Fuel Systems

General
This directory contains comprehensive guides for managing customer systems, equipment, and delivery window strategies (delivery estimation methods). 
 
 Core System Management 
 Adding Equipment 
 Learn how to add tanks, boilers, furnaces, and other equipment to a system. Includes detailed instructions for multi-tank configurations. 
 Key topics: 
 
 Equipment types (tanks, boilers, furnaces, appliances) 
 Multi-tank/manifolded tank setup 
 Capacity and monitoring configuration 
 Linking equipment to systems 
 
 Editing a System 
 Modify existing systems safely with guidance on which changes are safe vs. those requiring caution. 
 Key topics: 
 
 Safe edits (name, notes, metadata) 
 Cautious changes (window strategy, fuel type, status) 
 Reassigning equipment between systems 
 Deactivating vs. deleting systems 
 
 
 Delivery Window Strategies (Estimation Methods) 
 Window Strategies 
 Choose and configure the delivery estimation method for each system. Window strategies determine how the system calculates when deliveries are needed. 
 Key topics: 
 
 Degree Day, Monitored, and Calendar strategies 
 Selecting the right strategy for each customer type 
 Configuring strategies in the system dialog 
 Auto Delivery toggle behavior 
 
 Degree Day System 
 Temperature-based consumption estimation using heating degree days and usage rates. 
 Key topics: 
 
 Winter and summer usage rates 
 Visual degree day windows 
 Target DD and forced delivery 
 Reset DD and Reset Window actions 
 
 Monitoring 
 Real-time tank level tracking using IoT monitoring devices identified by serial numbers. 
 Key topics: 
 
 Monitor serial numbers and barcodes 
 Real-time level readings 
 Validation requirements for monitored systems 
 
 Calendar Scheduling 
 Time-based recurring delivery schedules with seasonal controls and frequency settings. 
 Key topics: 
 
 Frequency and units (days, weeks, months, years) 
 Preferred day of week 
 Seasonal start/end dates 
 Active/inactive schedule management 
 One active schedule limit 
 
 
 Getting Started 
 
 
 Create a system : Start with the Add System Guide 
 
 Choose system name and fuel type 
 Select a window strategy (Degree Day, Monitored, or Calendar) 
 Configure strategy-specific settings 
 Enable Auto Delivery toggle if needed 
 
 
 
 Add equipment : Follow Adding Equipment to add tanks and appliances 
 
 
 Configure delivery : Your window strategy determines how deliveries are triggered: 
 
 Degree Day for temperature-based estimation 
 Monitoring for IoT device-driven deliveries 
 Calendar for recurring time-based schedules 
 
 
 
 
 Quick Reference 
 System Concepts 
 
 System : A group of equipment that all share the same fill connection 
 Equipment : Physical components (tanks, boilers, furnaces, etc.) 
 Multi-tank : Multiple tanks manifolded to a single fill (add to same equipment) 
 Fill Group : Equipment in a system all connect to the same delivery fill point 
 Window Strategy : The delivery estimation method (Degree Day, Monitored, or Calendar) 
 Auto Delivery : Toggle that enables/disables automatic delivery request generation 
 
 Window Strategy Comparison 
 
 
 
 Strategy 
 Configured In 
 Triggers On 
 Requires 
 
 
 
 
 Degree Day 
 Degree Day tab 
 Temperature data + usage rates 
 Winter/summer rates, window boundaries 
 
 
 Monitored 
 Tank Monitor tab 
 Tank level readings 
 Monitor serial number 
 
 
 Calendar 
 Calendar tab 
 Time intervals + rules 
 Active schedule with frequency/dates 
 
 
 
 Configuration Locations 
 All window strategy settings are configured in the Add/Edit System dialog : 
 
 Basic settings : System name, Active toggle, Auto Delivery toggle, Fuel selector, Window Strategy selector 
 Degree Day tab : Usage rates, window start/target/end, Reset actions 
 Tank Monitor tab : Serial number, barcode 
 Calendar tab : Schedule frequency, units, day of week, seasonal dates, volume 
 
