger per invoice posting, so avoid conflicting active schedules
Troubleshooting
No Delivery Request Created
If a delivery request isn't automatically created after posting an invoice:
Check that the schedule is active (not marked inactive)
Verify the delivery date falls within the schedule's active date range
Ensure the fuel system has the calendar schedule properly configured
Contact your system administrator if the issue persists
Wrong Delivery Date
If the calculated delivery date seems incorrect:
Double-check the frequency and frequency units (days vs. weeks vs. months)
If using day of week, verify the correct day is selected (1-7)
Review the seasonal start/end dates to ensure they're set as intended
Seasonal Schedule Not Activating
For schedules that should work across the year boundary (Nov-Mar):
Make sure the start date's month number is greater than the end date's month number
Example: November (month 11) to March (month 3) is correct
The system automatically handles the year transition
Getting Started
To begin using calendar scheduling:
Navigate to the fuel system you want to schedule
Create a new calendar schedule
Configure the frequency, optional day of week, and seasonal dates
Set the delivery volume if desired
Save the schedule
Post the next invoice for that system - the delivery request will be created automatically
Calendar scheduling saves time by eliminating manual delivery request creation and ensures consistent service for your customers. Set it up once and let the system handle the rest!

Understanding Degree Days
The degree day system predicts heating fuel consumption based on outdoor temperature. It's commonly used for automatic oil delivery scheduling to estimate when a customer will need a refill.
What is a degree day?
A degree day measures heating demand:
Heating Degree Day (HDD): Measures how cold it is relative to a base temperature (usually 65°F)
Calculation: For each day, HDD = max(0, Base Temp - Average Outdoor Temp)
Accumulation: Sum HDDs over time to estimate fuel consumption
Example:
Base temperature: 65°F
Average outdoor temperature: 40°F
HDD for that day: 65 - 40 = 25 HDD
If it takes 5 HDD to burn 1 gallon of oil (K-factor = 5), then after 100 accumulated HDD, the customer has used approximately 20 gallons.
Key formulas
Daily heating degree days
$$
HDD_{day} = \max(0, T_{base} - T_{avg})
$$
Where:
$T_{base}$ = Base temperature (typically 65°F)
$T_{avg}$ = Average outdoor temperature for the day
Accumulated degree days
$$
HDD_{accumulated} = \sum_{i=1}^{n} HDD_i
$$
Sum all daily HDDs since the last delivery.
K-factor (consumption rate)
The K-factor represents the relationship between degree days and gallons consumed:
$$
K = \frac{HDD}{gallons}
$$
Example: If a customer used 200 gallons over 1000 HDD, then:
$$
K = \frac{1000}{200} = 5.0
$$
So it takes 5 HDD to consume 1 gallon.
Estimating gallons used
$$
gallons_{used} = \frac{HDD_{accumulated}}{K}
$$
Remaining fuel estimate
$$
remaining = capacity - gallons_{used}
$$
Where capacity is the effective tank capacity (total capacity minus a reserve buffer).
Triggering a delivery
Dispatch a delivery when:
$$
remaining \leq reserve_{threshold}
$$
Typically, reserve threshold is 25-30% of capacity to avoid run-outs.
Configuration steps
1. Set base temperature
Standard: 65°F for most residential heating
Adjustments: Some buildings may use 60°F or 68°F based on insulation, thermostat settings, or climate
Configuration: Set at the service or system level
2. Determine K-factor
Initial K-factor (before delivery history):
Use industry defaults: 4.0–6.0 for typical homes
Adjust based on building type:
Well-insulated modern homes: 6.0–8.0 (higher K = less consumption per HDD)
Older, poorly insulated: 3.0–4.5
Commercial buildings: Varies widely; consult historical data or energy audit
Computed K-factor (after deliveries):
After 2-3 deliveries, compute K-factor from actual consumption:
Gallons delivered = amount filled
HDD accumulated = sum of degree days between deliveries
$K = \frac{HDD}{gallons}$
Update the service's K-factor with the computed value for better accuracy
3. Initialize the system
On the first delivery (or when setting up):
Last delivery date: Date of most recent fill
Last delivery amount: Gallons delivered
Starting tank level: Estimated gallons remaining before the delivery (if known)
The system will start accumulating degree days from the last delivery date.
4. Set minimum days between deliveries
Prevent too-frequent deliveries by setting a minimum interval (e.g., 14 or 21 days). Even if degree day projections suggest a delivery is needed, the system will wait until the minimum interval passes.
