Scheduling ensures that knowbys are delivered at the right time, users stay notified, repeat training becomes automated, and everyone has full visibility into upcoming and completed tasks.
Everything begins in the Schedule tab.
Depending on the role, users will see different boards:
Members: My Schedule and Scheduled by Me
Admins: My Schedule, Scheduled by Me, and All Schedules
Each board gives users quick access to what they’ve created and what has been assigned to them.
Click Add Schedule to begin.
Enter a title – this helps assignees instantly understand the purpose of the task.
Then choose the knowbys that should be assigned. The list is automatically sorted by most recently published, and you can:
include multiple knowbys in a single schedule
reorder them as needed
Choose one or multiple assignees who should complete the knowbys.
The Requester field is automatically filled with the creator of the schedule, but it can be changed to another requester if needed.
Choose when the schedule should begin. Date and time default to today, but you can select any future date.
Duration defines how long assignees have to complete all assigned knowbys.
It defaults to 15 minutes, but can be adjusted.
The maximum duration for a schedule is 23 hours.
If needed, set a different time zone for more flexible planning. You can type a country/continent/city name or select from the list.
By default, the system uses your device’s time zone.
If the schedule should repeat, add a recurrence rule. Available quick options include:
Daily,
Weekly,
Monthly,
Annually,
Weekdays,
Advanced users can open Custom Recurrence to define custom intervals.
You can also add an optional note (up to 280 characters). This note appears in notifications and schedule details.
Once you click Create, the system generates one task per assignee.
Each assignee receives an email containing:
schedule start date & time
included knowbys (tasks)
assignees
recurrence details
note
The email also includes an ICS calendar attachment so the user can add the event to Google Calendar, Outlook, or any other calendar.
For recurring schedules, the ICS file includes all repeating events.
After creation, both the requester and the assignee see the schedule in their boards.
Requester/Admin view. They see the schedule from a management perspective, including:
task statuses for each assignee
ability to edit or cancel the schedule
filtering by assignee, status, or knowby
viewing individual occurrences for recurring schedules
expanding full schedule details
These boards (All Schedules / Scheduled by Me) are for viewing and managing only — not for starting the task.
To begin working on an assigned task, go to My Schedule – this is the default board on first open. Clicking a row opens the Schedule Details drawer.
Here the assignee can see:
schedule title
note (if provided)
full schedule information (expandable)
an option to download the calendar file
the list of assigned knowbys with actions: Start, Resume, Restart, or Preview
Choosing Preview opens the knowby in read-only mode — fields cannot be filled and completion cannot begin.
From the top bar of the Preview screen, the user can start the task at any time.
Starting the task opens the knowby in completion mode.
The task status updates to In Progress, which is visible both to:
the assignee in My Schedule
the requester/admin in Scheduled by Me or All Schedules
The assignee can pause and resume the task at any time.
Once the knowby is completed:
All boards update automatically
The status becomes Completed or Completed Late (if finished after the duration deadline)
A View Completion button becomes available for both the assignee and the requester/admin
The completion date and time are displayed
This unified scheduling system ensures that:
knowbys are delivered exactly when needed
all users receive clear email notifications
repeat training happens automatically
admins and members have full visibility into upcoming and completed tasks
training workflows remain consistent, trackable, and reliable