 
 Common Workflow 
 
 Navigate to Systems from Customer Dashboard 
 Click Add System or Edit existing system 
 Enter system name and select fuel type 
 Choose window strategy : Degree Day, Monitored, or Calendar 
 Configure in the appropriate tab :
 
 Degree Day: Set usage rates and windows 
 Monitored: Enter serial number 
 Calendar: Save system first, then add schedules 
 
 
 Enable Auto Delivery toggle if deliveries should be automatic 
 Add custom attributes as needed 
 Enter notes for drivers, routers, and office 
 Submit to save 
 Add equipment to the system 
 
 
 Related Documentation 
 
 Creating a New Customer — Full onboarding flow 
 Location Management — Managing service locations 
 Add Services — Services can be applied to locations or systems 
 Add System — Creating and configuring new systems

Adding a System Guide
A system represents a group of equipment that all share the same fill connection (the same delivery fill). For example, multiple manifolded tanks feeding the same appliance belong to one system. This guide shows how to create a system and configure its delivery window strategy. 
 
 Important : You can attach multiple physical tanks to the same equipment entry when they are manifolded to a single fill. This keeps projections and routing accurate for the shared capacity. 
 
 
 Prerequisites 
 
 Customer and Location exist. 
 You are on the Customer Dashboard with the Location selected in the header. 
 
 Create a system 
 
 
 Open the Customer Dashboard for the selected Customer and Location.
 
 
 
 Go to Systems in the overview (or use the Systems action in the header).
 
 
 
 
 Click Add System .
 
 
 
 The Add System dialog opens with multiple configuration sections.
 
 
 
 
 
 Complete the basic settings and select a window strategy. 
 
 
 Configure the strategy-specific settings in the appropriate tab. 
 
 
 Click Submit to save.
 
 
 
 
 Basic system settings 
 Required fields 
 
 System Name : A clear label (e.g., "Main Oil System" or "Shop Propane") 
 Fuel : Propane, Oil, etc. (select button group) 
 Window Strategy : Choose Degree Day, Monitored, or Calendar (select button group) 
 
 Toggles 
 
 Active : Enable to activate the system immediately (default: on) 
 Auto Delivery : Enable automatic delivery scheduling based on the selected window strategy 
 
 Optional fields 
 
 Usage : Multi-select dropdown for usage types (heating, appliance, etc.) 
 
 
 Window strategy selection 
 Choose the delivery estimation method that best fits this system: 
 
 
 Degree Day : For temperature-based consumption estimation (best for heating oil)
 
 
 
 Monitored : For systems with tank monitors providing real-time levels
 
 
 
 Calendar : For recurring time-based delivery schedules
 
 
 
 The selected strategy determines which configuration tab you'll use next. 
 See: Window Strategies Guide for detailed comparison and recommendations. 
 
 Strategy-specific configuration 
 Degree Day configuration 
 
 If you selected "Degree Day" as your window strategy: 
 Usage rates: 
 
 Winter Usage Rate : Gallons per degree day during winter season (supports up to 4 decimal places) 
 Summer Usage Rate : Gallons per degree day during summer season (supports up to 4 decimal places) 
 
 Delivery windows: 
 
 Window Start (Visual DD) : Lower boundary value for when deliveries can begin 
 Target DD : The degree day value that triggers a delivery 
 Window End (Visual DD) : Upper boundary value for delivery window 
 
 Actions available: 
 
 Force Degree Day button (thumbtack icon): Manually override and force the current target 
 Reset DD and Reset Window buttons (only available after system is saved and has delivery history) 
 
 Monitored configuration 
 
 If you selected "Monitored" as your window strategy: 
 Required: 
 
 Monitor Serial Number : The unique identifier for the tank monitoring device 
 
 Optional: 
 
 Monitor Barcode : Additional identifier for the monitor 
 
 Note : The submit button will be disabled until you provide a monitor serial number for monitored systems. 
 Calendar configuration 
 
 If you selected "Calendar" as your window strategy: 
 For new systems, calendar schedules must be configured after the system is saved. You'll see a warning message: "Save the system before managing calendar schedules." 
 After saving, you can create calendar schedules with: 
 
 Frequency and units (days, weeks, months, years) 
 Preferred day of week 
 Seasonal start/end dates 
 Requested delivery volume 
 Active/inactive status 
 
 Only one calendar schedule can be active at a time. 
 See: Calendar Scheduling Guide for detailed schedule management. 
 
