Setting Up a Recurring Schedule

In this article

This guide walks through creating one schedule from the Recurring Scheduler page. You will pick the customer and address, choose how often it repeats, set pickup and delivery windows, and confirm when the system should create the order. It assumes you already have the customer saved in your system. If you do not, you can add them during setup.

Step 1: Open Recurring Scheduler

Click the ⚙️ Settings icon in the top-right corner.
Under the Operations section, click Recurring Scheduler.

Click + Add Schedule.

Step 2: Fill In the Basics

The Add Schedule dialog opens. Fill in these three fields before moving to the tabs.

Sales channel

Recurring schedules only work with online channels. POS channels are not available here. The online channel is pre-selected based on your current session.

Business unit

You can choose any active business units, generated order runs under that unit's pipeline and catalog

Customer

Pick this	Result
Search and select an existing customer	Their saved address auto-fills in the Address tab
+ New Customer	Opens a form to create a new customer record before continuing

Step 3: Fill In the Address

Click the Address tab. If the customer you selected already has a saved address, it will be pre-filled automatically. If not, enter it manually:

Find address -> search to auto-complete the fields below
Address line 1 -> street, PO Box, or building
Address line 2 -> apartment, suite, unit, or building (optional)
Postal code -> ZIP or postal code
Set as default address -> tick this to save the address to the customer's profile for future use

Every schedule needs an address because the auto-created order will use it for pickup and delivery.

Step 4: Set Repeat Rules

Click the Repeat tab. The fields shown change based on the frequency you pick.

Repeat frequency

Pick this	Result
Every day	A new order is created every calendar day
Every week	A new order is created once per week on the chosen weekday
Every 2 / 3 / 4 weeks	Same as weekly but spaced further apart
Every month	A new order on the chosen date each month
Every 2 / 3 / 4 months	Monthly, spaced further apart

Scheduled day

This selector will only appear if weekly frequencies selected as the repeat frequency.

Pick this	Result
Monday to Sunday	The order is pickup-scheduled on that weekday

Scheduled date

This selector will only appear if monthly frequencies selected as the repeat frequency.

Pick this	Result
1st to 28th day of the month	The order is pickup-scheduled on that date

⚠️ Important: The date dropdown stops at 28. This is intentional so schedules never skip February.

Scheduled time

This selector will appear on all types of repeat frequqency.

Pick a start and end time. This becomes the pickup window on the created order.

Step 4: Set Delivery (Pickup-and-Delivery Services Only)

If the business unit you chose does both pickup and delivery, two extra fields appear.

Delivery day after pickup

Pick this	Result
Same day	Return on the same day the order is picked up
Next day	Return the day after pickup
2 to 14 days after pickup	Return a fixed number of days later

Delivery time

Pick a start and end time for the return window.

Step 5: Defaults

Open the Defaults tab. These fields carry into every auto-created order.

Default payment method

Pick this	Result
Empty	Payment is collected manually after the order is created
A saved online payment method	The customer is charged automatically after the order completes

Fixed assignment

Pick this	Result
Empty	Falls back to your normal assignment rules. See [Setting Up Assignment Rules]
A specific worker	That person is always assigned to the generated order

Job note and Order note

Free text your staff will see on every generated order. If this is a delivery job, a second note field appears for the delivery leg.

💡 Tip: Use the order note to remind staff of any recurring customer preferences, for example preferred pickup time or special handling instructions.

Step 6: Preview and Confirm

Click Preview. A second dialog shows the next pickup date and the next delivery date if applicable, along with the frequency in plain words.

Four fields control when the order is actually created:

Create the recurring order

Pick this	Result
On the schedule day	Order appears in the system on the pickup day itself
1 to 9 days before schedule	Order appears this many days in advance so staff can prepare

At

Pick the time of day the order is created. 09:00 is a safe default.

Start from

Pick the first scheduled date. The system will not create anything before this date.

End repeat

Pick this	Result
No end date	The schedule runs forever until you pause or delete it
End after X occurrences	The schedule stops after this many orders have been created
End by date	The schedule stops after this calendar date

Click Start recurring to save.

After Setup

The schedule now appears under the Active tab. You can edit, pause, restart, or delete it from the row menu by clicking the ⋯

What the auto-created order includes

When the schedule fires, the system creates a brand new order using these details from the schedule:

Customer and saved address
Pickup date (calculated from the frequency and chosen day)
Pickup time window (start and end time you set)
Delivery date (pickup date plus the days after pickup you set, or same day)
Delivery time window
Sales channel and Business unit
Default payment method (if set)
Pickup job note, Delivery job note, and Order note

Pricing, promotions, GST, and the assigned agent's price list are recalculated at creation time, so the new order always uses the latest rates.

📝Note: The recurring scheduler does not check blocked dates, store closures, or non-working days when creating the order. If a pickup falls on a public holiday or a day your shop is closed, the order is still created. Pause the schedule for that week and resume after, or edit the row to push the next date forward.

Why a Schedule Failed and How to Fix It

If a schedule moves to the Failed tab, check the error message on the row. The system retries up to 2 times, 10 minutes apart, before marking a schedule Failed.

Error on the row	Likely cause	What to do
Business already been deleted	The business unit on the schedule was deleted	Edit the schedule and pick an active business unit, then click Restart
Invalid schedule	The next-run date is missing or corrupted	Open the schedule, re-save the day and time, then click Restart
Customer is blocked	The customer record has been blocked since the schedule was set up	Unblock the customer or change the customer on the schedule, then click Restart. See [Setting up Blocking Rules]
Address missing	The address on the schedule was deleted from the customer	Edit the schedule and pick a valid address, then click Restart

FAQs

My schedule shows Failed. What do I do?

Open the row. The error text appears under the Failed At column. Most common causes are a missing default payment method or a deleted address. Fix the cause then click Restart.

Can I change the frequency later without starting over?

Yes. Open the schedule, change the Repeat tab, and save. The next scheduled date updates automatically.

Does pausing a schedule cancel orders already created?

No. Pause only stops future orders. Orders already generated remain in the system and must be cancelled manually if needed.

Why can I only pick dates 1 to 28 for monthly?

So the schedule works safely across every month of the year. If you need last-day-of-month logic, this is not currently supported.

Will this show up on the customer's side?

No. The scheduler has no customer-facing screen. If you want to notify them when each order is created, set up an Event Notification on Order Created.

Can a recurring schedule use store credit instead of a card?

No. Only saved online payment methods are supported as a default. Credit balances are not applied automatically.

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