5. Set trigger thresholds
Define when to dispatch:
Reserve threshold: Gallons or percentage remaining (e.g., 25% or 75 gallons for a 275-gallon tank)
Lookahead days: Optional; trigger delivery if projection shows run-out within X days
Example scenario
Customer: Residential, 275-gallon oil tank
Base temp: 65°F
K-factor: 5.0 (initial estimate)
Last delivery: January 1, filled 200 gallons
Effective capacity: 250 gallons (reserve 25 gallons)
Reserve threshold: 75 gallons
Degree day accumulation (simplified):
Jan 1–15: 300 HDD
Estimated gallons used: 300 / 5 = 60 gallons
Remaining: 250 - 60 = 190 gallons (above threshold, no delivery yet)
Jan 16–31: Another 300 HDD (total 600 HDD)
Estimated gallons used: 600 / 5 = 120 gallons
Remaining: 250 - 120 = 130 gallons (still above 75-gallon threshold)
Feb 1–15: Another 300 HDD (total 900 HDD)
Estimated gallons used: 900 / 5 = 180 gallons
Remaining: 250 - 180 = 70 gallons (below 75-gallon threshold)
Trigger delivery
Degree day data sources
National Weather Service (NWS): Historical and forecast degree days
NOAA: Free weather data APIs
Third-party services: Commercial degree day providers with regional accuracy
Internal tracking: Some systems calculate degree days from local weather station data
Your system may automatically pull degree day data but at any time you can update or modify it.
Improving accuracy
We Recompute K-factor regularly
After each delivery, our system automatically recalculates K-factor and uses rolling averages of the last 3-5 deliveries to smooth out anomalies (e.g., vacations, extreme weather).
Adjust for customer behavior
Vacation adjustments: If a customer is away, consumption drops; this should be noted within the customer account or routing notes to avoid under-delivery
Building changes: New insulation, windows, or equipment can alter K-factor significantly
Combine with monitors
If a tank monitor is installed, use both degree day projections and real-time level data
Degree day provides a forecast; monitor provides ground truth
If monitor reading diverges from degree day estimate, adjust K-factor or investigate consumption anomalies
See: Monitoring Guide
Troubleshooting common issues
Projections are too conservative (deliveries too frequent)
Cause: K-factor is too low (overestimating consumption)
Fix: Increase K-factor based on actual delivery history
Projections are too aggressive (customer runs out)
Cause: K-factor is too high (underestimating consumption)
Fix: Decrease K-factor; consider lowering reserve threshold
Degree days don't match consumption
Cause: Weather data source is not local enough, or customer behavior changed
Fix: Use more localized weather data by changing the weather location within the admin settings.
Sudden change in usage
Cause: Equipment failure, thermostat adjustment, occupancy change, or building modification
Fix: Investigate and adjust K-factor or note the anomaly; monitor closely
Related guides
Window Strategies — Add time-of-day constraints to degree day deliveries
Calendar Scheduling — Combine recurring schedules with degree day
Monitoring — Use monitors to validate degree day estimates
Add Services — Apply degree day strategy to services
Adding Equipment — Track tank capacity for accurate projections

Understanding Fuel Monitoring
Tank monitoring systems use IoT devices to track fuel levels in real time. This guide explains how to link monitors to equipment, view monitor data in the app (Systems carousel), and use monitor data for delivery scheduling.
What is tank monitoring?
Tank monitoring devices:
Measure fuel level in the tank (percentage, gallons, or both)
Transmit data wirelessly to the cloud (cellular, WiFi, or LoRa)
Alert when levels drop below thresholds or when the device goes offline
Integrate with delivery scheduling to trigger automatic refills
Where to see monitor info in the app
You can quickly see monitor information from the customer dashboard:
Systems carousel
Go to the Customer Dashboard for a location
In the Systems section, use the horizontal carousel to browse systems
Select a system to view its details at-a-glance
When a system is linked to a tank monitor, the selector shows:
Tank Level (%): Current level from the monitor (visual gauge/knob)
Estimated Gallons Remaining: Calculated from the current level and recommended capacity
Target/Window Dates: Projected delivery window or target date
For a monitored system, dates are still shown; the level drives urgency
For non-monitored systems, dates are converted from degree days
Tip: You can toggle the date/time display per system to reveal window start/end and target dates.