 Understanding systems and fills 
 A system is a logical grouping of equipment that all connect to the same fill point: 
 
 If you have 2 manifolded tanks feeding one boiler, that's one system with multiple tanks attached to the same equipment. 
 If you have separate heating and water heater systems at the same location, each with their own fill, those are two separate systems . 
 
 This grouping ensures accurate capacity tracking, delivery projections, and routing. 
 
 Additional system fields 
 
 Fill Location Notes 
 
 
 Text field for delivery access instructions (gate codes, driveway location, etc.) 
 
 Custom Attributes 
 
 Predefined fields: 
 
 System-type-specific custom fields loaded from the API 
 Each shows with label, optional description tooltip 
 
 Additional custom fields: 
 
 Click "Add Field" to create custom key-value metadata pairs 
 Enter field name and value 
 Remove with trash icon 
 
 Next Delivery Notes 
 
 Driver Alerts: 
 
 Important safety or access information for delivery drivers 
 Displayed prominently during delivery 
 
 Router Notes: 
 
 Instructions for routing and dispatching 
 Helps with route planning and optimization 
 
 Office Notes 
 
 
 Internal notes visible only to office staff 
 General system information not needed by drivers 
 
 
 Next: Add equipment 
 After saving the system, add equipment under the system (tanks, boilers, furnaces, vaporizers, regulators, etc.). 
 For manifolded tanks feeding the same appliance/fill, attach multiple tanks to the same equipment set to represent one shared capacity. 
 See: Adding Equipment 
 
 Editing later 
 You can rename the system, adjust window strategy, or deactivate it. Be careful changing fill associations or window strategies after deliveries exist, as it can impact projections. 
 See: Editing a System 
 
 Related guides 
 
 Window Strategies — Choosing and configuring the right delivery estimation method 
 Add Services — Services are linked to locations or systems 
 Location Management — Managing service locations 
 Creating a New Customer — Full onboarding flow

Editing a System Guide
This guide explains how to edit an existing system using the Edit System dialog and what each field and setting controls. 
 
 Prerequisites 
 
 The system exists and you have permission to modify it. 
 You are on the Customer Dashboard with the Location selected. 
 
 Edit a system 
 
 
 Navigate to Systems from the Customer Dashboard.
 
 
 
 Find the system you want to edit.
 
 
 
 Click Edit on the system.
 
 
 
 The Edit System dialog opens with all current settings.
 
 
 
 Make your changes and click Submit .
 
 
 
 
 What you can edit 
 The Edit System dialog has the same structure as Add System, with all fields editable: 
 Basic system settings 
 System Name 
 
 Text field for the system identifier 
 Safe to change at any time for clarity 
 
 Active toggle 
 
 Enable to keep the system active 
 Disable to deactivate the system (stops delivery generation) 
 
 Auto Delivery toggle 
 
 Enable to allow automatic delivery request generation based on window strategy 
 Disable for manual/will-call only (system still tracks data but doesn't auto-generate requests) 
 
 Fuel selector (Propane, Oil, etc.) 
 
 Caution : Only change if the physical system has been converted 
 Changing fuel type may affect linked services and pricing 
 
 Window Strategy selector (Degree Day, Monitored, Calendar) 
 
 Changes which tab's settings are used for delivery estimation 
 Safe to switch, but verify the new strategy is properly configured 
 See: Window Strategies 
 
 Usage multi-select 
 
 Add or remove usage types (heating, appliance, etc.) 
 Safe to change at any time 
 
 
 Window strategy tabs 
 After selecting a window strategy, configure its settings in the appropriate tab: 
 Degree Day Settings tab 
 
 Usage Rates: 
 
