Deadlines, sign-off and issues in steps

The Control tab in the builder sets how much time the assignee has, whom to notify and when, whether manager sign-off is needed, and what to do if a step can't be done.

Deadlines and statuses

• Grace period after the window ends (30 minutes by default) — how long after the window ends the routine can still be done without being late.
• Can be finished late within (12 hours by default) — how long after the grace period the routine can still be completed. A routine finished later counts as done late.

A cancelled run counts as neither done nor missed and isn't included in analytics.

Notifications

• When the window opens — a push to assignees: time to do it.
• Remind before deadline (15 minutes by default; 0 — no reminder) — if the routine isn't completed yet.
• Notify the manager about failures — one summary per location: which routines were missed or not completed.

Assignees are location employees with the “Routine execution” permission and the right position; those on shift according to the schedule are notified first. Managers get notifications about failures, about routines awaiting sign-off and about issues in critical steps.

Execution

• Manager sign-off — a completed routine waits until the manager accepts it or returns it with a comment.
• Strictly in order — the next step can't be marked until the previous one is.
• “Not applicable” allowed — for non-critical steps: for example, “water the plants” at a location without plants.
• Camera photos only — the app won't allow picking a photo from the gallery.

When a step is not done or out of range

An issue in a step is:

• a Can’t do it mark with a reason: no supplies, equipment is broken, no access to the area, not enough time, the area is occupied by guests, or a custom reason;
• a measurement out of range;
• an option marked This is an issue is picked;
• the wrong code is scanned, or the timer is stopped early.

What happens next is set in the If a step is not done or out of range block:

• No task, Task for critical ones (default) or Task for any issue;
• Task for — Location manager, Positions at the location (the person on shift first), Employee or Department;
• the Due date in hours and the priority.

The task is created with an “after” photo and confirmation — just like tasks for audit violations. The manager gets a push about an issue in a critical step right away. Working with tasks is covered in Tasks.

To have another routine start right away on an issue (for example, “Supplies restock”), create it with the On issue trigger — see Schedule, chains and conditions.

Sign-off and return

If Manager sign-off is on, a completed routine gets the Awaiting sign-off status and the manager gets a push. In the Day plan, open the run and click:

• Accept — the routine becomes completed;
• Return for rework — enter What to fix (“retake the restroom photo”). The assignee gets a notification with the comment and sees it at the top of the routine in the app.

You need the “Routine control” permission for the location.

Frequently asked questions