How the selector computes gallons remaining
The system selector calculates gallons remaining using the best available data:
If a monitor reading is available
Uses the monitor's current level (e.g., 0.42 for 42%)
Multiplies by the system's recommended delivery capacity
Formula: 
gallons = monitorLevel * recommendedCapacity
If no monitor reading is available (fallback)
Estimates consumption using degree days since the last full delivery
Applies seasonal usage rates (winter/summer) across the heating year
Subtracts estimated consumption from recommended capacity to estimate remaining gallons
This mirrors the in-app logic: monitor values take precedence; otherwise, the degree-day model provides a reasonable estimate.
Linking a monitor to a tank
Navigate to Systems from the Customer Dashboard.
Select the system and find the tank equipment.
Click Edit on the tank.
In the Monitoring section:
Monitor Link: Select or add the monitor
Monitor ID / Serial: Device serial number or identifier (required for monitored strategy)
Monitor Type: Float gauge, ultrasonic, pressure sensor, etc.
Vendor: Tank monitor vendor/brand
Save the equipment.
The monitor is now linked and data will flow into the system and the Systems carousel.
Using monitor data for scheduling
To have the system automatically trigger deliveries based on monitor readings:
Edit the system (Add/Edit System dialog)
Set Window Strategy to Monitored
Enter the Monitor Serial Number (required)
Enable the Auto Delivery toggle
Deliveries are triggered when the level drops below configured thresholds (per your operations policy)
If the monitor goes offline, the system can fall back to degree day estimates (see Window Strategies)
See: Window Strategies
Combining monitors with other strategies
Monitoring works best alongside other estimation methods:
Monitored (primary) + Degree Day (fallback)
Primary: Tank monitor provides ground-truth level
Fallback: If monitor goes offline/stale, switch to degree day estimates
Benefit: Reliable automation with a safe backup
Calendar + Monitor (validation)
Primary: Recurring calendar schedule
Validation: Skip a scheduled delivery if the monitor shows the tank is still sufficiently full
Benefit: Avoids unnecessary trips and overfilling
For configuring priorities, see: Window Strategies
Monitor data fields
Real-time readings
Current Level (%): Percentage of tank capacity (drives the gauge and gallon estimates)
Current Level (gallons): Calculated gallons based on capacity
Last Reading Timestamp: When the last data transmission occurred
Signal Strength: Cellular or WiFi signal quality
Battery Level: Monitor battery status (for battery-powered units)
Historical data
Reading History: Chart or log of level over time
Consumption Trend: Rate of fuel usage derived from readings
Anomalies: Sudden drops (delivery) or unusual patterns (leaks, sensor issues)
Offline behavior and stale readings
Monitors can go offline due to signal loss, power failure, or damage. Configure fallback behavior:
Stale reading grace period
Grace period: Allow readings to be X hours old before marking as stale (e.g., 48 hours)
Alert: Notify dispatch or service tech if the monitor hasn't reported within the grace period
Fallback strategy:
Switch to degree day projections (if configured)
Switch to manual calendar scheduling
Flag customer for manual review
Status indicators (implementation-dependent)
Red/Offline: No reading in grace period; investigate
Yellow/Stale: Reading is aging; monitor closely
Green/Active: Recent reading within normal bounds
Calibration and accuracy
Initial calibration
When installing a monitor:
Fill the tank to a known level (e.g., 100% after delivery)
Calibrate the monitor to read that level accurately
Verify readings against gauge or stick measurements for a few weeks
Ongoing calibration
Every so often after a delivery, compare:
Gallons delivered (from ticket)
Pre-delivery monitor reading
Post-delivery monitor reading
This can be done with the rate checking feature on the fuel deliveries page Fuel Deliveries
If discrepancies > 5%, recalibrate or investigate:
Tank shape irregularities
Sensor placement
Fuel expansion/contraction with temperature
Common accuracy issues
Fuel temperature: Cold fuel contracts, warm fuel expands; some monitors compensate, others don't
Tank tilt: Uneven ground can skew float gauge readings
Sediment buildup: Bottom of tank may have sludge reducing effective capacity
Sensor drift: Over time, sensors may need recalibration
Troubleshooting from the Systems carousel
No percent shown: Ensure the system is set to the Monitored strategy and a serial number is saved
Gallons remaining seems off: Verify the tank's recommended capacity on the equipment record
Dates look odd: If not monitored, dates are computed from degree days; check winter/summer usage rates
Cannot see schedules: Calendar schedules are managed in the system dialog; save the system first
Related guides
Adding Equipment — Set up tank equipment to link monitors
Degree Day System — Used as fallback and for estimation without monitors
Window Strategies — Configure Monitored primary and fallbacks
Calendar Scheduling — Use with monitor validation to skip unnecessary deliveries
Add Services — Apply strategies via system configuration

Creating a Calendar Schedule
Calendar Scheduling Guide
Calendar scheduling creates time-based recurring delivery requests based on configured rules. This guide explains how to set up, manage, and use calendar schedules within the system dialog.
