Add a Service Schedule

The Add a service schedule dialog has two modes: a template list for picking from built-in and studio custom templates, and a custom form for defining a one-off schedule from scratch. Open the gear item's service tab and select Create custom schedule to go straight to the custom form, or select Select template to browse templates first (you can switch to the custom form from there).

Template picker — list view

The list shows all templates available to your studio — built-in templates provided by OneTake, plus any custom templates your studio has created. Templates suggested for the item's gear category appear first, under a Suggested for [category] heading. All other templates follow under Other templates. When the item has no category set, the list shows a single flat Templates heading with no suggested group.

Studio custom templates show a CUSTOM badge next to their name. A custom template appears in the suggested group when its Suggested for category matches the item's category.

Selecting templates

Each template row has a circular toggle button on the right. Selecting it adds the template to your selection — the button turns green and its label changes to confirm it's selected. Selecting it again removes the template from your selection.

You can select as many templates as you like before committing. The Add schedule button in the footer is disabled until at least one template is selected.

Templates that are already applied to the item appear pre-selected when the picker opens, so you can see at a glance which schedules the item already has. Leaving a pre-selected template checked and selecting Add schedule is safe — already-active templates are skipped server-side.

Committing the selection

When you select Add schedule, OneTake creates one maintenance schedule for each selected template. The dialog applies them best-effort: if one template fails, the rest still proceed. The dialog reports an error only when no schedules could be created at all.

Duplicate selections are ignored — selecting the same template twice results in one schedule, not two.

If you select a template that is no longer visible to your studio (for example, a custom template from a different studio), it is silently skipped.

Duplicate template names

If your studio has a custom template whose name exactly matches a built-in template (case-insensitive), the custom template is hidden from the picker list. The built-in version remains visible. This keeps the list uncluttered when a built-in was introduced to cover the same task as an existing custom template.

To remove the hidden custom template entirely, delete it from Studio → Service Templates.

Switching to a custom schedule

To define a schedule that doesn't match any template, select + Create custom schedule at the bottom of the list. This switches the dialog to the custom form (see below). You can select Cancel to close the dialog without creating anything.

The + Create custom schedule link is not shown in all contexts. When you add a schedule to multiple items at once (see Bulk add schedule), the link is hidden because a custom one-off schedule can't be applied in bulk from this view.

Custom schedule form

The custom form lets you define a one-off schedule with your own task name, cadence, and optional lead time. It creates a schedule with no template attached.

When the dialog opens in custom mode directly (for example, from a deep link or a service tab shortcut), the template list is not shown first.

Task name

A short label for the maintenance task — for example, "Re-fret" or "Clean contacts". Required.

Cadence

How often the task repeats. Enter a number and choose a unit:

For example, entering 2 and selecting years creates a schedule that recurs every 730 days.

The unit is selected from a dropdown (not a native browser select). The default unit is months.

Cadence is required. The value must be a positive integer (minimum 1).

Lead time (days, optional)

How many days before the due date you want a reminder. Leave it blank to use the automatic lead time.

The minimum value is 0. The field accepts whole numbers only.

Submitting

Once Task name and a valid Cadence are filled in, select Add schedule. The schedule is created against the item immediately.

No "Back to templates" button

When the custom form is open, there is no Back to templates button. To return to the template list, select Cancel to close the dialog and reopen it.

Bulk scheduling from the inventory list

You can add service schedules to multiple items at once from the Inventory list. Select the items you want to schedule, then use the bulk action to open the schedule dialog.

The bulk dialog shows the same template picker as the single-item flow, with one difference: custom templates are not shown. Only built-in templates are available when scheduling in bulk.

When the schedules are added successfully, the dialog closes automatically and the inventory list shows a confirmation notice. You don't need to close it manually.

If you open the bulk dialog a second time right after applying schedules, the pre-selected templates reflect what was just added — the dialog always reads the current state of each item's schedules rather than a cached version.

Bulk add schedule

When you have multiple items selected in the Inventory list, the toolbar shows an Add schedule button. Selecting it opens a dialog that lets you apply one or more service templates to all selected items at once.

The bulk dialog uses the same template picker list view. Two things work differently from the single-item flow:

• Pre-checked templates — the picker shows templates that are already active on every selected item as pre-selected. A template active on only some items appears unchecked. Applying a template to items that already have it is safe — the server skips duplicates.
• No custom schedule option — the + Create custom schedule link is hidden. Custom one-off schedules can only be added to individual items from their service tab.

While the dialog is fetching existing schedule data for the selected items, a spinner is shown. The template list appears once all fetches complete.

After you confirm the selection, OneTake applies each template to all selected items. When the apply succeeds, a notice appears in the toolbar confirming how many items were updated, the selection is cleared, and the list refreshes.

The Add schedule toolbar button opens the bulk dialog when no forced template is active. When a forced template is active (from the ?applyTemplate= URL parameter), the button opens the existing apply-template modal instead.