Schedules

Schedules are repeating patterns users define and that are used to assign pickup dates for pantry members. 

Creating a Schedule

Click the Add Schedule button at the top right of the schedules grid. This will open the Add Pantry Schedule dialog

Enter the name of the schedule in the Schedule Name dialog. Remember that this is how the schedule will appear on a pantry member's intake form, so try to make the name descriptive of the recurrence.

Additional options for defining the schedule will appear depending on the value selected for Frequency. They will be detailed below.

Daily

Use this frequency when defining a schedule that allows a member to come in very frequently, usually every couple days or every day.

Every ____ days - This option will allow the pantry member to place an order every x amount of days, where x is the number you enter in the box.

Every day - This option will allow a member to place an order every day.

End Date - Users have the ability to set an end date for a certain schedule. This means that when that date approaches, the schedule will be made inactive, which means that any Pantry Member that is assigned to that schedule will no longer be considered active and will not be able to place or pick up orders until they have been updated. Because of this, you should be cautious and aware of if and when you enter data in the End Date field. If you leave it blank, this will not be a concern for that schedule.

Weekly

Use this frequency option when creating a schedule for a member that can pick up once a week. It can be more rob

Every ___ - The number entered here is how many weeks pass before the member will be able to order again on the day specified below. 

For example, if you enter a 1 and select select Wednesday from the weekday list, them member will be able to order every Wednesday. If you enter a 2 instead of a 1, they will be able to order every other Wednesday.

Monthly

Use this frequency when creating a schedule for a member that can pickup once a month. 

Day ___ of every ___ month(s) - allows the member to pick up their order on a specific day (for example, the 5th) of every x number of months, where x is the number entered. 1 would be every month, two would be every other month, etc.

The ___   ___ of ___ month(s) - Example above allows the member to order on the second wednesday of every month; this can be changed to be the first/third/fourth/fifth with the first dropdown, any other day of the week on the second, and any number of months between pickups using the text field

Once the schdedule you are entering is complete, click the Save button on the bottom of the dialog and you will be able to select the pickup schedule for pantry members on the Intake screen.

Flexible

This frequency can be used if the user is setting up a schedule that will allow the pantry member to select their own pick up day at the time they place their order. The fields above are used to restrict pantry members usage of the pantry.

  • Pickup Limit - This is the limit to how many times the pantry member can pick up an order within the time frame set by the "Schedule Reset" field
  • Schedule Reset - Weekly, Monthly, Quarterly, or Yearly. Works in coordination with the pickup limit field to limit how often a member can place/pickup an order
  • Proximity Limit - Proximity Limit (in days) that restricts how long after an order a member has to wait before placing another order
          EXAMPLE: If proximity limit is 7 and the member picked up an order today then their next pickup date cannot be within the next 7 days, although they would still be able to place a new order within those seven days, as long as there is an active menu for the selected pickup date
  • Order at least X Pantry days ahead of Pickup - How far in advance the pantry member must place their order. For example, if it is 3 they must place their order at least three pantry days before the selected pickup date (ie, to place an order for the 10th of March, the member must place their order no later than the 7th of March, otherwise, they would not be able to place the order for the 10th).
  • Cut off Time - Works in coordination with the above-listed field to determine by what time a "pantry day" will come into effect
  • Pantry Days - Active pantry days. This will include days of the week that the member can select to pickup as well as in coordination with the above-listed fields to determine the earliest pickup date a member can select.
  • Allow Order upto X days in advance - Determine the farthest a pantry member can set as their pickup day. For example if the "Allow Order up to..." is set to 14 days the latest that the member can set their pickup for is 14 days after today's date. (If I am placing my order on March 7th, my pickup date can be set on any day between March 7th and March 21st.) Note that setting this value to "0" will remove the restriction on future pickup order days.