When a workflow step includes a schedule activity, a visual calendar is available in the step editor. You can use it to plan single appointments, set up recurring appointment series, and block out time as breaks. The calendar shows appointments in week and month views, and highlights potential conflicts between appointments and breaks.
The schedule calendar
The schedule activity opens within the step editor as a calendar panel with a side panel for adding events. The calendar displays in week or month view.
On the left, a side panel lets you switch between three modes:
Single appointment - add a one-off appointment.
Appointment series - add a recurring set of appointments.
Break - block out unavailable time
📌Note: If the step is open in read-only mode, the side panel and editing options are not available. You can only view the existing schedule.
Create a single appointment
Open the schedule activity in the step editor.
In the side panel, select Single appointment.
Enter the appointment details:
Title (up to 100 characters).
Date.
Start time (must be on a 15-minute boundary, for example 09:00, 09:15, 09:30).
Latest start time (optional — if set, the appointment can start any time within the window).
Duration (up to 3 hours, in 15-minute increments).
Details (optional, up to 300 characters).
Appointment type - select from the available types for this schedule.
Workers (1 to 5 workers can be assigned).
Click Add.
📌Note: If you set a latest start time, the calendar displays the appointment as a block covering the full possible time window.
Create an appointment series
If you need recurring appointments, you can create a series.
In the side panel, select Appointment series.
Enter the series details:
Title (up to 100 characters).
Start date.
Recurrence end date.
Days in series - select which days of the week the appointment recurs on.
Start time, duration, and other details as for a single appointment.
Click Add.
The calendar displays individual appointment instances across the date range.
📌Note: Editing a recurring appointment opens the series for editing, not the individual instance. A confirmation dialog shows what will change before you save.
Delete a series
When you delete a recurring series, all appointment instances are removed. A confirmation dialog shows the number of appointments that will be deleted.
Create a break
Breaks block out time when the person or worker is unavailable for appointments.
In the side panel, select Break.
Enter the break details:
Start date and time.
End date and time.
Reason - select from the available break reasons.
Click Add.
Break rules
Rule | Detail |
Maximum duration | 48 hours. |
Time boundaries | Start and end must be on 15-minute boundaries. |
No overlapping | Two breaks cannot overlap each other. |
Start before end | The start time must be before the end time. |
Valid reason | A reason must be selected from the configured list. |
Missed appointment detection
The calendar automatically checks whether appointments conflict with breaks. If an appointment falls during a break, it is visually highlighted on the calendar.
The system checks all possible start times for an appointment (from the earliest start to the latest start time, in 15-minute steps) against all breaks:
Indicator | Meaning |
No conflict | The appointment has at least one available start time outside any break. |
Overlaps break | Some possible start times conflict with a break, but not all. |
Impossible | All possible start times conflict with a break - the appointment cannot be attended. |
🤓Tip: If an appointment shows as conflicting with a break, consider rescheduling either the appointment or the break.
Edit an appointment or break
Click on an appointment or break on the calendar.
An edit dialog opens with the current details.
Make your changes.
Click Save.
📌Note: The system validates your changes before saving. If any validation rules are not met, error messages are displayed.
Validation rules
The following rules are enforced for all schedule events:
Rule | Limit |
Title length | Up to 100 characters. |
Details length | Up to 300 characters. |
Duration | Up to 180 minutes (3 hours), must be a multiple of 15 minutes. |
Start time | Must be on a 15-minute boundary. |
Latest start time | Must be on a 15-minute boundary and after the start time. |
Workers | Between 1 and 5 workers per appointment. |
Appointment type | Must be a valid type for the schedule. |
Clear the schedule
You can clear the entire schedule to remove all appointments, series, and breaks at once.
Click the Clear button in the calendar toolbar.
Confirm the action.
⚠️Warning: Clearing the schedule removes all events. This cannot be undone.
Save the schedule
The schedule is saved as part of the step editor's save process. When you save or autosave the step, the entire schedule (appointments, series, and breaks) is submitted to the server.
🤓Tip: Although the step editor autosaves regularly, it is good practice to save manually after making significant changes to a schedule.