What is calendar scheduling?
Calendar scheduling automatically generates delivery requests based on:
Recurring frequency: How often deliveries occur (days, weeks, months, years)
Preferred day of week: Optional constraint (Monday–Sunday or any day)
Seasonal dates: Start and end dates for seasonal schedules
Requested volume: Specific gallon amount per delivery (optional)
Active status: Only one schedule can be active at a time
Calendar schedules are configured in the Calendar Schedules tab of the Add/Edit System dialog.
When to use calendar scheduling
Use calendar scheduling for:
Commercial accounts with predictable usage patterns
Regular delivery schedules (e.g., every 2 weeks, monthly)
Seasonal deliveries (e.g., heating season only: October–April)
Fixed-volume deliveries (e.g., always deliver 200 gallons)
Customers preferring consistent schedules over automatic keep-full
Accessing calendar schedules
Calendar schedules are managed in the System dialog:
Navigate to Systems from the Customer Dashboard
Click Add System (for new) or Edit on an existing system
Select the Calendar Schedules tab
You'll see an info message: "Calendar schedules automatically create delivery requests based on recurring rules. Only one schedule can be active at a time."
Important: For new systems, you must save the system first before you can add calendar schedules. You'll see a warning: "Save the system before managing calendar schedules."
Creating a calendar schedule
Step 1: Click "Add Schedule"
After saving the system, click the Add Schedule button to open the schedule form.
Step 2: Configure frequency
The form has three frequency fields in the first row:
Frequency (number)
Numeric value (minimum 1, step 1)
Example: 2 for "every 2 [units]"
Units (dropdown)
Days
Weeks
Months
Years
Preferred Day of Week (dropdown, optional)
Monday through Sunday
Or leave blank/clear for "Any day"
Placeholder shows "Any day" when not selected
Example combinations:
Frequency: 2, Units: Weeks, Day: Tuesday = "Every 2 weeks on Tuesday"
Frequency: 1, Units: Months, Day: (Any) = "Every month on any day"
Frequency: 14, Units: Days, Day: (Any) = "Every 14 days"
Step 3: Set seasonal dates (optional)
Season Starts and Season Ends
Date pickers with icon and button bar
Both are optional
Use to limit schedule to specific time periods (e.g., heating season)
Leave blank for year-round schedules
Example:
Season Starts: October 1
Season Ends: April 30
Schedule only generates deliveries during this window
Step 4: Set delivery volume (optional)
Requested Volume (gal)
Numeric field (minimum 0)
Specify gallons to request per delivery
Leave at 0 or blank for automatic calculation
Step 5: Set active status
Active toggle
For new schedules: Label shows "Activate after saving"
For existing schedules: Label shows "Active"
Toggle on to make this schedule the active one
Important: Only one schedule can be active at a time; activating a new schedule deactivates others
Step 6: Save the schedule
Click Create Schedule (or Update Schedule if editing).
The schedule will appear in the list below with:
Frequency description (e.g., "Every 2 weeks")
Active/Inactive badge (green for active, gray for inactive)
Season, day of week, and requested volume details
Managing existing schedules
Each schedule in the list displays:
Header:
Frequency: Human-readable format (e.g., "Every 2 weeks", "Every month")
Status badge: Active (green) or Inactive (gray)
Details:
Season: Date range or "No seasonal restrictions"
Day of week: Specific day or "Any day"
Requested volume: "XXX gal" or "Not specified"
Action buttons:
Set Active (green checkmark icon)
Makes this schedule the active one
Automatically deactivates other schedules
Disabled if already active or if another action is in flight
Deactivate (pause icon, outlined)
Pauses the schedule without deleting it
Disabled if already inactive or if another action is in flight
Edit (pencil icon)
Opens the schedule in edit mode
Same form as creating, with existing values populated
Click "Update Schedule" to save changes
Delete (trash icon, text style, danger color)
Removes the schedule permanently
Typically shows a confirmation dialog
Schedule states and rules
Only one active schedule
The system enforces that only one calendar schedule can be active at a time per system:
Setting a schedule to Active automatically deactivates all others
You can have multiple inactive schedules saved for future use or seasonal switching
Inactive schedules
Inactive schedules:
Are saved but do not generate delivery requests
Can be activated later
Useful for seasonal switching (e.g., winter schedule vs. summer schedule)
Loading and error states
Loading: Shows spinner with "Loading schedules…" message
No schedules: Shows info message "No calendar schedules have been created yet."
