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