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. Each schedule can only have one location, currently.
Catalog
Choose Retail if this is a retail location, like direct to consumer sales. Choose Wholesale if you have enabled Wholesale sales. Choose Retail and Wholesale if you have Wholesale enabled and this location is both.
Schedule 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. We recommend having distinct schedule names for each schedule, for example, "Weekly - Saturdays on Farm" or "Biweekly A - Cheech's Coffee Klatch."
Schedule Color
Choose whatever color you want! For farms with many schedules, this is a very helpful way of viewing many schedules on a calendar. You might choose to have both biweekly schedules and the weekly schedules for one location be the same color. Or you might choose to have all weekly schedules one color, using another color for biweeklys.
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 pickup reminder email and push notification. You can read more about this field here.
Order cut-offs
This field provides the latest time that a customer can place an order before the distribution. This allows farms to have time to harvest, pack, or order in other products, if needed. This time is shown to customers when they place an order. If they try to order after this time, it will be for the following distribution in a schedule.
Order cut-off windows are now calculated by hours, counting backward from the end of your distribution. The minimum cutoff is 0 hours which allow for same day shopping. The red text shows when the next cut-off is for this schedule.
Schedule Types
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.
Dates and Times for the Schedule
Add a start and end date for any seasonal schedules. If you have a one-time distribution, you can have the start and end date be the same day. Be accurate regarding your start date as this will be used as a starting point shares, for example, if you have a Tuesday weekly schedule, you must choose a Tuesday start date.
Add a start and end time for this schedule.
Frequency
Frequency can be daily, weekly, biweekly, or monthly.
Note: Schedule types and frequencies aren't editable, so if you're copying schedules to duplicate them, you'll need to only copy schedules that have the same schedule types, like Seasonal Weekly. Otherwise, you'll need to make a new schedule.
Closed for New Orders
From this field, you can open and close your schedules which is covered in this article.
Exception Days
Exception and Reschedule
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.
We have answers. Email GrownBy support directly at support@grownby.app, or schedule a one-on-one call with one of our team members. A real human with farming experience will get back to you as soon as possible!
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