To put a routine on the calendar, open Calendar, select Add Routine, choose a routine from your library or create a new one, set the date and time, add the people it is for under Registrants, and select Add Routine. Each person sees the routine on their calendar and in the mobile app, with its tasks to tick off.
Participants are called Clients, Students, Residents or Explorers depending on your account type; this article says participant.
Who can do this, and where
On the web, team members whose role has the Calendar module at Supporter or Administrator level and can see the Routines module. Account owners always can.
From the account calendar to schedule a routine for several people, or from a person's profile calendar for a routine that is only for them.
The mobile app shows scheduled routines and lets people complete tasks; it does not schedule routines.
Steps
Select Calendar in the left navigation, then Add Routine.
Under Routine, choose an existing routine, or choose Create New Routine.
For a new routine, enter the Name, pick a Category for its colour, add a Description (links, emails and phone numbers are tappable in the mobile app), and add each step under Tasks.
Under Day and Time, set the Date, From and To, or turn on All Day.
To repeat it, turn on Recurring Routine, choose how often and set Repeat until.
Under Reminders, select Add Reminder if people should get a push notification before it starts.
Under Registrants, search for the people or group.
Select Add Routine.
Limits and gotchas
A routine created from the calendar is a personal routine attached to that event. A routine chosen from the Routine Library keeps its library name and tasks, and its tasks cannot be edited from the event.
Routine reminders are push notifications only, and a person only receives them if Routine Reminders is on in their Notifications settings (or in the mobile app under Settings).
Deleting a scheduled routine deletes its personal routine too unless the routine is in the library or used by another event. Task completions recorded against that event are deleted.
Do not use a routine task to ask for a form or assessment. Use a calendar event with Data Collection instead; see below.
Forms and assessments
Routines are for step-by-step activities. To collect answers, ratings or monthly outcome data, create a calendar event and use its Data Collection section:
Request Form to collect information or documentation.
Request Assessment for ratings, scores or outcome measures tracked over time.
Make the event recurring for repeated check-ins; every occurrence keeps the same data collection settings and sends its own request.
See "Request a form or assessment after an event".
FAQ
What is the difference between adding a routine and attaching a routine to an event?
Add Routine creates a routine-type calendar item whose tasks are the main content. Attach Routine on a normal event adds a task list to an event that also has registration, check-ins or data collection. Both show the tasks in the mobile app.
Can a participant see the routine in the app?
Yes, once they are added as a registrant. The routine appears on their Schedule with its tasks, and completing a task is recorded against that day's event.
Why did nobody get a reminder for the routine?
Reminders are push notifications sent at the reminder time to registrants who have accepted their invitation and have Routine Reminders on. They are not emailed. The account setting Event Notifications Enabled must also be on.
Can I schedule the same routine for different people at different times?
Yes. Add the routine to the calendar once per time slot, choosing the right people each time. Choosing a library routine keeps the same tasks in each.
How do I remove a routine from someone's calendar?
Open the routine on the calendar, select Edit Routine, remove the person from Registrants and select Update Routine. For a recurring routine turn on Update Future Routines first so future dates are updated too.
Can I request a form as one of the routine tasks?
No. Tasks are plain steps. Use a calendar event with Request Form or Request Assessment when you need submitted answers.
Related
Add an event to the calendar
Create, edit or delete a recurring event
Request a form or assessment after an event
Introduction to Routines
Creating a Routine