 Winter Usage Rate : Gallons per degree day (0-4 decimal places) 
 Summer Usage Rate : Gallons per degree day (0-4 decimal places) 
 Safe to adjust based on consumption history 
 
 Window boundaries: 
 
 Window Start (Visual DD) : Lower boundary 
 Target DD : Trigger point for delivery 
 Window End (Visual DD) : Upper boundary 
 
 Action buttons: 
 
 Force Degree Day (thumbtack icon): Manually override the current target 
 Reset DD : Resets degree day accumulation (only available for existing systems with delivery history) 
 Reset Window : Resets window boundaries (only available for existing systems) 
 
 Info displays: 
 
 Current DD, Last Delivery date, Visual DD, Actual DD values 
 Warning messages if target DD change is pending or window is forced 
 
 Tank Monitor tab 
 
 Monitor Serial Number 
 
 Required if Window Strategy is set to Monitored 
 Enter the device's serial identifier 
 Submit button is disabled until provided for monitored systems 
 
 Monitor Barcode 
 
 Optional additional identifier 
 
 Calendar Schedules tab 
 
 Manage recurring delivery schedules: 
 
 Add Schedule , Edit , Set Active , Deactivate , Delete 
 Only available for existing systems (must save first for new systems) 
 See: Calendar Scheduling 
 
 
 Additional editable fields 
 
 Fill Location Notes 
 
 
 Text field for delivery access instructions 
 Examples: gate codes, driveway location, fill pipe location 
 Safe to update at any time 
 
 Custom Attributes 
 
 Predefined fields: 
 
 System-type-specific fields loaded from API 
 Each has a label and optional description tooltip 
 Safe to fill out or update 
 
 Additional custom fields: 
 
 Click "Add Field" to create key-value metadata 
 Remove with trash icon 
 Safe to add, edit, or remove 
 
 Next Delivery Notes 
 
 Driver Alerts: 
 
 Important information for delivery drivers 
 Displayed prominently during delivery 
 Examples: safety warnings, access restrictions, special instructions 
 
 Router Notes: 
 
 Instructions for routing and dispatch 
 Examples: delivery window preferences, route-specific notes 
 
 Office Notes 
 
 
 Internal notes visible only to office staff 
 General system information not needed by drivers 
 Safe to update at any time 
 
 
 Safe edits (no delivery impact) 
 These changes can be made freely without affecting active deliveries: 
 
 System Name : Rename for clarity 
 Usage types : Add or remove usage categories 
 Fill Location Notes : Update access instructions 
 Custom Attributes : Add, edit, or remove metadata 
 Driver/Router/Office Notes : Update any notes 
 Degree Day usage rates : Adjust based on historical data 
 Calendar schedules : Add, edit, activate, or deactivate schedules 
 
 
 Changes requiring caution 
 Deactivating the system (Active toggle off) 
 Impact: 
 
 System stops tracking and generating deliveries 
 Existing delivery requests may be canceled 
 Equipment and monitors remain linked but inactive 
 
 When to use: 
 
 Customer temporarily discontinues service 
 System is being replaced or upgraded 
 Account is on hold 
 
 Best practice: Verify no pending deliveries exist before deactivating 
 Disabling Auto Delivery toggle 
 Impact: 
 
 System continues tracking data but stops generating automatic delivery requests 
 Switches to manual/will-call mode 
 Monitor/degree day data still calculated for reference 
 
 When to use: 
 
 Customer switches to will-call 
 Temporary pause in automatic deliveries 
 Testing or troubleshooting 
 
 Changing Window Strategy 
 Impact: 
 
 Changes which calculation method triggers deliveries 
 Previous strategy data is preserved but not used 
 New strategy must be fully configured 
 
 Example: Switching from Degree Day to Monitored 
 
 Enter Monitor Serial Number 
 Verify monitor is transmitting 
 Old degree day settings remain but aren't used 
 
 Best practice: Configure the new strategy completely before switching 
 Changing Fuel type 
 Impact: 
 
 May cause mismatches with equipment fuel types 
 Affects pricing and product calculations 
 Historical delivery data remains but context may be confusing 
 