Error: Shows error message with details if schedules fail to load
Example configurations
Example 1: Biweekly residential delivery
Configuration:
Frequency: 2
Units: Weeks
Preferred Day: Tuesday
Season Starts: (blank)
Season Ends: (blank)
Requested Volume: 200
Active: Yes
Result: Delivers 200 gallons every 2 weeks on Tuesday, year-round
Example 2: Monthly commercial fill
Configuration:
Frequency: 1
Units: Months
Preferred Day: (Any day)
Season Starts: (blank)
Season Ends: (blank)
Requested Volume: 0 (automatic)
Active: Yes
Result: Monthly delivery on any day with automatic volume calculation
Example 3: Seasonal heating oil
Configuration:
Frequency: 3
Units: Weeks
Preferred Day: (Any day)
Season Starts: October 1
Season Ends: April 30
Requested Volume: 0
Active: Yes
Result: Delivery every 3 weeks during heating season only (Oct 1 – Apr 30)
Editing a schedule
Click Edit on the schedule you want to modify
The schedule form appears with current values populated
Make your changes
Click Update Schedule to save
The schedule list updates with the new configuration
You can change any field: frequency, units, day of week, seasonal dates, volume, or active status.
Switching between schedules
To switch from one schedule to another (e.g., winter to summer):
Create both schedules with appropriate settings
Set one as Active (this becomes the current schedule)
When the season changes, click Set Active on the other schedule
The system automatically deactivates the previous schedule and activates the new one
Example:
Winter schedule: Every 2 weeks, Oct 1 – Apr 30, Active
Summer schedule: Every 6 weeks, May 1 – Sep 30, Inactive
In May, click Set Active on the summer schedule
Deleting a schedule
Click Delete on a schedule to remove it permanently. This action typically requires confirmation and cannot be undone.
Caution: Deleting an active schedule stops automatic delivery generation. Ensure you have another schedule activated or switch the system to a different window strategy.
Calendar schedules and window strategies
Calendar scheduling is selected as a Window Strategy at the system level:
In the system dialog, set Window Strategy to Calendar
Enable Auto Delivery toggle if you want automatic delivery request generation
Configure your calendar schedule(s) in the Calendar Schedules tab
With Auto Delivery enabled and an active calendar schedule, the system will automatically generate delivery requests based on the configured frequency and rules.
See: Window Strategies
Combining calendar with other data
Calendar + Monitor validation
If the system also has a tank monitor:
The calendar schedule generates requests on schedule
Monitor data can be used to validate or skip deliveries if the tank is still sufficiently full
This prevents unnecessary deliveries while maintaining a predictable schedule
Calendar + Degree Day cross-check
If degree day settings are also configured:
Calendar provides the schedule cadence
Degree day projections can validate whether the delivery is needed
Helps refine the calendar frequency over time
Troubleshooting
Cannot add schedules
Issue: "Save the system before managing calendar schedules" warning appears
Solution: Click Submit on the system dialog to save the system first, then edit it again to add schedules
Schedule not generating deliveries
Issue: Schedule is created but deliveries aren't happening
Check:
Is the schedule set to Active? (green badge)
Is Auto Delivery toggle enabled on the system?
Is the current date within the seasonal date range (if specified)?
Is Window Strategy set to Calendar?
Wrong delivery frequency
Issue: Deliveries happening too often or too infrequently
Solution: Edit the schedule and adjust Frequency/Units to match desired cadence
All schedules become inactive
Issue: Activating a schedule deactivates all others
Expected behavior: This is by design. Only one schedule can be active at a time.
Related guides
Window Strategies — Select Calendar as window strategy and enable Auto Delivery
Add System — Create the system before adding calendar schedules
Monitoring — Use monitor validation with calendar schedules
Degree Day System — Cross-check calendar with degree day projections