Scheduling Reoccurring Tasks in OwlOps

Scheduling reoccurring or preventative maintenance tasks allows you to schedule any daily, weekly, monthly, quarterly, or annual tasks that need to be repeated on a regular basis.

Some examples:

  • Monthly: Clean coil on cooler display
  • Monthly: Joint Health and Safety Checklists
  • Weekly: Calibration schedules
  • Quarterly: Descale Coffee Machines

The Schedule feature automatically creates, assigns, and communicates tasks in the same way that all other tasks are in the OwlOps system. 


  1. Go to Admin / Schedules

  2. At the bottom of the page, select New Schedule

  3. Fill out the Schedule Setup form and then click Save.

    1. Department - Select Company Schedule (recommended) or the specific department for the schedule you are creating.
    2. Type - Select the type of task you would like to schedule (ie. Fix, Do, Need, Log, Project, Checklist). This will determine who the task will be assigned to.
    3. Name - Create an appropriate name for you scheduled task (ie. Quarterly Ice Machine Cleaning, Change Oven Filters, etc).
    4. Assigned - When creating a schedule task, this allows you to assign that task to a specific department/category.
    5. Notes - Here is your chance to add any description, detailed steps, or reference to attached document (future step). 
    6. Priority - Set the relevant priority level for the scheduled reoccurring task. 
    7. Frequency - Set the frequency of how often this task should occur. 
    8. Start Date; End Date; Time - Add the specifics to when the task should be posted and when the task should end (if at all). 
    9. Days - Select the dates that you want the scheduled task to appear (ie. You may only want the department to receive the task on Monday's or Tuesday's) .
    10. Schedule From - Select when you would like your task to be scheduled from. 
      The Options are:
      • Last Completed: Schedules the task from the last time a task was Closed or Completed (Eg. task was created June 1 and completed June June 15; schedule waits 1 month from June 15).
      • Scheduled: Schedules the task from the last time a task was created (Eg. task was created June 1 and completed June 15; schedule waits 1 month from June 1).
    11. Auto-close: If you set up your schedule to be Scheduled (previous step), choosing the auto-close option will automatically close any task from the previous schedule if it has not yet been closed. This helps with accumulating too many lagging tasks that are left open. 
    12. Vendor - Allows the ability to assign the scheduled task to an existing Vendor.

    On the Details tab, add the departments / restaurants or the pieces of equipment you want the schedule to be available to.
    * Here, you can also add additional notes that will appear on the schedule instructions or manually override dates specific to the department/ restaurant.* 

  5. On the Files tab, add any documents or images you want attached to the scheduled task.

  6. From the Tasks tab, you can view any previously scheduled or current outstanding tasks.