 When to use: Only if the physical system has been converted (e.g., oil to propane) 
 Best practice: 
 
 Update equipment fuel types to match 
 Notify dispatch and billing teams 
 Document the conversion date in notes 
 
 Forcing Degree Day or Resetting Windows 
 Impact: 
 
 Overrides automatic calculations 
 Can cause deliveries to trigger earlier or later than projected 
 Resets may clear accumulated history 
 
 When to use: 
 
 Manual delivery override needed 
 Projections are significantly off 
 After major system changes or repairs 
 
 Best practice: Document the reason in notes 
 
 Equipment management 
 Equipment is not edited directly in the system dialog. To manage equipment: 
 
 View equipment list in the system details 
 Click Edit on the specific equipment 
 Use the Equipment dialog to modify 
 See: Adding Equipment 
 
 Note: You cannot change which system equipment belongs to from this dialog. Edit the equipment itself to reassign it. 
 
 What you cannot edit 
 
 System creation date : Historical timestamp, read-only 
 Last delivery information : Calculated from delivery history 
 Current degree day value : Real-time data from weather service 
 Monitor readings : Real-time data from monitoring device 
 Equipment list : Managed separately via equipment dialogs 
 
 
 Validation and errors 
 The dialog validates entries before allowing submission: 
 Common validation errors: 
 
 Monitor serial number required when Window Strategy = Monitored 
 Window strategy must be selected 
 Fuel type must be selected 
 Numeric fields must be valid numbers 
 
 Validation errors appear at the top or inline with red styling. The Submit button is disabled until all errors are resolved. 
 
 After saving changes 
 When you click Submit : 
 
 Changes are saved immediately 
 Dialog closes and returns to the system list 
 System selector and displays update with new values 
 Delivery projections recalculate based on new settings 
 
 Note: Changes to window strategy or usage rates may cause immediate recalculation of delivery windows and target dates. 
 
 Deactivating vs. deleting a system 
 Deactivate (Active toggle off): 
 
 Preserves all historical data 
 Can be reactivated later 
 Recommended for systems temporarily out of service or that have been replaced. 
 
 Delete (via delete action): 
 
 Permanently removes the system 
 Deletes linked equipment 
 Cannot be undone 
 Only use if system was created in error 
 
 Best practice: Always deactivate rather than delete to maintain data integrity and history. 
 
 Related guides 
 
 Add System — Creating new systems 
 Window Strategies — Understanding and configuring window strategies 
 Degree Day System — Degree day settings and calculations 
 Monitoring — Tank monitor configuration 
 Calendar Scheduling — Managing calendar schedules 
 Adding Equipment — Managing equipment within systems 
 Add Services — Products and service plans

Adding Equipment Guide
This guide explains how to add equipment to a system using the Add/Edit Equipment dialog. Equipment represents physical components like tanks, regulators, filters, and other equipment. 
 
 Key concept : You can add multiple tanks to a system when they share the same fill connection. Each piece of equipment is tracked separately within the system. 
 
 
 Prerequisites 
 
 A system must exist for the location. See Add System if you need to create one first. 
 You are on the Customer Dashboard with the correct Location selected. 
 
 Add equipment to a system 
 
 
 Navigate to the Systems section from the Customer Dashboard.
 
 
 
 Select the system you want to add equipment to.
 
 
 
 Click Add Tank or Add Equipment .
 
 
 
 The Add Equipment dialog opens with multiple sections.
 
 
 
 Fill out the required fields and click Add Equipment or Update Equipment .
 
 
 
 
 
 Equipment types 
 The dialog supports these equipment types: 
 
 Tank : Storage tanks for fuel (propane, oil) 
 Regulator : Pressure regulation equipment (requires expiration date) 
 Filter : Filtration equipment 
 Other Equipment : Custom equipment types 
 
 
 Basic Information section 
 Required fields 
 
 Equipment Name : Clear identifier for the equipment 
 Owner : Select "Customer" or "Internal" 
 Type : Tank, Regulator, Filter, or Other Equipment 
 
 All three fields are required to proceed. 
 
