Creating Schedules (and Skip & Exception days) in GrownBy
Creating Schedules (and Skip & Exception days) in GrownBy
All products in GrownBy must be linked to a location and schedule, so you'll need to create those locations and schedules before creating any products. Here is a video about creating schedules:
Schedules
Schedules describe when you’ll be at a given location, including dates and times. Schedules might include your CSA distributions or when you’ll distribute a certain product at a farmers market or when your farm store is open. If you have one location that has weekly, bi-weekly, and monthly shares, you will need to make a different schedule for each of those schedules. If you have bi-weekly shares on alternating weeks (for example "Week A" and "Week B") you will need a schedule for each of those options.
From the main schedule page, you can edit, copy, hide, and delete schedules as needed. Copying can be quite helpful when you have many schedules that are similar. You won't be able to copy and edit a schedule to be a different type, for example, if you have a year round schedule, you won't be able to copy it to be a seasonal schedule. No big deal, though, just make a new schedule if that's your need.
Location:
Choose the location from the list of locations you've created.
Distribution Name:
The name of your distribution can help customers choose between different schedules that may be associated with the same location, such as a farmers market that is open on Tuesday and Saturdays.
Notes:
This is a place to give your customer a note to help them find you at the distribution. Changing this field updates any current and future notifications. It appears on the reminder email and push notification.
Order cut-offs:
At present, order cutoffs are in 24-hour cycles at midnight. The minimum cutoff is 0 days (see Same Day Shopping for that option). If your distribution is on Saturday, a 1 day cutoff would require orders by the Friday before at midnight. A 2 day cutoff would require orders by Thursday at midnight, etc.
Here's a visual example of how order cut-offs work:
If your distribution falls on a Friday...
Order Cut-off Window
Last Possible Order Time
0 days
Friday at the end of distribution
1 day
Thursday at 11:59PM
2 days
Wednesday at 11:59PM
3 days
Tuesday at 11:59PM
4 days
Monday at 11:59PM
Schedule Type:
A seasonal distribution should be used for any locations where you are not selling year-round. If you’ll be at a location year-round, such as a farm store, you can use the year-round feature. We do not recommend using the year-round feature for seasonal schedules. Add a start and end date for any seasonal schedules. Add a start and end time for this schedule. This must be a 24-hour window. If you have a one-time distribution, you must set the end date to be the day after the distribution. Be accurate regarding your start date as this will be used as a starting point for bi-weekly and monthly shares. Frequency can be daily, weekly, biweekly, or monthly.
Closed for New Orders:
From this field, you can open and close your schedules which is covered in this article.
Exception and Reschedule Days:
For any number of reasons, you may have a date where you need to move the distribution by a day or two. Maybe you want to shift your Thursday distribution during the week of Thanksgiving to a Tuesday, for example. You can set an exception in the calendar by clicking on a day that you will not be distributing and then the day that you will substitute. Your exceptions will be on a list to the right of the calendar. The exception day will show in red and the reschedule day in green. You can remove the Exception day by clicking on the X.
Skip days:
There may be a week when you are not distributing a CSA share. Simply select these days as a skip day. On the calendar, choose the day you need to skip and then click it again. The day will show in blue and be listed to the right the calendar. You can remove the Skip day by clicking on the X.
Note: You cannot make the first day of your subscription a skip day. If you need to skip the first day of your subscription, you should instead adjust the product dates to reflect the change. Keep in mind that changing the product dates will effect all orders, those which have been made previously and those made in the future.
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