 Equipment Details section 
 Serial Number 
 
 Required if Owner is "Internal" 
 Optional for customer-owned equipment 
 Used for warranty and service tracking 
 
 Optional fields 
 
 Manufacturer : Equipment manufacturer name 
 Model : Model number or designation 
 Manufacture Date : When the equipment was manufactured (date picker with Luxon support) 
 
 
 Installation & Inspection section 
 Both fields are optional: 
 
 Install Date : When the equipment was installed or replaced 
 Inspection Date : Most recent inspection date 
 
 Use date pickers to select dates. 
 
 Regulator Information (regulators only) 
 If you selected Type = Regulator , an additional section appears: 
 Required field 
 
 Expiration Date : When the regulator expires and needs replacement (required for regulators) 
 
 This field uses a date picker and is mandatory for regulator equipment. 
 
 Tank Information (tanks only) 
 If you selected Type = Tank , an additional section appears with three required fields: 
 Required fields (all with gallon suffix) 
 
 
 Size (Gallons) : Total tank size capacity 
 
 Supports up to 3 decimal places 
 Minimum value: 1 gallon 
 
 
 
 Recommended Capacity : The recommended fill capacity (typically 80-90% of total size) 
 
 Supports up to 3 decimal places 
 Minimum value: 1 gallon 
 Used for delivery calculations 
 
 
 
 Optimum Delivery : The optimal delivery amount for this tank 
 
 Supports up to 3 decimal places 
 Minimum value: 1 gallon 
 Used for routing and delivery planning 
 
 
 
 Example for a 275-gallon tank: 
 
 Size: 275 gallons 
 Recommended Capacity: 247 gallons (90% of 275) 
 Optimum Delivery: 200 gallons 
 
 
 Multiple tanks on one system 
 When you have multiple tanks sharing the same fill connection: 
 
 Add each tank as separate equipment to the same system 
 Enter accurate Size, Recommended Capacity, and Optimum Delivery for each tank 
 The system automatically aggregates capacity across all tanks for delivery calculations 
 
 Example setup: 
 
 System: "Main Propane System" 
 Tank 1: 500 gallons (450 recommended, 400 optimum) 
 Tank 2: 500 gallons (450 recommended, 400 optimum) 
 Total system capacity: 1000 gallons (900 recommended) 
 
 This approach allows accurate tracking of individual tanks while calculating deliveries for the combined system. 
 
 Custom Attributes section 
 Always visible at the bottom of the dialog: 
 Predefined custom fields 
 
 Loaded from the API based on equipment type 
 Each field shows with a label and optional description tooltip 
 Enter values as needed for your tracking requirements 
 
 Additional custom fields 
 
 Click Add Field to create custom key-value metadata 
 Enter Field Name and Value 
 Remove fields with the trash icon button 
 Useful for tracking location-specific or custom attributes 
 
 
 Validation and submission 
 The dialog validates your entries: 
 
 Validation errors appear at the top in a red message box 
 Common errors:
 
 Missing required fields (Name, Owner, Type) 
 Serial number required for Internal-owned equipment 
 Expiration date required for regulators 
 Tank size, recommended capacity, and optimum delivery required for tanks 
 Values must be > 0 for numeric fields 
 
 
 
 The Add Equipment or Update Equipment button is disabled until all validation passes. 
 
 Dialog actions 
 
 Cancel : Close the dialog without saving changes 
 Add Equipment (for new): Save the new equipment to the system 
 Update Equipment (for existing): Save changes to existing equipment 
 
 After saving, the equipment appears in the system's equipment list and can be used for delivery projections, monitoring, and service tracking. 
 
 Editing or removing equipment 
 
 To edit : Click the equipment row or Edit button, make changes, and click Update Equipment 
 To remove : Use the delete/remove action (typically with confirmation) 
 Be cautious if the equipment is linked to active monitors or services 
 
 
 Related guides 
 
 Add System — Create the parent system first 
 Editing a System — Modify system details 
 Monitoring — Link tank monitors to equipment 
 Window Strategies — Configure delivery estimation using equipment data 
 Add Services — Products and service plans for the customer

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